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Deadlines

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

Susan Blackwood OPA · 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

Upcoming Events

Oil Painters of America · May 14, 2012 · Leave a Comment

The OPA Blog is taking a brief break from it’s normal schedule of thought provoking articles from our gifted Guest Bloggers to bring you an update on the exciting upcoming events and deadlines you won’t want to miss!
 
 
2012 National Show - Evergreen Colorado

2012 National Juried Exhibition

We encourage you to join us during the opening weekend festivities of this year’s 21st National Juried Exhibition in beautiful Evergreen, Colorado, June 20 – June 24, 2012, including an opportunity to paint and sell your work!   OPA members who take part in one or both of the plein air painting events will be eligible to participate in a tent sale taking place June 23 & June 24, right outside Evergreen Fine Art Gallery.    Click here for a complete list of all events and more information regarding this year’s tent sale.
 
 
OPA Online Showcase Banner

2012 Spring OPA Online Showcase

Calling all Associate members!  The first of 3 Associate On-line Showcase’s this year is in full swing.  Your last opportunity to enter and be eligible for a total of $5,000 in prize money is Tuesday, May 15, 2012. Click here to register now!
 
 
2012 Eastern Regional - Bennington, Vermont

2012 Eastern Regional Exhibition

This year’s Eastern Regional Exhibition will be held at the impressive Bennington Center for the Arts, in Bennington, Vermont.  The Juror of Awards will be Kenn Backhaus OPAM.   The deadline for entering on-line is July 6.  Maximum canvas size: 1200 sq. inches.
 
 
2012 Western Regional - Denver, Colorado

2012 Western Regional Exhibition

This year’s Western Regional Exhibition will be held at the trendy Gallery 1261, owned by OPA Master Signature artist Quang Ho.  The Juror of Awards will be Jeff Legg OPAM.  The deadline for entering on-line is July 13.  Maximum canvas size: 1200 sq. inches.
 

Deadlines

Signature Membership Deadline
October 15, 2012 – Application deadline to apply for Signature membership
Master Signature Membership Deadline
September 1, 2012 – Application deadline to apply for Master Signature membership.
Shirl Smithson Scholarship Deadline
December 1, 2012 – Application deadline to be selected to receive one of four Shirl Smithson Scholarships.  No charge to apply and open to all Associate members.
 

Next Week on the OPA Blog

Patsy Ledbetter OPA will be sharing about her approach toward art. Here is a brief preview:

It has been said that art is subjective to the viewer. I certainly agree with that statement. I can look at a work of art and be astounded by the way it speaks to me. Someone else may just glance at the same piece of work and not be affected at all. I have decided to not worry about what others think of my work or the subject matter I choose to paint, but paint only to please myself…

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