Finding an exciting open call can make you want to apply right away. Before you start filling out forms, it helps to prepare a small set of materials you can reuse and adjust. Most applications ask for similar things: images of your work, artwork details, an artist statement, a short bio, and a CV. Having these ready saves time, reduces last-minute stress, and helps you send a stronger application.
Keep your artwork information ready
Start with clear, high-quality images of your best and most relevant work. Keep the original image files in one organized folder, along with smaller copies for online applications.
For each artwork, record its title, year, materials, dimensions, price or insurance value, current location, and availability. You may also need installation views or photos that show the work’s scale and context. When choosing images for an application, aim for a focused group that tells a clear story. You do not need to include every kind of work you have ever made.
Prepare a few versions of your written materials
Write a clear artist statement that explains what you make, what interests you, and how you approach your work. You do not need to sound academic. Simple, specific language is usually more effective.
Also keep a short bio in the third person and an up-to-date artist CV. Your CV can list relevant education, exhibitions, awards, residencies, publications, and other experience. It is useful to have both short and longer versions of these texts because every application has different word limits.
Track each application
Create a basic system for managing applications. A spreadsheet, calendar, or project-management tool like Artlope can work well. Record the opportunity, deadline, fee, requirements, submission date, and result.
Before applying, read the full call carefully. Check the eligibility rules, costs, exhibition dates, shipping responsibilities, commission, insurance, and what happens if your work is selected. Give yourself time to adjust your portfolio and statement for the opportunity instead of sending the exact same application everywhere.
A simple artist website with current work, contact information, and a short introduction can also help reviewers learn more about you. Preparing these materials may feel like administrative work, but it means less time searching for documents and more time choosing opportunities that genuinely fit your practice.
How to do this in Artlope
Artlope can keep the materials for an open call together. Start by adding each artwork with its title, date, materials, dimensions, pricing, availability, and images. The guides for Adding Artworks, Artwork Details, and Images And Attachments show how to build those records.
Keep your CV information current in CV Information and your exhibition records up to date. Artlope can reuse this information in a portfolio, so you do not need to assemble it from scratch for every application.
When you are ready to choose work for an open call, create a portfolio. Artlope’s Portfolios feature lets you make a focused portfolio document from the work and information already in Artlope. You can create a general version, then clone it for a specific opportunity and adjust the artwork selection, order, and text. When it is ready, export it as a PDF or PowerPoint file, depending on what the call asks for.
Finally, create a Submission as soon as you begin preparing an application. Add the opportunity link, organizer, dates, fees, and the artworks you plan to send. After you apply, update its status and outcome so you have a clear record of what you sent and what happened next.