Configuring Call Requirements & Fees

Everything about a call is edited in one place: Admin → Calls → your call → Edit. That page is the call's setup, where you decide what artists send you, when, and what it costs. Submissions, jury and the call's tools live on the call's own page. If you are building your very first call, start with Creating Your First Call and come back here for the detail.

The page is split into seven sections you can open one at a time: Overview, Page Content, Dates, Entry, Fees, Jury, and Show. Saving with Update Call never publishes anything. Publishing is a separate, deliberate action.

Overview

Title, call type, poster image, labels, and privacy. The Call Type you picked when you created the call can still be changed here, and a Private Call toggle keeps a call off the public browse pages so only people with the link can reach it.

Page Content

The guidelines, requirements, and FAQ that appear on the public call page, plus the print-only prospectus. Guidelines and eligibility notes are rich text, so headings, lists, and links survive to the public page.

Dates

Every date sits on one timeline, in your organization's timezone. Two are required: Submissions Open and Submission Deadline. The rest are optional, and each one you fill in appears on the public call page so artists can plan:

Early Bird Deadline and Withdrawal Deadline
Jury Opens and Jury Closes
Artist Notifications
Drop-off Window and Pickup Window
Exhibition Opens, Opening Reception, and Exhibition Closes

Application calls can skip the deadline entirely and stay open indefinitely. See Rolling Calls.

Entry

This section decides the shape of a submission.

Max Entries per Artist and Max Images per Entry are the two limits artists notice most. A submission is one piece; images are photographs of that piece. The image count never changes what an artist pays.

Image requirement is a switch reading Required or Optional. Leave it on Required for visual art. Switch it to Optional for text-based calls such as poetry or prose, where a submission may have no photograph at all.

Required Submission Fields is a row of checkboxes: Title, Medium, Dimensions, Price, Year, and Piece Statement. Tick only what you will actually use. Every required field is one more reason an artist abandons the form.

Eligibility has two parts. The structured picker records the rules the platform can act on, such as location and career stage. Below it, Additional Eligibility Notes (Optional) is a rich-text field for anything the picker does not cover. Both appear together in the Eligibility Criteria section of the public call page.

Under Advanced submission options you will find:

Max File Size (MB), up to 100 MB per image. Smaller limits upload faster on poor connections.
Supporting Documents, off by default. Turn it on and tick the document types you accept, so an artist can attach a CV or a portfolio PDF.
Custom Questions, your own questions on the submission form. See Custom Submission Fields.

Artwork images are accepted as JPEG, PNG, WebP, HEIC, and HEIF.

Fees

Pick one of three fee models under Fee Model:

Same price per entry: every submission costs the same, so 3 submissions cost three times the price. This is the default.
First entry + each additional: a first-submission price plus another price for each later one by the same artist. "$35 for up to 3 works" is First Entry Fee $35, Each Additional Entry $0, with a limit of 3 submissions per artist.
Price table: a table of cumulative totals by submission count, with separate member and non-member columns.

Whichever you choose, the fee is charged per piece, never per image. Currency is inherited from your organization and cannot be changed once the call takes its first submission.

When do artists pay? offers two options. When they submit is the normal path. Only if accepted defers the fee to your acceptance notice, and is covered in Charging the Entry Fee on Acceptance.

Optional modifiers sit below the model: Early Bird Pricing with its own deadline, a Late Submission Fee, and a Member Discount as a percentage or a fixed amount. Sliding-scale pricing and Fee waivers, which can be granted by organization role, verified by birthdate, or self-attested, are covered in Tiered and Sliding-Scale Fees.

Two things lock. Once the call has its first submission, the whole fee configuration is frozen and the section says so. A call that charges a fee also cannot go live until your organization's Stripe account can actually accept that money, so connect it first: Connecting Stripe for Payments.

Jury

Turn review on or off for this call with the Jurying switch. With jurying off, there are no scores, rounds, blind review, or awards, and you accept work directly from the Submissions page. Acceptance and decline emails switch to non-juried wording, and waitlisting is not available.

This section also holds Decision Email Templates. Every call inherits your organization's templates automatically. Use Customize for this call only when one call genuinely needs different wording, and Revert to organization templates to undo it. Jury setup itself is covered in Setting Up Your Jury.

Show

Venue and contact details, commission structure, artwork preparation, and the visitor information that appears on the public call page.

Under Artwork Preparation you can add a Preparation Video URL (Optional) and give it a title. YouTube and Vimeo links are supported, and the video renders near the bottom of the public call page under the title you give it, or under Watch if you leave the title blank.

Under Visitor & Show Details are three text boxes that publish straight to the call page as labelled paragraphs: Parking Information (Optional), Accessibility Information (Optional), and Weather Contingency (Optional). They are worth filling in for any call with a physical drop-off or reception.

Mailing address and phone

By default every artist must have a complete mailing address and a phone number before they can submit, so you can ship, return work, or reach them about a drop-off. Artists who have not saved one are asked for it when they press submit.

A digital-only call, such as an online exhibition where nothing is shipped or dropped off, does not need either. In the Show section, untick Require artists' mailing address and phone number and artists can submit with just their name and email. The Address Collection Message (Optional) box is hidden while the requirement is off, because there is nothing to explain.

This is a setting on the call, not a question on the form, so you will not find it under Custom Submission Fields, and deleting a custom question never removes it.

When two people edit the same call

If a colleague saves the call while you have it open, your save is stopped rather than overwriting theirs. A dialog headed This call was changed by another editor tells you who saved and when, and shows a field-by-field comparison of your version against the current one. Nothing you typed is lost. From there you can Copy my changes, Download my changes, Keep editing, or Reload current version.