2. We don’t understand it
Use clear, concise language and be extremely transparent about what you offer and what you expect.
Be specific — In your open call, use lots of images, videos (3D video tours are a plus!), and clear descriptions of your location, space, facilities, and events. Include a map, and background information about your institution. Don’t assume everyone knows you already! This also helps build trust when you’re first meeting with a creative might be over the internet. The organizations with little information on their website or social media platforms might seem a bit dodgy and hard to understand.
Clarify terms — Be very clear about who is paying for what. If your organisation is sharing fees, say “you will need to pay X amount” and if your organisation is covering housing, flights, meals, or providing things, say “we give you X amount to cover XYZ.” Specify if certain things will be reimbursed (paid upfront by the creative), and be clear about specific amounts and currencies. Provide as much detail as possible.
Set timeframes — Be upfront about the deadline and program dates. Specify if they are flexible, because timing and planning around other commitments is often one of the greatest barriers for people. Also, tell creatives when they will be hearing back from the organization if their application was accepted or not. If you have the capacity, beyond setting an announcement date, be sure to alert artists if they were accepted or not.
Manage expectations — Talk about what is required of participants, and what is optional. Mention how much staff time is available, or whether participants are expected to be self-directed. Say how many participants there will be (from the minimum to maximum possibility), and if any end result is mandatory.
Explain your selection process — Say who is on the jury, and what criteria is being used to evaluate proposals.
