But before you start putting your application together, there’s one crucial step that many artists rush or skip altogether: reading the guidelines properly.
It sounds simple, but the guidelines for an art opportunity are far more than a list of rules. They’re a window into what the organisation is looking for, how they want to be approached, and whether the opportunity is truly the right fit for you. Miss a key detail, and you could waste valuable time on an application that doesn’t even make it past the first check.
In this article, we’ll walk you through how to read art opportunity guidelines thoroughly and strategically, covering what to look for, what to watch out for, and the common mistakes that trip artists up at every stage of their career.
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What are guidelines?
I think it is important that we start with the basics. Guidelines refer to the instructions and information provided by an organisation when they advertise an art opportunity. They typically include things like:
Eligibility criteria – who can apply (location, career stage, age, etc.)
Submission requirements – what to send, such as images, a CV, an artist statement, or a proposal
Technical specifications – file formats, image sizes, word counts
Deadlines – when applications must be submitted by, any key dates to note
Selection criteria – how applications will be judged
Terms and conditions – things like fees, copyright, and usage rights
Finding them will vary between opportunity. They may be integrated in to the submission process or on a separate page on the organisation’s website. If you are unsure, always reach out to the organisation.
Why they matter
Most organisations receive a high volume of applications, and many are reviewed by a small team or even a single person. Applications that don’t follow the guidelines are often rejected before the work is even looked at. That means your strongest pieces could be overlooked simply because you submitted the wrong file format, missed a word count, or applied for something you weren’t eligible for in the first place.
Reading the guidelines carefully also helps you decide whether an opportunity is genuinely worth your time. Not every open call will be the right fit, and that’s okay. The guidelines will tell you a lot about the organisation, their values, and what they’re hoping to achieve. If something feels misaligned after a thorough read, it’s better to know before you’ve spent days on an application.
There’s another benefit too. Artists who read the guidelines closely are better placed to tailor their application in a way that speaks directly to what the opportunity is looking for. It shows professionalism, attention to detail, and respect for the process, qualities that selectors notice.
In short, the few minutes you spend reading carefully at the start could be the difference between a strong application and a missed opportunity.
What to look for in art opportunity guidelines
When reading the guidelines, we can break them down in to various sections and ask ourselves questions.
Eligibility criteria:
- Am I in the right location?
- Am I the correct age?
- Is my career in the phase they are looking for?
- Is my work relevant to what the organisation is asking for?
Submission requirements:
- What exactly do I need to submit?
- Is my CV, artist statement, or artist biography ready to be submitted?
- How does my work need to be presented? Will I need multiple images of it?
- Have I covered everything that is needed from me?
Technical specifications
- What file type does my work need to be in?
- Are any images the correct resolution and size?
- Is the file size able to be uploaded?
- If I have embedded a video, does a password need to be included?
- Do my written pieces fit the word count?
Deadlines
- When do submissions open?
- When do submissions close?
- When will I hear if I have been successful?
- If my work is to be included in an exhibition, am I available for it?
- If the prize is a residency, can I be free for those dates?
Selection criteria
- Does my work fit the selection criteria?
- Does what I have written cover all the points the judges will be looking at?
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Avoiding common mistakes
Even experienced artists can fall into bad habits when it comes to reading guidelines. Here are some of the most common mistakes to watch out for:
Only reading once
A single skim read is rarely enough. It’s easy to absorb the general idea of an opportunity without taking in the finer details. Always read the guidelines at least twice: once to get an overview, and again to check the specifics before you submit.
Missing the eligibility criteria
This is one of the most significant mistakes an artist can make. If you don’t meet the eligibility criteria, your application will not be considered no matter how strong your work is. Always check eligibility first, before investing any time in putting an application together.
Misreading deadlines
Deadlines are easy to misread, especially when an opportunity is open for several months. Check whether the deadline is a submission deadline or a postage deadline if you are sending physical work. Also look out for time zones, as some international opportunities specify a closing time in a different country.
Ignoring technical specifications
File formats, image resolution, word counts, and file naming conventions might feel like small details, but ignoring them can get your application rejected before it is even reviewed. Take the time to check each requirement and make sure your submission meets them precisely.
Assuming the opportunity is right for you
An exciting title or a well known organisation can make an opportunity feel like a perfect fit before you have read the detail. Always read the full guidelines before deciding to apply. The brief, the themes, or the terms and conditions might tell a different story.
Not reading the terms and conditions
Terms and conditions are often left to the end of a guidelines document and are easy to skip. But they can contain important information about copyright, reproduction rights, fees, and what the organisation can do with your work if you are selected. Always read them in full.
Forgetting to check for an application fee
Some opportunities charge an application fee, and this is not always prominently displayed. Check for this early so you can factor it into your decision about whether to apply.
Rushing at the last minute
Leaving an application to the last minute increases the risk of missing key details in the guidelines. Give yourself enough time to read thoroughly, prepare your materials carefully, and check everything before you submit.
One last check
Before you submit make sure you:
- Check everything included in the guidelines is covered in your submission
- Make sure every step is completed
- Reach out to the organisation if you have any questions
