Getting people to attend your exhibition starts with the perfect invitation email. A well-crafted message needs to do much more than just state the basics. It should grab attention, share key details clearly, and most importantly, make people want to come.
Many exhibition organizers find writing these invitations challenging. What should you include? How formal should they be? How do you stand out in a crowded inbox? This collection of 15 ready-to-use templates takes the guesswork out of creating exhibition invitations that get results.
Exhibition Invitation Email Samples
These emails cover many different exhibition types and situations. Feel free to modify them to fit your specific needs.
1. Art Gallery Opening Invitation
Subject: You’re Invited: [Gallery Name] Presents [Exhibition Title] – Opening Night [Date]
Dear [Recipient Name],
We are happy to invite you to the opening reception of [Exhibition Title], featuring the works of [Artist Name(s)]. This collection showcases [brief description of artwork style/theme].
Opening Reception Details: Date: [Day, Month Date, Year] Time: [Start Time] to [End Time] Location: [Gallery Name and Address] Dress Code: [If applicable]
The artist(s) will be present at the opening reception to discuss their work. Light refreshments and drinks will be served.
This exhibition runs from [Start Date] to [End Date]. Gallery hours are [regular gallery hours].
Please RSVP by [RSVP Date] by [RSVP method – email, phone, website].
We look forward to seeing you at this special event.
Warm regards,
[Signature Block: Name, Title, Gallery Name, Contact Information, Gallery Logo, Social Media Links]
2. Trade Show Invitation for Existing Clients
Subject: Join [Company Name] at [Trade Show Name] – Exclusive Client Access
Dear [Client Name],
Thank you for your continued support of [Company Name]. As a valued client, we would like to invite you to visit our booth at the upcoming [Trade Show Name].
We will be showcasing our newest [products/services], including [mention 1-2 highlight items]. Our team has prepared special demonstrations that we believe will address your specific needs related to [mention client-specific interest or challenge].
Event Details: Trade Show: [Trade Show Name] Dates: [Dates of Trade Show] Location: [Venue and Address] Our Booth: [Booth Number/Location]
As our special guest, we would like to offer you: – A private consultation with our [relevant specialist] – A first look at our new [product/service] – [Any special gift or discount]
To schedule a specific time to meet with our team at the show, please reply to this email or call [phone number].
We hope to see you there!
Best regards,
[Signature Block: Name, Title, Company, Contact Information, Company Logo, Links to Social Media Profiles]
3. Museum Exhibition Launch – General Public
Subject: New Exhibition Alert: “[Exhibition Name]” Opens [Date] at [Museum Name]
Hello [Recipient Name],
[Museum Name] is thrilled to announce the opening of our newest exhibition, “[Exhibition Name],” starting [Date].
This [duration]-long exhibition takes visitors on a journey through [brief description of exhibition theme/content]. Featuring [number] artifacts/artworks from [source/collection/period], this is an opportunity you won’t want to miss.
What to Expect: – [Key highlight #1] – [Key highlight #2] – [Key highlight #3] – Special activities for visitors of all ages
Exhibition Information: Dates: [Start Date] to [End Date] Hours: [Exhibition hours] Location: [Museum Name, specific gallery if applicable] Admission: [Ticket prices, mentions of discounts, free days, etc.]
[Optional: For the opening weekend, we will also have [special activities, guest speakers, etc.].]
Tickets are available [how to purchase – online, at the door, etc.]. [If applicable: Museum members receive free admission.]
We hope to welcome you soon to this fascinating exhibition.
Kind regards,
[Signature Block: Name, Title, Museum, Contact Details, Museum Logo, Website, Social Media Handles]
4. Photography Exhibition with Artist Talk
Subject: See the World Through Different Eyes: [Exhibition Title] + Artist Talk
Dear [Recipient Name],
We want to invite you to an upcoming photography exhibition that captures [theme of exhibition] in a completely new way.
[Photographer Name]’s collection “[Exhibition Title]” brings together [number] powerful images that [brief description of what makes this collection special].
The highlight of this exhibition will be a special artist talk where [Photographer Name] will share the stories behind these remarkable photographs.
Exhibition Details: Dates: [Exhibition Run Dates] Location: [Venue Name and Address] Gallery Hours: [Regular Viewing Hours]
Artist Talk: Date: [Specific Date] Time: [Start Time – End Time] RSVP: [How to RSVP for the talk if required]
[If applicable: Admission is free/Tickets are $X and can be purchased at (link)]
We hope you can join us for this visual journey and the chance to hear directly from the artist about their creative process.
Looking forward to seeing you,
[Signature Block: Name, Position, Organization Name, Contact Information, Social Media Handles, Gallery Logo]
5. Product Launch Exhibition for Industry Partners
Subject: [Company Name] Launches [Product Name]: Exclusive Preview for Partners
Dear [Partner Name],
As a trusted industry partner, [Company Name] is pleased to invite you to an exclusive preview of our groundbreaking new [product/service], [Product Name].
Before we introduce [Product Name] to the market, we want to give our key partners a first look at how this innovation will change [industry/field].
What Makes [Product Name] Different: – [Key feature/benefit #1] – [Key feature/benefit #2] – [Key feature/benefit #3]
Exhibition Details: Date: [Day, Month Date] Time: [Start Time] – [End Time] Location: [Venue and Address] Agenda: [Time] – Welcome and Refreshments [Time] – Product Presentation [Time] – Live Demonstrations [Time] – Q&A and Networking
This invitation is personal and allows you to bring one colleague from your organization. Please confirm your attendance by [RSVP date] by [RSVP method].
We value our partnership and look forward to sharing this exciting development with you.
Regards,
[Signature Block: Name, Title, Contact Information, Company Logo, Product Website Link]
6. Annual Industry Exhibition Reminder
Subject: Last Chance to Register: [Exhibition Name] Starts Next Week!
Dear [Name],
This is a friendly reminder that [Exhibition Name] is just [X] days away! We noticed you haven’t registered yet and wanted to make sure you don’t miss out on the biggest [industry] event of the year.
This year’s exhibition features: – [Number] exhibitors from across the [industry/region] – [Number] seminars and workshops covering [topics] – Networking opportunities with [types of professionals] – [Any special features like awards ceremonies, keynote speakers, etc.]
Quick Facts: Dates: [Exhibition Dates] Times: [Daily Hours] Location: [Venue and Address] Registration: [Link to registration page]
Early registration ends [date], after which prices increase by [amount/percentage]. Use code [DISCOUNT CODE] for an additional [X]% off when you register today.
Your competitors will be there – will you? We hope to see you at [Exhibition Name]!
All the best,
[Signature Block: Name, Title, Exhibition Organization, Contact Information, Exhibition Logo, Social Media Channels]
7. Virtual Art Exhibition Invitation
Subject: Experience Art From Your Home: Virtual Exhibition “[Title]” Now Open
Hello [Recipient Name],
We are happy to announce that our latest exhibition, “[Exhibition Title],” is now available as a fully immersive virtual experience.
From the comfort of your home, you can explore [artist/theme/period]’s work through our state-of-the-art virtual gallery. This digital format allows you to zoom in on details, read expanded information about each piece, and move through the exhibition at your own pace.
Exhibition Highlights: – [Number] works by [artist/theme/period] – Audio commentary by [curator/artist/expert] – [Any special interactive features] – Available 24/7 until [end date]
How to Access: 1. Visit [website URL] 2. [Any login instructions if needed] 3. [Any technical requirements or recommendations]
The virtual exhibition is [free/price]. [If applicable: Use code [CODE] for [discount/free access]]
We also offer a live virtual tour with our curator on [date] at [time]. Spaces are limited, so please reserve your spot [how to reserve].
We hope this virtual format makes art more accessible to you during these times.
Enjoy your visit,
[Signature Block: Name, Title, Organization, Contact Information, Organization Logo, Social Media Links]
8. School Art Exhibition for Parents
Subject: Your Child’s Artwork on Display: [School Name] Annual Art Exhibition
Dear [Parent/Guardian Name],
We are thrilled to invite you to [School Name]’s Annual Student Art Exhibition, where your child’s artwork will be on public display!
Throughout the year, our students have worked hard creating amazing art projects under the guidance of [Art Teacher Name(s)]. Now it’s time to celebrate their creativity and hard work.
Every student in grades [grade levels] has at least one piece in the show. Your child, [Child’s Name], has created [brief description of the child’s artwork if possible].
Exhibition Details: Date: [Day, Date] Time: [Start Time] – [End Time] Location: [Specific location in the school]
The evening will include: – Student-guided tours of the exhibition – Light refreshments prepared by our [relevant class/club] – A short presentation by our art department at [specific time] – An opportunity to purchase a keepsake book featuring all student artwork ($[amount] – proceeds support our art program)
This is a wonderful chance to see not only your child’s artwork but also the creative achievements of all our students. Family members and friends are welcome to attend.
We look forward to seeing you there!
Warmly,
[Signature Block: Principal’s Name, Art Teacher’s Name(s), School Logo, School Contact Information, Social Media Accounts]
9. Tech Product Showcase for Investors
Subject: Private Viewing: [Company Name]’s Next Generation Technology
Dear [Investor Name],
As a valued investor in [Company Name], you are cordially invited to an exclusive first look at our next generation of products before they hit the market.
Our R&D team has been working on breakthrough solutions that we believe will transform [industry/field]. This private showcase is designed specifically for our investor community to see the future direction of the company and the potential return on your investment.
What You’ll See: – Live demonstrations of [Product/Technology Name] – Preview of our product roadmap for the next 18 months – Market analysis and growth projections – Q&A with our executive team and lead developers
Event Details: Date: [Day, Month Date] Time: [Start Time] – [End Time] Location: [Location Name and Address] Dress Code: [Dress Code if applicable]
This is a confidential event, and all attendees will be asked to sign an NDA upon arrival. You may bring one guest who is directly involved in your investment decisions.
Please RSVP by [date] through [method – link/email/phone], indicating if you will be bringing a guest.
We look forward to sharing our vision for the future with you.
Sincerely,
[Signature Block: CEO/Founder Name, Title, Company Logo, Contact Information, Private Investor Relations Contact]
10. Fashion Exhibition Invitation
Subject: Fashion Forward: Experience [Exhibition Title] at [Museum/Gallery Name]
Dear [Recipient Name],
Step into the world of high fashion at our upcoming exhibition, “[Exhibition Title],” opening on [date] at [Museum/Gallery Name].
This groundbreaking show traces the evolution of [fashion theme/designer/period] through [number] carefully curated pieces that show how fashion has both reflected and influenced society over time.
Exhibition Highlights: – Rare pieces from [designer/collection/era] – Never-before-seen sketches and design processes – Interactive displays showing [specific feature] – [Any special installations or multimedia elements]
Visitor Information: Exhibition Dates: [Start Date] – [End Date] Location: [Venue and Address] Hours: [Regular Hours] Tickets: [Price Information and How to Purchase]
Special Events: Opening Gala: [Date, Time] – [Brief description] – [Price if applicable] Curator Tours: [Dates, Times] – [Brief description] – [Price if applicable] [Any other special events]
[If applicable: Members receive priority access and discounted tickets. Not a member? Join today at (link)]
This exhibition will tour to [other locations] after closing here, so don’t miss your chance to see it locally.
Fashionably yours,
[Signature Block: Curator Name, Title, Institution, Contact Information, Exhibition Logo, Social Media Handles, Hashtag for the Exhibition]
11. Scientific Exhibition for Academic Community
Subject: Research Showcase: [Institution] Presents Findings on [Research Topic]
Dear Professor [Last Name],
The [Department/Institute Name] at [Institution] cordially invites you to attend our upcoming scientific exhibition: “[Exhibition Title].”
This exhibition presents the results of our three-year research project on [research topic], funded by [funding source if applicable]. Our team has made significant discoveries that we believe will contribute substantially to the field of [academic field].
Key Research Areas Featured: – [Research area #1] led by [Researcher Name] – [Research area #2] led by [Researcher Name] – [Research area #3] led by [Researcher Name]
Exhibition Information: Date: [Date] Time: [Start Time] – [End Time] Location: [Building and Room Number, Institution, Address]
Program: [Time] – Welcome Address by [Name, Title] [Time] – Overview of Research Methodology [Time] – Presentation of Key Findings [Time] – Demonstration of [any practical applications] [Time] – Q&A Session [Time] – Networking Reception
Full research papers will be available at the exhibition, and our researchers will be present to discuss their work and potential collaborations.
Please RSVP by [date] to [email] indicating your attendance. You are welcome to bring colleagues who might be interested in this research area.
We look forward to sharing our findings with you and receiving your valuable feedback.
With academic regards,
[Signature Block: Principal Investigator’s Name, Title, Department, Institution Logo, Contact Details, Research Project Website]
12. Local Craft Exhibition Community Invitation
Subject: Handmade Treasures: [Town/Community Name] Annual Craft Exhibition
Hello [Recipient Name],
Your neighbors have been busy creating beautiful things! The [Town/Community Name] Annual Craft Exhibition is coming up, and we want you to be part of this community celebration.
For the past [number] years, local artisans have shared their talents at this friendly gathering. This year, we have [number] exhibitors displaying everything from quilting to woodworking, pottery to jewelry.
Why You Should Come: – See amazing handmade items created by people in your community – Meet the artisans and learn about their craft techniques – Find unique gifts made close to home – Try your hand at [craft activity] in our workshop area – Enjoy tasty treats from [local food vendors]
The Details: When: [Day, Date], [Time] Where: [Location and Address] Cost: [Free/Admission Fee] – [What the fee supports if applicable]
Special Features This Year: – Demonstrations every hour – Children’s craft corner – Local musicians – Community art project where everyone can contribute
No need to RSVP – just come along and bring your friends and family!
We can’t wait to see you there,
[Signature Block: Organizer’s Name, Title (if applicable), Community Organization, Phone Number, Email, Social Media Links, Community Logo or Event Logo]
13. Corporate Exhibition Invitation to Clients
Subject: [Client Company Name], Join Us at [Exhibition Name] – VIP Access Enclosed
Dear [Client Contact Name],
[Your Company Name] would like to extend a personal invitation for you and your team to join us at [Exhibition Name] as our VIP guests.
As one of our most valued clients, we want to share with you the latest solutions we’ve developed based on feedback from businesses like yours. Our booth will feature live demonstrations of [new product/service] that addresses the [specific challenge] we’ve discussed in our recent meetings.
Your VIP Package Includes: – Complimentary exhibition passes for you and up to [number] colleagues – Reserved time with our [relevant specialist] to discuss your specific needs – Access to our VIP lounge with refreshments throughout the day – Early access to our new [product/service/feature] pricing structure – A special gift waiting for you at our booth
Exhibition Details: Dates: [Dates of Exhibition] Our Booth: [Booth Number and Location Details] VIP Meeting Options: [Available Time Slots] Venue: [Venue Name and Address]
To claim your VIP passes, please complete this quick form: [Link to RSVP form]
If you have any questions or would like to schedule a specific time to meet with our team at the exhibition, please contact [Account Manager Name] at [phone/email].
Thank you for your continued partnership. We look forward to seeing you at [Exhibition Name]!
Best regards,
[Signature Block: Name, Title, Company Name, Direct Contact Information, Company Logo, Social Media Profiles]
14. Historical Exhibition Opening
Subject: Walk Through Time: “[Exhibition Title]” Opens at [Museum/Historical Society Name]
Dear [Member/Patron/Recipient Name],
We are pleased to invite you to the opening of our new historical exhibition, “[Exhibition Title],” which brings to life the story of [historical period/event/person] like never before.
After [number] years of research and collection, our curatorial team has assembled [number] artifacts, documents, and personal items that shed new light on [specific aspect of history]. Many of these items have never been on public display until now.
Exhibition Highlights: – [Significant artifact #1] on loan from [source] – Recently discovered [documents/letters/photographs] revealing [interesting fact] – Interactive displays showing [aspect of historical life/event] – Audio recordings of [relevant historical content]
Opening Weekend Program: Friday, [Date]: [Time] – Members-Only Preview with curator talk [Time] – Opening Reception with light refreshments
Saturday & Sunday, [Dates]: [Time] – Family Activities: [brief description] [Time] – Guided Tours (no reservation needed) [Time] – Lecture: “[Topic]” by [Speaker Name, credentials]
Exhibition Information: Runs: [Start Date] through [End Date] Regular Hours: [Museum Hours] Location: [Specific Gallery/Area], [Museum/Society Name and Address] Admission: [Price information / Free for members]
We hope you will join us for this remarkable journey into our shared past.
With appreciation for your support,
[Signature Block: Director’s Name, Title, Institution Logo, Contact Information, Website, Social Media Links]
15. Student Design Exhibition for Industry Professionals
Subject: Fresh Talent Alert: [School Name] Design Graduate Exhibition
Dear [Industry Professional Name],
We would like to invite you to the [School Name] Annual Design Graduate Exhibition, showcasing the work of our talented final-year students before they enter the professional world.
As a respected professional in the [design field], your presence would be incredibly valuable to our students who are eager to receive feedback on their work and make connections within the industry.
This Year’s Exhibition Features: – [Number] graduating students specializing in [design disciplines] – Portfolio presentations across [media types/platforms] – Design solutions addressing real-world challenges in [relevant industries] – A mix of commercial and conceptual projects
Exhibition Details: Dates: [Exhibition Run Dates] Industry Preview Night: [Date, Time] (includes drinks and canapés) Daily Hours: [Opening Hours] Location: [Building Name, School, Address]
Our students will be present throughout the exhibition to discuss their work, and many are actively seeking employment or internship opportunities. A digital catalog of student portfolios will be available to all industry visitors.
To help us prepare, please RSVP for the Industry Preview Night by [date] via [RSVP method].
We believe you’ll be impressed by the fresh perspectives and technical skills our graduates bring to the field, and we hope you can join us for this celebration of new design talent.
Professional regards,
[Signature Block: Department Head’s Name, Title, School/Department, Contact Information, School Logo, Course Website, Social Media Channels]
Wrap-up: Exhibition Email Invites
Creating effective exhibition invitation emails takes careful planning, but it’s worth the effort. These 15 templates show how to structure different types of invitations for various audiences and events. The key is to share all needed details while also building interest.
Feel free to mix elements from different samples to create the perfect invitation for your specific exhibition. Always make sure to include clear date, time, and location information, as well as any special instructions or offers that might encourage attendance.
With these samples as your guide, you’ll be sending out compelling exhibition invitations that fill your venue with interested and engaged visitors.