Frequently Asked Questions

• Application Process
• Using the System
• Digital Imaging
• Equipment
• Privacy
• Liability
• Effects on Jury Process
• Security/Reliability
• Industry Standardization
• Trouble Shooting the System

1. Will I have to pay any fees to use the CaFÉ^TM system?
   There is no charge for artists to apply to calls through CaFÉ^TM. The only fees artists pay are the jury fees charged by individual calls.

2. How will I know if my entry was received successfully?
   You will receive a confirmation e-mail from each call for entry to which you have applied. In addition, your My CaFÉ^TM Entries page will indicate the status of each entry you have submitted.

3. If I make an error in submitting my images, will the error be fixed? Will someone let me know?
   It is your responsibility to upload images correctly and to ensure that they are displayed correctly in CaFÉ^TM. If you do not submit the correct number of images that a call for entry requires or if CaFÉ^TM encounters a problem with an image, a message will appear in CaFÉ^TM alerting you to this problem. If you are unable to resolve the problem, contact the organization to which you are applying for technical support.

4. Can I pay any associated fees online?
   Yes, if a fee is charged when you apply to a call for entry, you can pay online via credit card through CaFÉ^TM.

5. Can I pay online?
   Paying online with a credit card is one option. It is expected that many calls will choose to direct artists to send fees to the call.

6. Can I pay any associated fees by check?
   Yes, you can pay fees directly to the organization sponsoring the call for entry via check. When you submit your application online through CaFÉ^TM, you will be given an option to pay by credit card or by check. Please note that, if you choose the check option, your application will be submitted but not juried until the organization has received a check by the deadline indicated.

7. Will I be allowed to submit a paper application to a call for entry that is using? CaFÉ^TM?
   All applications must be submitted digitally through the CaFÉ^TM online system. We ask that you please contact each organization to inquire about its individual policy regarding paper applications

8. Can I still send in slides?
   The jury process will be conducted in a digital format. As a result, slides must be converted to digital format prior to submission to CaFÉ^TM. It is in the artist's best interest to oversee the digital process of their own slides to ensure that the images are of the highest quality.

9. What does an artist need to use CaFÉ^TM?
   You will need access to an Internet connection, personal computer, and an Internet browser. Click here for a list of technical requirements. It is suggested that a broadband connection be used to facilitate the time necessary for the uploading and viewing of images; however, this is not a requirement.

10. I don't own a computer. How do I use CaFÉ^TM?
    Personal computers are available for public use at some community colleges, libraries or Internet cafes. You may also ask a friend or family member to assist you. Bring a CD of your prepared digital images with you, so that they can be uploaded easily.

11. How do I know if I have been selected invited or accepted for a call for entry?
    
    1. Each organization will send you an email notification with the results.
       
    2. Artists can also go to the CaFÉ^TM main menu and check the status of each call for entry to which they have applied.
       
       1. If the artist is invited or accepted, CaFÉ^TM allows them to accept or decline the opportunity.
          
       2. If the artist accepts the invitation, CaFÉ^TM has the capability to take the artist through the process of ordering other services.

12. Artists can apply through CaFÉ^TM by following these steps:
    1. Prepare your artwork images formatted to the Image Preparation specifications.
    2. Create a profile by entering basic contact information and creating a username and password to CaFÉ^TM.
    3. Upload up to 100 digital images of your artwork to your image portfolio.
    4. Apply to your choice of participating calls for entry.
    5. Choose the required number of images to apply to a specific show from your image portfolio.
    6. Submit an application online.
    7. If applicable, pay the entry fee online with a credit card or mail in a check.
    8. Artists receive e-mail notifications when their applications have been received and when they have been accepted or declined.
    9. Artists can view their entry status at any time on the My CaFÉ^TM Entries page and can choose to accept or decline the opportunity.

13. How do I get digital high-resolution images?
    There are several options in creating a high-resolution digital image:
    1. Use a digital camera at the highest quality setting to photograph your artwork in a digital format.
       
    2. Have a professional photographer take images of your artwork in digital format.
       
    3. Scan your slides into a digital format or have a professional scan them.
       
    
    Please note that it is recommended that you conduct your own research to check for a variety of vendors that offer digitizing services.

14. Why does CaFÉ^TM require a square, 1920x1920 pixel format?
    Click here for a complete explanation on the importance of square-image formatting.
    
    
15. Will artists experience a loss of image quality when they use CaFÉ^TM to apply to art calls?
    Artists will still maintain control over the quality of images that are submitted for jury purposes. Currently, artists are responsible for the quality of slide submissions. With the use of CaFÉ^TM, artists will still be responsible for the quality of their images.

16. What format should my digital image be in?
    All images submitted to CaFÉ^TM must be in JPEG format. Please click here to see image preparation tips.

17. What if I submit a low-resolution image?
    If a submission is made at a lower pixel level, CaFÉ^TM will not accept the image, and the artist will be notified.

18. Will the colors of my artwork be altered by CaFÉ^TM?
    CaFÉ^TM will not alter the colors of submitted images. WESTAF and the participating art calls will not make any color alterations to image files.

19. Can I preview the order of my digital images before they are juried?
    Your ordered images will be available for preview online through the system. As you upload images, you will be able to organize and review your images using CaFÉ^TM's image-management tool. It will not be necessary to download software in order to use this tool. CaFÉ^TM maintains the image order you have selected and submits the images to the jury in that order. It is your responsibility to make sure that the quality of your images meets your satisfaction prior to submitting them into the system.

20. Will converting my image to a JPEG have any effect on image quality?
    All image management, including initial saving of an image, should occur in RAW or TIFF formats. These are known as "lossless" formats. The images can then be converted from a RAW or TIFF file to a JPEG, which is a "lossy" format. This means that each time you compress and save a JPEG, your image quality will be impacted. For further details, please reference Image Preparation.

21. Is there a potential for artists to manipulate images and present work that appears better than it actually is? What are the consequences?
    This is an ethical issue both for artists and for each arts organization. Artists certify that their artwork is original and in its true form upon submitting to any call for entry. The CaFÉ^TM license agreement signed by organizations specifically forbids them from altering any image. Should this occur, the organization will no longer be able to license CaFÉ^TM.

Equipment: (back to top)

22. How is CaFÉ^TM monitoring the quality of the displays, screens, monitors, etc?
    
    1. CaFÉ^TM cannot be responsible for the personal computer equipment that an individual artist uses.
       
    2. The quality of the equipment you use to view your digital images is your responsibility, as it is when you preview your slides on projectors.
       
    3. Each call will need to maintain and calibrate their equipment according to CaFÉ^TM standards.

23. Will there be instructions on how to calibrate a personal monitor to closely reflect what the jurors will see?
    CaFÉ^TM will offer technical recommendations; however, there probably will be a color variation between different display devices, unless artists are using identical equipment to that used by a particular organization.

24. Is CaFÉ^TM PC and MAC compatible?
    Yes. Please click here to see our list of preferred Internet browsers for each platform.

25. Are safeguards being taken to protect an artist's high-resolution images?
    When an artist uploads digital images into CaFÉ^TM, CaFÉ^TM will save the image in three formats: a thumbnail, a Web-optimized image, and a high-resolution image. The thumbnail and Web-optimized image will be password protected in CaFÉ^TM. This means that the artist can login and access his/her own images. It also means that the show that the artist applied to will also have access to those images through a password-protected administrative section. The high-resolution image will be transferred to a secured server after it is uploaded. Click here to review our security measures.

26. Will my personal information be protected?
    CaFÉ^TM will keep personal information confidential until it is released to the organizations that you have applied to.

27. Is CaFÉ^TM liable for any infringements on my artwork?
    CaFÉ^TM is using every safeguard to protect an artist's images. Since we will not be using any of the images outside of the CaFÉ^TM system, we are not liable for infringements on submitted artwork to CaFÉ^TM.

    Effects on Jury Process: (back to top)

    29. Is the jury process going to change due to the new submission process?
        The jury process will not substantially change. The jurors will still see the same number of images projected onto a screen or wall and a similar image size as previously displayed.

    30. Will jurors spend less time looking at my artwork because of the speed of digital technology?
        The time that jurors view images of artwork is controlled by each show. Most calls have indicated that they will implement a similar time frame as used in the past. Digital technology will eliminate technical problems such as un-dropped slides and inadvertent reversal of images.

    31. Will jurying be conducted individually or will it still be based on a committee or panel process?
        Each organization is responsible for managing its jury process and policy.

    Security/Reliability: (back to top)
    33. Are money transactions managed by CaFÉ^TM (such as entry fees, electrical, etc.) secure?
        All money transactions are processed through a secured server. They are managed by VeriSign, a trusted third party transaction administrator. Neither CaFÉ^TM nor the participating art calls will store your credit card number online.

    34. What if my personal computer crashes during my online entry process?
        If your personal computer crashes while completing an entry on CaFÉ^TM, there is a risk that data will be lost if it was not saved prior to the crash. CaFÉ^TM has no control over an individual artist's personal computer crashing. We advise you to check your equipment and Internet connectivity prior to using the online system.

    35. How many images can upload into the system?
        Each portfolio allows a maximum of 100 images.

    36. How do I apply to more than one media category in a show?
        To apply to more than one category, an artist must create a separate artist profile for each category. You must choose a separate username and password for each profile. (Try to pick usernames that correlate to your profile category; i.e., SmithPaint and SmithSculpt). For example, an artist can create two profiles: one for painting and one for sculpture. You would upload painting images in the painting profile and sculpture images in the sculpture profile. Images between profiles cannot be mixed. Each profile will allow you to manage an independent and discrete set of applications.

    37. Will an artist be able to delete images from their portfolio?
        An artist can change out images, as long as they stay within the 100-image limit and the images are not committed to a call for entry. .

    38. Does CaFÉ^TM accept images with watermarks?
        CaFÉ^TM will accept images with watermarks, however, please be aware that the images submitted will be the images juried. CaFÉ^TM does not distinguish whether an image is watermarked or not. This means that if you have a watermark on your JPEG, it will display in the jury. Please note that juries may consider this a modified image and eliminate it.

    Industry Standardization: (back to top)
    39. Can there be standard image specifications for the profession?
        The primary objective of the CaFÉ^TM project is to make the entry process more uniform and easy for artists. CaFÉ^TM and the participating calls welcome artists' feedback on image specifications.

    Trouble shooting the system: (back to top)
    40. Where do I go to complete an entry that I have already started?
        Any application that has been started but not submitted will be listed on your My CaFÉ^TM Entries page. You can get to My CaFÉ^TM Entries by clicking on the button that is located on the left-hand navigation bar. In My CaFÉ^TM Entries, you will see a list of all your applications in progress. The page will display your application status, action options such as "complete your application" or "remove your application," and your payments if applicable. To complete an application, click on the "complete" link under "options".