Contact the CaFÉ Team

Creating and Editing a New Call

Requesting a New Call

If you are ready to set up a new call, complete the Client Information Form for Contest. Be sure to indicate your payment preference (including auto-deduction or prepaid), and let us know if any billing address or contact information has changed.

Once you submit the form, we will notify you when the new call template is ready for you to edit and complete on CaFÉ. You will then be able to input the event information, application form, and submission requirements in the online Call Editor.

Please be sure to provide the most accurate and complete information and data possible on the call form. The CaFÉ team will enter the base details as provided.

IMPORTANT: You may not re-use old calls with deadlines that have passed or have exceeded a rolling term to accept new entries. New calls must be requested and purchased prior to being set up.

Request a New Call

Editing a Call

The Call Editor is where you add the information about your event, create the application form, and set up the entry fee. To locate the Call Editor, go to the Events tab, click Management, and select your call from the menu. Click Call Editor and you will see the three tabs where you can edit your application and prospectus information.

Download and use our Call Set Up Checklist to make sure everything is set up properly!

Download Call Set Up Checklist
Screenshot of the Event Management landing page with rectangles highlighting the selection of the current event and Call Editor.

Call Editor

Event Information Tab

The first section of the Event Information tab is where you will input the details of your call, upload your logo, and enter your contact information. TIP: To ensure your logo displays correctly across all devices, follow our Logo Size & Format Recommendations.

Click on the blue (+) icons to view the details of each field:

Screenshot of the Call Editor on the Event Information page highlighting the main contact fields, logo area and site plan.
Upload an image no larger than 300 pixels on the longest edge, one JPG or GIF file only. To upload, click Choose File and select your file. Click Upload Logo to load the image onto the call form.
If applicable, upload a floor or site plan document no larger than 2 MB, one JPG or PDF file only. To upload, click Choose File and select your file. Click Upload Plan to load the file onto the call form.
When your call goes live, this URL will appear and link to your event on the artist side. You can use this to advertise your call.
Set to Active to post the call listing and make your application available to artists. If set to Disabled, your call listing is not live or available to artists. Do not publish your call without first previewing the listing and correcting any errors.
The Call Type is used as a search parameter. Choose one: Alumni; Award; Competitions; Exhibitions; Fellowships; Festivals; Grants; Literary; Member; New Media; Performing Arts; Photography; Proposals; Public Art; Residencies; Workshops; Youth; or Unspecified.
Eligibility is used as a search parameter. Choose one: International; Local; National; Regional; or Unspecified.
Input the city where your event is located.
Choose the state where your call or event is located.
This is the title of the call as it will appear on the CaFÉ website. Short titles display best on mobile devices. Do not use quotes, dashes, spaces, or non-standard characters at the front of the call name. Use only ordinal or yearly numbers: 1st, 2nd; 2014, 2015, etc.
Enter your organization’s website address.
Enter an email where applicants may contact you.
Enter a phone number where applicants may contact you.

The second section of the Event Information tab is where you will write out your call’s prospectus, legal agreement, and mailing address.

Click on the blue (+) icons to view the details of each field:

Screenshot of the Event Information page highlighting the short description, long description, legal agreement and mailing address.
Briefly describe the call for entry details in no more than one paragraph or a maximum of 1,000 characters. Text that exceeds 1,000 characters will be truncated when displayed to artists in the Call Listings page.
Fully describe the call for entry details. Include critical information, such as eligibility rules, submission requirements, and other important details. There is no character limit for the long description.
Outline your agency’s terms and conditions to apply. Applicants must agree to these terms before they can access your application.
An address is required if you accept check payments for the entry fee. The mailing address is where artists will mail check payments.

The third section of the Event Information tab includes additional settings for your call and allows you to list out all applicable dates for your event.

Click on the blue (+) icons to view the details of each field:

Screenshot of the final section of the Event Information that highlights the key dates to set for the call and additional settings.
Choose the Disabled option after the jury is complete. This will allow artists to archive their applications and archive or remove their images and media samples.
Available to Scoring by Application (Jury by Artist) calls only. Choose the maximum number of applications an artist can submit.
This is the date when you want to begin accepting applications. Make sure you set your front end status to Active on or before this date.
Choose either Rolling Deadline (Limited to no longer than a 12-month, ongoing term) or Deadline Date (All applications close at 11:59 p.m. Midnight Mountain Time, no exceptions.) Contact CaFÉ staff if you need to extend the deadline date after the original deadline.
Leave as Disabled. Change status to Active only if juried and accepted applicants owe you a participation fee.
Leave as Disabled. Change status to Active only if your call is not open to the public and you will be inviting a private list of applicants. Once Active, create a Password to be shared with your invitees.
Leave as Disabled. Change status to Active only if your call has a related event date, such as opening and closing exhibition dates, workshop dates, residency dates, etc.
Scoring by Art (Jury by Artwork) or Scoring by Application (Jury by Artist). Set by CaFÉ staff based on clients’ expressed need and cannot be changed after the call opens. See below for more information.
Set the begin and end dates of the panel.
Click to view the call description as it will appear to artists on the Call Listings page.

Save Button: Click Save to save changes and edits before you preview or leave the page. Preview your info prior to posting your call. Make any corrections as needed.

  • NOTE: CaFÉ has a security feature that will timeout users if there is no activity in their account after 30 minutes. Typing on the page does not automatically reset the timer. Instead, click the Save button to save your work and reset the timer.

Jury Type Definitions

  • Scoring by Art (Jury by Artwork): Jury based on individual works of art. Each image/audio/video that is submitted will be juried and scored individually.
  • Scoring by Application (Jury by Artist): Jury based on an artist’s body of work. A grouping of image/audio/video that is submitted will be juried and scored as a whole.

To learn more about which jury type is best for your call, visit our Jury Types help guide.

Application Editor Tab

Screenshot of the headings for the Application Editor section

Artist Statement: Set to Active to require an artist statement from every applicant. Character limits of 1,000 – 5,000. Disable if you will not require an artist statement. To save changes to the Artist Statement Options, click the Modify button.

Screenshot of the Artist Statement option highlighting the Modify button.

Application Custom Questions: Create an unlimited number of application form questions. You can choose from different question types, including: informational only, document file upload, radio button, checkbox, drop-down list, and text box. You can collect information such as resumes, bios, statements of interest, etc.

Question Types:

  • Text: Applicants type their answers in a text box.
  • File Upload: Applicants will upload a file that can not exceed 2 MB and is .txt, .pdf, .doc, .docx, .xls, or .jpg format only.
  • Checkbox: Applicants select one or more answers from a group.
  • Radio Buttons: Applicants select only one answer to a question. Good for yes/no questions.
  • Drop-down List: Applicants select one answer from several possible answers.
  • Informational Only: Instructional text that does not require an answer.

How to create an Application Custom Question:

1. Under the Title column, type in a short title for the question. This title is internal only and is not the question that will be displayed to the artist.
2. Under Priority) Type, choose the Question Type. See the following section to view all question types available. Be sure to choose the appropriate question type for your question. For example, if you ask applicants to upload a file, make sure you use the File Upload option.
3. If applicable, choose the number of answer options under the Options column.
4. Choose Yes under Hide From Jurors to make the question private from the jury.
5. Click Build New Question.

Screenshot of the question table with the a rectangle around the build new question section.

6. On the Question Editor Page, enter your question in the Question text box. This will be the question viewed by the artists.
7. Enter additional information in the Information text box if applicable. This information will be seen in a help bubble on the application.
8. Click Create Question to save the question and return to the Application Editor.

Screenshot of the question editor where you can type in your question.

Categories Editor: Activate Categories to build a list of category options that applicants can select. Applicants will select their category of choice from the list of options and jurors will be able to view and score by category. If your call jury type is by artist, the artist selects one category for the application. If your call jury type is by artwork, the artist selects one category per entry. NOTE: Leave as Disabled if you choose not to use this feature.

To activate, choose Active and click Go. Enter one category name per box and click Add Category. To save changes to an existing category, click edit. To delete a category, click delete.

Screenshot of the CaFE site with the categories on the left side and the edit/delete buttons on the right.

Media Requirements: The Media Requirements are only editable by CaFÉ staff based on the client’s initial call request. Please contact us prior to activating your call if you would like to change these requirements. This cannot be changed after the call opens.

Screenshot of the media requirements. It's a gray table with the Minimum column and a Maximum column to note how many work samples can be submitted.

Allow Range of Images: This field is disabled if artists are required to submit an exact number of media samples. If the call allows for a range, this field is active and allows for a minimum to maximum number of all media types accepted. Each image uploaded counts toward the minimum/maximum, including additional, detailed images of the same artwork.

  • Images: A total qty or range of 1 – 20.
    JPG files only, minimum of 1,200 pixels on the longest side and 5 MB maximum.
  • Audio: A total qty or range of 1 – 6.
    AIFF, WAV, XMF, MP3; 10 MB maximum.
  • Video: A total qty or range of 1 – 6.
    3GP, WMV, AVI, MOV, ASF, MPG, MP4, M2T, MKV, M2TS; min. 640×480 resolution; 100 MB maximum.
  • Total Media Allowed: Minimum Qty – Maximum Qty

Display: Choose the number of media samples that will appear per row on the submitted application.

Preview Application Questions: Click Preview Application Questions to view the application as it will be seen by the artists. Review and ensure your questions and application settings are set up properly.

Save Button: Save changes before you preview or leave the page. Preview your information prior to posting your call.

Learn additional information and tips for setting up your application by watching our Build a Better Application webinar!

Screenshot of the Preview and Save buttons on the CaFE Application Editor reminding folks to save and preview their application.

Product Editor Tab

In the Product Editor tab, add no more than two entry fee types. Note, if two entry fee options are given, (e.g. Member Fee and Non-Member Fee) the system will not verify the artists’ qualification for either option.

Click on the blue (+) icons to view the details of each field:

Screenshot of product editor with the various fees. Click on the blue plus icons to see the details.
Enter the base entry fee, or cost to apply. Payments are made in US Dollars only. Add a second entry fee, if applicable (e.g. student fee). Enter 0.00 if you don’t charge an entry fee to apply.
Keep this quantity at 9,999 to accept an unlimited number of transactions. Decrease the available quantity if you need to lower the cap on the number of applicants that can apply.
Describe what the fee is for (e.g. Art Show Entry Fee).
Select how artists can pay their fees. Choose Credit Card (Visa/ MC) and Paypal, Check Payment, or All to accept all payment methods. Credit card transactions are processed by CaFÉ. For payment by check, you must provide a mailing address in the Event Information page.

Media Fee: Available to Scoring by Art (Jury by Artwork) calls only. Use this product if you jury by individual artwork and you need to charge per each additional image. Media fee will be applied toward the entry fee against the maximum number of media allowed. For example, $10 for 1 minimum entry, $5.00 for each additional entry up to the maximum.

  • Enter the cost for each additional image entry. Only one additional media fee is permissible.
  • If charging an additional image/media file, do not include it as a second entry fee. You’ll use the Media Fee type to set up the additional media cost.

IMPORTANT: The base Entry Fee is set for the minimum quantity of images allowed and cannot be based on a range of images when using the Media Fee product. For example, you can charge $35.00 for 3 images, and $5.00 each additional image. But you cannot charge $35.00 for 1 to 3 images, and $5.00 each additional image.

Screenshot of the product editor tab with a highlight around the media fee.

Add additional products by entering the information in the blank product box below Preview App Fees. Click add to save the changes.

Additional product types:

  • Admin Fee: Enter the cost for optional purchases made at the same time as the entry fee (e.g. $10 for a color catalog).
  • Other Fee: Only to be used with the Confirmation Deadline feature. After you have completed your jury, Invited artists can accept and purchase a participation fee by the confirmed date.

Coupon Code: If you offer a discount on the entry fee, click the Create a Coupon Code link to set up the promo code.

NOTE: You are responsible for verifying that your fees are set up correctly as well as making any necessary corrections to ensure proper payment is being collected. You should monitor and verify the transaction payments via the Income Breakdown Report. Contact the CaFÉ team if you need assistance or have questions about the fee set-up.

Publishing Your Call

To activate your call and publish it to the Call Listings page, return to the Event Information tab and change the Front End Status to Active. Be sure to click Save at the bottom of the page. Your unique call URL will generate above the Front End Status setting when you make the call Active. Click the URL link to view your call listing as it will appear immediately on the CaFÉ Listings page. Your call will also be searchable using any of the words in your call name or organization name.

To see a video tutorial about how to set up your call, watch our Call Setup Features webinar!

Screenshot of the Front End Status which will publish the call on CaFE. Screenshot of the Front End Status which will publish the call on CaFE.

Tips and Best Practices

  • Setting up a Public Art call? Check out our Tools for Success for Public Art Calls.
  • Looking for examples of other calls? Check out the CaFÉ Listings page for inspiration.
  • Find examples of Legal Agreement verbiage (i.e. your terms and conditions to apply) from calls published on the CaFÉ Listings page.
  • Want artists to see your call? The CaFÉ Opportunities This Week notification is a free weekly email sent to opted-in artists that includes opportunities within 3 to 15 days of their deadline, as well as newly listed opportunities published in the 7 days prior. We don’t include opportunities ​without a deadline date or rolling ​deadlines. We also use our social media pages (Twitter and Facebook) to promote staff-selected opportunities. Clients may request their listing be included in our social media promotion.
  • The CaFÉ™ team also offers an add-on service for targeted promotion of individual opportunities. The Promotional E-blast service allows you to pick the geographic region(s) and artistic discipline(s) of artists you’d like to reach, and we send an email with your call details and organization information. Starting at $100, we have different pricing options depending on the number of emails in your target group. Details and the reservation form can be found here: Promotional E-Blast.