Choosing Call-for-Entry Software: A Requirements Worksheet

Compare the same real workflow

Feature grids reward vague checkmarks. A requirements worksheet asks each vendor to prove the same scenario with the same data and constraints.

1. Describe the program portfolio

Record calls per year, expected applications, free and paid calls, media and file needs, rolling or fixed deadlines, applications outside visual art, languages, currencies, accessibility needs, staff roles, and reporting obligations.

2. Test artist intake

Ask an artist to start, save, edit, upload, pay, request a waiver, correct a file, and submit from a phone. Verify confirmation, receipts, time zones, support, accessibility, and what happens after a payment or upload failure.

3. Test jury governance

Demonstrate redaction, juror-visible fields, assignments, conflict declaration, recusal, multiple rounds, rubric anchors, progress, ties, score changes, administrative authority, and audit evidence. “Blind jury” is not enough detail.

4. Test the work after acceptance

Have an accepted artist withdraw. Invite a replacement. Receive and inspect artwork, assign a space, print a label, record a sale, release the object, settle the artist, publish the show, and communicate with members. Decide which steps must be native and which integrations are acceptable.

5. Calculate total cost

Use vendor-published or quoted numbers for subscriptions, onboarding, renewal, calls, applications, payment processing, commissions, add-ons, implementation, training, support, exports, and termination. Add staff time and adjacent systems. Label unknowns as “quote required”; do not fill them with third-party guesses.

6. Prove portability and safety

Request sample exports of forms, submissions, original media, scores, assignments, decisions, messages, payments, and audit history. Review roles, least-privilege access, identity and financial data handling, backups, incident communication, retention, deletion, and account termination.

Score with evidence

For each requirement, mark required, valuable, or unnecessary. Record native, configured, integrated, manual, or unavailable; name the plan and permission; attach the demo or documentation evidence; and note the reviewer. Choose the system that best supports the required operating model, not the one that wins the most optional rows.

Sourced pricing and capability summaries for the major platforms are collected on the call-for-entry software comparison, with a dated, cited page per vendor. For a plain-language overview of the category itself, start with what call-for-entry software does.

Vendor pricing sources were checked on October 3, 2026 and can change. Confirm final terms directly.