Creating Your First Call for Artists | Getting Started | Crafted Call
Creating Your First Call for Artists
Gallery OwnersUpdated Jun 13, 2026
Creating Your First Call for Artists
A "call for artists" on Crafted Call is an open opportunity for artists to submit their work for consideration. This guide walks you through creating your first call, from setup to publishing.
Before You Start
Before creating a call, have these details ready:
Call title and description – What are you looking for?
Submission deadline(s) – When do applications close?
Entry/submission fee (if applicable) – Do artists pay to enter?
Submission requirements – How many images, file formats, file sizes?
Media types – Photography, painting, sculpture, video, etc.?
Jury timeline – When will decisions be made?
Step-by-Step: Creating a Call
Step 1: Go to Calls
In the admin dashboard, click Calls in the left sidebar
Click the blue + New Call button
Step 2: Enter Basic Information
Fill in the following fields:
Title (required)
The name of your call (e.g., "Summer 2026 Open Exhibition," "Photography Commission for Public Space")
What you plan to do with selected work (exhibition, publication, sale, etc.)
Any theme or focus area
Use clear language; artists rely on this to decide whether to apply
Call Type (optional)
Select a category: Exhibition, Residency, Commission, Acquisition, Competition, or Other
This helps artists filter calls by type
Step 3: Set Deadlines
Submission Deadline (required)
The date and time when artists can no longer submit
Crafted Call enforces this automatically
Choose a deadline at least 2–4 weeks away to give artists time to prepare
Early Bird Deadline (optional)
Was this article helpful?
A deadline for discounted early-bird fees (e.g., 2 weeks before the main deadline)
Artists who submit by this date pay a lower fee
Jury/Notification Date (optional)
When you plan to notify artists of decisions
Helps set expectations (not enforced by the platform)
Exhibition/Event Date (optional)
If selected work appears in an exhibition or event, enter that date
Appears on the call page for artists' planning
Step 4: Configure Submission Requirements
This section defines what artists can submit.
Maximum Submissions per Artist (required)
How many pieces can each artist submit? (e.g., 1, 3, 10)
Set based on your review capacity
Maximum Images per Submission (required)
How many images/files can each artwork have? (e.g., 1 for a single image, 5 for a multi-part piece)
Most calls allow 1 image per submission
File Size Limits
Maximum size per artwork image is bounded by your plan and call settings
Common limits are 10 MB, 15 MB, 25 MB, or 100 MB per image
Keeps uploads manageable for artists and review pages fast for jurors
Allowed File Formats (required)
Supported artwork image formats are JPG/JPEG, PNG, WEBP, HEIC, and HEIF
Most visual art calls accept JPG/JPEG and PNG as the simplest artist-facing guidance
If your organization collects supporting documents or non-image media, describe those requirements separately in the call instructions
Media Types (optional)
Tag what kind of work you're accepting: Photography, Painting, Drawing, Sculpture, Video, Installation, Digital Art, Mixed Media, etc.
Artists use these tags to find relevant calls
Tip: Keep the public instructions simple. Artists should know exactly what to upload without guessing which file types count as artwork images versus supporting materials.
Step 5: Set Submission Fees
Entry Fee (optional)
A flat fee all artists pay to submit (e.g., $15, $45)
Leave blank for a free call
Early Bird Fee (optional)
A lower fee for submissions before the early-bird deadline
Example: $15 early bird vs. $25 regular (requires you to set an early-bird deadline above)
Late Submission Fee (optional)
A higher fee for submissions after the deadline but within a grace period
Example: $35 for late submissions (deadline closes, but submissions still accepted for 3 days at higher cost)
Tip: Most calls don't use late fees. Use them sparingly—artists appreciate fixed deadlines.
Step 6: Add Optional Details
Jury Members (optional)
List the names of jurors who will review submissions
Jurors don't have to be Crafted Call users (just list their names)
Appears on the public call page, building artist confidence
Eligibility Requirements (optional)
Restrictions: geographic location, age, residency, experience level, etc.
Keep these in your description rather than as separate fields, since Crafted Call doesn't enforce them
Themes or Tags (optional)
Add keywords so artists searching for specific calls can find yours (e.g., #landscape, #emerging-artists, #sculpture)
Saving and Publishing
Save as Draft
Click Save Draft to save your call without publishing. You can:
Continue editing anytime
Preview how it looks to artists
Share a preview link with team members for feedback
Publish when ready
Drafts don't appear on the public Crafted Call directory.
Publish Your Call
When you're ready:
Click Publish Call (or Publish Changes if editing an existing call)
Confirm the publication
Your call is now live. Artists can see it in the Crafted Call directory and on your organization's profile.
Tip: Publish at least 1–2 weeks before your submission deadline to give artists time to discover the call and prepare their work.
Using Call Templates
If you run similar calls repeatedly, save time with templates.
Save as Template
When editing a published or draft call:
Scroll to the bottom
Click Save as Template
Give it a name (e.g., "Annual Summer Open Exhibition")
Create from Template
When creating a new call:
Click + New Call
In the initial dialog, select Use a Template
Choose your template
All fields pre-populate; edit dates and specific details for this year's call
Publish
Templates are a huge time-saver for repeated annual or seasonal calls.
Editing & Archiving Calls
Edit a Published Call
Click Edit on any call to change details. Changes appear immediately on the live call page (but don't affect submissions already received).
Archive a Call
When a call closes and you don't need to accept new submissions:
Go to the call
Click Archive
Archived calls are hidden from the public directory but remain accessible to you for reference. Artists can no longer submit.
What's Next
With your call live, you're ready to:
Share the call with your mailing list, social media, and artist networks
Review submissions as they come in using Crafted Call's jury tools
Notify winners and manage follow-up logistics
Creating a clear, well-structured call is the first step to a smooth, professional submission process. Take time to write a compelling description—it's your chance to attract the artists you're looking for.
