Writing An Invitation To An Exhibition

To understand what an invitation to an exhibition is, I’ll first of all describe what an exhibition is. In the generic sense an Exhibition is a display or demonstration of a skill. However, in this context, an Exhibition is a public display of works of art or items of interest, held in an art gallery or museum or at a trade fair.

An exhibition is important because it is an avenue for people to interact with other people of similar mindsets. Exhibitions are a part of the marketing activities of most types of businesses in the Science and Art based industries.

An invitation to an exhibition can be in different forms; it can be in writing, a recorded audio or video, but this article is concerned mainly with a written invitation. I would mention the requirements of a written invitation to an exhibition and then I’ll drop a sample for easy comprehension.

The success of an exhibition depends on its attendance; the number of people that attend and the quality of people that attend. This is where the function of the invitation letter comes in; this letter informs people about the details of the exhibition while persuading them to attend it.

 

REQUIREMENTS FOR A LETTER OF INVITATION TO AN EXHIBITION

  1. Be clear about the topic/subject of the letter. Write it out clearly.
  2. In the body of the letter be careful not to stray from the topic.
  3. It should be straight to the point. Avoid using unnecessary flowery words intended only to flatter the receiver of the letter.
  4. Properly address the recipient of the letter.
  5. The language of the letter should be a balance between formal and friendly/inviting.
  6. Avoid spelling and grammatical errors.

 

The invitation to an exhibition has more than one purpose; it can be an invitation for attendance or an invitation for participation.

  1. Invitation for attendance: This can be an email or a physical letter, hand written or printed and deliverable personally or by courier. This letter merely solicits for the attendance of certain people who have various interests in the works being exhibited. Letters of invitation are only sent to potentially interested people like potential customers, dealers or financing institutions.
  2. Invitation for participation: This can be an invitation to rent exhibition stalls, invitation to volunteer or an invitation to sponsor.

 

Samples of invitations for attendance at an exhibition

  1. Physical Letter (Printed or Hand written) deliverable personally or by courier.

No. 52, Onitsha Crescent,

Off Gimbiya Street.

Area 11, Garki,

Abuja

10th of January, 2018.

Mr. Stanley Eze
Managing Director,
Jabi Micro Finance Bank
Opposite Sandralia Hotel,
No. 7 Solomon Lar Way

Jabi, Abuja

Invitation to attend the green-land exhibition

Dear Sir/Ma,

Greenland Enterprise on behalf of our management take immense pleasure in inviting you, Mr. Stanley Eze, and your family to attend the 5th annual Greenland Science Exhibition 2018. The exhibition will be for 5 days from the 12th to 16th of March 2018 and you are requested to attend it.

The main aim behind conducting such an exhibition is to display our new innovations to educate people on the effect of Technology in the Health Sciences. Also the exhibition will help people and professionals interact with each other. Thus do make it for the function along with your friends and family.

Yours Truly,

Dr. Susan Tarfa

 

__________

Signature

  1. Personal Email

Dear (Mrs. Aileku),

It is a privilege to invite you to the 5th Annual Green Field Art Exhibition. This event will be held at the Maryam House opposite Aso Savings Bank on Secretariat Road, Kuje, Abuja, from the 2nd to the 6th of October 2018. The exhibit will begin at 10:00 am and end at 5:00 each day.

This upcoming event is organized for the benefit of individuals of families who wish to explore and find new artworks and it also gives the artists, art dealers and sponsors a chance to network.

We at Greenfield Arts would appreciate your attendance.

Respectfully Yours,

_______________
Oghenekevwe Okonkwo

 

Samples of invitations for participation at an exhibition

  1. Physical Letter (Printed or Hand written) deliverable personally or by courier.

No. 52, Onitsha Crescent,

Off Gimbiya Street.

Area 11, Garki,

Abuja

10th of January, 2018.

Mr. Stanley Eze
Managing Director,
Jabi Micro Finance Bank
Opposite Sandralia Hotel,
No. 7 Solomon Lar Way

Jabi, Abuja

INVITATION TO EXHIBIT AT THE GREEN-LAND EXHIBITION

Dear Sir/Ma,

Greenland Enterprise on behalf of our management take immense pleasure in inviting you, Mr. Stanley Eze, and your company Stanley Animations to participate at the 5th annual Greenland Science Exhibition 2018 by buying exhibition stalls. The exhibition will be for 5 days from the 12th to 16th of March 2018 and the stalls cost N20,000 each.

The main aim behind this exhibition is to display our new forms and promote up and coming artists in the art industry. Also the exhibition is a platform for artists and art dealers to network with each other. Please do inform us of your intention to exhibit before the 8th of March 2018. Thank you for your anticipated reply.

Yours Truly,

Mrs. Susan Tarfa

 

__________

Signature

 

  1. Personal Email

Dear (Mrs. Aileku),

It is a privilege to invite you to participate at the 5th Annual Green Field Art Exhibition by buying an exhibition stall, each stall costs N20,000 and an usher will be assigned to you for the duration of the Exhibition. This event will be held at the Maryam House opposite Aso Savings Bank on Secretariat Road, Kuje, Abuja, from the 2nd to the 6th of October 2018. The exhibit will begin at 10:00 am and end at 5:00 each day.

This upcoming event is organized for the benefit of individuals of families who wish to explore and find new artworks and it also gives the artists, art dealers and sponsors a chance to network.

We at Greenfield Arts would appreciate your participation.

Respectfully Yours,

_______________
Oghenekevwe Okonkwo

 

In conclusion, the invitation letter, whether a letter of attendance or participation, should be formal but friendly and should only be sent to people with direct interests to the subject matters of the exhibition. This is where the quality of attendance comes in, if the people in attendance have no interests or don’t understand the exhibits, then you would end up having a clustered place with no potential sales or business deals. If attendance was based on the payment of tickets it would have been profitable but since there are no tickets, it’s better to just invite the right people.

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