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 gives organizations one place to manage their art opportunities alongside their collection.
Get the Quick-Start Checklist
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.
A one-page PDF checklist — save it, print it, use it every time.
Have Questions?
For additional help or questions, visit our learning center or reach out via live chat.
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 — Don't skip this step!
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 info@artworkarchive.com 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 blind spots you may have.
Confirm that your fee structure is final: Once published, you cannot change whether your call is free or paid, so confirm this before you go live.
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.
Have Questions?
For additional help or questions, visit our learning center or reach out via live chat.