Guide to Writing a Call to Artists

When crafting a call to artists or RFP, be clear and concise, include all relevant dates, make it shareable, and show you value artists and their work.

Artist wanted to paint my portrait. Must enjoy long hours sitting on a milking bucket. Familiarity with equine musculature preferred. Inquire at the stables. (Image credit: from the Leslie Jones Collection at the Boston Public Library.)

Mass Cultural Council believes that the Commonwealth thrives when our organizations, businesses, communities, and public agencies collaborate with their local artists. If you have an opportunity to exhibit, present, commission, or otherwise partner with artists, we encourage you to write a “call to artists” or a “request for proposals” (RFP). This article will explore the basics of each and share some tips on getting the most out of the experience.

CALL TO ARTISTS OR RFP
The terms “call to artists” and “RFP” are sometimes used interchangeably. But “call to artists” (alternately “call for entry” or “call for applications”) generally refers to an announcement of a defined artist opportunity, such as an exhibition, contest, residency, grant, publication, performance, or event. Usually artists submit samples of creative work plus a resume, artist statement, or response to a question or theme.

A “request for proposals” (RFP) is a formal invitation for artists to submit plans for a project, typically on a larger scale (like public art). The organization outlines intent, budget range, and timing. Artists submit their proposed concept, often with samples of past work and/or depictions of the current proposal, with budget estimates. Oftentimes, an organization will ask artists to first submit a Letter of Intent/Letter of Interest (LOI) or Request for Qualifications (RFQ) before being invited to submit a full proposal. (And in this case, it’s best practice to offer a stipend for full proposals – more on this later.)

Here are some things to consider when you’re writing your call to artists or RFP.

CHECKLIST
In order to define the details of your opportunity as clearly and concisely as you can, we recommend following this checklist (we’ve also included a sample Call to Artists and RFP, below). Be sure to clarify:

• The theme or purpose of the call.
• What types of art you are seeking (e.g. all two-dimensional visual art media; sculpture/installation, music, performance, etc).
• Who is eligible and/or encouraged to apply.
• All relevant dates, including application deadline, and if applicable, event/exhibition date(s), drop-off/pickup dates, opening reception date, etc.
• What you need to receive from applicants in order to make your decision (for example, # of work samples, types of work samples, dimensions/media, resumes, artist statements, proposals, budget, etc.).
• Submission method: How do you want artists to apply?
• Budget range (if applicable): Share a maximum or range to help artists decide if it’s a good fit.
• Contact information: Specify how artists can ask questions about the call (e.g., email address).
• Any other relevant information, like prizes, publication opportunities, etc. What could an artist gain by submitting work or a proposal to your organization?

As you’re writing your call, think of it from the artist’s perspective. If you were in their shoes, what would you need to know? And what would convince you to participate?

OTHER CONSIDERATIONS
If you are looking to commission/purchase art, consider terms of the payment (number of payments, timing, who is responsible for shipping or delivery).

If you’re planning an exhibition, will the artwork be available for purchase by the viewing public? If so, you’ll want to decide what percentage of the sale (if any) would go to you, the hosting organization. (For example, a state government agency hosting an exhibition may opt for 100% of the sale proceeds to go to the artist, whereas for for-profit gallery may have a 50/50, 60/40, or other profit-sharing arrangement.) You’ll also need to decide if the artists or the venue will handle the purchase discussion.

If you are borrowing/exhibiting work: will your insurance cover any damage or losses to artists’ work? If not, you will need to disclose this to participating artists. Additionally, do you have a loan consignment form or alternate form of documentation to give the artist when you receive their work?

Have you done all you can to make your call – and your space – accessible to artists and audiences with disabilities? Learn more about the Principles of Universal Design.

Finally, what details MUST be in the call versus what can be shared as-needed? A brief, concisely-crafted call is likely to get a better response rate.

MAKE THE CALL SHAREABLE
Once written, we’d suggest you post the full call to artists or RFP online, preferably on your organization’s website. If this isn’t possible, you can post it as a Facebook event or by using Google Forms. You could also use a tool like CallForEntry.org which helps you create a shareable opportunity with a unique URL.

Having your call on a stand-alone webpage gives you options. Now you can share it by email, via social media, in text blurbs in other agencies’ communications, or anywhere with limited space but potentially new audiences.

If you’ve done calls to artists/RFPs before, you could start by sharing the new opportunity with your past applicants. You can also share the link with relevant organizations like community arts groups and (of course) your local and state arts agencies.

Speaking of, once you’ve written your call to artists/RFP, don’t forget to send it to us so we can share it with Massachusetts artists! In our Artist Opportunity posts on ArtSake, we share a brief, curated list of opportunities, every week.

SHOW YOU VALUE ARTISTS
It’s important to value artists’ time and energy. As part of Mass Cultural Council’s commitment to equitably supporting the cultural and creative sector, the Agency believes that artists deserve fair compensation for their valuable work and time. We strongly encourage organizations to allocate resources to artists’ compensation from the beginning of their planning process.

In other words, if you’re at the “writing the RFP stage”, but artists’ compensation has not been part of your planning or discussion until now, you’ve waited too long. Show you value artists from the very beginning.

For example, when seeking project proposals, you can value artists’ time by first issuing a Request for Qualifications (RFQ) or request for Letters of Interest/Letters of Intent. Then you can request full proposals from artists you’ve identified as strong contenders – and explore paying a stipend for this step. (Note that Americans for the Arts includes compensating artists for developing their proposals as a best practice in public art.)

Make it easy and inviting for artists to apply to your opportunity. Prioritize accessibility. After the submission deadline, keep in touch. Be sure to notify artists, whether they are selected or not, about the results. Thank them for their energy and commitment.

After all, if you’re interested in collaborating with artists, it’s probably because you believe (like we do) that their creative expression provides something vital to our lives. Write and conduct your call to artists or RFP in a way that stays true to that belief.

Below you can find a sample Call to Artists and a sample RFP, for educational purposes.

Sample Call to Artists
“Clarity” at the FAKE GALLERY

The FAKE GALLERY is pleased to announce a call to artists for the Fall exhibition “Clarity”. Our lives are filled with noise, confusion, and information overload. We invite artists in all visual disciplines to submit art that explores the concept of clarity – be it visual, emotional, intellectual, or personal.

• Theme: Clarity
• Disciplines: All visual and multimedia arts are welcome.
• Eligibility: Open to Massachusetts artists of all levels and experience levels. We especially encourage artists from BIPOC, LGBTQ+, and other under-served communities to apply.
• Application Deadline: [DATE]
• Submission Method: Submit digital images (1200 pixels minimum) and a brief artist statement (200 word maximum) through our online portal: [LINK TO PORTAL].
• Juried Prize: Juror [NAME] will select one winner for the Clarity Award, receiving a cash prize of $[AMOUNT] and a solo exhibition at the FAKE GALLERY in [DATE].
• Additional Prizes: Up to three finalists will be chosen for the Merit Awards, each receiving a cash prize of $[AMOUNT]. All selected artists will be featured in the exhibition and promotional materials.
• Drop-off Date: [DATE]; Pickup Date: [DATE].
• Exhibition Dates: [DATE OPENS] – [DATE CLOSES]
• Opening Reception: [DATE]

Questions? Contact [EMAIL].

Don’t let doubt or confusion block your creative process! Share your clarity with us.

Sample Request for Proposals (RFP)
FAKE CITY Public Art Installation

FAKE CITY is seeking Letters of Interest (LOI) from artists or artist teams for the creation of a permanent public art installation. This artwork will be prominently displayed in [Location of Installation] within FAKE CITY.

A small group applicants who submit Letters of Interest will be invited to submit a full proposal, including a stipend.

Project Description:
FAKE CITY is seeking a public art installation to serve as a landmark that reflects the rich history and unique identity of our diverse community.

Submission Requirements

Your Letter of Interest (LOI) should include:

• Full contact information.
• Artist Qualifications: Provide a resume or artist statements that highlights your relevant experience and artistic background.
• Work Samples: Submit at least three examples of past work that demonstrate your ability to create durable, site-specific artwork.

Those invited to submit full proposals should address the following:

• Artistic Concept: Describe your proposed artwork, including media, scale, and design. How does your concept connect to the identity of FAKE CITY and its community?
• Project Timeline and Budget: Outline your proposed timeline with detailed budget.
• Durability and Maintenance: Describe the materials and include a plan for long-term maintenance.

Selection Process:
A selection committee of arts professionals, community volunteers, and FAKE CITY employees will review proposals and select finalists, with final selection by public vote by FAKE CITY residents.

Timeline:

• Letter of Interest (LOI) Deadline: [DATE]
• Proposal Deadline: [DATE]
• Publication of Finalists: [DATE]
• Public Vote: [DATE]-[DATE]
• Artist Selection: [DATE]

Budget:
A total budget of $[AMOUNT] has been allocated for this project.

Submission Instructions:
Letters of Interest/Proposals should be submitted electronically through our online portal: [LINK TO PORTAL].

Questions:
If you have any questions regarding this RFP, please contact [NAME] at [EMAIL ADDRESS].

A call to artists or RFP is an ideal way to weave the creativity of your local artists into your work and daily life. Be sure to let us know when you have an opportunity to share with the Commonwealth’s creative individuals.

Related reading:
Artists’ Advice for Gatekeepers
Writing an Artist Statement

Image: man painting a horse, from the Leslie Jones Collection at the Boston Public Library.