Artist Press Release Template (Canada)

Lead with the news

Editors need the announcement first: exhibition, commission, residency, public-art launch, performance, award, acquisition or festival. The opening paragraph should answer who, what, where, when and why now.

Biography belongs lower in the release. The template gives space for notable exhibitions, collections, grants and practice summary while avoiding unsupported claims such as nationally acclaimed unless evidence exists.

Images require permission and credit

Supplying press images does not make them free for all uses. The release should identify the artwork, photographer, copyright owner, credit line, permitted media use, crop or editing limits and whether permission is limited to coverage of the announcement.

Canadian moral rights include attribution and integrity concepts. Because moral rights cannot be assigned, the release should not imply that a gallery or sponsor can alter images without consent. If the artist waives or permits a specific omission or crop, write it clearly.

Embargoes, time zones and bilingual media

If news is embargoed, put the embargo at the top with date, time and time zone. Canada has multiple time zones and bilingual media environments, so the release should also state whether French copy, translated quotes or bilingual image captions are available.

Partner approvals matter. Public funders, municipalities, universities, Indigenous communities, estates, galleries and sponsors may require exact wording, logos or approval before release. The template records approval owners so the sender does not publish too early.

Access, tickets and public information

A good release includes venue address, dates, hours, ticket price, booking link, accessibility information, ASL/LSQ or captioning where available, transit, age guidance, school suitability and content notes where relevant.

These details help journalists and audiences. They also reduce the back-and-forth for artists or artist-run centres with limited communications staff.

Privacy, culture and careful claims

Press contacts, mailing lists, media passes, private phone numbers, image-request forms and interview availability can all contain personal information. OPC guidance says personal information should be retained only as long as needed and disposed of securely when no longer required.

Where a release references Indigenous cultural knowledge, community names, language groups, ceremony, traditional territory or images of deceased people, the template prompts for an approval owner. It does not invent cultural protocol, but it prevents cultural approval from disappearing behind generic publicity text.

Release component guide

Headline

States the artist, project, venue or announcement plainly.

Opening paragraph

Answers who, what, where, when and why the release is news.

Event details

Captures venue, dates, hours, tickets, booking, access and time zone.

Quote

Adds an approved quote from artist, curator, commissioner or partner.

Image permissions

States copyright owner, photographer, credit line and permitted media use.

Embargo

Sets publication timing with Canadian date, time and time zone.

Bilingual and partner approvals

Records French materials, sponsor wording, Indigenous/community approvals and funder requirements.

Press contact

Names the contact for interviews, images and follow-up.

Canadian press-release checklist

• Limit image permission

  Copyright use generally needs authorization. State permitted press use, credit, crop and duration limits.

  CIPO - learn copyright

• Respect moral rights

  Moral rights cannot be assigned but can be waived, so credit and integrity terms should be explicit.

  CIPO - guide to copyright

• Do not claim an enacted resale royalty

  Canadian Heritage consulted on resale rights in 2023; do not present a policy proposal as current law.

  Canadian Heritage - resale rights survey

• Mark embargoes precisely

  Use date, time and time zone, and state whether French copy or translated captions are available.

• Check partner approvals

  Funder, municipality, gallery, estate, sponsor and Indigenous/community approvals should be confirmed before sending.

• Manage personal information

  OPC guidance says organizations should retain personal information only as long as needed and dispose of it securely.

  OPC - PIPEDA limiting use, disclosure and retention

• Support impact claims

  Keep evidence for claims about community, education, environmental, health or cultural outcomes.

How to write the release

1. Set the news angle. Choose the exhibition, prize, commission, residency or launch that makes the release timely.
2. Enter practical details. Add venue, dates, time zone, access, ticketing, booking and contact information.
3. Add quote and notes. Use one approved quote and concise artist, venue, partner and bilingual notes.
4. Clear images. Add copyright owner, photographer, credit line, permission and crop limits.
5. Review approvals. Check embargo, sponsor, funder, community and partner approvals before sending.

Frequently asked questions

Related templates

• Art Project Proposal Template (Canada)
• Artist Performance Contract Template (Canada)