Learn how to create clear, approachable calls for entry attract the right applicants for your opportunity. Image courtesy of Eric Alfaro.
Too many Call for Entry tools are time-consuming for organizations to manage and confusing for applicants to navigate. That's why we created Artwork Archive's all-in-one Call for Entry Platform.
Artwork Archive's Call for Entry Platform is the first comprehensive solution that offers a simple and robust way for organizations to administer all of their art opportunities combined with best-in-class collection management tools.
With Artwork Archive, jurors can quickly review and rate submissions, organizations can administer calls and communicate with applicants with ease, and artists can submit through a platform they're already familiar with.
Best of all, calls are featured on Artwork Archive's Call for Entry Landing Page, and thousands of artists received our monthly opportunity guides directly in their inboxes and on their social media feeds.
Manage Calls for Entry, Grants, Residencies, and Artist Opportunities in One Place
Artwork Archive gives arts organizations a centralized way to create and manage calls for entry, artist applications, grants, fellowships, residencies, and exhibition opportunities. From publishing your opportunity to collecting submissions and managing applicants, the process starts with setting up your call.
1. Set Up Your Artist Call for Entry
Start by creating the basic information applicants will need to understand and find your opportunity.
Give your call a clear, specific name: Use a descriptive title like “Spring 2027 Emerging Artists Exhibition” rather than a generic “Call for Entry.” A specific title helps artists immediately understand what they’re applying for.
Upload a representative image: Choose a strong, relevant image that helps your opportunity stand out and gives applicants a sense of the program, exhibition, or organization behind the call.
Choose your call’s visibility: Make the opportunity Open for public access, Hidden for link-only access, or Private when you want to restrict access with a password.
Add your organization’s contact information: Include an email address, phone number, and website so artists know where to go if they have questions about the application or opportunity.
2. Set Your Call for Entry Timeline and Deadlines
Give artists a clear application timeline so they know exactly when to apply, when they’ll hear back, and when they’ll need to be available.
Set a clear submission deadline: Include the exact date, time, and time zone, such as “Applications close at 11:59 p.m. Eastern Time.”
Include an applicant notification date: Let artists know when they can expect to hear whether their application has been accepted or declined.
Add event start and end dates: For exhibitions, residencies, fellowships, and other time-based opportunities, clearly communicate when selected artists will need to participate or be available.
Confirm your time zone: Make sure the time zone associated with your call is accurate and clearly communicated so applicants know exactly when submissions close.
3. Write a Clear and Compelling Call for Entry Listing
A strong call for entry gives artists the information they need to quickly decide whether an opportunity is relevant to them and what they’ll need to submit a successful application.
Describe the opportunity: Explain what you’re offering, whether there is a theme or focus, and what artists can expect to gain from participating.
Clearly state artist eligibility: Specify who can apply, including any requirements related to location, career stage, artistic medium, age, or other eligibility criteria. If the opportunity is open to all artists, say so.
List exactly what artists need to submit: Include the number of artwork images, required documents, accepted file formats, artist statement or proposal requirements, and any word or character limits.
Disclose all application and participation costs upfront: Clearly communicate entry fees as well as potential costs for shipping, travel, framing, installation, insurance, or other participation requirements.
Explain awards and benefits: If your opportunity includes cash awards, stipends, exhibition opportunities, residencies, grants, or other benefits, provide specific amounts, dates, and details whenever possible.
4. Direct Questions to the Right Place
Save hours of misdirected emails: Copy and paste this in your Application Instructions field to route any questions about your listing to the right place:
For questions about this opportunity (requirements, eligibility, terms), contact us at [YOUR EMAIL].
For technical issues (account setup, login, submitting), contact Artwork Archive at [email protected] or 720-900-5560.
5. Review Your Call for Entry Before You Publish
Before publishing your call for entry, review the entire listing from an applicant’s perspective. A final check can help you catch unclear requirements, missing information, or application details that could create confusion later.
Save your listing as a draft first: Give yourself time to review the call rather than publishing immediately after you create it.
Read the listing from an artist’s perspective: Imagine encountering the opportunity for the first time. Is it clear what the opportunity is, who your organization is, and why an artist might want to apply?
Check your eligibility and submission requirements: Ask yourself: “Do I know what this opportunity is, whether I’m eligible, and exactly what I need to submit?” Look for any missing details or assumptions that may not be obvious to an applicant.
Confirm your application fee structure: Make sure your call will be free or paid before publishing. You can’t change a free call to a paid call, or a paid call to a free call, once it has been published.
Publish your call for entry: Once you’ve reviewed the opportunity, requirements, fees, dates, and application details, you’re ready to publish and start accepting artist applications.
6. Launch and Promote Your Call for Entry
Once your call for entry is ready, make it easy for the right artists to discover the opportunity, apply, and stay informed throughout the application process.
Share your direct application link: Copy your unique Call URL and use it anywhere you promote the opportunity so artists can go directly to the application.
Promote your call across multiple channels: Share the opportunity through your email newsletter, social media, website, partner organizations, artist networks, and other relevant arts communities.
Send reminders before the application deadline: Give artists multiple opportunities to apply by promoting the call again one week before the deadline, three days before, and on the final day.
Make the application easy to find: Include the direct Call URL in every promotional email, social post, and announcement rather than making artists search for the application page.
Follow up with every applicant: Once the review process is complete, notify all artists of their application status, whether they were selected or not. Clear and timely communication creates a more professional applicant experience and helps build trust in your organization and future opportunities.
To help you create your first call, we've created a quick-start guide that walks you through the process of creating your opportunity listing, crafting clear and compelling call language, setting deadlines, and launching and promoting your call.
Calls for entry have never been this easy, download the guide to get started!
Simplify Call for Entry Management With Artwork Archive
Artwork Archive helps arts organizations create, manage, and promote calls for entry while keeping artist applications and collection information connected in one centralized platform.
Whether you’re managing exhibitions, grants, residencies, fellowships, public art opportunities, or other artist calls, you can streamline the application process from publishing your opportunity through reviewing submissions and communicating with applicants.
Start a free 14-day trial or book a demo to see all the features of our all-in-one integrated collection management and call for entry platform.
Want to learn more about Artwork Archive's Call for Entry Platform?
Check out these resources:
[Article] How to Run a Fair and Accessible Call for Art with Artwork Archive
[Webinar] How to Build and Manage Calls for Entry That Work
