From Acceptance to Installation and Sale

The decision is the start of artwork operations

An accepted application becomes a physical, financial, and public record. Preserve the connection to the original submission while giving operations staff the fields and permissions they need.

Confirm the roster

Track accepted, waitlisted, declined, withdrawn, invited, and confirmed states explicitly. A waitlisted artist is not accepted until invited and confirmed. Late-submission invitations can bring a named artist or replacement into the call without reopening public intake; record the reason, sender, scope, and deadline.

Establish the consignment record

Confirm the exact artwork, artist display name, dimensions, medium, declared value, price, edition, commission, tax and discount treatment, rights, insurance, delivery, return, and settlement terms. Have policy language reviewed before the call, not at drop-off.

Receive and document custody

At arrival, verify the object against its artwork ID. Record package and object condition, photos, receiver, time, storage location, handling notes, and acknowledgement. Keep condition observations additive so later staff cannot erase the arrival record.

Plan and label the installation

Assign works to spaces and locations, then produce installation sheets and labels from reviewed public data. Multi-room Gallery Spaces V3 is implemented in controlled rollout, so access to multi-room planning varies by organization.

Labels Hub is implemented in controlled rollout, so organizations should use the label workflow currently enabled for them and verify text, price, sale state, and QR destination against the installed object.

Sell and release the exact object

Connect point-of-sale or online orders to the artwork record. Confirm discounts, tax configuration, commission, refund policy, buyer delivery, and payout state. Pre-checkout confirmation is implemented in controlled rollout, so an additional final confirmation step may not be enabled for every organization.

At release, verify buyer or artist authority, compare condition, record the receiver, time, shipment or pickup evidence, and update custody. Do not mark an order fulfilled merely because payment succeeded.

Settle and close

Reconcile gross sale, discounts, tax, fees, commission, refunds, and net artist settlement. Retain the agreement, condition history, order, payout, and release evidence under the organization's policy. Export unresolved exceptions before archiving the exhibition.