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Submission Forms Help

Thank you for your interest in submitting your work to Open Studio. We use a web-based submissions process, and based on the most frequent questions we receive, this Submission Forms Help document has been developed to help you avoid frustration and difficulty when submitting through our website. Please read this document carefully to make sure that you have everything required for your submission and that your files are properly saved. Understanding what is required of you in the submission process will help it go much more smoothly, and will avoid any unnecessary confusion and frustration.

Submission Forms Help

Submissions – particularly the digital images – must follow the requirements exactly, or your submission will not work.

Required Fields

Each form has fields that are required, marked with a red asterisk (*). If you have left any of these fields blank, your submission will be rejected. If your submission does not work the first time you try it, one of the first things to check is whether you filled in all required fields, such as name, address, phone number, email address, and any required attachments, such as your digital images and support material like your CV.

File Names

Each submission form will specify its own file naming format. File naming conventions must be followed exactly (please make sure to include dashes in the exact same spots as in the example), and image numbers must correspond to those on your image list. The form can only accept letters, numbers and dashes in file names, and cannot accept any other characters (such as & # * ! ?). File names are used to make sure that we can match your images with your submission, and if your file names do not match the requested format, your images may not be viewed by the jury.

Digital Images

Depending on the requirements of the program to which you are submitting, at least one image is required, and there are a maximum number of image files allowed for all of our submissions processes (ranging from 2 to 10).

If digital images do not follow the guidelines below exactly, your submission may be rejected. Image files must be:

  • RGB or greyscale colour mode files only (no CMYK).
  • in .jpg file format
  • a maximum of 1 MB file size each
  • a maximum resolution of 1024 x 768 pixels (note: if the larger size is less than 1024 px, but the smaller size is more than 768 px, your submission will be rejected. Both sides must be smaller, so if your file is square, the max size for both sides would be 768 px.)

File Size

If image files are even 0.01 MB over the maximum size, or one pixel over in width or height, your submission will be rejected. Please make sure to verify the size of your images in Photoshop or other image editing software before you submit them, as if they are too big, your submission will not go through. How to resize images will vary depending on what image editing software you are using, but the program’s help files or a Google search should help you find out what you need to know. If you don’t have image editing software, click here for a list of various programs, some of which are Open Source, and free to download. You can even find websites that will resize images for free.

File Formats

Similarly, if the image you are submitting is in any other format besides .JPG, it will be rejected. Our forms will not accept .TIF, .GIF, .PNG, or any other file formats. Please make sure that your files end in the extension .jpg before trying to submit them. Only PDF documents may be uploaded for support material (CV, image list); .doc, .docx and other formats will be rejected.

Uploading Files

When you click to upload a file, you will be given the opportunity to browse your computer and select the files you are looking for. This process may look slightly different, depending on what browser you are using. The button will say Choose File in Chrome and Safari, but Browse in Firefox, for example.  Once you’ve selected the image you want from your computer, you will click a button to attach it (Choose File in Safari, Open in Firefox & Chrome). You will need to repeat that process for all of you images.

Please note: if you see an X next to your file name after you’ve clicked to upload it, this does not mean that there is an error. Use the X to remove the file if you need to replace/delete it. If you’ve selected the correct file(s), you can ignore the X and proceed with the rest of the form.

Submitting

Once you’ve filled out the required fields and attached correctly sized and named files, you can click on submit. If your submission as been done correctly, you will be taken to a confirmation page, letting you know that your submission was received. If there were any errors, the form will re-load, and you will need to check you submission to see if you can figure out where the error is. If your submission goes through, you will also receive a confirmation email, which contains a copy of your submission information. For any of our submissions processes that require you to submit actual prints (such as our Artist Proof Sale), you will also be asked to print off a copy of your confirmation email for each print you are submitting, so that we can match your prints to your submissions when they are delivered. This means that you will need to fill out the form prior to mailing or delivering your prints.

Thank you!

Thanks for taking the time to read through this help document. It should help to avoid the most frequent problems people have encountered with the submissions process. If you require any other troubleshooting while submitting, please feel free to call our office at 416-504-8238 during regular office hours (Monday through Friday from 10 am – 5 pm). Please keep in mind that the closer it is to the deadline, the more people will be trying to submit at the same time, which could overload our server and cause additional delays or technical issues. Please submit as early as you are able, as we are unable to provide individual extensions on any of our deadlines.