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How to Keep Track of Shows That You Want to Enter (and Not Miss the Deadlines)

Ms. Susan Blackwood · Feb 18, 2013 · 13 Comments

In 1998 artist Howard Friedland and I were married. Right away we could see that keeping track of two artist’s deadlines could quickly get out of control. So I devised a simple system for both of us to keep track of our paperwork. Yes, we do use an art data computer program ( Working Artist ) but that is another story. As visual creatures, we needed to put all the paper work in a spot that was easy to find and not miss the deadlines. We have used this for 15 years now and are happy to pass this on to you. From now on, you won’t miss the deadlines!

Here is our system for keeping track of shows.

It uses just a few basic tools. You will need:

  • A ring binder notebook
  • Four tabbed dividers
  • Monthly tabbed dividers (January through December)
  • Plastic sleeves
  • Any Calendar that you use
1. One Ring Binder Notebook
Binder Closed
Binder Open
2. Four Dividers for the four sections
Dividers
3. Monthly Dividers
Monthly Dividers
4. Plastic Sleeves
Plastic Sleeves
5. Your Calendar of choice
Calendar of your choice
 

Step One:

Fill out the following dividers

  • To Enter
  • To Be Accepted
  • To Be Shipped
  • To Be Returned

6-Step One

 

Step Two:

Inside of the Section To Enter – Put the monthly dividers
7-Step Two

 

Step Three: How to use the system

Now you are ready to start using the system. Make sure that you have printed information on each show that you would like to enter, including computer printouts from the on line shows.
Each time you get the printed information on a show that you want to enter or are invited to enter, put the information into a clear plastic sleeve and file it under the month that the entry or images are due.
8-Start

 

Also, at this time, put the Entry Due Date on your calendar.
9-Tabs For example: The 2012 Oil Painters of America Western Regional Show Entry was due July 13. So I put the paperwork about the show into a plastic sleeve and filed it in July. Then I wrote that entry deadline date onto my calendar.
If the entry due date is close to the beginning of a month, I put the Information into the month before. That way I am not caught by surprise at the beginning of the month.

 

At this point, the paperwork on each show will start traveling through the notebook as each next stage is met.
10-To Be Accepted

 

After you enter the show, move that plastic sleeve, containing the paperwork about that show, to the next categorythe To Be Accepted section. This is the section for all entries and applications that you are waiting to find out the results (accepted or declined).
11-To Be Shipped

 

Once you find out that you are accepted in in the show, that plastic sleeve containing the paperwork about the show moves to the To Be Shipped section.
Mark your calendar for the date that you need to ship or deliver the painting.
If you knew from the beginning that you were invited to the show then skip the To Be Accepted section and put the plastic sleeve with the paperwork on the show immediately into To Be Shipped section.
12-To Be Returned
Once you ship your painting to a show, move the plastic sleeve containing the paperwork for the show into the Waiting to Be Returned section.
This is very important because we have had one or two shows that didn’t return the paintings for a long, long time!!
Once the painting is no longer at the show, you can clear out the plastic sleeve and file your info on the show, or throw it away.

That’s it!

This is a great and easy system. We only use one book for all of the paperwork that comes in on shows for both of us.
Use the comment section below to let me know if you have any questions and how it works for you!
Don’t miss those deadlines anymore!

“Always save your best work for the shows.”– Zhiwei Tu

Business Deadlines, organization

Reader Interactions

Comments

  1. Carol Beckx says

    February 18, 2013 at 2:31 am

    An excellent system! I have been working through dates for exhibitions and competitions today so this couldn’t have arrived at a better time. Thank you.

    Reply
  2. Elizabeth Whelan says

    February 18, 2013 at 6:28 am

    Thanks so much for this! Although I love keeping info on my computer, it tends to be out of sight, out of mind in some cases. This system is wonderfully simple and visual!

    Reply
  3. dovermyer says

    February 18, 2013 at 8:04 am

    Thanks so much for this post!! And for providing the images for all of us who area also visual people! I have had a system that I use for deadlines, but it is after works are delivered that things have gotten a little muddy at times, this will help out a great deal!

    Reply
  4. Michael Baum says

    February 18, 2013 at 8:36 am

    One key thing to remember: Once you’ve put it together, use it. Put it in a prominent place and get in the habit of looking through often.

    Reply
  5. Jackie Blue says

    February 18, 2013 at 9:56 am

    Brilliant. Thanks for taking the time and effort to post this valuable system

    Reply
  6. Heather says

    February 18, 2013 at 10:47 am

    Thank you, very straightforward and direct. One thing that I have been doing is to keep track of which paintings were rejected & accepted at individual shows. It often helps me have better understanding of what works and what doesn’t, at certain venues, keeping in mind of course that every juror is different.

    Reply
  7. Michael Mao says

    February 18, 2013 at 12:53 pm

    Or, you can use your calendar associated with your email system, such yahoo, gmail, or hotmail for reminding yourself. Let the calendar sent you an email 10 day or a week before the event.

    Reply
  8. Cydney Springer says

    February 18, 2013 at 2:17 pm

    Thanks Susan! Great system and timely. I was just having this conversation with my husband about this last night.

    Reply
  9. Laurie Hendricks says

    February 18, 2013 at 8:29 pm

    Thank you so much, Susan! I’m always looking for ways to be better organized and your visuals make this the perfect system for me!

    Reply
  10. Marsha Hamby Savage says

    February 19, 2013 at 8:36 am

    Fantastic article. I have a book for competitions and events for the year, but do not have it organized the way you suggested. This is absolutely what needs to be done and now I can just adjust my binder to have the four sections as you suggested. Thank you for telling us what has worked so well for you. Sharing ideas is one of the many things I love about all the artists I know whether in real life, or just cyberspace!

    Reply
  11. Michelle Murray says

    February 19, 2013 at 9:40 pm

    Thank you so much. What a awesome system. I went out and bought the binder etc the next da

    Reply
  12. Daniel Fishback says

    March 19, 2013 at 7:01 am

    I’m putting your system together and plan to put it into practice. What a great idea! Thanks a lot for sharing it with us. I’ve missed deadlines before because I lost track of deadlines. Hopefully I won’t be doing that in the future.

    Reply
  13. Jackie Blue says

    May 22, 2013 at 10:24 am

    Brilliant system AND it works. Thanks for sharing!

    Reply

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Snapshot of the Author

Susan Blackwood
Born and trained in Chicago, Susan's experience spans the globe and her reputation for excellence precedes herself. With decades under her belt as a watercolorist, she now paints primarily in oils. Married to OPA Master Signature Member, Howard Friedland, her accomplishments and experiences are many and her artwork and wisdom stands on it's own.
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