Licensing the CaFÉ™ System


Ready to License CaFÉ™?
To learn more about CaFÉ™ and to schedule a complimentary online demonstration of this innovative system to administer your call for entry, please contact CaFÉ™ Sales Consultant Kat Stephenson.

Take CaFÉ™ for a Test Drive!
Taking part in an online CaFÉ™ demonstration is the best way to become familiar with how CaFÉ™ functions and how the system can best serve the needs of your call for entry. An online demonstration will give you an opportunity to ask questions regarding how CaFÉ™ can benefit you in managing and jurying your specific call for entry. A complete demonstration of both the front end (applicant side) and the back end (administrative side) takes a little over an hour—but can be done in less time if necessary. An hour allows enough time for you to learn about CaFÉ™'s tools and how your organization will benefit from using CaFÉ™. To participate in a demonstration, all you need is a computer with an Internet connection and access to a telephone. On behalf of everyone at CaFÉ™, thank you, and we look forward to serving the needs of your organization!


Licensing Index


What is CaFÉ™?

CallforEntry.org™, also known as CaFÉ™, is a Web-based service that allows organizations and administrators to easily and cost-effectively manage artist-application and jury processes related to calls for entry and other events. The service is especially designed for use with public art projects, artist fellowships, juried visual-arts competitions, and many other types of calls for entry. Because slide projectors are being phased out, many organizations are choosing to jury artists' work via high-quality digital images instead of slides. CaFÉ™ provides artists with an easy-to-use system that allows them to enter contact information, upload digital images of their artwork, and enter a number of open calls at one time—eliminating the cost of duplicating slides and mailing individual application packets for each call for entry. Organizations using CaFÉ™ benefit by saving considerable time, energy, and money with the elimination of printing, data-entry, mailing, and other costs. In addition, organizations experience savings in the areas of communication and jury costs while gaining an amazingly efficient and high-quality digital jury process.

In a nutshell:

  • CaFÉ™ is a Web-based service, meaning you can avoid the technical headaches of installing and maintaining standard out-of-the-box software.
  • CaFÉ™ allows organizations and administrators to easily and cost-effectively manage the application and jury processes related to calls for entry.
  • CaFÉ™ is online, meaning administrators can access their call in the CaFÉ™ system from any location or computer with an Internet connection.
  • CaFÉ™'s robust management system is customizable to the different call-for-entry processes of each organization.
  • Communication among organizations and artists is facilitated and automated through CaFÉ™ so call for entry administrators no longer spend time and money printing and mailing applications and notification letters. As you can imagine, this cuts staff administrative time significantly. And no more self-addressed stamped envelopes!
  • CaFÉ™ allows your organization to phase out traditional slides and carousels and replace them with modern digital equipment for the jury process. As a result, application, administration, and jury processes become more streamlined and efficient.
  • CaFÉ™ provides artists with a user-friendly system that allows them to enter contact information, upload digital images of their artwork, and enter several open calls at one time—eliminating the cost of preparing paper applications, CDs of images, or numerous sets of slides to include with application packets.

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Benefits of Using CaFÉ™

Licensing CaFÉ™ means that your organization will have access to a robust application and image management system that conforms to your organization's needs—from the application process to the jury process. Communicating with your artist applicants is easy and automated with CaFÉ™. By licensing CaFÉ™, administrators of calls for entry no longer waste valuable time and money printing and mailing applications and notification letters and staff time allocated to such work is greatly reduced. Instead of traditional slides and carousels, CaFÉ™ simplifies the jury process by making online juries available. Call-for-entry administrators may also opt to use our digital projection equipment to display images for juries. CaFÉ™ makes the application, administration of the call for entry, and jurying processes easy and efficient.

Have you already transitioned from slides? The CaFÉ™ interface eliminates the need to assemble images into a Powerpoint or other slideshow-type presentation format. Further, the CaFÉ™ system will automatically alert artist applicants if they attempt to upload images that will not view or open properly on your computer—no more trying to hunt down artists to have them resubmit images that you cannot view!

Not convinced? Here are some additional benefits of licensing CaFÉ™ for your call for entry:

  • CaFÉ™ requires minimal data entry
  • CaFÉ™ helps your organization to “go green”—no more paper applications!
  • CaFÉ™ provides automated e-mail communication with artists
  • Jurors view consistently formatted and sharp images thanks to high-quality digital imaging standards for projected or online juries
  • Slide projectors are replaced by the latest digital equipment for projection juries
  • CaFÉ™ eliminates the need for slide carousels—meaning no more jammed slides, no more loading and removing slides, and no more rattling slide carousels
  • CaFÉ™ provides easy-to-use online forms for scoring applications
  • Finalist lists can be built quickly and easily following the jury elimination process
  • CaFÉ™ offers excellent and personal technical support by telephone and e-mail

Concerned about CaFÉ™’s impact on the artists who apply to your call for entry? Artists also benefit when an organization chooses CaFÉ™ because:

  • Using CaFÉ™ is free for artists
  • CaFÉ™ gives artists the opportunity to gain visibility by making it easy to apply to multiple juried exhibitions and projects in a single sitting
  • Applications are completed and submitted in a single online location, even when applying to multiple calls for entry
  • Artists receive e-mail notifications with application status and other relevant information
  • Artists save money on postage and the production of multiple sets of slides or CDs
  • Jurors see high-quality digital images of artists’ work
  • Artists can manage multiple applications through CaFÉ™
  • Artists only have to enter contact information into CaFÉ™ once
  • Artists no longer have to complete multiple-page paper applications
  • Artists can upload up to 100 digital images to their online, individual image bank
  • Artists can select which images to submit for each call for entry
  • Artists can access their CaFÉ™ accounts and image bank online from anywhere in the world
  • Artists' images and personal information are kept secure and confidential

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What Artists and Administrators Say About CaFÉ™

I'm an artist and this past month I sent out three responses to public art RFQs. The first had ridiculous requirements, but since I thought my work was eminently suitable I spent the many hours required on it. The second was reasonable, except that they wanted 10 copies each of everything—which cost time, ink, and FedEx fees for the extra weight. The third was through CaFÉ™. It was sheer heaven. Thank you so much for creating CaFÉ™—you can't imagine how much easier it makes life for us!
--C.S., Brooklyn, NY, via e-mail

. . . I promote CaFÉ™ to every public art organization I come in contact with so that we can move from slides into the 21st century. It saves me loads of time and money when your service is used.
--Anonymous Artist, from CaFÉ™ Web Survey

. . . using CaFÉ™ was great! I even formatted the images myself! The instructions on the Web site were very easy to follow. Can't wait to use application format again!
--C.B., Mesa, AZ, via e-mail

I wish all public art buyers used CaFÉ™ to accept applications—it is much easier, cheaper, and faster than getting all the slides and notes together every time and it frees me up to do actual creative work. I’m never worried about the package arriving safely and on time. Please get more municipalities to use this service!
--Anonymous Artist, from CaFÉ™ Web Survey, August 25, 2005.

The CaFÉ™ system is a winner for the public art field. Artists appreciate CaFÉ™'s efficient application system and how well their work is presented. As a public art consultant, I also value the clarity of presentation and the streamlined review process now possible with CaFÉ™.
--Barbara Neal, Public Art Consultant for Stapleton, Denver, CO

Many thanks for making the instructions for CaFÉ™ clear and I appreciate your prompt response and clarity. Generally I love the CaFÉ™ system—it saves me HUGE amounts of time in administration stuff! And in regard to staff support, you have ALL been great and I really do thank you for shepherding us through the hard spots as we moved our system online.
--D.F., via e-mail

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Frequently Asked Questions
for public art administrators, curators, and other administrative users

How many artists use the CaFÉ™ system?
There are currently over 40,000 registered and active artist applicant profiles in CaFÉ™ system.

Is there a fee for artists to use CaFÉ™?
There is no fee for artists to register and use CaFÉ™. Occasionally, an organization hosting a call for entry may decide to collect entry fees or application fees, but CaFÉ™ itself is free for artists to use.

Can other disciplines (such as dance and theatre), other than the visual arts, benefit from using CaFÉ™?
CaFÉ™ has been designed primarily for visual-arts calls for entry in which an image of artwork is most appropriate for submission. In the near future, however, CaFÉ™ will include the ability to serve other disciplines and also with video and audio work samples. Please contact us so we can learn more about your project if you wish to use CaFÉ™ for a non-visual-art discipline or a multi-disciplined project.

Who manages a call for entry’s application?
Each call-for-entry administrator retains complete control over the management of applications and artists. CaFÉ™ provides the administrator of each call for entry with instructions and training about the administrative and technical aspects of the CaFÉ™ system.

How can I post a call for entry announcement on CaFÉ™?
After licensing the CaFÉ™ system, administrative users can post a call for entry and related requirements within CaFÉ™ and set up the application.

How are artists notified of open calls for entry?
Artists can visit CallforEntry.org™ to view call for entry listings. Typically, call for entry announcements are posted by the organization offering the opportunity on numerous online forums, on the organization's Web site, on artists opportunity Web sites and through listservs. Some organizations also use a mailing list to send the announcement of a call for entry to artists directing them to apply at CallforEntry.org™. The CaFÉ™ development team is near completion on a system enhancement that will allow the system to send a weekly e-mail to artists about new calls for entry and deadlines for open calls.

How do jurors score applications?
Each juror is given access to an online score card that can be accessed from a desktop computer or laptop with an Internet connection. Jurors view images, either projected or online, of each artist’s work and score each applicant on the online score sheet. If a call for entry elects to use an online jury format, jurors review each artist’s images on a monitor. Jurors review one image at a time and then view the entire body of work. Jurors enter scores on the online scorecard. Jury policies are established by the administrator of the call for entry.

How much does it cost for an organization to use CaFÉ™?
CaFÉ™ has several pricing plans, one is available to meet your needs. Contact Kat Stephenson for more information.

Do I need special equipment to use CaFÉ™ and/or the CaFÉ™ jury?
CaFÉ™ is Web-based and all users, including jurors, only need a computer with Internet access. If you wish to conduct a jury in the more traditional format of a projected “slideshow” review rather than through an online interface, you may want to consider the upgraded CaFÉ™ license that includes the option to lease or purchase high-quality projection equipment.

Do I need to involve my IT department?
No, that is what is so great about the CaFÉ™ system. CaFÉ™ is completely Web-based, which eliminates the need for special hardware as well as headaches associated with out-of-box software that requires installation on a computer and the need to regularly download software updates. You can access CaFÉ™ from any computer with an Internet connection.

Do I need special software or a certain kind of computer?
No special software or computer is required to use CaFÉ™. Users can access the CaFÉ™ system from any computer with an Internet connection. We do suggest, however, that you use Mozilla's Firefox browser for use with CaFÉ™. Firefox tends to work more efficiently with many software systems, including CaFÉ™. You can download Firefox for free by visiting www.Mozilla.org. Wireless connections, or WiFi, are not recommended when jurying.

Can artists upload video and audio?
At this time, CaFÉ™ is still solely image (JPEG) based. We are, however, in the process of enhancing the CaFÉ™ user profile to allow for a variety of formats, including video and audio.

Is an e-mail address required to use CaFÉ™? What if an artist does not have an e-mail account?
CaFÉ™ requires all applicants to have a valid e-mail account. E-mail accounts are free through Gmail.com, Hotmail.com, Yahoo.com, and other several e-mail and Internet providers. E-mail is an efficient means of communication and helps both call-for-entry administrators and applicants quickly communicate about application status, jury results, and call for entry instructions. Licensees of CaFÉ™ have access to all applicant contact information including phone numbers and mailing addresses, but e-mail is the preferred method of communication among applicants and call-for-entry administrators.

Will I receive the artists’ e-mail addresses or do I have to go through CaFÉ™ to communicate with artists who have applied to my call for entry?
CaFÉ™ has a communication feature that allows licensees to send e-mails through the system to applicants. CaFÉ™ also allows licensees to download an applicant's contact information directly into a spreadsheet for mail merges and/or for use in updating a database.

Is technical assistance provided to artists? If so, who provides it?
The administrators for each call for entry should serve as the first line of communication for applicants. CaFÉ™ provides licensees with all the tools necessary to assist applicants with the application process as well as image formatting instructions. In the event that major technical assistance is required, CaFÉ™ technical support is available Monday through Friday, 8:30 a.m. to 5 p.m., MST, by calling 888-562-7232 or via e-mail at cafe@westaf.org.

My public agency needs to retain an archive of all application submissions. Does CaFÉ™ offer this service?
Yes. All licensees of the system receive a DVD containing all images submitted by applicants. Further, CaFÉ™ allows administrators to download a PDF of all applications or an Excel spreadsheet of all information gathered during the application process.

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Suggested Timeline for New CaFÉ™ Licensees

As your organization considers licensing CaFÉ™, please note the following suggested timeline for your transition to this new digital process. We suggest that you begin the licensing process at least two months before your anticipated call for entry is scheduled to open. This two-month lead-time allows you enough time to:

  • Schedule and participate in a demonstration of CaFÉ™
  • Review, sign, and return the licensing agreement
  • Receive training before using the CaFÉ™ system
  • Build your call for entry application in CaFÉ™
  • Plan for marketing and announcing your call for entry

In order to maximize the potential number of artists who apply to your call:

  • At minimum, allow one month between the date of accepting applications and application deadline. This allows enough time for your marketing announcements to circulate and also allows artists who are new to the online format ample time to prepare their digital images and transition to the electronic application format.
  • While some calls for entry might be managed successfully with less lead-time, following this suggested timeline will ensure the best possible outcome for your call for entry. If this recommended timeline is not feasible, please contact a CaFÉ™ team member to discuss other recommendations and steps that can be taken so that your call for entry successfully transition to the CaFÉ™ system.

Sample Timeline for a New Licensee

Month One
Once you have determined that your organization will license CaFÉ™, please read and sign the license agreement, standard terms and conditions, and related attachments. Notify CaFÉ™ if the license agreement is being run through administrative channels that may cause delays. Return the licensing documents along with the prepayment amount (this consists of the one-time set-up fee, application fee(s)). Upon receipt of set-up materials and payment, the CaFÉ™ team will begin the process of setting up your administrative access and will work with you to schedule training on the use of CaFÉ™.

Month Two
If your licensing documents have not been returned to CaFÉ™, you can keep the process moving forward by scheduling training, by announcing (or preparing to announce) your call for entry and marketing it to artists, and by drafting your call for entry prospectus. Depending on how quickly the licensing process is moving, you should begin notifying artists of the transition to CaFÉ™ or sending out the call for entry announcement. Please note that prepayment is required before a call can launch on the CaFÉ™ system. When payment and licensing agreement are received, you will be assigned administrative login access and can begin adding and managing the call for entry data and familiarizing yourself with the CaFÉ™ system.

Month Three
Launch your call for entry. Manage submissions. Get ready for the jury.

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CaFÉ™ Pricing

CaFE has a several pricing options, one is available to fit your needs. Please contact CaFE Sales Consultant Kat Stephenson for more information about system costs.

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Marketing Your Call for Entry on CaFÉ™

Some Advice

Please note that while using CaFÉ™ can significantly increase exposure for your call for entry, you should not expect it to serve as the sole means through which you advertise and promote your call for entry. In order to ensure a strong response from artists and other users of the site, we suggest you continue using traditional marketing approaches in tandem with CaFÉ™.

There are many marketing options available to organizations wishing to effectively market a call for entry. Before initiating any marketing effort, however, be sure you know your target audience. Is your artist audience ready to transition to a digital application process? Providing some information about how to adapt to a new application process in your marketing materials is one strategy that will ensure success.

Make sure your marketing effort is timely: a minimum of four weeks before your deadline should be a sufficient amount of time to capture enough applications provided you have promoted your call for entry through several channels. If you elect to include prospectus information in your marketing materials, it should be concise and easy to understand and should include submission requirements and eligibility information. Any marketing piece should include the CaFÉ™ URL (www.callforentry.org) and your agency's contact information—especially your Web site and phone number. We find that direct mail, such as a postcard, as well as advertising in magazines popular with artists is quite effective strategies for marketing a call.

Other ideas include:

Basic Marketing and Advertising

  • Design and mail a postcard to artists announcing your call for entry. ModernPostcard.com has good rates and prints great postcards and other online, as well as local, vendors provide similar services
  • Join an artist and/or public art list-serv (contact us for suggestions)
  • Subscribe to an Internet newsgroup or a listserv that serves your target market
  • Pay attention to what others are doing to market their calls for entry
  • Solicit marketing ideas from your staff
  • Attend a marketing seminar or read a marketing book
  • Subscribe to a marketing newsletter or other publication
  • Publish an e-mail newsletter to advertise calls for entry opportunities to artists, www.constantcontact.com is a good place to start
  • Test a new mailing list. If it produces results, add it to your current direct mail lists or consider replacing a list that's not performing up to expectations
  • If you elect to mail out letters instead of a postcard, use colored or oversized envelopes to grab the attention of your recipients
  • Write an advertisement in another language to reach the non-English-speaking market. Place the advertisement in a publication the target market reads, such as a Hispanic newspaper
Media Relations
  • Update your media list often so that press releases are sent to the right media outlet and correct contact person there
  • Write a letter to the editor or a column for the local newspaper, local business journal, or other trade publication touting your organization and/or upcoming call for entry
  • Send timely and newsworthy press releases as often as needed
  • Create an annual award and publicize it
  • Write a letter to the editor of your local newspaper or trade magazine
  • Create a press kit and keep its contents current. Press kits can be sent to various media outlets and include newspaper clippings, contact information, event information, and other information about your call and organization.

(partially adapted from guidelines published by the National Women's Business Center, Washington, D.C., 4/97)

If you need additional advice regarding ways to promote your call for entry on CaFÉ™, please contact WESTAF Marketing Director Erin Bassity. She and the CaFÉ™ team will be happy to help you brainstorm ways to make your use of the CaFÉ™ system as successful as possible.

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Information for Your Artists

The CaFÉ™ system enables individual artists to apply online to multiple calls for entry online. The online application process allows artists to directly upload digital images of their artwork for jury review. As a result, all artwork in the system is presented in a consistent and sharp digital format. Digital images of artwork are presented online or projected to the jury of each call for entry, and slide projectors are replaced by high-quality projectors connected to digital media equipment. The online application system also enables jurors to score online.

The CaFÉ™ Team proudly offers excellent technical support via e-mail (cafe@westaf.org) or telephone (888-562-7232). Artists should contact the CaFÉ™ Team if they have questions about technical issues, uploading or formatting images, error messages or other system peculiarities, or need general assistance.

Benefits to Artists

  • Using CaFÉ™ is free for artists
  • CaFÉ™ gives artists the opportunity to gain visibility by making it easy to apply to multiple juried exhibitions and projects in a single sitting
  • Applications are completed and submitted in a single online location, no more paper applications!
  • Artists receive e-mail notifications with their application status and other relevant information
  • Artists save money on postage and production of multiple sets of slides and CDs
  • Jurors see high-quality digital images of artists’ work
  • Artists can manage multiple applications through CaFÉ™
  • Artists only have to enter contact information into CaFÉ™ once
  • Artists can upload up to 100 digital images to their online image bank, and select which images to submit with each application
  • CaFÉ™ is Web-based, so artists can access their CaFÉ™ accounts and image bank online from any computer with an Internet connection
  • Artists can archive past entries and access them later if needed
  • Artists' images and personal information are kept secure and confidential

Internet, E-mail, Software, and Hardware
In order to apply to calls for entry using CaFÉ™, artists must use a computer that has Internet access. Artists must have an e-mail address to use CaFÉ™. Browsers: using the latest version of Internet Explorer or Mozilla Firefox is recommended. Printers are not required equipment for using CaFÉ™. If an artist chooses to format her own images, she will need image-management software. CaFÉ™ recommends Photoshop Elements or a comparable program.

Artists can apply to a call for entry through CaFÉ™ by following these steps:

  • Prepare images of artwork according to the image preparation specifications on the CaFÉ™ Web site.
  • Register to create an account by entering basic contact information and creating a username and password.
  • Upload digital images of your artwork to your CaFÉ™ account.
  • Select an entry from the available calls list.
  • Complete entry fields and upload your selected images.
  • Submit your application.
  • Check your e-mail for notification that your application has been received, accepted, or declined. You can also check application status by logging into your CaFÉ™ account.

Image Specifications for CaFÉ™
To apply to calls for entry through CaFÉ™, images must be sized to the following specifications:

  • Dimensions: 1920 pixels horizontal by 1920 pixels vertical
  • File Format: Baseline JPEG (do not use progressive JPEG format)
  • Compression: Please size each image to be no more than 1.8 MB in file size.
  • File Name: No specific filename is required; CaFÉ™ will automatically rename files
    • If images are not square, you should mask images with black to bring them to 1920x1920 pixels. No other size will be accepted for jury use. Vertical images should be formatted with black vertical bands on the left and right. Horizontal images should be formatted with black horizontal bands on the top and bottom.

Additional Resources

For additional information, visit www.CallforEntry.org and click on the Image Prep button on the left for additional details about preparing digital images, image specifications for CaFÉ™, Photoshop tips, information about resolution and DPI, slide conversion, digital imaging resources (lists of photographers familiar with CaFÉ™ and CaFÉ™ images), digital imaging software, and basic photography tips.

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Copyright 2005-2009 Western States Art Federation. All rights reserved.
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