Annual Juried Exhibition Checklist: 6-Month Planning Timeline

An annual juried exhibition is a recurring open call for artists that culminates in a curated public show. Unlike invitational exhibitions, juried shows attract a broader artist pool, establish your gallery's credibility as a fair arbiter, and build sustainable programming around a predictable calendar.

This checklist breaks the typical 6-month planning cycle into weekly milestones—from theme selection and jury recruitment through opening night logistics. Use this as a template to adapt to your gallery's resources, audience, and exhibition goals.

6-Month Overview Timeline

Month	Phase	Key Outcome
Month 6	Pre-launch Planning	Call published, jury confirmed, platform configured
Month 5	Call Open (Marketing Push)	Submissions flowing, artist engagement high, FAQ responses tracked
Month 4	Submission Close & Jury Review	Round 1 blind review complete, finalists narrow
Month 3	Decision & Acceptance	All decisions sent, acceptances confirmed, logistics begin
Month 2	Production Setup	Shipping logistics, insurance, marketing collateral ready
Month 1	Install & Opening	Artwork received, walls installed, opening reception live
Post-Show	Archive & Evaluate	Artwork returned, sales processed, data archived for Year 2

Month 6: Pre-Launch Planning

Week 1: Theme & Jury Shortlist

Define exhibition theme (open-ended or category-specific? e.g., "Regional Abstraction," "Artists Under 35")
Set exhibition dates (3–8 week run is typical for a major show)
Set submission deadline (8–10 weeks from now)
Identify 2–4 jurors: consider regional artists, curators, museum directors with audience reach
Research juror availability and interest via email

Week 2: Jury Confirmation & Call Language

Confirm jury panel (all jurors committed and dates blocked)
Set juror honoraria ($500–$2,500 depending on scope; document in writing)
Draft call description: mission-aligned, clear eligibility, no jargon
Draft jury panel bios (50–100 words each, highlight why they're credible)
Create FAQ outline (shipping, eligibility, jury process, notification timeline)

Week 3: Fees, Prizes & Criteria

Set submission fee ($25–$75; lower fees increase volume but lower commitment)
Define prize pool ($500–$5,000+; at minimum, cover Best in Show + merit awards)
Finalize eligibility criteria: geographic region, career stage, residency, media restrictions?
Decide max submissions per artist (typically 3–5)
Set canvas/work size limits to fit your walls (be realistic)

Week 4: Platform & Landing Page

Select submission platform (Crafted Call, Submittable, etc.)
Configure call on platform: upload call document, set fees, deadline, categories
Create landing page on your website linking to call
Set up email autoresponder for submission confirmations
Test full submission workflow yourself (test fee, confirm receipt email, jury view)

Month 5: Call Open & Marketing Push

Week 1: Launch Marketing

Send announcement email to your artist mailing list (include direct call link)
Post to social media (Instagram, Facebook): preview jury bios, theme, deadline
Reach out to 5–10 partner organizations (art schools, artist collectives, regional arts councils) for co-promotion
Submit call to 3–5 art opportunity aggregators (CallforEntry, Café, Local Art Events)
Add call to your website homepage or dedicated "Calls for Artists" page

Week 2: Mid-Call Tracking & Support

Check submission count against target (aim for 50–150+ depending on your market)
Monitor FAQ inbox; compile common questions
Post FAQ answers to your website or email to active inquirers
Create second social media push: highlight theme, show examples of past winners
Reach out personally to 5–10 artists from your community (invitation emails drive high-quality submissions)

Week 3: Momentum Building

Post submission count milestone ("50 entries received!")
Feature jury member on social (short interview or artist talk teaser)
Send reminder email to your list: "3 weeks left to submit"
If submission count is low (<30), consider extending deadline by 1–2 weeks

Week 4: Final Push (2 Weeks Before Deadline)

Send urgent reminder email: "Deadline in 2 weeks"
Boost social ads if budget allows (target regional artist groups)
Activate press outreach: send call + jury bio to local arts bloggers, journalists
Post daily countdown on social (48 hours, 24 hours, midnight)

Month 4: Submission Close & Jury Review

Week 1: Close & Deduplication

Close submission window on deadline day (5 PM local time is standard)
Export submission list from platform
Flag and remove any duplicate entries or invalid submissions
Create jury portal: compile all submissions with artist bios hidden (blind review)
Send confirmation email to all submitting artists with timeline for decisions

Week 2: Jury Onboarding

Schedule jury kickoff call: explain blind review process, scoring rubric, platform training
Provide jurors with clear scoring rubric (numeric 1–10, or pass/hold/decline)
Send jury login credentials and submission portal access
Walk jurors through 2–3 submissions on the call to demonstrate workflow
Confirm jurors can see all submissions and understand scoring deadline

Week 3: Round 1 Blind Review

Jurors review and score independently (1–2 weeks)
You monitor jury progress on platform (no pressure emails yet)
Compile scores and identify consensus picks (e.g., top 30–50 entries)
Flag any scoring gaps (one juror rated an entry 2/10, others gave 8/10—discuss with jury)

Week 4: Round 1 Closes, Pool Narrows

Finalize Round 1 scores by end of week
Create shortlist: top 30–60 entries (or ~20% of total, whichever is larger)
Notify jurors of Round 1 outcome; thank them for the work
Prepare for Round 2: compile artist statements, medium/size info for shortlisted work

Month 3: Decisions & Acceptance Logistics

Week 1: Round 2 Jury Review (Full Context)

Create Round 2 jury portal: shortlisted entries now show artist name, statement, medium, size
Jurors review with full context (no longer blind)
Schedule optional jury call: discuss standout entries, debate final selections
Vote on winners, honorable mentions, and selected works

Week 2: Final Selection & Committee Meeting

Finalize selections: Best in Show, category winners, accepted works, waitlist, declined
Hold final committee call (director, curator, lead juror) to confirm lineup
Create artist acceptance tier list (who gets in, who's waitlisted, who gets declined)
Prepare decision emails (personalized templates for each tier)

Week 3: Send Decisions

Send acceptance emails (include next steps: shipping instructions, liability forms, timeline)
Send waitlist emails (clear that they're on backup list, timeline for confirmation)
Send decline emails (kind, brief, encourage resubmission next year)
Create system to track acceptance confirmations (who's shipping, who's withdrawn)

Week 4: Acceptance Tracking

Follow up with artists who haven't confirmed (1 reminder email)
Compile shipping address list from confirmed artists
Send shipping instructions with tracking number template
Update waitlist if acceptances decline (move up next tier)

Month 2: Production Setup

Week 1: Shipping & Delivery Logistics

Finalize artwork receiving dates (stagger if possible: e.g., Week 1, Week 2 of month 1)
Create shipping instruction PDF: how to pack, insurance requirements, arrival date, tracking
Email shipping instructions + insurance guidelines to all accepted artists
Set up condition report form (document any damage on arrival)
Brief receiving staff on handling protocol

Week 2: Insurance & Legal

Review/update gallery liability insurance (covers artworks in transit + on walls)
Create loan agreement form (artist signs, confirms artwork value, liability limits)
Email loan agreement + insurance info to all artists for signatures
Collect signed agreements and store digitally
Confirm any high-value artworks ($5K+) with insurance agent

Week 3: Marketing Collateral & Press

Finalize exhibition layout (wall diagrams, where each work hangs)
Write press release (200–300 words: theme, jury names, dates, location, reception)
Create exhibition catalog or checklist (title, artist, medium, price if for sale)
Design postcard or digital announcement (jury photo, dates, website)
Email postcard file to 100+ local media, bloggers, art educators

Week 4: Member & Press Preview

Email members-only preview invitation (48-hour head start before public opening)
Schedule member preview event (Saturday afternoon, light refreshments)
Invite press to attend opening reception (provide RSVP link)
Compile press list and send final reminder email (week before opening)

Month 1: Install & Opening

Week 1: Artwork Receiving

Receive and log all artwork (date, condition, artist name)
Complete condition report for each piece (photos of any damage)
Email artist confirmation of receipt + condition status within 48 hours
Store artwork securely in climate-controlled prep area
Contact any artists with damaged work immediately

Week 2: Installation

Finalize wall layout (confirmed with exhibition designer or curator)
Install artworks on walls (or pedestals, depending on type)
Install labels: artist name, title, medium, price (if applicable), and "For Sale" indicator
Check lighting and adjustments for each work
Walk through with director/curator to confirm final approval

Week 3: Opening Reception & Public View

Host opening reception (Friday evening or Saturday afternoon, 4–6 PM standard)
Brief staff on artist bios, jury info, and reception etiquette
Set up refreshments and check-in table
Attend personally; introduce jurors and accepted artists to attendees
Take photos for social media and next year's marketing

Week 4: Public Viewing Phase

Confirm gallery hours are posted and staff trained
Update website and social media with opening photos
Post any press coverage or reviews to your website
Monitor artwork condition (adjust lighting, reposition if needed)
Begin documenting sales (for artist payment later)

Post-Show: Archive & Evaluation

Week 1: De-Installation & Shipping

De-install artworks carefully
Create return inventory: match each work to artist address
Arrange return shipping (artist pays, gallery pays, or split—document your policy)
Email return shipping labels and instructions
Log all returned artworks

Week 2: Sales & Artist Payment

Finalize sales data: which works sold, prices, artist commission splits
Calculate artist payouts (gallery commission typically 40–50%)
Send payment to artists (check or direct deposit)
Include sales receipt and thank-you letter
File sales data for accounting

Week 3: Feedback & Lessons Learned

Send brief survey to accepted artists (What worked? What was unclear? Would you submit again?)
Debrief with team: what went well, what was stressful, what would we change?
Review submission data: volume, geographic spread, media mix
Document juror feedback: were selections well-received? Any complaints?

Week 4: Archive for Year 2

Export all submission data and scores to your archive (Google Drive, local server)
File all jury notes, meeting minutes, and communications
Create a "Lessons Learned" document for next year's team
Update your exhibition calendar with dates for Year 2 (same timeframe helps consistency)
Thank jurors publicly on social + website; ask if they'd return next year

Key Decisions to Make Early

These choices cascade through your entire timeline. Make them by Week 2 of Month 6:

Juror Panel Composition — Local, regional, or national? Known artist vs. museum curator? This affects your credibility and the kinds of submissions you'll attract.
Submission Fee & Prize Structure — Higher fees ($50+) attract fewer but more serious submissions. Lower fees ($25) cast a wider net but dilute pool quality. Prize money signals how much you value the show.
Theme Specificity — Open calls (any media, any subject) are easiest to judge and market ("National Juried Exhibition"). Themed calls (Abstract only, Under 35, Regional Artists) attract niche submissions and press interest but require tighter jury focus.
Blind vs. Revealed Jury — Blind review (jurors don't see artist names in Round 1) reduces bias; revealed review (jurors know artist reputation) can favor established names. Most galleries use both: blind Round 1, revealed Round 2.
Shipping Responsibility — Does the artist pay to ship in and out, or does the gallery cover it? This affects participation rates, especially for emerging artists. Document your policy in the call.

Common Mistakes to Avoid

Opening the call too late — If submissions open less than 8 weeks before deadline, you'll have 50% fewer entries. Artists need time to create work.
Underestimating logistics time — Shipping (2–3 weeks), receiving (1 week), installation (3–4 days) can't be rushed. If your opening is May 1, artwork must arrive by April 15 minimum.
No sales coordination — Decide before the show: Will you sell work? Who keeps the commission? Do artists fill out sales agreements? Without clear sales process, you'll have unhappy artists and accounting chaos.
Forgetting to archive — If you don't save submission data, juror notes, and lessons learned, Year 2 starts from scratch. Archive everything.
Jury overload — More than 4 jurors = slow decisions and endless email threads. 2–3 is ideal.
Weak press outreach — Send your call and press release to journalists 3 weeks before deadline, not after decisions. If you wait, they've already filled their calendar.

Tools That Help

Submission Platform — Handles artist registration, portfolio upload, jury blind review, scoring, and artist notifications. Crafted Call streamlines the entire workflow and integrates jury scoring with exhibition management.

Email Marketing — Mailchimp, Constant Contact, or your CRM to segment announcements (all artists, past submitters, members, press).

Exhibition Catalog — Canva, InDesign, or web-based tools to design and print catalogs or checklists showing all selected works.

Condition Reporting — Google Forms or dedicated apps to log damage and shipping status.

Accounting — Spreadsheet or QuickBooks to track gallery commission, artist payments, and insurance costs.

Frequently Asked Questions

How far in advance should I start planning a juried exhibition? Six months is realistic for a first-time show or if you have limited staff. Experienced galleries can compress to 4–5 months once systems are in place. Avoid planning less than 4 months out—logistics (jury recruitment, shipping, installation) suffer.

When should I send acceptance/decline notifications to artists? Send all decisions within 1–2 weeks of jury completion, ideally 8–10 weeks before opening. This gives artists time to arrange shipping or make other plans if declined. Late notifications create panic and logistics problems.

How long should the call stay open? Aim for 6–8 weeks. Shorter calls (4 weeks) limit submission volume; longer calls (12+ weeks) drag on and feel stale. Marketing fatigue sets in after 2 months of promotion.

Can I run multiple juried shows per year? Yes, if you stagger them. A gallery with 12 exhibitions per year can run one juried show every 2–3 months, each on a 6-month planning cycle offset. This spreads staff workload and keeps your submission calendar active year-round.

What's a realistic timeline for a first juried show? 9 months total: 6 months planning + 3 months execution (jury, decisions, install). Don't try to compress a first show. Learning the workflow, recruiting jurors, and building artist trust take time. Year 2 will move faster once you have templates and relationships.

How many submissions should I expect? Regional open calls: 50–150 submissions. National open calls: 200–500+. This depends on submission fee, marketing reach, and artist reputation of your gallery. Survey peer galleries in your region to set expectations.

Should I charge a jury fee or honoraria? Yes. Jurors deserve payment for their expertise and time (typically $500–$2,000 depending on scope). This signals you're serious and increases the quality of jury commitment.

Next Steps

Ready to launch? Use this checklist as your Month 6 starting point. Bookmark the timeline and check tasks weekly.
Need submission platform help? Learn how Crafted Call simplifies jury management and artist communication.
Want templates? Download our jury scorecard template and shipping instruction form.
Building your first show? Read our guide to recruiting and briefing jurors and managing jury logistics.

An annual juried exhibition is one of the highest-impact programming a gallery can offer. It builds artist relationships, establishes curatorial credibility, and creates reliable, predictable community engagement. Use this checklist to stay organized through all six months—your opening night will be worth the effort.

Annual Juried Exhibition Checklist: 6-Month Planning Timeline

6-Month Overview Timeline

Month	Phase	Key Outcome
Month 6	Pre-launch Planning	Call published, jury confirmed, platform configured
Month 5	Call Open (Marketing Push)	Submissions flowing, artist engagement high, FAQ responses tracked
Month 4	Submission Close & Jury Review	Round 1 blind review complete, finalists narrow
Month 3	Decision & Acceptance	All decisions sent, acceptances confirmed, logistics begin
Month 2	Production Setup	Shipping logistics, insurance, marketing collateral ready
Month 1	Install & Opening	Artwork received, walls installed, opening reception live
Post-Show	Archive & Evaluate	Artwork returned, sales processed, data archived for Year 2

Month 6: Pre-Launch Planning

Week 1: Theme & Jury Shortlist

Define exhibition theme (open-ended or category-specific? e.g., "Regional Abstraction," "Artists Under 35")
Set exhibition dates (3–8 week run is typical for a major show)
Set submission deadline (8–10 weeks from now)
Identify 2–4 jurors: consider regional artists, curators, museum directors with audience reach
Research juror availability and interest via email

Week 2: Jury Confirmation & Call Language

Confirm jury panel (all jurors committed and dates blocked)
Set juror honoraria ($500–$2,500 depending on scope; document in writing)
Draft call description: mission-aligned, clear eligibility, no jargon
Draft jury panel bios (50–100 words each, highlight why they're credible)
Create FAQ outline (shipping, eligibility, jury process, notification timeline)

Week 3: Fees, Prizes & Criteria

Set submission fee ($25–$75; lower fees increase volume but lower commitment)
Define prize pool ($500–$5,000+; at minimum, cover Best in Show + merit awards)
Finalize eligibility criteria: geographic region, career stage, residency, media restrictions?
Decide max submissions per artist (typically 3–5)
Set canvas/work size limits to fit your walls (be realistic)

Week 4: Platform & Landing Page

Select submission platform (Crafted Call, Submittable, etc.)
Configure call on platform: upload call document, set fees, deadline, categories
Create landing page on your website linking to call
Set up email autoresponder for submission confirmations
Test full submission workflow yourself (test fee, confirm receipt email, jury view)

Month 5: Call Open & Marketing Push

Week 1: Launch Marketing

Send announcement email to your artist mailing list (include direct call link)
Post to social media (Instagram, Facebook): preview jury bios, theme, deadline
Reach out to 5–10 partner organizations (art schools, artist collectives, regional arts councils) for co-promotion
Submit call to 3–5 art opportunity aggregators (CallforEntry, Café, Local Art Events)
Add call to your website homepage or dedicated "Calls for Artists" page

Week 2: Mid-Call Tracking & Support

Check submission count against target (aim for 50–150+ depending on your market)
Monitor FAQ inbox; compile common questions
Post FAQ answers to your website or email to active inquirers
Create second social media push: highlight theme, show examples of past winners
Reach out personally to 5–10 artists from your community (invitation emails drive high-quality submissions)

Week 3: Momentum Building

Post submission count milestone ("50 entries received!")
Feature jury member on social (short interview or artist talk teaser)
Send reminder email to your list: "3 weeks left to submit"
If submission count is low (<30), consider extending deadline by 1–2 weeks

Week 4: Final Push (2 Weeks Before Deadline)

Send urgent reminder email: "Deadline in 2 weeks"
Boost social ads if budget allows (target regional artist groups)
Activate press outreach: send call + jury bio to local arts bloggers, journalists
Post daily countdown on social (48 hours, 24 hours, midnight)

Month 4: Submission Close & Jury Review

Week 1: Close & Deduplication

Close submission window on deadline day (5 PM local time is standard)
Export submission list from platform
Flag and remove any duplicate entries or invalid submissions
Create jury portal: compile all submissions with artist bios hidden (blind review)
Send confirmation email to all submitting artists with timeline for decisions

Week 2: Jury Onboarding

Schedule jury kickoff call: explain blind review process, scoring rubric, platform training
Provide jurors with clear scoring rubric (numeric 1–10, or pass/hold/decline)
Send jury login credentials and submission portal access
Walk jurors through 2–3 submissions on the call to demonstrate workflow
Confirm jurors can see all submissions and understand scoring deadline

Week 3: Round 1 Blind Review

Jurors review and score independently (1–2 weeks)
You monitor jury progress on platform (no pressure emails yet)
Compile scores and identify consensus picks (e.g., top 30–50 entries)
Flag any scoring gaps (one juror rated an entry 2/10, others gave 8/10—discuss with jury)

Week 4: Round 1 Closes, Pool Narrows

Finalize Round 1 scores by end of week
Create shortlist: top 30–60 entries (or ~20% of total, whichever is larger)
Notify jurors of Round 1 outcome; thank them for the work
Prepare for Round 2: compile artist statements, medium/size info for shortlisted work

Month 3: Decisions & Acceptance Logistics

Week 1: Round 2 Jury Review (Full Context)

Create Round 2 jury portal: shortlisted entries now show artist name, statement, medium, size
Jurors review with full context (no longer blind)
Schedule optional jury call: discuss standout entries, debate final selections
Vote on winners, honorable mentions, and selected works

Week 2: Final Selection & Committee Meeting

Finalize selections: Best in Show, category winners, accepted works, waitlist, declined
Hold final committee call (director, curator, lead juror) to confirm lineup
Create artist acceptance tier list (who gets in, who's waitlisted, who gets declined)
Prepare decision emails (personalized templates for each tier)

Week 3: Send Decisions

Send acceptance emails (include next steps: shipping instructions, liability forms, timeline)
Send waitlist emails (clear that they're on backup list, timeline for confirmation)
Send decline emails (kind, brief, encourage resubmission next year)
Create system to track acceptance confirmations (who's shipping, who's withdrawn)

Week 4: Acceptance Tracking

Follow up with artists who haven't confirmed (1 reminder email)
Compile shipping address list from confirmed artists
Send shipping instructions with tracking number template
Update waitlist if acceptances decline (move up next tier)

Month 2: Production Setup

Week 1: Shipping & Delivery Logistics

Finalize artwork receiving dates (stagger if possible: e.g., Week 1, Week 2 of month 1)
Create shipping instruction PDF: how to pack, insurance requirements, arrival date, tracking
Email shipping instructions + insurance guidelines to all accepted artists
Set up condition report form (document any damage on arrival)
Brief receiving staff on handling protocol

Week 2: Insurance & Legal

Review/update gallery liability insurance (covers artworks in transit + on walls)
Create loan agreement form (artist signs, confirms artwork value, liability limits)
Email loan agreement + insurance info to all artists for signatures
Collect signed agreements and store digitally
Confirm any high-value artworks ($5K+) with insurance agent

Week 3: Marketing Collateral & Press

Finalize exhibition layout (wall diagrams, where each work hangs)
Write press release (200–300 words: theme, jury names, dates, location, reception)
Create exhibition catalog or checklist (title, artist, medium, price if for sale)
Design postcard or digital announcement (jury photo, dates, website)
Email postcard file to 100+ local media, bloggers, art educators

Week 4: Member & Press Preview

Email members-only preview invitation (48-hour head start before public opening)
Schedule member preview event (Saturday afternoon, light refreshments)
Invite press to attend opening reception (provide RSVP link)
Compile press list and send final reminder email (week before opening)

Month 1: Install & Opening

Week 1: Artwork Receiving

Receive and log all artwork (date, condition, artist name)
Complete condition report for each piece (photos of any damage)
Email artist confirmation of receipt + condition status within 48 hours
Store artwork securely in climate-controlled prep area
Contact any artists with damaged work immediately

Week 2: Installation

Finalize wall layout (confirmed with exhibition designer or curator)
Install artworks on walls (or pedestals, depending on type)
Install labels: artist name, title, medium, price (if applicable), and "For Sale" indicator
Check lighting and adjustments for each work
Walk through with director/curator to confirm final approval

Week 3: Opening Reception & Public View

Host opening reception (Friday evening or Saturday afternoon, 4–6 PM standard)
Brief staff on artist bios, jury info, and reception etiquette
Set up refreshments and check-in table
Attend personally; introduce jurors and accepted artists to attendees
Take photos for social media and next year's marketing

Week 4: Public Viewing Phase

Confirm gallery hours are posted and staff trained
Update website and social media with opening photos
Post any press coverage or reviews to your website
Monitor artwork condition (adjust lighting, reposition if needed)
Begin documenting sales (for artist payment later)

Post-Show: Archive & Evaluation

Week 1: De-Installation & Shipping

De-install artworks carefully
Create return inventory: match each work to artist address
Arrange return shipping (artist pays, gallery pays, or split—document your policy)
Email return shipping labels and instructions
Log all returned artworks

Week 2: Sales & Artist Payment

Finalize sales data: which works sold, prices, artist commission splits
Calculate artist payouts (gallery commission typically 40–50%)
Send payment to artists (check or direct deposit)
Include sales receipt and thank-you letter
File sales data for accounting

Week 3: Feedback & Lessons Learned

Send brief survey to accepted artists (What worked? What was unclear? Would you submit again?)
Debrief with team: what went well, what was stressful, what would we change?
Review submission data: volume, geographic spread, media mix
Document juror feedback: were selections well-received? Any complaints?

Week 4: Archive for Year 2

Export all submission data and scores to your archive (Google Drive, local server)
File all jury notes, meeting minutes, and communications
Create a "Lessons Learned" document for next year's team
Update your exhibition calendar with dates for Year 2 (same timeframe helps consistency)
Thank jurors publicly on social + website; ask if they'd return next year

Key Decisions to Make Early

These choices cascade through your entire timeline. Make them by Week 2 of Month 6:

Juror Panel Composition — Local, regional, or national? Known artist vs. museum curator? This affects your credibility and the kinds of submissions you'll attract.
Submission Fee & Prize Structure — Higher fees ($50+) attract fewer but more serious submissions. Lower fees ($25) cast a wider net but dilute pool quality. Prize money signals how much you value the show.
Theme Specificity — Open calls (any media, any subject) are easiest to judge and market ("National Juried Exhibition"). Themed calls (Abstract only, Under 35, Regional Artists) attract niche submissions and press interest but require tighter jury focus.
Blind vs. Revealed Jury — Blind review (jurors don't see artist names in Round 1) reduces bias; revealed review (jurors know artist reputation) can favor established names. Most galleries use both: blind Round 1, revealed Round 2.
Shipping Responsibility — Does the artist pay to ship in and out, or does the gallery cover it? This affects participation rates, especially for emerging artists. Document your policy in the call.

Common Mistakes to Avoid

Opening the call too late — If submissions open less than 8 weeks before deadline, you'll have 50% fewer entries. Artists need time to create work.
Underestimating logistics time — Shipping (2–3 weeks), receiving (1 week), installation (3–4 days) can't be rushed. If your opening is May 1, artwork must arrive by April 15 minimum.
No sales coordination — Decide before the show: Will you sell work? Who keeps the commission? Do artists fill out sales agreements? Without clear sales process, you'll have unhappy artists and accounting chaos.
Forgetting to archive — If you don't save submission data, juror notes, and lessons learned, Year 2 starts from scratch. Archive everything.
Jury overload — More than 4 jurors = slow decisions and endless email threads. 2–3 is ideal.
Weak press outreach — Send your call and press release to journalists 3 weeks before deadline, not after decisions. If you wait, they've already filled their calendar.

Tools That Help

Email Marketing — Mailchimp, Constant Contact, or your CRM to segment announcements (all artists, past submitters, members, press).

Exhibition Catalog — Canva, InDesign, or web-based tools to design and print catalogs or checklists showing all selected works.

Condition Reporting — Google Forms or dedicated apps to log damage and shipping status.

Accounting — Spreadsheet or QuickBooks to track gallery commission, artist payments, and insurance costs.

Frequently Asked Questions

Next Steps

Ready to launch? Use this checklist as your Month 6 starting point. Bookmark the timeline and check tasks weekly.
Need submission platform help? Learn how Crafted Call simplifies jury management and artist communication.
Want templates? Download our jury scorecard template and shipping instruction form.
Building your first show? Read our guide to recruiting and briefing jurors and managing jury logistics.