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.
All of which makes Artwork Archive the logical solution for organizations looking to administer residencies, grants, fellowships, and exhibition opportunities with ease. Here's how it works:
1. Set Up Your Call
Give your call a clear, specific name: Think: “Spring 2027 Emerging Artists Exhibition,” not something generic like "Call for Entry.”
Upload a representative image: Use something eye-catching to draw in applicants.
Choose your visibility: Open (public), Hidden (link only), or Private (password)
Add your contact email, phone, and website: Make sure applicants know how they can reach you if they have any questions.
2. Establish Your Timeline
Set your submission deadline: For example, "closes 11:59 pm Eastern Standard Time"
Include a notification date: When will applicants hear back?
Add event start/end dates if applicable: For exhibitions, residencies, and fellowships, artists need to know that they'll be available.
Confirm your timezone is correct
3. Write a Clear, Compelling Listing
Describe the opportunity: What is this opportunity? Is there a theme? Why is it worth applying to?
State Eligibility: Say who can apply, whether it's for a specific type of artist or whether it's open to all.
List exactly what to submit: Include the number of images, required documents, file formats, and word limits for the application.
Disclose ALL costs upfront: Entry fees, shipping, travel, framing, insurance.
If there are awards, spell them out: Dollar amounts, exhibition spots, residency dates, stipends.
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 Listing Before You Publish
Save your listing as a Draft first: Never publish your listing on the first pass, give yourself time for review.
Read the entire listing as if you were an artist seeing it for the first time: What could confuse an applicant? What should an artist know about your organization and listing?
Ask yourself: “Do I know what this is, if I’m eligible, and exactly what to submit?” Check for any blindspots you may have.
Confirm that your fee structure is final: You can't switch a free call to a paid one after publishing, and vice versa.
Publish: After you've reviewed all of the above, hit publish!
6. Launch and Promote Your Call
Grab your application link: Find your unique Call URL (Call for Entry → select your call → copy link) and use it everywhere.
Share it widely: Promote your call on email newsletters, social networks, and partner channels.
Send reminders as the deadline approaches: Let applicants know when the deadline is 1 week out, 3 days out, and on the final day.
Make applying easy: Use the direct Call URL in every promotion so artists know exactly where to go.
Follow up with every applicant: Notify everyone of their status as soon as your review is completed—whether they've been accepted or not.
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!
Is your organization interested in learning how Artwork Archive can streamline your calls for entry?
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
