Simple Way for Artists to Track Open Calls and Submissions

If you’ve ever missed a deadline for an exhibition, a residency, or a grant, you’re not alone. As artists, we’re often juggling to keep track open calls, and when opportunities come with deadlines, things can easily slip through the cracks.

Maybe you saw an open call on Instagram and told yourself you’d apply later. Maybe you bookmarked a submission page but forgot to go back. Or maybe the deadline was yesterday, and you just… didn’t notice.

It happens. But it doesn’t have to.

Today, I want to discuss something that can really help: using simple digital tools to track deadlines and stay on top of your art career without adding stress or complexity. Whether you’re applying to open calls once a month or every week, this guide is here to help you organize your process in a way that feels manageable and sustainable.

Why Track Open Calls Matters and Why It’s Hard

Let’s be real, most artists aren’t applying to just one thing. You might have your eye on a residency, a group show, and a couple of grant applications, all at once. Some deadlines are a month away, others are in a few days. Some require specific file formats. Some are free. Others need an application fee.

It adds up fast.

The problem is that many of us are creative, visual thinkers, not natural spreadsheet-makers. We tend to keep things in our heads, scribbled in sketchbooks, or marked with sticky notes.

That’s why using digital tools can make a big difference. They don’t need to be complicated. In fact, most of what I’m going to show you is free and easy to use.

But first, let’s talk about what kind of information you actually need to track an open call.

What to Track for Each Opportunity

Before choosing a tool, it helps to know what details are worth keeping track open calls. Every time you come across a new open call, try to write down:

• The title of the opportunity
  
• The deadline date
  
• A link to the full details
  
• Whether there’s a fee or it’s free to apply
  
• What they’re asking for (CV, portfolio, statement, etc.)
  
• The status of your application (not started, in progress, submitted)
  

That’s it. If you track those six things, you’ll always know where you stand.

The Tools That Make It Easier

You don’t need fancy software to stay organized. Here are a few free or low-cost tools artists are using right now to keep up with deadlines, pick what works best for you.

1. Google Sheets

Think of Google Sheets as a super-simple checklist to keep track of open calls. It’s a great way to build your own personal “Opportunities Tracker.”

Create columns for each item you want to track (name, deadline, link, fee, submitted or not, etc.). Then, whenever you come across a new call, just fill in a row.

You can color-code upcoming deadlines, or highlight ones you’ve submitted.

The best part? It’s saved online, so you can check it from your phone or computer anytime.

2. Google Calendar (or any calendar app)

For artists who respond better to visual reminders, Google Calendar is perfect. You can create a separate calendar just for submission deadlines, so it doesn’t clutter your personal events.

Add each opportunity as an event on the date it’s due. You can even set alerts, like a notification two days before, so you don’t miss it.

And if you’re working on multiple applications, you can create events leading up to the deadline like “write artist statement” or “finalize images.”

3. Trello

Trello is like a digital bulletin board. You can make “cards” for each opportunity, and move them through stages like:

• To Apply
  
• In Progress
  
• Submitted
  
• Result Received
  

It feels visual and satisfying, and you can add checklists, links, and even upload files to each card.

If you’re overwhelmed by lists, Trello might be a better fit because it shows things as “blocks” instead of lines.

Example: Tracking Real Opportunities

Let’s use two real open calls as an example to show you how these tools work in action.

Example 1: Arts to Hearts Project: Open Call For Arts to Hearts Magazine 

• Deadline: June 20, 2025
  
• What it is: A call for artists to be featured in Arts to Hearts Magazine
  
• What you need: Bio, artist statement, portfolio images
  
• Fee: 1 image/12$
  

You could add this to Google Sheets like this:

Then, on Google Calendar, you can set an event for June 20 and name it “Submit to Arts to Hearts Project” and maybe a reminder for June 17 as a last call.

Example 2: Open Call for Artists – Solo Virtual Exhibition

• Deadline: July 15, 2025
  
• What it is: A group exhibition in a contemporary gallery (no fee)
  
• Location: Online + New York-based gallery
  
• Submit via: OpenCallForArtists.com
  

You can track it similarly. On Trello, for example, you could create a card with a checklist:

• Write short statement
  
• Resize images
  
• Upload CV
  
• Submit by July 15
  

This helps you stay focused on the small steps, instead of letting it hang over your head as “one more thing to do.”

A Few Tips to Make This a Habit

Now that you know what to track and how, here are a few tips to keep the system working for you:

1. Make a Weekly Check-In

Set 20 minutes aside each week, maybe Sunday or Monday, to check your tracker. What’s coming up? What’s almost ready? What’s done?

It’s like a meeting with yourself, and it’ll keep the anxiety down.

2. Keep Your Files in One Place

Create a folder on your computer (or Google Drive) just for applications. Inside, keep your current CV, artist bio, images, and templates for proposals.

That way, when a deadline comes up, you’re not scrambling to find your files.

3. Don’t Try to Apply to Everything

This might sound odd, but not every opportunity is for you, and that’s okay. Your tracker will help you see clearly what’s actually worth your time.

Focus on quality over quantity. Pick the ones that align with your work and your goals.

Final Takeaways

The art world moves fast, and the truth is, opportunities don’t wait. But that doesn’t mean you need to feel rushed or overwhelmed.

By using a simple system, whether it’s a spreadsheet, a calendar, or a visual board, you can stay calm, stay organised, and give yourself a real shot at the calls you care about.

It’s not about being perfect. It’s about showing up consistently.

So the next time you see a call that excites you, maybe from Arts to Hearts or Open Call for Artists, don’t just bookmark it and hope you remember. Put it in your system. Make a plan. Give it the time and energy it deserves.

Because your work matters. And the world needs to see it.