Art Galleria offers a comprehensive solution to manage and run your art show, from acquiring and voting on submissions to accepting payments, handling sales, and more.
With Art Galleria you can:
Customize your account & sales settings with your show branding, sales and currency settings, and more.
Create artist portals where you specify the type of submissions, fields for artists to complete, etc.
Send the Artist Portals to artists so they can create their own biography, upload their artworks and pay any relevant fees
Conduct voting on submitted artworks by adding judges to your account. Your team can then accept or reject submissions. Accepted artworks will automatically be transferred to your Art Galleria inventory.
Manage online and in-person sales with Art Galleria connected to your Stripe account.
Report on your show using Art Galleria’s built-in reporting templates.
Suspend your account for up to six months while you're not using it.
Step 1: Customize your account and sales settings
Set up your Art Galleria account, adding your own branding and payment processor to the account. Follow are a few of the areas to set up first:
Default Settings | Customize your auto-generated artwork IDs, pick your default currency, date format, and more. Learn more |
Stripe | Link your organization’s Stripe account to collect submission fees and facilitate online artwork sales. Learn more |
Invoice & Sales Settings | Set up your tax rates and email messages, tailor your invoice formatting, and more. Learn more |
Branding Themes | Create your brand and apply it to your portals, reports, and portfolios. Learn more |
Step 2: Set up your Artist Portals
Artist Portals allow artists to submit entries directly to your show. 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.
Step 3: Open up the Portals to submitters
Activate your portal and share a URL link with artists (either linked from your website, or through email) that allows them to sign up and submit artworks.
See Submitting Artworks Through the Artist Portal for step-by-step instructions on how the artist can submit their work through the portal.
Step 4: Conduct voting [Optional]
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. You can choose between a:
A Yes / No / Maybe voting system, or
A ranked scoring system (e.g., a scale of 1-10) for a more detailed assessment.
For more structured decision-making, voting can occur over multiple rounds to progressively narrow down the pool of artworks.
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.
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.
Step 5: Manage Online Sales
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.
Online Sales
Integrated Website: Connect your WordPress, Shopify, or Squarespace website to Art Galleria for automatic database syncing. Purchases generate invoices in Art Galleria and mark artworks as sold on both platforms, keeping your inventory updated.
Portfolio: If you’re not using the platforms mentioned, you can manage artwork portfolios in Art Galleria and sync them to your site. With easy activation, eCommerce functionality lets visitors browse and buy artworks
Manual entry: You can easily create manual invoices within Art Galleria, even without linking to a website. This flexibility allows you to manage sales and issue invoices independently, making it convenient for custom sales scenarios.
In-Person Sales
For in-person sales (cash, check, 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
Step 6: Reporting
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 analyze sales trends, track inventory changes, and evaluate overall show success.
Our inventory report - “At a glance” reports based on specific artists, locations, collections, or your entire inventory. Learn more
Our sales report - Generate comprehensive sales reports in various formats, based on invoice, location, contact, artist, and other key data points. Learn more
Step 7: Suspend account for next year's show
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.