Creating a new Call for Entry
This guide will walk you through creating your first Call for Entry from start to finish. A Call for Entry is how you invite artists to submit their work for your calls for exhibitions, competitions, residencies, and other opportunities for opportunities. Once you've set up your Call for Entry, you can then manage applicant submissions effectively as they come in.
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 Make a Copy of an existing Call
Once you have created and saved a Call for Entry it will appear in your Call for Entry dashboard. You can then duplicate it to save time on similar future opportunities.
To copy a Call:
Navigate to the Calls for Entry tab in your left-side menu
Select the call you wish to copy
Select Copy, located underneath the name of the Call at the top of the page
A duplicate will appear in your Call for Entry dashboard with "(Copy)" added to the name
Edit the copy to update dates, fees, or other details
Note:
Discount codes don't copy over automatically—you'll need to recreate them if needed.
Step 1: Create a new Call
Select Calls for Entry on the left-side menu
This is where all your calls are listed
Select '+ New Call' to begin a new Call For Entry form
A blank Call form will open
Step 2: Add basic Call information
Start by entering the essential information that will identify and showcase your call for entry.
Name (Required): The name given to the Call for Entry
Example: "Spring 2025 Emerging Artists Exhibition" or "Annual Photography Competition"
Image: Upload an image that represents your opportunity. This appears when artists browse Public (Open) calls on Artwork Archive
There are two ways to upload an image file:
Drag and drop an image file into the image upload window, OR
Click Choose File to select from your computer
Set Call visibility: Choose who can see and access your call
📂 Open (Default)
Open calls are accessible to everyone, and will be included on our Call Opportunity page.
Best for: Calls seeking maximum applications
🔗 Hidden
NOT listed publicly
Only people with the direct link can access it
Best for: Invitational calls or calls shared with specific groups
🔒 Private
Same as Hidden, PLUS requires a password to view
You create the password and share it with eligible applicants
Best for: Exclusive opportunities with restricted access
Note: The password free-type field will only appear when the PRIVATE call visibility option is selected.
Important: Keep your call unpublished (draft) until you've completed all required fields. Check the Publish Call box only when you're ready to accept submissions.
You can save a draft at any time and return to it later.
Contact Info: Enter the email, phone number, and website where applicants can learn more and reach you.
Step 3: Set Your Deadlines & Important Dates
Give artists clear deadlines so they can plan their submissions.
5. Deadlines: Indicate important dates associated with your call.
Submission Deadline (Required): The last day artists can submit their applications
⚠️ Important: Submissions automatically close at 11:59 PM on this date in your selected timezone.
Notification Date (Optional but recommended): When you will inform applicants about their submission status, accepted or rejected
Event Start Date (Optional): When the opportunity (i.e. exhibition, residency, program, etc.) begins
Event End Date (Optional): When the opportunity (i.e. exhibition, event, etc.) concludes
6. Timezone (Required): Select your timezone from the drop-down menu. This determines when submissions close
⚠️ Important Note:
Submissions automatically close at 11:59 PM on this date in your selected timezone.
Step 4: 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 (Optional):
If your call offers an award, select the "This call has an award" checkbox.
Share detailed information about any awards for this call within the text box.
Award examples may include: funding, fellowship, cash awards, exhibition opportunity, funded residency, travel bursary, etc.
Setting Up Entry Fees and Discount Codes for Submissions (Optional)
By default, all calls are marked as free to enter for applicants. If you want to charge an entry fee, you'll need to activate the Paid Calls feature first.
Not set up for the Paid Call Feature yet?
Review our guide on activating the Paid Call ability to your Calls for Entry:
8.a. Submission Fees: Once your organization is approved for paid calls, choose your pricing structure.
Paid Call Configuration Options: When setting up a paid call, you have two configuration options
Option 1: Flat Fee (Unlimited Submissions)
Artists pay a flat entry fee regardless of how many artworks they submit
Example: $30 flat entry fee, artist can submit as many artworks as they'd like
Option 2: Entry Fee with Piece Limit (Additional Piece Fee option)
Set a base price that includes a certain number of artworks an artist can include in their submission. Artists pay extra if they submit more than the allotted "Piece Limit."
Example: $30 entry fee (3 artworks) + $10 to submit with more than 3 artworks (over the Piece Limit)
Paid Call Configuration Options Examples:
Paid Call Configuration Option | Applicant's pieces submitted | How much the applicant pays |
Flat Entry Fee (unlimited artworks), $30 | Any number of artworks submitted | $30 (no matter the amount of pieces submitted) |
Entry Fee with Piece Limit (e.g. 3 artworks), $30 | 3 artworks | $30 (no more than the Piece Limit can be submitted) |
Entry Fee with Piece Limit + Additional Piece Fee (e.g. 3 artworks + any additional artworks), $30 + $10 | 5 artworks | $30 + $10 = $40 |
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.
Before publishing (draft mode):
You can freely switch between free and paid
You can change fee amounts
You can switch between pricing structures
After publishing:
✅ You CAN adjust fee amounts (increase or decrease)
❌ You CANNOT switch from paid to free (or vice versa)
❌ You CANNOT switch between the two pricing structures
Bottom line: Finalize your fee structure before publishing. You can always tweak the amounts later.
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
8.b. Adding 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"
Discount Code name: Choose a memorable code artists will type (Example: "EARLYBIRD" or "STUDENT25")
Discount codes are not case-sensitive (meaning "SAVE10," "save10," and "Save10" are treated as the same code)
Percent Off: Enter 1-100%
Set any percentage discount, including 100% off codes for completely free submissions
Active/Inactive discount code status: 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
(click arrow to expand this section)
How Artists Use Your Discount Codes: What applicants see when reviewing their submission for your paid call with active discount codes
How Artists Use Your Discount Codes: What applicants see when reviewing their submission for your paid call with active discount codes
A discount code field will appear during the checkout process where they can enter your code if they have been provided with the code.
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 the payment process entirely and receive email confirmation noting the discount was applied
Artists receive email confirmations for all submissions, including those with discounts applied
Note: When you copy a call, discount codes don't copy over. You'll need to recreate them manually.
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
9. 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.
10. 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.
11. 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
12. Geographic Requirements: Select the geographic location that an applicant is required to reside in, if applicable. Choose from: International, National, Regional, State, Local
Step 5: Create Clear Application Guidelines
This is where you explain exactly what your opportunity is and what you expect from applicants. Be thorough—clear guidelines mean better submissions.
13. Description: Provide a comprehensive overview of the opportunity. Examples of what to include:
What the opportunity is (exhibition, residency, etc.)
Theme or focus (if applicable)
What makes this opportunity valuable
Selection criteria and judging process
Details of jurors or those who will be reviewing applications (names, credentials), if applicable
Benefits to selected artists
14. Eligibility criteria: Specify who can apply.
Please state if there are any restrictions on who may apply, or specific criteria that must be met.
15. Application requirements: List any materials, information, and deliverables applicants need to submit.
Number of images required/allowed
Any additional documents needed
Include a word or page limit, if applicable
File formats accepted, e.g. PDF, PNG, JPG, etc.
Examples: "Artist Statement (500 words)", "3 page proposal including a project budget and timeline"
16. Rules and terms: State any conditions and regulations that apply to your call.
Step 6: Include File Upload and Question Fields (Optional)
Collect additional materials or information specific to your opportunity.
17. 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.
18. Questions for Applicants: Ask artists specific questions they'll answer in text fields. To add questions:
Click Add Question
Type your question in the text box
Click "Add additional questions for applicants" to add more questions to the submission form (no limit)
Tip: Specify word limits in your question if applicable.
Saving and Publishing Your Call
19. Cancel: Click Cancel to delete everything and start over.
⚠️ Warning: This erases ALL your work on this form with no way to recover it. Only use this if you want to completely abandon this call.
20. Save: Click the blue Save button to save your Call for Entry as a draft.
Your call saves with "(Draft)" status if the "Published" checkbox was left unchecked. Otherwise, it will be published and artists can apply to the call.
Artists cannot see your call or apply when it is in "(Draft)"
You can return anytime to edit and/or publish the call
You can find all of your call drafts and published calls in your Calls for Entry dashboard from your left-side menu
Note: 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.
What Happens After You Publish
Artists will see your call listing on our Calls for Entry page (if "Open") or can access via link (if "Hidden" or "Private")
Submissions arrive in your your call's "Submission" tab for that particular call
You can review, accept, or decline applications as they come in
You can edit call details anytime (except free/paid status)
Ready to learn more?
Sample Call for Entry Listing on Artwork Archive
