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Discover how to streamline artist submissions, improve equity, and reduce administrative work.
When an Artwork Archive client began planning a new portable works acquisition, they saw an opportunity to strengthen something they already valued deeply: supporting local artists. They wanted the process to be as fair and accessible as possible. With Artwork Archive’s Call for Entry Management tools, they uplifted their community’s artists while also streamlining the administrative work behind the scenes.
Advantages of portable works for public art programs
Portable works—typically framed, wall-hung pieces—offered the perfect solution for this public agency. Portable artworks can be easily relocated as spaces evolve, ensuring that the investment continues to benefit public buildings and the community over time. Their mobility makes them a smart, long-term choice for agencies that need flexibility as spaces are renovated, repurposed, or refreshed.
For this pilot program, the team partnered with another entity while their own building underwent repairs. Their goal: enliven conference rooms frequently used by the public for trainings and create a calm, welcoming environment through thoughtfully selected art.
Portable works are also an accessible entry point for artists who may be new to public art opportunities. Because artists can submit pieces they’ve already created, rather than producing new work specifically for the call, the barrier to entry is lower. This approach makes participation more feasible for emerging, time-constrained, or resource-limited artists and helps broaden the range of voices represented in the final selection.
The call for art: clear, fair, and accessible
The team structured the call to be straightforward and equitable. Artists could submit up to three works, with fixed pricing tiers based on size to keep the process consistent and fair. But they knew equity wasn’t just about pricing—it was also about usability. They needed a platform that would meet artists where they were, regardless of comfort with technology. They wanted a platform that would be easy for all artists to use. Artwork Archive became the answer.
A simplified process—for artists and administrators
With Artwork Archive’s Call for Entry Management solution, artists could simply drag and drop their images into their application—no file resizing, renaming, or formatting gymnastics required. Many traditional application platforms ask artists to navigate confusing interfaces or complete technical steps that can feel overwhelming, especially for those without access to computers or design software. By removing these hurdles, the process became far more equitable and welcoming to artists with varying levels of digital access and experience.
Because Artwork Archive's application system worked seamlessly across mobile, desktop, and tablet, artists could apply from whatever device they had, whether that was a laptop at home or a phone on the go. This accessibility made a noticeable difference: more than 140 artists applied, and staff reported spending almost no time troubleshooting.
From application to installation—faster
As the project moves forward, the team plans to use Artwork Archive to automatically generate labels, object lists, and insurance reports directly from artist-submitted information. Instead of retyping details by hand, the data will flow seamlessly from application to record, saving hours of administrative work and reducing the risk of errors.
Tips for other arts administrators
Choose a mobile-friendly platform.
Many artists apply from their phones—don’t let tech barriers keep them out.
Offer multiple formats for guidance.
Provide webinars, PDFs, and—if possible—an in-person info session.
Automate where you can.
Use tools that pull application data directly into your exhibition workflow to save time and prevent errors.
See how it works
Streamline your own artist opportunities with Artwork Archive's Call for Entry Management solution. Book a quick demo to see how easy it can be–for your and your applicants.
