At Zealous, we believe that forewarned is forearmed. We’re not just here when things go right – we\u2019re your biggest cheerleader when things get tricky, too. By walking you through potential pitfalls and offering practical solutions, we want to help you feel prepared, stay calm, and embrace the chaos of running your programme with confidence.<\/p>\n\n\n\n
Marketing is one of the biggest pieces of your open call puzzle and winging it just won\u2019t cut it. If you haven\u2019t planned your strategy or are speaking to the wrong people, you\u2019re already behind. Your audience needs time to see, understand, and trust your offer.<\/p>\n\n\n\n
Problem:<\/strong> You underestimate how long it takes to build awareness. As Carmela shares in this article<\/a>: \u201cIf you\u2019re starting your marketing on launch day, or worse, a week before the deadline, you\u2019re already on the back foot.\u201d According to the Rule of 7, people need to see your message at least seven times before they act. An open call is a brilliant awareness tool, but if it\u2019s someone\u2019s first encounter with your brand, you need time to build that trust<\/a>.<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> You\u2019re not reaching the right people. If your audience is too broad or irrelevant, you\u2019ll waste time and energy. Skip the \u201cshare this with everyone\u201d approach. Instead, reach out to existing networks, partners, and platforms that already speak to your ideal applicants. Think curated email lists, aligned organisations, and industry-specific platforms. Read more tips on Marketing Your Competition<\/a>.<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> Social media algorithms fail you. One platform glitch or ban shouldn\u2019t derail your whole campaign. Don\u2019t rely solely on one form of social media. Balance your outreach with email marketing, PR, and direct communications. Focus less on trends and more on trust-building, mission-driven content. See how we created mission-driven content for our Amplify Open Call in Amplify Insights: Marketing Your Opportunity<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n Getting the right judges on board is only half the battle. Keeping them engaged, informed, and on track with your open call timeline is just as important. As the organiser, it\u2019s your job to make the process as smooth as possible.<\/p>\n\n\n\n Problem:<\/strong> You don\u2019t have any reputable judges on your panel. A strong judging panel can boost your open call\u2019s credibility and attract better applicants. Judges carry reputations, networks, and valuable perspectives – so don\u2019t underestimate their impact. Look for people who align with your programme\u2019s values and can meaningfully contribute to your vision. And remember: sometimes it\u2019s all in the ask<\/a>. Lead with clarity, respect their time, and don\u2019t take a \u201cno\u201d personally.<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> One (or more) of your judges doesn\u2019t follow through. Make sure your judging panel knows exactly what they\u2019re committing to before they say yes. Don\u2019t overwhelm them with hundreds of entries if you can avoid it. Use tools (like Zealous<\/a>) that send automated emails and reminders to keep them on track. Offering an incentive can also help. It doesn\u2019t have to be financial, but think about what might be valuable or meaningful to them.<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> Judging criteria isn\u2019t clear. If your judges are confused, it will show in inconsistent scoring. Set your judging rubric in advance and align it with your organisational goals. Make it crystal clear what judges are looking for and how to identify it.<\/p>\n<\/div>\n<\/div>\n\n\n\n Manual processes will eat your time (and your sanity), especially if you\u2019re managing multiple entries. If your admin systems aren\u2019t working for you, they\u2019re working against you.<\/p>\n\n\n\n Problem:<\/strong> You\u2019re overwhelmed with spreadsheets and slow systems. You shouldn\u2019t be manually tracking entry forms, sending reminders, or exporting CSVs all day. Using a tool<\/a> like Zealous means your admin is reduced, not increased. You\u2019ll save time, money, and probably your inbox too.<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> You\u2019re struggling to stay on top of deadlines. When deadlines pile up and tasks start slipping, it\u2019s usually a sign that your processes need structure. Work backwards from your judging date and map out a clear calendar of tasks to prevent you from falling behind.<\/p>\n<\/div>\n<\/div>\n\n\n\n Your applicants are excited, nervous, and often full of questions. Your communication needs to be timely, clear, and compassionate.<\/p>\n\n\n\n Problem:<\/strong> Applicants feel confused by the guidelines. Don\u2019t assume everyone reads everything. Make your guidelines<\/a> as clear and accessible as possible, and repeat essential information like deadlines frequently. This isn\u2019t just for your guidelines, but across your whole campaign: think emails, FAQ pages, and social posts. The clearer you are, the fewer questions you\u2019ll need to answer later (and the less admin you\u2019ll have to manage).<\/p>\n<\/div>\n\n\n\n Problem:<\/strong> You\u2019re asking for too much (or the wrong things) in your submission form. Overloading your submission form can lead to confusion, frustration, and lower-quality entries. Every question should have a purpose – what will you do with that information? Keep your form lean, and if you\u2019re asking for something specific (like an artist statement or demographic data), tell applicants why it\u2019s important and how it will be used. This builds trust and increases your chances of getting thoughtful, relevant submissions.<\/p>\n\n\n\n
Solution:<\/strong> Start your campaign at least 4 weeks before launch.<\/p>\n\n\n\n
Solution:<\/strong> Use targeted networks and trusted partners.<\/p>\n\n\n\n
Solution:<\/strong> Use a multi-channel approach with value-led messaging.<\/p>\n\n\n\nJudging Jitters<\/strong><\/h3>\n\n\n\n
Solution:<\/strong> Improve your outreach process and quality of communication.<\/p>\n\n\n\n
Solution:<\/strong> Confirm expectations early and use automated reminders.<\/p>\n\n\n\n
Solution:<\/strong> Establish clear, measurable guidelines.<\/p>\n\n\n\nAdmin Overload<\/strong><\/h3>\n\n\n\n
Solution:<\/strong> Automate admin where you can.<\/p>\n\n\n\n
Solution:<\/strong> Build an effective timeline<\/a> and use scheduling tools.<\/p>\n\n\n\nCommunication Chaos<\/strong><\/h3>\n\n\n\n
Solution:<\/strong> Use plain language and repeat your key points often.<\/p>\n\n\n\n
Solution:<\/strong> Ask only for what you need<\/a>, and explain why you\u2019re asking for it.<\/p>\n\n\n\n