This is a basic overview of how submission management software works, intended for art organizations which have not used such a system before. In this article, we’ll use the term submission management software and submission management system interchangeably.
Art organizations use submission management software primarily to save time and money, but there’s another benefit. When artists see that an organization is using submission management software instead of requesting submissions by email, they are more likely to apply. It’s because artists realize that the organization has the resources to operate efficiently and is more likely to have the resources to help promote the artists they work with.
A submission management system frees the art organization from having to set up a process to receive, sort, and keep track of the hundreds of files from artists. The organization would create a call-for-art on the website that hosts the submission management system. The call-for-art would include the call details and the submission form.
When the call-for-art is created, it will appear as a web page which would be shared and publicized by the art organization. Artists who want to submit their work, can register, fill out the submission form, upload their files, and pay any application fee all on the call-for-art webpage. The submission management system saves all the files and submission forms and processes all the application fees if there’s any. When the call-for-art manager or juror is ready to review the submissions, it’s already organized for easy viewing and sorting.
After the works have been selected or declined, submission management system will automatically generate three contact lists of the artists and the call manager only has to write three messages which will automatically be sent to the artists.
The cost of using submission management software is almost insignificant when compared to the work and time that is saved for art organization staff to do other things like promoting artists and growing the organization.