Organizing your first art exhibition is a significant milestone in any artist's career. It's an opportunity to showcase your work, connect with an audience, potentially make sales, and establish yourself in the art community. While the process might seem daunting, breaking it down into manageable steps can help you create a successful and memorable event.
12-6 Months Before: Initial Planning
Define Your Exhibition Concept
Start by clarifying the purpose and theme of your exhibition:
- What story or message do you want to convey?
- Is there a cohesive theme connecting your works?
- Will you showcase a single series or a retrospective of your development?
- Are you exhibiting alone or with other artists?
A clear concept helps guide your decisions and creates a more impactful exhibition experience for visitors.
Create or Select Your Body of Work
Assess your existing portfolio or begin creating new pieces specifically for the exhibition:
- Aim for a cohesive collection that supports your exhibition concept
- Consider how pieces will work together in a shared space
- Create more work than you think you'll need to allow for curation flexibility
- Factor in time for framing, mounting, or other presentation requirements
Research and Secure a Venue
Finding the right space is crucial for your exhibition's success:
Traditional Options:
- Galleries: Established spaces with built-in audiences but often more competitive and may take a commission
- Artist-run spaces: More accessible for emerging artists and often foster community
- Alternative venues: Cafés, community centers, libraries, or empty retail spaces that might be more affordable or accessible
When evaluating potential venues, consider:
- Wall space and lighting conditions
- Foot traffic and visibility
- Rental costs and commission rates
- Available dates and rental duration
- Installation support and security
- Accessibility for visitors
Once you've found your ideal venue, secure it with a written agreement that clearly outlines dates, costs, responsibilities, and expectations from both parties.
Create a Budget
Develop a comprehensive budget that accounts for all potential expenses:
- Venue rental fees
- Artwork production costs (if creating new work)
- Framing, mounting, and display materials
- Printing costs (catalogs, postcards, business cards)
- Marketing and promotional expenses
- Opening reception costs (refreshments, staff)
- Transportation of artwork
- Insurance
Consider potential income sources to offset these expenses, such as artwork sales, crowdfunding, grants, or sponsorships.
6-3 Months Before: Preparation and Marketing
Finalize Your Artwork Selection
As your exhibition date approaches, make final decisions about which pieces to include:
- Select works that best represent your concept and create a cohesive exhibition
- Consider the available space and how pieces will interact with each other
- Ensure all selected works will be complete and ready for display
Prepare Your Artwork for Exhibition
Professional presentation enhances how your work is perceived:
- Frame or mount work appropriately for the medium and space
- Ensure all pieces are signed and documented
- Create inventory sheets with titles, dimensions, mediums, and prices
- Consider creating artist statements for individual pieces or series
Develop Marketing Materials
Create professional materials to promote your exhibition:
- Exhibition title and branding: Develop a compelling title and consistent visual identity
- Press release: Write a clear, concise announcement about your exhibition
- Artist statement: Craft a statement explaining your work and the exhibition concept
- Biography: Update your artist biography with recent accomplishments
- Digital images: Prepare high-quality photographs of key pieces
- Printed materials: Design postcards, posters, or catalogs
Create a Marketing Plan
Develop a strategy to promote your exhibition across multiple channels:
- Social media: Create event pages and regular content leading up to the exhibition
- Email marketing: Send invitations to your mailing list
- Press outreach: Contact local arts publications, newspapers, and bloggers
- Community outreach: Connect with local art groups, schools, or organizations
- Personal invitations: Personally invite key contacts, collectors, and influencers
Create a timeline for your marketing efforts, building momentum as the exhibition date approaches.
2-1 Months Before: Logistics and Final Preparations
Plan Your Exhibition Layout
Thoughtfully designing your exhibition space enhances the visitor experience:
- Create a floor plan or digital mockup of the space
- Decide on the optimal arrangement and flow of artworks
- Consider narrative sequencing or thematic groupings
- Plan for appropriate spacing between works
- Determine label placement and information to include
Prepare Exhibition Text
Create clear, informative text to accompany your artwork:
- Exhibition introduction: A text panel explaining the exhibition concept
- Artwork labels: Include title, year, medium, dimensions, and price (if for sale)
- Artist statement: Display your statement in a prominent location
- Supplementary information: Consider adding QR codes linking to additional content
Plan Your Opening Reception
The opening event sets the tone for your exhibition:
- Decide on date and time (typically evenings work best)
- Arrange for refreshments and beverages
- Consider including a brief artist talk or guided tour
- Plan for music or other ambiance enhancements
- Arrange for someone to document the event with photos
- Prepare for sales (payment methods, receipts, packaging)
Finalize Marketing Efforts
Intensify promotion as the exhibition date approaches:
- Send final invitations and reminders
- Increase social media frequency
- Follow up with press contacts
- Distribute printed materials to local businesses
Exhibition Week: Installation and Execution
Installation
Allow sufficient time for a careful installation process:
- Transport artwork safely to the venue
- Follow your planned layout, but be flexible if adjustments are needed
- Ensure proper lighting for each piece
- Install labels and exhibition text
- Prepare a price list for interested buyers
- Test any multimedia components
Opening Reception
Make the most of your opening event:
- Arrive early to prepare and center yourself
- Designate someone to handle sales or administrative tasks
- Make yourself available to speak with guests
- Have business cards or takeaway materials available
- Document the event through photos and video
- Collect contact information from interested visitors
During the Exhibition Run
Maintain momentum throughout your exhibition:
- Schedule additional events like artist talks or workshops
- Share highlights and visitor responses on social media
- Check on the exhibition regularly to ensure everything remains properly displayed
- Be available for sales inquiries or arrange for gallery staff to handle them
After the Exhibition: Follow-Up and Reflection
De-installation
End your exhibition professionally:
- Carefully remove and pack all artwork
- Return the venue to its original condition
- Finalize any sales transactions
- Thank the venue staff and any helpers
Follow-Up
Maintain the connections you've built:
- Send thank-you notes to the venue, supporters, and key attendees
- Follow up with potential collectors who expressed interest
- Add new contacts to your mailing list
- Share exhibition documentation on your website and social media
Reflection and Evaluation
Learn from the experience for future exhibitions:
- Assess what worked well and what could be improved
- Review sales and attendance figures
- Gather feedback from visitors and venue staff
- Document the exhibition for your portfolio and grant applications
Conclusion
Mounting your first exhibition is a significant undertaking, but the rewards—both personal and professional—make it worthwhile. Each exhibition becomes easier as you gain experience and build relationships within the art community.
Remember that success isn't measured solely by sales. Building connections, receiving feedback on your work, gaining visibility, and the personal growth that comes from presenting your art publicly are all valuable outcomes of your exhibition.
Approach the process with organization, professionalism, and authentic enthusiasm for sharing your creative vision, and you'll create an exhibition experience that resonates with visitors and advances your artistic career.
