Call Submissions is where you find, save, apply to, and track Calls for Entry in your Artwork Archive account. Apply directly to calls hosted on Artwork Archive with Easy Application, choose artwork you've already added so its details fill in for you, and keep every application in one place.
You'll find Call Submissions in the left-side menu when you log in to your Artist account. Your deadlines show up on your Schedule automatically, and you'll get an email every Monday with what's coming up that week.
Call Submissions can also track calls you enter outside of Artwork Archive and turn acceptances into Exhibition records. Learn more in Call Submissions Update: How to Track Every Art Opportunity and Turn Acceptances Into Exhibition Records.
Did you know?
This article is for Artist accounts. If you apply to calls with a Free Submit Account, some of the features here aren't part of your account, so follow the steps written for you instead.
How to Find Calls for Entry on Artwork Archive
Browse grants, residencies, exhibitions, competitions, and other open calls, then narrow the list to calls you can apply to directly through Artwork Archive.
Go to the Calls for Entry page from Resources > Calls for Entry in the left-side menu, or click Find Calls on your Call Submissions page
In the Filter panel on the left, under Quick Filters, check Submit with Artwork Archive to see only calls that accept Easy Applications
Narrow your results further with No entry fee, or by Opportunity Type, such as Art fair, Competition, Exhibition, Residency, Workshops & Classes, Public Art & Proposals, or Grants & Fellowships
On any listing, click View Listing for the full details, Save to come back to it later, or Apply to start your application
How to Save a Call for Entry to Apply Later
Click Save on a listing
The button changes to Saved, the call appears on the Saved Calls tab of your Call Submissions page, and its deadline is added to your Schedule.
To see only the calls you've saved on the Calls for Entry page, check My Saved Calls under Quick Filters.
How to Start Your Call for Entry Application
Click Apply on a listing. Artwork Archive automatically saves the call to your Call Submissions and opens the Start your submission page, where you choose the artwork to submit and answer any questions from the organization.
Call details: the top of the page shows the submission deadline, how many pieces you can include, and the organization's website and email
Questions: if the call includes questions, they appear on this page. Each question sits above the text box where you type your answer
Upload a new piece: add new artwork, which is saved to your inventory automatically. You can upload images individually or in bulk, up to 20 images at a time and up to 30 MB each. We recommend JPG, PNG, and PDF files
Select existing pieces: choose Piece records from your inventory, and their details fill in for you. If the organization limits how many pieces you can include, the limit appears next to this heading
Piece Search and Show Filters: find the Pieces you want in your inventory. Click Add all to add every Piece shown
Selected Pieces: the Pieces you've chosen appear here. Click Remove all to start over
Save or Cancel: Save keeps your progress and opens your draft submission, where you can keep editing. Cancel exits without saving your changes
Submission Group
Some calls include a Submission Group drop-down on the application form. This field appears when the organization has created groups for the Call (e.g. to separate submissions by medium or type).
If a Submission Group field is present, selecting a group is required. You will not be able to save your submission as a draft or submit your application until a group has been chosen. You may only select one group per submission.
You can update your group selection at any time while your submission is still in draft. Once you're ready to proceed, select Save to continue.
Did you know?
Some calls also ask you to choose an Artwork Category for each individual artwork.
How to Review and Edit Your Draft Submission
After you click Save, your draft submission opens. It's marked Draft and Not yet submitted, and you can keep adding to and revising it until you're ready to submit.
Edit Submission: reopens your application to change your artwork or answers
Call details: the call type, submission deadline, how long until the call closes, notification date, and how many pieces you can include, plus links to the organization's Website, email, and More Information about the call
Artwork to Submit: shows each Piece and its details. Click Add/Remove Artwork to change your selection
Edit Piece Data: opens a window where you can edit the fields of that Piece record
Media options: below each Piece, choose whether to include additional media beyond the primary image
Include all images (primary and additional): if you leave this unchecked, only the primary image is included
Include all video and Include all audio: include every video or audio file for that Piece, or leave them out
Questions: shows your answers. Click Edit Questions to change them. This section only appears if the call has questions
Important Note:
When you edit a Piece from your submission, you're editing the Piece record directly. Any edits will be reflected in your Artwork Archive Pieces page inventory.
Adding Additional Files to a Submission
Additional Files for Submission: This section appears only if the call requires specific additional files to be included in the application. A list of required files, as specified by the organization, will be displayed here.
Additional Files: Use this section to upload your additional files.
Supported file types: All file formats
File size limit: Up to 30MB
Steps to upload:
Click Choose File to select a file from your device.
Enter a Name for the file and add any Notes (optional).
Click Save File to upload.
Add New File: To upload more files, click Add New File. You can repeat this step as many times as needed.
How to Submit Your Application to the Call
When your draft is complete, click Submit to Call.
Before your application is sent, you'll see any Possible Issues and a Submission Checklist. Please check your submission carefully.
Note:
Once you submit an Easy Application, you can't edit it. The organization manages your submission in Artwork Archive, so if you need to make a change, contact them to request one.
Calls with Entry Fees and Discount Codes
If the Call for Entry has a required fee you will be prompted to make a payment once you click Submit to Call. If the organization has provided discount codes for their call, you'll see a discount code field during the payment process.
Enter your discount code in the "Discount Code" field
The code is not case-sensitive (you can type it in any combination of upper/lowercase letters)
If the code is valid:
You'll see a green confirmation message
Your payment amounts will automatically update to reflect the discount
The discount applies to both entry fees and any additional piece fees
If the code is invalid, you'll see a red error message
For 100% discount codes, you'll bypass payment processing entirely and receive an email confirmation.
Important Notes About Payments:
The submission is only complete once the entry fee has been paid.
Fees are currently charged in US Dollars
On your banking statement the payment will appear as a charge from ARTWORKARCHIVE.COM
For further Q&A please visit Information on Paid Calls/Entry Fees for Artists
How to Find and Manage Your Submissions on the Call Submissions Page
Click Call Submissions in the left-side menu to see every call you're working on. The page has two tabs:
My Submissions: every application you've started or sent
Saved Calls: calls you've saved to apply to later. A saved call stays here after you start applying, and its button changes to View Submission
Each card shows the call's deadline, notification date, and type, plus the number of Pieces, questions, and files in your submission. Tags show its status, such as Draft, Submitted, or Changes Requested, and its source.
Easy Application means you applied through Artwork Archive. Click View to open a submission.
Search Submissions: find a call by name
Filter: narrow your list by Submission Deadline, Notification Date, Status, Source, or Type. On the Saved Calls tab, filter by Deadline and Type
Sort: change the order of your list, such as by Submission Date (new-old). Saved Calls sort by Deadline (open first)
Did you know?
Organizations review your submission in their own account, and their accept and decline decisions aren't shared with your Call Submissions.
When you hear you're accepted, you can turn your submission into an Exhibition record. See Call Submissions Update: How to Track Every Art Opportunity and Turn Acceptances Into Exhibition Records.
How to Respond to Change Requests in your Call for Entry Submission
As an artist using Artwork Archive to submit your work to exhibitions, galleries, and other opportunities, you may receive change requests from organizers. This guide will help you understand what these requests are, how to recognize them, and how to respond effectively.
Did you know?
Change requests only apply to Easy Application calls, where the organization reviews your submission in Artwork Archive.
Self-Tracked calls you add yourself are managed only by you.
What are Change Requests?
Change requests are notifications from exhibition organizers or gallery administrators asking you to modify certain aspects of your submission or provide additional information before your work can be considered for final review.
Common change requests include:
More detailed technical specifications for installation
Specific hanging or display requirements
Additional information about materials used
Higher resolution images
Clarification on dimensions or other details
How You'll Know a Change Request Has Been Made
There are a few ways you'll be notified about Call Submission change requests:
Email Notification: You'll receive an email to the email address associated with your account.
Call Submissions Page: The change will be visible on your Call Submissions page
Status Tag: Your submission's card shows a red Changes Requested tag
How to View Change Request Details
Navigate to the Call Submissions section in your left-side menu.
Look for the submission with the red Changes Requested tag.
Click View to open it.
Read the specific change request details in the "Requested changes from [Organization]" section.
Note any specified deadlines and other needed modifications as described by the organization.
How to Respond to Change Requests
Review the Request Carefully: Make sure you understand exactly what changes or additional information is being requested.
Edit Your Submission: Click the "Edit Submission" button to make the necessary changes.
Add Requested Information: Update the relevant fields with the requested information.
Review Changes: Double-check that you've addressed all the requested changes
Resubmit: When you're satisfied with your updates, click the "Resubmit to Call" button
Final Submission Checklist
Before resubmitting your application, you'll be prompted to review a submission checklist. If all looks ready and you're ready to submit, click the green Resubmit button.
You will then be prompted to confirm your resubmission. To confirm, click "OK"
Important Notes:
Deadlines: Pay close attention to any resubmission deadlines specified in the change request
Submission Status: Your application will not be available for review by the selection committee until you resubmit with the requested changes
Finality: Once you click "Resubmit," you will not be able to make further edits unless the organizer requests additional changes
Visibility: Only you can see the change requests; other applicants don't have access to your submission details
If the call had an initial application fee that you have already paid, you will not be prompted to pay any fees again.
Best Practices When Responding to Change Requests
Respond Promptly: Address change requests as soon as possible to ensure your work receives full consideration
Be Thorough: Make sure you address all aspects of the request
Ask Questions: If something is unclear, contact the organizer directly using the contact information provided in your submission details
Keep Records: Save copies of your original submission and any changes you make
Check Status: After resubmitting, check that your submission no longer shows the Changes Requested tag
By following these guidelines, you'll ensure your work has the best chance of being properly evaluated for the opportunity you've applied to.