What is the Exhibitions feature?
Exhibitions is where you keep a record of the shows your artwork is actually in, from upcoming exhibitions, art fairs, and competitions to past ones. Each Exhibition record becomes part of the exhibition history on every Piece in it, so you always know where and when your work has been shown.
You can record details such as the show type, dates, location, deadlines, the Pieces in the show, and any awards.
Did you know?
Applications you're considering, working on, or have sent are tracked in Call Submissions. When you're accepted, you can turn a Call Submission into an Exhibition record. Learn more in Call Submissions Update: How to Track Every Art Opportunity and Turn Acceptances Into Exhibition Records.
Note:
Exhibitions is available on all Artist plans (Apprentice, Professional, and Master), during your free trial, and on all Organization accounts. It isn't part of Free Submit accounts. All full Artwork Archive Artist and Organization accounts can also log Exhibition History on individual Piece Records.
Creating a new Exhibition Record
Click Exhibitions in the left-side menu
Click +New Exhibition from the top menu
Under Show type, select Exhibition, Competition, or Art Fair, and choose Solo or Group Show
Fill in the details you'd like to include, such as Exhibition Info, Location Info, the exhibition dates, Deadlines, and Notes (always private)
Click the blue Save button on the bottom right of your screen
Assigning a Location Record to your Exhibition Record
If you don't see the Location Record you'd like to add for the Exhibition, click Create new location.
If you want the location information for this exhibition added to the location history of the Pieces in this show, check Create Location Records for pieces in this show. Using the start and end dates will add the exhibition Pieces to the proper location.
Did you know?
The "Description" section includes formatting tools (called a rich text editor) that let you customize how your Exhibition record looks. You can use bold, italics, create lists, and more to highlight important information.
You can also add hyperlinks to external websites. Just select the link icon (🔗) in the toolbar to include relevant sources or references in your Exhibition record.
Note:
Be sure to paste the full URL if including hyperlinks (🔗) in the "Description" field, i.e. your hyperlink URL needs to start with "https://www."
✅ Correct: https://www.artworkarchive.com
❌ Incorrect: www.artworkarchive.com (missing https://)
Why this matters: If you don't include "https://" at the beginning, the link won't work properly. Always copy the full address from your browser's address bar.
How to Create an Exhibition Record From a Call Submission
Got into a show you applied to? Turn your Call Submission into an Exhibition record so the show is added to your Exhibitions and to the exhibition history of each accepted Piece. This works for Easy Application and Self-Tracked submissions, including ones you made before this update.
Click Call Submissions in the left-side menu and open the submission
For a Self-Tracked call, set the Status of each Piece that got in to Accepted
Click Create Exhibition Records at the top of the page
A New Exhibition form opens with details from your Call Submission already filled in, such as the name, website, fee, and deadlines. Check the show type and add any other details, such as exhibition dates and location
Under Accepted Pieces from your call, check the Pieces that were accepted
Click Save
Once it's saved, your Call Submission stays in Call Submissions and its button changes to View Exhibition. The Exhibition record's Info panel shows Created from Submission with a link back to it, and each Piece you checked appears in that Piece's Exhibition History.
Did you know?
You're not limited to the Pieces you checked. If you forgot one or want to add another later, open the Exhibition record and click Assign Pieces. Your existing Exhibition records don't change with this update.
Assigning Pieces to an Exhibition Record
Note:
To add Pieces to an Exhibition Record, the Pieces must be added to your Artwork Archive inventory first. Any Piece you add to an Exhibition record is treated as part of that exhibition. Submitted, accepted, and rejected statuses are tracked per Piece in Call Submissions, not in the Exhibition record.
Create an Exhibition Record
Click into the Exhibition Record
Click Assign Pieces in the top menu
Select Pieces to assign from the Piece selection menu by clicking the Piece(s) shown in the left column.
Click the blue "Add #" button to assign that Piece(s) to the right column. The right column will list the Pieces that will be included in this Exhibition record.
You can narrow down your search by using the Search bar on the left column and/or taking advantage of the blue Show Filters bar to narrow down your search by a multitude of categories and drop-down menus that you can select from:
Click the blue Assign button at the bottom
Adding Additional Files to an Exhibition Record
Once an Exhibition Record is created, you can add Additional Files to the record such as press releases, marketing materials, contracts, etc.
You'll find the Additional Files button when you scroll to the bottom of your Exhibition record.
Note:
Additional document storage is only available on Artist Professional and Master, Collector Plus, Collector Premier, and all Organization accounts types. You can upgrade your plan here.
Deleting an Exhibition Record
Click Exhibitions in the left-side menu
Click Edit to the right of the Exhibition Record you wish to delete
Click the red trash can button at the bottom of the page
You will then be prompted to confirm deleting the Exhibition record
Important:
The deletion of the Exhibition Record is permanent and cannot be undone, but the Pieces in the Exhibition record will not be deleted.
Archiving/Unarchiving an Exhibition Record
Click Exhibitions in the left-side menu
Click Archive to the right of the Exhibition Record you wish to archive
Click OK in pop-up dialog box to confirm
You can access archived Exhibition Records within the Archive tab located at the top of the main Exhibitions page. Navigate there to view your archived Exhibition records where you can select View, Edit, or Unarchive.
Call Submissions & Exhibitions Webinar
In this recorded webinar, you'll learn how to streamline your art opportunity applications using Artwork Archive's integrated toolkit. From grants to exhibitions, discover how to organize your materials, track deadlines, and submit professional applications, all from one centralized platform.
Still have questions? Watch this quick tutorial.
Did you know?
If the important dates for your Exhibition are in the future, they will also automatically populate in your Schedule in Artwork Archive so you never have to miss an important deadline.