Art Galleria can help you and your team manage the main stages of an art show in one place, from artist submissions and judging through to artwork inventory, sales, payments, and reporting.

A typical art show workflow includes:

This guide provides an overview of this process and link to detailed instructions for each stage.

You can configure your Art Galleria account according to your show requirements, including setting up your own branding and connecting to an online payment processor.

Following are a few of the areas to set up first:

Artist Portals allow artists to submit entries directly to your show. Artists can submit their biographies, artwork information, images, and pay any applicable fees.

You can set up portals by selecting which fields artists complete when submitting work, apply submission and acceptance fees if applicable, and modify notification emails the system will send to artists upon submission approval or rejection.

See Using Artist Portals to Receive Submissions from Artists for complete, step-by-step instructions on setting up portals for your art show.

Activate your portal and share a link with artists on your website, or send it directly to them via email so they can sign up and begin submitting artworks.

See Submitting Artworks Through the Artist Portal for step-by-step instructions on how the artist can submit their work through the portal.

Track submissions as they arrive and assist artists with any submission issues or questions. All submissions will be visible within your portals.

Once submissions have closed, you can begin the voting or judging process. Invite judges or committee members to review submissions using either:

For more structured decision-making, voting can occur over multiple rounds to progressively narrow down the pool of artworks.

Voters can sign into the platform using temporary user accounts, allowing them to vote on all submitted artworks or be specifically assigned to artworks requiring their evaluation.

Additionally, you can customize or disable the email notifications for acceptance or rejection, giving you the flexibility to inform submitters of their artwork’s status only if desired.

Once the voting process concludes, judges or event staff can easily review, accept, or reject submissions. Accepted artworks are seamlessly transferred from the submission queue to your Art Galleria inventory, while rejected artworks are removed from the platform.

Once your artwork submissions are approved and added to your inventory, you're ready to kick off the sales process. Whether selling online or in person, the Art Galleria sales module simplifies creating, customizing, and emailing invoices to buyers and contacts, streamlining your sales workflow.

For in-person sales paid with cash, check, or terminal, you can create manual invoices and record payment methods in Art Galleria. Copy the terminal transaction ID into the invoice to match it with your in-person sales. Learn more →

Once your art show concludes, or even while it’s still underway, you can generate a variety of detailed reports on inventory and sales. These reports provide valuable insights into the performance of your art show, helping you understand sales trends, track inventory changes, and evaluate overall show success.

For our art show clients, we offer a specialized "6 months on/6 months off" account. This setup gives you and your team ample time to configure the platform ahead of submission openings, ensuring a seamless experience.

The same account, along with all your records, reports, and settings, remains accessible the following year, streamlining your event preparations year over year.

Once your show concludes and sales wind down, simply close your portal and prepare your account for temporary suspension. Within the platform, you can customize the portal settings to display a personalized message for visitors when the portal is closed.

Additionally, you have the option to deactivate the portal, preventing any new sign-ups or submissions until it is reactivated for future use.