Label your photographs with the title, date, and medium before the opening

Exhibition labels sit beside or below your work and tell viewers what they are looking at. A label should include the photograph's title, the year it was taken, the medium (such as "archival inkjet print" or "silver gelatin print"), and your name. Some exhibitions also ask for dimensions and price. The label itself is usually a small printed card mounted on the wall or a placard attached to the frame — never handwritten unless the exhibition specifically requests it.

The timing matters: labels go up during installation, which happens before the opening. You cannot add them after people arrive. This means you need to know your exhibition's requirements weeks in advance, not days before. Most venues send a label template or style guide that specifies font, size, and format. If they do not, ask for one rather than guessing.

The label is part of the viewer's experience. A clear, consistent label makes the exhibition look professional and tells the story of each piece. A missing label or a smudged one makes viewers unsure what they are seeing and damages the whole show.

Key Takeaways

  • Every label must include the photograph's title, year taken, medium, and artist name — check your venue's template for exact format and wording.
  • Labels are printed and mounted during installation, so you need to submit text and dimensions to the venue at least two weeks before opening.
  • The medium description should be specific: "archival inkjet print on cotton rag paper" tells viewers more than "photograph" and affects how they understand the work.
  • If your exhibition is juried or curated, the label may also include a brief artist statement or the curator's description — ask what the venue provides.
  • Dimensions should be listed as height × width, and if the print is mounted or framed, clarify whether you are giving the image size or the overall size.

What information goes on the label

The standard label includes five pieces of information in this order: artist name, photograph title, year, medium, and dimensions. Some venues add price if the work is for sale. The artist name usually appears first or last, depending on the venue's style.

The title should be the exact title you gave the photograph. Do not shorten it or change it for the label. If the photograph has no title, you can use a descriptive phrase in quotation marks — for example, "Untitled (Pier at Sunset)" — but consistency across your work matters more than cleverness.

The year is the year you took the photograph, not the year you printed it. If you shot it in 2019 and printed it in 2024, the label says 2019. If you are unsure of the exact year, you can write "circa 2019" or "2018–2019".

The medium describes how the photograph was made and printed. "Photograph" alone is too vague. Instead, write "archival inkjet print on Epson hot-pressed paper" or "silver gelatin print" or "cyanotype on watercolor paper." This tells viewers the material and process and helps them understand the photograph's longevity and aesthetic. If you used a digital camera, you do not need to say so — the medium describes the final print, not the capture method.

Dimensions are listed as height × width in inches or centimeters. If the print is mounted or framed, ask the venue whether they want the image size or the overall size. Most venues want the image size, but some want the framed size. Clarify before you print the label.

How to format and submit labels to the venue

Most venues provide a template or a form where you enter label text. The template specifies font, size, color, and layout. Follow it exactly. If the venue says "12-point Helvetica, black text on white background," do not submit 14-point Garamond in gray. Consistency across all labels in the exhibition matters, and the venue's designer has already chosen what works with the space.

If no template exists, ask the venue for one before you write anything. If they say "just send us the text," ask for clarification on font size, color, and whether the label will be printed or handwritten. Do not assume.

Submit label text at least two weeks before the opening, or whenever the venue's timeline requires. Late submissions delay installation and can push your opening date back. Include all five pieces of information and double-check spelling, especially of your name and the photograph's title.

Some venues print labels themselves; others ask you to print and bring them. Ask which applies to your exhibition. If you are printing, use archival-quality paper and a printer that will not fade. Matte finish usually works better than glossy, which can reflect light and make text hard to read.

Mounting and positioning the label

The label is usually mounted on the wall beside or below the photograph, or attached to the frame. The venue's installation crew typically handles mounting, but you should know where it will go so you can visualize the finished display.

Labels are usually positioned at eye level or slightly below, roughly 18 to 24 inches from the floor. If your photograph hangs high on the wall, the label may be lower, so viewers do not have to crane their necks to read it. The label should be close enough to the photograph that viewers know which work it describes, but not so close that it obscures the image.

If your photograph is in a frame, the label may be mounted on the frame itself, on the wall beside the frame, or on a separate placard. Ask the venue which method they use. Some venues attach labels directly to the wall with small adhesive strips; others use small brass plates or printed cards in a holder. The method affects how the label looks and how permanent it is.

What to do if the venue does not provide a template

Some smaller galleries, pop-up exhibitions, or artist-run spaces do not have a standard label format. In that case, you can create your own, but keep it straightforward and consistent with the other work in the show.

Use a readable font — serif fonts like Garamond or sans-serif fonts like Helvetica or Arial work well. Avoid decorative or script fonts, which are hard to read from a distance. Use 10- to 14-point type; anything smaller is difficult for viewers with vision loss, and anything larger looks clumsy on a small card.

Print on white, cream, or light gray paper. Black or dark gray text on a light background is easiest to read. Avoid colored text or colored paper unless the venue's aesthetic specifically calls for it.

If you are designing your own labels, show a sample to the venue before you print all of them. This gives the venue a chance to request changes and ensures your labels fit the space and the exhibition's style.

Special cases: artist statements, prices, and borrowed work

Some exhibitions include a brief artist statement on the label or on a separate card. If the venue asks for one, keep it to two or three sentences and focus on what the photograph is about or why you made it. Do not use the label for a long biography or manifesto — that goes in the exhibition catalog or on a separate wall text.

If the photograph is for sale, the price goes on the label or on a separate price list. Ask the venue which method they prefer. Some galleries put prices on labels; others keep them separate so viewers can focus on the work without thinking about cost. If you are selling work, also clarify whether the price includes framing and shipping, and whether the venue takes a commission.

If you are exhibiting a borrowed photograph — one you did not take — the label should credit the original photographer. Write "Photograph by [Photographer Name]" or "Image courtesy of [Source]." This is both ethical and legally required in most venues. If you are unsure of the credit, ask the lender or the venue.

Common mistakes to avoid

The most common mistake is submitting label text too late. Installation happens on a fixed schedule, and late text delays the opening or leaves your work unlabeled. Submit text as soon as the venue asks, not the day before.

Another mistake is being vague about the medium. "Photograph" or "digital print" does not tell viewers much. "Archival inkjet print on Epson hot-pressed matte paper" is specific and helps viewers understand the work. If you are unsure of the exact paper name, check the box or ask your printer.

Inconsistency across labels also stands out. If one label says "2023" and another says "taken in 2023," the exhibition looks careless. Use the same format for all labels in your show.

Handwriting labels when the venue expects printed ones is another red flag. Handwriting can look personal, but in an exhibition it usually looks unfinished. Only handwrite if the venue explicitly asks you to.

Finally, do not assume the venue will figure out what information is missing. If you are unsure whether to include the print size, the edition number, or the price, ask. The venue would rather answer a question than install your work with incomplete information.

Frequently Asked Questions

Should the label include the camera or lens I used?

No. The label describes the final print, not the equipment used to capture the image. Viewers care about what they see on the wall — the paper, the print process, the size — not the camera. If you want to share technical details, include them in an artist statement or a separate handout, not on the label.

What if I printed the photograph in multiple editions?

If you printed multiple identical copies, the label does not need to say so. If each print is unique or limited to a specific number — for example, "1 of 5" — include that on the label. Ask the venue where it should appear, usually after the medium or dimensions.

Can I use a QR code on the label to link to more information?

Some venues allow QR codes on labels; others do not. Ask before you add one. If the venue approves, keep the code small and test it before installation to make sure it works. Not all viewers will scan it, so do not put essential information only in the link.

What if the photograph's title is very long?

Use the full title on the label. If it is so long that it does not fit, ask the venue whether you can abbreviate it or move part of it to a separate artist statement. Do not change the title itself.

Should I include my website or social media on the label?

Most venues do not include artist contact information on individual labels. If you want to share your website or social media, ask whether the venue has a separate artist bio card or a catalog where that information goes. The label itself should focus on the work, not the artist's promotion.