Advanced piece settings in call creation

When creating or editing a call, you'll find a collapsible "Advanced" sub-section inside the Piece Requirements section. These advanced settings give you fine-grained control over how artists submit their work, from entry limits to file size requirements. Think of them as the "power user" options—they're hidden by default to keep the form clean, but they're there when you need them.

Where to Find Advanced Settings

Navigate to your call (create new or edit existing)
Scroll to the "Piece Requirements" section
Click the "Advanced" collapsible section to expand it
Configure your advanced settings

The Advanced section contains five settings that control submission behavior, file requirements, and special features. Let's explore each one:

1. Max Entries Allowed per Artist

What it does: Sets the maximum number of separate entries each artist can submit to your call.

Default: 1 entry per artist

Range: 1 to 20 entries

When to use: - Single entry calls: Keep it at 1 if you want each artist to submit only one entry (even if that entry can contain multiple pieces) - Multiple entry calls: Increase it if you want artists to submit multiple separate entries - Example: A photography show might allow 3 entries per artist, where each entry is a different series - Example: An art fair might allow 5 entries per artist, where each entry represents a different booth or display area

How it works: - Artists can create up to this many separate entries - Each entry can contain multiple pieces (controlled by "Minimum Pieces" and "Maximum Pieces" in the main Piece Requirements) - Once an artist reaches the limit, they cannot create additional entries - The limit applies per artist account, not per call

Example scenarios: - 1 entry: Traditional juried show where each artist submits one body of work - 3 entries: Photography competition where artists can submit up to 3 different series - 5 entries: Art fair where artists can apply for multiple booth spaces - 20 entries: Open call with no practical limit (though most calls won't need this many)

Pro tip: Remember that an "entry" can contain multiple pieces. If you want artists to submit 3 pieces total, you might set "Max Entries" to 1 and "Maximum Pieces" to 3, rather than allowing 3 separate entries with 1 piece each.

2. File Upload Requirement

What it does: Controls whether artists must upload files, can skip uploads, or can provide web links instead.

Options: - Required: Artists must upload files (default) - Optional: File uploads are optional (artists can submit without files) - Either file upload or web page link: Artists can upload files OR provide a web page link

When to use each option:

Required (default): - Most calls where you need to review actual artwork files - Juried exhibitions where you need images for jurying - Calls where you'll print or display the uploaded images - Note: At least one file type must be selected when this is set to Required or Optional

Optional: - Calls where artwork information is more important than images - Calls where you'll collect images later (e.g., after acceptance) - Calls where artists might not have digital files ready yet - Use with caution: This can lead to incomplete submissions

Either file upload or web page link: - Calls where artists might have their work hosted elsewhere (portfolio sites, video platforms) - Video art calls where artists might link to Vimeo or YouTube - Calls where you want flexibility for different types of media - How it works: Artists see both upload fields and a "Web page link" field; they can use either option

Important notes: - If you select "Required" or "Optional," you must select at least one file type (jpg, png, gif, etc.) - If you select "Either file upload or web page link," file types are still recommended but not strictly required - The web page link option is useful for video art, performance documentation, or interactive works

3. Allow Additional Piece Views?

What it does: Lets artists add multiple views of the same piece (useful for 3D work, sculptures, or pieces that need multiple angles).

Options: - No: Artists can only upload one image per piece (default) - 1-5: Artists can add 1 to 5 additional views per piece

When to use: - No (default): Most 2D work (paintings, photographs, prints) where one image is sufficient - 1-2 views: Simple 3D work where a front and back view might be helpful - 3-5 views: Complex sculptures, installations, or 3D work where multiple angles are essential for jurying

How it works: - Artists upload their main piece image first - Then they can add additional views (front, back, side, detail shots, etc.) - Each additional view is linked to the main piece - The limit applies per piece (not per entry) - Additional views are displayed together with the main piece during jurying

Example use cases: - Sculpture call: Allow 3-4 views so jurors can see all angles - Installation art: Allow 5 views for detailed documentation - Furniture design: Allow 2-3 views (front, side, detail) - Photography: Usually No (one image is enough)

Technical details: - Additional views are stored separately but linked to the parent piece - They count toward the "Maximum Pieces" limit (so if max pieces is 4, an artist could submit 2 pieces with 2 additional views each, or 4 pieces with no additional views) - Jurors see additional views grouped with their parent piece - The feature is especially useful for blind jurying where context matters

4. File Size Limits

File upload sizes are now standardized for all calls at 50 MB maximum and approximately 0.01 MB (10 KB) minimum.

Current limits: - Maximum: 50 MB per file (works well for high-quality images and most video files) - Minimum: ~0.01 MB (prevents accidentally uploading empty or corrupted files)

Why standardized: - Consistent experience for artists across all calls - Simplifies call setup for administrators - 50 MB accommodates high-resolution images and moderate-sized video files

Need larger uploads? If your call requires files larger than 50 MB (such as very large video files), email support@entrythingy.com with your call details and requirements.

For quality control: Use Minimum Pixel Width (below) instead of file size limits. Pixel width directly measures image resolution, while file size varies based on compression and content.

5. Minimum Pixel Width (Per Image)

What it does: Sets the minimum image width in pixels required for uploads (optional).

Default: 10 pixels (effectively no minimum)

Range: 0 to 8000 pixels

When to use: - 0-800 pixels: No quality requirement (rarely used) - 1920-3000 pixels: Print quality (recommended for exhibitions) - 3000+ pixels: High-resolution print quality (for large prints or detailed work)

How it works: - Validates image width (not height) before accepting uploads - Only applies to artwork pieces (not booth/display pieces if that option is enabled) - Artists will see an error if their image is too narrow - Width is measured in pixels, not physical size

Common use cases: - 0 pixels (default): No minimum requirement - 1920 pixels: Standard print quality (good for most exhibitions) - 3000 pixels: High-resolution print quality (for large prints or detailed documentation) - 4000+ pixels: Very high resolution (for large format printing)

Why pixel width matters: - Too small: Images won't print well or look pixelated when enlarged - Just right: Images print clearly at exhibition sizes - Too large: Unnecessarily large files (though the system handles this)

Best practices: - 1920-3000 px: Sweet spot for most exhibitions (recommended) - 3000+ px: For calls requiring large prints or detailed documentation - Leave at 0: If you're not printing or don't need high resolution

Note: This setting only applies to artwork pieces. If you enable "Ask for art or booth/display," booth pieces are exempt from this requirement (since they're documentation, not artwork).

6. Ask for art or booth/display

What it does: Adds a checkbox for artists to specify whether they're submitting artwork or a booth/display space.

Default: Off (unchecked)

When to use: - Art fairs: Where artists apply for booth spaces - Festival calls: Where artists might submit installations or display setups - Mixed calls: Where some artists submit artwork and others submit booth proposals - Leave unchecked: For standard gallery exhibitions or juried shows

How it works: - When enabled, artists see a checkbox: "This is a booth/display space" (or similar) - Artists check it if they're submitting a booth proposal rather than artwork - This helps you distinguish between artwork submissions and space applications - Booth/display pieces are exempt from minimum pixel width requirements

Example scenarios: - Art fair: Artists apply for booth spaces—enable this option - Festival: Some artists submit installations, others submit artwork—enable this option - Gallery exhibition: Standard juried show—leave unchecked - Competition: Artists submit artwork only—leave unchecked

Useful features: - Helps organize submissions (you can filter by artwork vs. booth) - Exempts booth pieces from image quality requirements (since they're documentation) - Makes it clear to artists what type of submission they're making

Note: This is different from "Allow Additional Piece Views." That feature adds multiple angles of the same piece, while this feature distinguishes between artwork and booth/display submissions.

Understanding the Relationships

These settings work together to create your submission requirements:

Entry Structure: - Max Entries Allowed per Artist: How many separate entries each artist can create - Minimum/Maximum Pieces: How many pieces each entry can contain - Allow Additional Piece Views: How many extra views each piece can have

File Requirements: - File Upload Requirement: Whether files are required, optional, or can be replaced with links - File Types: Which file formats are allowed (set in main Piece Requirements) - File Size: Standardized at 50 MB maximum for all calls - Minimum Pixel Width: Quality constraints

Special Features: - Ask for art or booth/display: Distinguishes artwork from booth proposals

Common Configuration Examples

Standard Juried Exhibition

Max Entries: 1
File Upload Requirement: Required
Additional Views: No
Minimum Pixel Width: 1920 px
Art or Booth: Unchecked

Result: Artists submit one entry with 1-4 pieces, each piece has one high-quality image. File size automatically limited to 50 MB.

Photography Competition (Multiple Series)

Max Entries: 3
File Upload Requirement: Required
Additional Views: No
Minimum Pixel Width: 1920 px
Art or Booth: Unchecked

Result: Artists can submit up to 3 separate entries (series), each with multiple photographs. File size automatically limited to 50 MB.

Sculpture Call

Max Entries: 1
File Upload Requirement: Required
Additional Views: 3
Minimum Pixel Width: 1920 px
Art or Booth: Unchecked

Result: Artists submit one entry with multiple sculptures, each sculpture can have 3 additional views (front, back, side). File size automatically limited to 50 MB.

Art Fair (Booth Applications)

Max Entries: 5
File Upload Requirement: Required
Additional Views: No
Minimum Pixel Width: 0 px (booth pieces exempt)
Art or Booth: Checked

Result: Artists can apply for up to 5 booth spaces, distinguishing between artwork and booth proposals. File size automatically limited to 50 MB.

Video Art Call

Max Entries: 1
File Upload Requirement: Either file upload or web page link
Additional Views: No
Minimum Pixel Width: 0 px (not applicable for video)
Art or Booth: Unchecked

Result: Artists can upload video files up to 50 MB or provide links to Vimeo/YouTube. For larger video files, contact support.

Troubleshooting

"Artists can't upload files even though I set file types" - Check that "File Upload Requirement" is set to "Required" or "Optional" (not "Either file upload or web page link" if you want uploads) - Verify that at least one file type is selected in the main Piece Requirements - Check that file sizes aren't too large (Maximum File Size)

"Artists' images are too small/low quality" - Increase "Minimum Pixel Width" to 1920 or 3000 pixels - Add instructions in your call description about image quality requirements

"Artists can't add additional views" - Check "Allow Additional Piece Views?"—it might be set to "No" - Verify the limit (1-5) is sufficient for your needs - Remember: additional views count toward the "Maximum Pieces" limit

"I want artists to submit multiple entries but they can only submit one" - Increase "Max Entries Allowed per Artist" from 1 to your desired number - Remember: each entry can contain multiple pieces (controlled by "Maximum Pieces")

"Artists are uploading files that are too large" - The system automatically limits uploads to 50 MB - Provide guidance in your call description about the 50 MB limit - For calls requiring larger files, contact support@entrythingy.com - Consider recommending image compression tools if needed

"I want to allow web links instead of uploads" - Set "File Upload Requirement" to "Either file upload or web page link" - Artists will see both upload fields and a web link field - Useful for video art or portfolio links

"Booth pieces shouldn't need high-resolution images" - Enable "Ask for art or booth/display" - Set "Minimum Pixel Width" to your desired value (e.g., 1920 px) - Booth pieces are automatically exempt from pixel width requirements

Best Practices

For Most Calls

Max Entries: 1 (unless you specifically need multiple entries)
File Upload Requirement: Required (unless you have a good reason)
Additional Views: No (unless you're calling for 3D work)
Minimum Pixel Width: 1920-3000 px (print quality)
Art or Booth: Unchecked (unless it's an art fair)

For Specialized Calls

Sculpture/3D: Enable additional views (3-5)
Video Art: Allow web links for larger video files, or contact support for higher limits
Art Fairs: Enable "Art or Booth" and increase max entries
High-Resolution Prints: Increase minimum pixel width (3000+ px)

Communication with Artists

Mention file size limits in your call description
Explain pixel width requirements if you set a minimum
Clarify entry limits if you allow multiple entries
Provide compression tips if artists struggle with file sizes

Related Settings

These advanced settings work alongside other call settings:

Minimum/Maximum Pieces (main Piece Requirements): Controls how many pieces each entry can contain
Allowed File Types (main Piece Requirements): Which file formats are accepted
Entry Requirements: What information artists must provide (dimensions, materials, etc.)

Need More Help?

The advanced piece settings give you powerful control over submissions. If you're unsure about a setting: - Start with defaults and adjust as needed - Test with a sample entry before publishing your call - Consider your specific call type (juried show, art fair, competition, etc.) - Think about what artists need to submit and what you need to review

If you have questions about: - Which settings to use for your call type - How settings interact with each other - Troubleshooting upload issues - Best practices for your specific needs

Don't hesitate to reach out—we're here to help you configure the perfect call setup!