How it Works

We offer two great hosting options so you can pick what's best for you.

Want to set up your event in just a few clicks? The Easy Entry Managed Events option is for you.

With this option, Easy Entry will set up and manage your entries from start to finish. Your organization provides us with your event prospectus or entry requirements and we do the rest. View pricing.

What Easy Entry will do:

  1. Set up an online entry page based on the information you provide us so that your entrants will be able to easily upload their entries. We will provide you with a URL to distribute or post on your website and we’ll include an ad for your event on Easy Entry’s Call for Artists page.
  2. Open your event for entry on the date provided to us.
  3. Collect and manage entry fee payments through our PayPal integration. We will also send reminders to all unpaid entrants before the close of the show.
  4. Make technical assistance available to entrants and jurors.
  5. Close the event to entry on the provided end date and prepare entries for the juror(s) to view online. Juror(s) will be sent instructions for judging the entries online no later than three days after entry has closed.
  6. Send notifications to accepted and unaccepted artists with instructions you have specified for delivering artworks to your gallery or exhibition space.
  7. Provide you with access to real-time event information and the ability to download accepted artworks and related data and contact information for all artists.

What you will do:

  1. Provide us with a copy of the prospectus early so we can provide you with the entrant URL complete with the event number.
  2. Tell us how to contact the juror(s) you have selected and whether you want the juror to select the show or to simply score the art so you can select the show.
  3. Mark the accepted artworks based on juror(s) scores or the juror's selection.
  4. Receive and return the accepted artworks.
    View or download guide.

Self-Managed Events

Looking for a more hands on approach? Self management allows you to control and manage all of the options listed above. This option will require a little more time, but provides complete control over details of your event. Our Guide provides details on all the things you can do. View pricing.

What you will do:

  1. Use Easy Entry’s online platforms to set up, open, and close each of your events.
  2. Send instructions to juror(s) for them to view entries online.
  3. Send notification to entrants.
  4. Collect fees through your own PayPal account. With self management, you do not have to wait to receive entries fees from us. They are deposited directly into your PayPal account.
  5. Provide technical support for all entrants.
  6. Download all the images and data you would like to save before the show ends.

What Easy Entry will do:

  1. We will provide technical support to you by email or phone.
  2. We will provide assistance to individual entrants and jurors upon your request.
  3. If you choose the option of using Easy Entry’s PayPal account, we will collect entry fees and remit them to you as provided in the pricing document.

Ready to learn more about Easy Entry?

Frequently Asked Questions

There is no cost until you open an event and begin to receive entries. At that point, the cost depends on whether you have chosen self-managed events or Easy Entry managed events. Fee Structure
Easy Entry Online does not replace your web site; it acts as a complement to your site. Easy Entry is reached through links on your web site and entrants, jurors and your staff will see your organization’s name and logo while in Easy Entry.
Easy Entry offers both self-managed and Easy Entry-managed service. To support self-managed events, Easy Entry has put design emphasis on making the application user friendly. In addition, the available user Guide provides detailed descriptions of each user interface. For hosts that do not have sufficient staff or dedicated volunteers to manage the process, there is an Easy Entry management option at somewhat higher cost. In both cases, Easy Entry believes it offers the lowest cost of any comparable service.
Online entry saves many hours of staff work. Entrants set up an account online with Easy Entry’s account forms then enter the artwork information and upload images of the artwork, eliminating any need for staff involvement except when an entrant needs assistance. Additional reduction of workload comes when you set up a PayPal account. Easy Entry uses the Instant Payment Notification feature of PayPal to automatically record an entrant’s fee status and mark the artwork as “Show to Juror.” Using one of the available options, you can download a list of entrants who have not yet paid so email reminders can be sent before the entry deadline. You can also download images and related data, lists for notifying accepted and unaccepted artists and a text file designed to support the preparation of catalogs and wall tags.
You could avoid PayPal by receiving payments directly and manually updating the entrant’s records using the provided options. However, this staff workload is eliminated by Easy Entry’s use of the PayPal features that allow automatic recording of entry fee payments to change the status of the artwork from Pending to Show to Juror. There is also evidence that entrants enjoy the convenience of online payment after they have submitted their online entries.
After jurors have set up an account, you can designate from one to five jurors for an individual artwork event and up to ten jurors for a body of work event. The juror(s) can then log in to the juror’s gallery for that event. The gallery displays the entered images along with title, media and size. The body of work gallery also includes an artist statement. The artists are not identified. The juror(s) can assign each artwork or artist a score from 1 to 5.
Easy Entry provides a separate gallery where you or your staff can mark the artworks to be exhibited based on the jurors' total scores. This provides some control over the number of artworks to be selected. If you want a single juror to select the exhibition, she or he can be instructed to score the selected artworks 5 and those would then be marked accepted.
Online submission for juried exhibitions is widespread in the United States and misrepresentation does not seem to be a problem although the artists’ photographic skills vary considerably. Many galleries include a statement in the prospectus like, “We reserve the right to disqualify any artwork not accurately represented by the digital images submitted.”
An individual artwork event allows up to five jurors to score individual artworks which are them marked as accepted for exhibit; it does not preclude selecting multiple entries from one artist. Accepted artworks can be displayed in a public online gallery. A body of work event allows up to ten jurors to score an artist based on a collection of multiple artworks and an artist's statement. The artist is scored based on the overall quality of the artworks submitted usually to support one or more artists for a solo or small group exhibit. The juried art is not eligible for display in a public online gallery; however, the solo or small group show can be set up for that purpose.
Although Easy Entry is designed to make entry a simple as possible for artists, some may need additional email or phone guidance and a few may simply not be able to manage it. For the latter few, an administrative option exists whereby the event manager can receive the images and related data and assume the identity of the artist for entering those artworks. Another option allows a direct payment of the entry fee to be recorded.
Active use for one or two juried events should be sufficient to learn how to get the most out of it. While there are many options providing great flexibility, each was developed in response to a gallery need and is presented in a way that makes its purpose clear. In addition, the Easy Entry Guide is a handy reference with detailed descriptions. Usability was a top priority during design of the application. Our DEMO mode allows prospective clients to create the full experience of Easy Entry Online to determine whether the self-managed or Easy Entry managed option is for them. We welcome feedback on user experience.
Each of the links takes a particular user where they need to be. Three of the links are candidates for posting on your own website: One takes entrants to the page where they can create or update their account or log in to enter an event. Another takes members of the public to an online gallery of accepted artworks in a current exhibit. A third takes members of the public to the archive galleries of accepted artworks from past exhibits. The other links take authorized individuals—managers, administrators, jurors, exhibit volunteers—to login pages requiring a password to perform their duties. These links could be stored as favorites or bookmarks by the individuals involved or posted as and where you consider it convenient.
There are legal and technical things you can do to reduce risk but you should start with the knowledge that any image on the web can be copied from the web and watermarks are weak protection because they are easily removed. Legally, the creator of art owns a copyright to it as soon as it is created. Registration of the copyright significantly enhances the chances of successfully stopping an infringement and recovering any financial losses. Unpublished works can be registered as an ordered collection with one application form and one fee, making the usual fifty dollar fee quite modest for a large collection of images. Several significant advantages of registration are listed on page seven of the US Copyright Office’s publication, Copyright Basics. An authoritative and clear discussion of the legal aspects of copyright law is on Ken Kaminesky's blog. Although any image on the web can be copied, there are things you can do to make it more difficult. The Cambridge in Color site does a really nice job explaining this. Back to Top

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