Creating a new Call for Entry
By following these instructions, you'll learn how to set up and publish your Call for Entry to start managing applicant submissions effectively. This guide is designed to help you create and configure your Call for Entry.
View full Call for Entry form
View full Call for Entry form
Note:
The ability to Copy or duplicate a Call for Entry enables you to easily repeat similar recurring calls you that you may wish to post on a regular basis.
How to Duplicate a Call
Once you have created and saved a Call for Entry it will appear in your Call for Entry dashboard.
Select the call you wish to duplicate from the dashboard
View the call and select Copy
A duplicate of the call will appear on your Call for Entry dashboard, from here you can edit and adjust any details which may need updating.
Step One: Get started by adding a new call
Click Calls for Entry on the left-side menu. Here, all of your calls are listed.
Select '+ New Call' to begin a new Call-for-Entry form.
Step Two: Enter your basic call details
Start by entering the essential information that will identify and showcase your call for entry.
Here are the fields to familiarize yourself with along with where to find them on your account:
Name: The name given to the Call for Entry.
Image: Upload a relevant image for your Call for Entry. This image will appear on any public-facing pages promoting your Call for Entry.
There are two ways to upload an image file:
Drag the file into the field or
Choose a file from your computer by clicking on Choose File.
Public Call Page Options: By default, your call is private.
Check Publish Call when you are ready to make the call public.
Fully complete the Call for Entry form before publishing it.
You can save a draft at any time and return to it later.
When creating a new call, or editing an existing one, within your Organization account, call visibility can be either Open, Hidden, or Private (password protected).
Contact Info: Enter the email, phone number, and website where applicants can learn more and reach you.
Did you know?
By default, your call is OPEN. Open calls are accessible to everyone, and will be included on our Call Opportunity page.
A HIDDEN call will not be included on our Call Opportunity page and will only be accessible to those with the link for it.
A PRIVATE call works exactly like a HIDDEN call, but additionally requires a password to view it.
Note:
The password free-type field will only appear when the PRIVATE call visibility option is selected.
Step Three: Set Your Deadlines & Important Dates
Help applicants plan ahead by clearly specifying all key dates in your submission timeline:
5. Deadlines: Indicate important dates associated with your call.
Submission Deadline: When your call applications must be received by.
Notification Date: When applicants will be informed of decisions.
Event Start Date: When the event (i.e. exhibition, opportunity) begins.
Event End Date: When the event (i.e. exhibition, opportunity) concludes.
6. Timezone: Select your timezone.
Important Note: Submissions will close at 11:59pm on the day and timezone selected
Step Four: Define Your Opportunity Details for Submitters
Before publishing your call, provide comprehensive details about awards and requirements to help applicants understand if they qualify:
7. Award Info:
If your call offers an award, select the Has Award checkbox.
Share detailed information about any awards for this call within the text box.
Award examples may include: funding, fellowship, cash awards, exhibition, funded residency, travel bursary, etc.
(Optional) Setting Up Entry Fees and Discount Codes for Submissions
8. Entry Info: Paid calls are turned off by default. For details on setting up a paid Call for Entry please refer to How to Activate the Paid Call Feature for Organizations.
Paid Call Configuration Options: When setting up a paid call, you have two configuration options
Fixed Entry Fee Only: Set a base submission fee that applies to all submissions
Entry Fee with Piece Limit:
Set a base submission fee that includes a specific number of pieces
Configure an additional fee per piece for submissions that exceed the included limit
Note:
You cannot create a paid call with unlimited pieces AND charge additional fees per piece
Important Note:
Once a Call for Entry is Published, you cannot switch between free and paid submission types. However, if your Call has entry fees, you may adjust the fee amounts at any time.
For Unpublished Calls (in draft mode), you maintain full editing capabilities, including the ability to change between free and paid submission types.
For Published Calls with entry fees, the submission fees section will remain active, and the "This call has an entry fee" option cannot be disabled, though fee amounts can be modified as needed.
Once your organization has been validated and the paid calls feature is active:
Indicate the fee amount in US Dollars within the text field.
For details of the terms of service please refer to Guide to Paid Calls for Organizations - Terms of Service
9. Setting Up Discount Codes (For Paid Calls Only)
If you've enabled entry fees for your call, you can create discount codes to offer promotional pricing to artists. This feature allows you to offer early bird discounts, special rates for specific groups, or promotional pricing while maintaining the structure of a paid call.
Creating Discount Codes:
Click "Add Discount Code" to create new codes for your call
Discount codes are not case-sensitive (meaning "SAVE10," "save10," and "Save10" are treated as the same code)
Set any percentage discount, including 100% off codes for completely free submissions
Toggle codes as active or inactive to control when discounts are available
Did you know?
You can create as many discount codes as needed for each call
Each code name must be unique within that specific call
The same discount code names can be reused across different calls
Inactive codes cannot be used by artists during submission unless discount codes are manually activated
Although discount codes cannot be deleted once your call is published, you can continue to add, edit, or deactivate discount codes as needed.
When copying/duplicating a call, discount codes do not copy over automatically. You'll need to recreate any discount codes for the new call if you want to reuse them
How Artists Use Your Discount Codes: When artists review their submission for your paid call with active discount codes:
A discount code field will appear during the checkout process
Artists enter their code and payment amounts will automatically update if valid
Invalid codes display an error message in red text
Valid codes show a green confirmation message
Discount codes apply to both the entry fee and any additional piece fees
For 100% discount codes, artists bypass payment processing entirely and receive email confirmation noting the discount was applied
Artists receive email confirmations for all submissions, including those with discounts applied
Note:
This feature is only available for organizations with access to create paid Calls for Entry.
For details on setting up a paid Call for Entry please refer to How to Activate the Paid Call Feature for Organizations.
For details of the terms of service, including discount codes, please refer to Guide to Paid Calls for Organizations - Terms of Service
10. Submission Limits: Here you can indicate the maximum number of artworks that can be included in a single submission.
The default setting is unlimited, however if you wish to limit the number of image submissions per applicant you may select a limit from 1-20 images per submission.
11. Call Info: Outline the main information and requirements for your call.
Be as thorough and clear as possible within this section.
Use the text editors to complete the essential detailed information sections for better readability and flexible formatting.
12. Event type: Select a category that best fits your call from the drop-down menu.
You can select: Art Fair, Competition, Exhibition, Residency, Workshops & Classes, Public Art & Proposals, Grants & Fellowships, Services, or Other
13. Geographic Requirements: Select the geographic location that an applicant is required to reside in, if applicable. Choose from: International, National, Regional, State, Local
Step Five: Create Clear Application Guidelines
Help applicants understand your opportunity fully and prepare strong submissions by providing detailed guidelines:
14. Description: Provide a comprehensive overview of the opportunity.
Consider including the selection criteria within the description.
Include details of panelists or guest jurors, if applicable.
15. Eligibility criteria: Specify who can apply.
Please state if there are any restrictions on who may apply, or specific criteria that must be met.
16. Application requirements: List any materials, information, and deliverables applicants need to submit.
Include a word or page limit, if applicable.
Stipulate any specific format you require i.e. pdf, png, jpeg
I.e. "Artist Statement (500 words)", "3 page proposal including a project budget and timeline"
17. Rules and terms: State any conditions and regulations that apply to your call.
Step Six: Customize Your Application with File Uploads and Questions
18. Additional Files for Application: If you’ve already outlined specific materials applicants need to submit in the 'Application Requirements' section, this field is where you can specify the file upload expectations for those materials, including accepted file types and formats.
I.e. CV, artist statement, proposal, image list, exhibition plan, etc.
If this field is left blank it will not appear on your Call for Entry.
19. Questions for Applicants: Click Add Question and fill in the text box to include specific questions for applicants to answer.
You may add as many questions as you wish.
Review & Publish Call
20. Cancel: Clicking Cancel will erase everything you've entered in this form. Make sure you want to clear all your information before proceeding with this action.
21. Save: Click the blue Save button to save your Call for Entry as a draft.
You can return to your draft later to complete or publish it.
Once your call is published, you can still make edits if needed.
Important Note:
You must save your Call for Entry as a draft before publishing it.
Saving allows you to revisit and complete the form at any time before finalizing. Make sure the New Call for Entry form is fully completed before publishing.
Sample Call for Entry Listing on Artwork Archive
