Artquest

Scroll through the article or select from the menu here:

• Read the application form
• Filling in the form
• If there is no application form
• Artists statement
• Budgets
• Deadlines
• Supporting materials
• Verbal presentations

Read the application form

Although this sounds obvious, many people submit applications that cannot succeed because forms are incorrectly filled in, or inappropriate background materials have been submitted. With all applications, read the form and guidelines thoroughly at least once and familiarise yourself with what you must provide, and how it should be provided.

Filling in the form

In all cases, after reading the form, make a draft version of your answers, only writing on the form once you are certain of what you need to say, and someone else has checked your work for spelling, grammar, punctuation, and that what you have written makes sense.

Type the application where possible (ideally in a sans-serif font over 12 points for legibility) or write very neatly in black ink, ensuring that all details you fill in are correct. Be honest; never attempt to mislead the people you are applying to. If you are found making inaccurate applications you will probably be asked for any money to be returned, as well as having future applications refused. Be aware that many selection panel members will sit on different panels for different opportunities.

Ensure you do not over-run any word limit imposed on the form - this is set by the organisation you are applying to so that they know how long going through all the applications will take, and may not look at applications if they are substantially longer than requested. In any case, be as concise as you can, bearing in mind that many forms act only as an indication of your project to be followed up in interview, where you can explain yourself further.  If you need to provide more information, only do so after checking with the organisation you are applying to.

• Not all applications require curriculum vitae (CV) to be sent with the form.
• Keep the application form neat and clean.
• Always keep a copy of the form.

If there is no application form

Think carefully about what the opportunity is for and how your experience relates to it. Use your previous research to get ideas as to what you should write. Keep your covering letter brief, and only if requested accompany it with a very short (1-2 page) CV, listing only your most relevant arts experience or projects.  A guide for creating a CV can be found on this website.

Artist’s statement

A statement of your working practice and the interests you are exploring in your work is often useful in an application, if asked for. Keep this as short as possible (and always within guidelines), referring to a few theoretical issues if necessary, bearing in mind the person reading it may know more about them than you. Don't patronise - explain where you are coming from in your practice and why this specific opportunity can only be successfully completed by you.

Budgets

List all of the various items you need to spend money on - which may include:

• Materials
• Assistants
• Rental of equipment or venues
• Your fee (which you should decide depending on the time the work will take and how much work is involved) - a guide to thinking about artists fees is on this website.
• A 10% 'contingency', listed as such, as the last item on the budget. This allows for a limited overspend should you need it.
• Any other materials or other costs specific to your project.

There is further information on budgets at the a-n Practical Guide on Budgets, and on the Arts Council England website information sheets on Grants for the Arts budgets.

Deadlines

Deadlines for applications should always be respected - the people you are applying to need the time after the deadline to look at all the proposals and come up with a decision. If you cannot make an excellent application before the deadline, it may not be worth your while applying - perhaps the opportunity is repeated, and you can begin planning an application for the next round. Only submit a late application if you have cleared this with the organisation you are applying to. Remember you can apply at any time before the deadline, not just on the deadline date, and an early application signals to an organisation that you are organised.

Supporting Materials

Application guidelines generally request supporting visual evidence of your practice to assist in choosing successful candidates. Read carefully the types of materials they accept, and never assume they will have a U-matic player, light box, overhead projector or DVD player unless they specifically say they accept those formats. Choose the most suitable way to show your work - slides, photographs, a CD-ROM or website? Only supply up to the maximum number of works indicated - it is better to submit fewer, stronger works than more, weaker works to 'pad out' your application.  The best format for visual materials is often a simple printout of your images - it is cheap, they do not have to be returned and require no technology to view them.  Send what is most appropriate to the application.

It is generally better to have someone else - a professional photographer, a friend, another artist - take pictures of your work, so they can bring out the areas you may not normally notice, but a viewer would be interested in. If making transparencies, do not use glass mounted slides and always use plastic frames. Provide a list of your work numbered in the same order as the slides/photographs with titles, dimensions, materials and dates. Use proper labels or permanent OHP pens, and use slide wallets.

Digital images can make a curators computer crash if they are too large (most gallery computers already have huge numbers of high quality press images already on them), and computer screens cannot display at higher resolution than 72 dpi - only provide higher resolution images if they will be printed out and are requested. Where digital images are requested, keep these as small as possible, and ensure the CD or other media can be read across a variety of formats (Mac, PC etc). Use JPEG, PNG or GIF images, as these are universal.

When including sketches, impressions or technical drawings make sure they represent the idea in context, and explain how it will work.

When submitting videos, ensure the tape is wound to the right place. Only about 2-5 minutes of it will be viewed, and no time will be available to cue it up during viewing. Remember to break off the plastic tabs on the video cassette to prevent accidental deletion. State clearly which track(s) of a DVD should be viewed.  Film excerpts should indicate the length of the overall piece from which a section comes.

It is very likely that some of your materials will become detached from your application and will be lost if you do not have contact details on each piece.  All supporting materials should be clearly labelled with your name, address, telephone number, and name of the piece, dimensions, materials and year created. Always include a self-addressed, stamped envelope for return of work or state if nothing needs to be returned. Most organisations have very limited resources, and will not be able to return works unless you enclose a stamped envelope.

Verbal Presentations

If you are short-listed for awards or commissions, you may be invited to give a verbal presentation or attend an interview about your proposal. These are often informal meetings to give the selection panel a chance to find out more about your project, about you, and question any inconsistencies. If you are invited to talk, telephone to clarify what is expected of you if you are not sure, and if a presentation is required. Structure your talk and practise in front of friends to get some experience of answering questions about the project.

Some of the information on this page was selected from The Guide to UK Company Giving, published by the Directory of Social Change. A copy of this publication can usually be obtained in your local library or from DSC directly.