Run the show as one lifecycle

The call is only the first stage. Assign an owner and acceptance criteria to every handoff from prospectus through returned artwork and artist settlement.

1. Design the program

Choose the intake model: a fixed-deadline call, rolling call, application, invitational process, or hybrid. Define eligibility, media, capacity, dates, fees and waivers, prize and sale terms, accessibility support, data use, and appeal or correction policy. Have legal, insurance, and tax terms reviewed where needed.

2. Configure and test the call

Build fields, categories, fees, limits, confirmations, staff roles, and notification templates. Use Brand & Identity to keep approved organization details consistent. Test as an artist, juror, administrator, and finance user. Call-editor conflict protection helps prevent one administrator from unknowingly overwriting another's newer work; still assign section ownership for major edits.

3. Recruit and govern the jury

Document criteria, rubric, identity visibility, conflict declarations, recusal, ties, score changes, and final authority. Preview the juror experience before opening the round. Use automatic document redaction with admin review when applicant files may contain identity. Monitor progress without exposing other jurors' scores prematurely.

4. Decide and communicate

Verify the final list and recipient preview before sending acceptance, waitlist, and decline notices. Track confirmations and deadlines. Late-submission invitations can bring a named replacement or invited artist into the correct call without reopening it publicly; record why and by whom the invitation was issued.

5. Receive and install

Turn accepted records into an exhibition plan. Schedule drop-off and shipping, record condition and custody, assign spaces, print operational sheets and labels, and reconcile exceptions. Gallery Spaces supports layout planning; multi-room Gallery Spaces V3 is implemented in controlled rollout, so access varies by organization.

Labels Hub is implemented in controlled rollout, so use the available printing workflow for your organization and verify every label against the installed object.

6. Promote and sell

Publish through the connected website and exhibition pages, communicate with audiences through Marketing Hub when the plan permits it, and connect orders or point-of-sale activity to the exact artwork. Define discounts, tax setup, commissions, refunds, pickup, shipping, and settlement before opening.

7. Close and learn

Record outgoing condition and custody, return unsold work, fulfill sold work, reconcile payments, retain required evidence, and survey artists and staff. Preserve an immutable export of the call, decisions, and financial records under the organization's retention policy. Carry forward templates and lessons without merging one year's records into the next.

For how these steps map to platform tooling, from blind jury rounds through labels, sales, and payouts, see the juried art show software walkthrough.