Managing submissions for art shows or open calls can be overwhelming. Tracking fees, images, and jury reviews often turn into a clutter of emails and spreadsheets.
To make the process easier, many galleries now use submission management tools. These platforms streamline entries, reviews, and reporting, helping organizers run smoother exhibitions.
In this article, we’ll highlight 7 of the best tools art galleries can use to manage submissions in 2025.
7 Submission Tools for Art Galleries in 2025 (At a Glance)
| Tool | Best For | Pricing Model |
|---|---|---|
| EntryThingy | Galleries that want a simple setup, direct payments, and fair jurying | $3 per entry token, no hidden fees |
| Submittable | Large galleries or institutions needing advanced review and team tools | Subscription (pricing hidden, often $1,000s/yr) |
| CaFÉ (Call for Entry) | Museums and nonprofits seeking broad artist visibility | Annual subscription |
| ArtCall | Small/mid-sized galleries wanting a quick, cloud-based system | One-time license fee per call |
| ZAPPlication | Art fairs and festivals handle very large entry volumes | Hosting + service fees |
| ShowSubmit | Small galleries running juried exhibitions | Flat fee per call |
| Artwork Archive | Galleries managing collections alongside submissions | Tiered subscription |
7 Best Tools for Art Galleries
1. EntryThingy (Best All-in-One for Galleries and Artists)
EntryThingy is designed for both artists and art organizations, but it’s especially helpful for galleries that need a simple way to manage calls for entry.
The platform lets you collect submissions, handle payments, run the jury process, and display accepted artwork all in one place.
Note: We are actively building EntryThingy. If you’re curious about what’s coming next, here’s our roadmap update.
Why galleries choose EntryThingy
- Quick setup – Add EntryThingy to your gallery’s website in just a few steps. No technical skills required.
- Direct payments – Artists pay your gallery directly. EntryThingy doesn’t touch your funds.
- Fair jury process – Tools for blind judging, flexible scoring, and multiple voting rounds make it easy to review entries of any size.
- Custom forms – Collect exactly the details you need from artists with easy-to-build submission forms.
- High-quality uploads – Artists can upload multiple images and large files, giving jurors a clear view of each piece. Artists submitting to your calls also benefit when they know how to present their work. Here’s a guide on how to build an artist portfolio for calls.
Pricing
EntryThingy charges $3 per entry token. There are no setup fees, monthly subscriptions, or hidden costs. For a gallery running three calls per year with about 50 submissions each, the total annual cost is around $450. (See full pricing)
💡 With EntryThingy, your gallery can launch calls for entry in minutes, collect submissions directly on your website, and run a fair jury process without the paperwork.
Planning your next exhibition? Start managing submissions with EntryThingy today.
2. Submittable
Submittable is a well-known submissions platform used by nonprofits, publishers, and arts organizations.
For galleries, it works as a suitable system to collect entries, manage large-scale competitions, and keep communication with artists in one place.
Why galleries choose Submittable
- Wide use beyond art – Trusted by many industries, which makes it reliable for managing high volumes of submissions.
- Built-in review tools – Galleries can score, comment, and collaborate with multiple jurors online.
- Custom forms – Collect detailed information from artists with flexible form-building tools.
- Integrated payments – Accept entry fees directly through the platform.
- Team management – Add multiple staff or jurors with different levels of access.
Pricing
Unlike EntryThingy, which has clear and affordable pricing at $3 per entry, Submittable uses a subscription model with costs that aren’t listed upfront. Most galleries end up paying several thousand dollars per year, depending on submission volume and features.
3. CaFÉ (Call for Entry)
CaFÉ, short for Call for Entry, is a long-standing platform widely used by museums, nonprofits, and public art programs.
For galleries, it offers access to a large network of artists and a straightforward way to publish open calls.
Why galleries choose CaFÉ
- Established reputation – Well-known in the art community, especially among nonprofits and public art programs.
- Built-in artist network – Artists often search directly on CaFÉ for open calls, which can help galleries reach a wider audience. Many artists discover calls through online communities and resources like art blogs. If you want to share recommendations with your applicants, check out these 9 best art blogs to follow in 2025.
- Standardized application process – Makes it easy for artists to apply and for galleries to review submissions in a consistent format.
- Simple jury tools – Includes basic scoring and review features for jurors.
- Support for public art projects – Useful for galleries that also manage outdoor installations or community-driven projects.
Pricing
CaFÉ requires an annual subscription fee, which can be limiting for smaller galleries. Unlike EntryThingy’s pay-per-entry model, galleries may pay more upfront even if they run only a few calls per year.
4. ArtCall
ArtCall is a cloud-based platform that helps galleries set up and manage calls for entry with minimal effort.
It focuses on keeping the submission process straightforward, making it a good fit for smaller or mid-sized galleries that don’t need complex tools.
Why galleries choose ArtCall
- Easy setup – Galleries can create and publish a new call for entries quickly without technical skills.
- Customizable forms – Collect the details you need from artists, including text fields, images, and documents.
- Online jury system – Built-in review features allow jurors to score and comment on submissions online.
- Exhibition display tools – Create online galleries to showcase accepted entries, which can be helpful for virtual or hybrid exhibitions
- Cloud-based access – Organizers and jurors can log in from anywhere, which makes collaboration easier.
Pricing
ArtCall uses a one-time license fee model that varies based on the size of your call. While this can be cost-effective for occasional use, galleries that run multiple calls per year may find EntryThingy’s per-entry model more flexible and predictable.
5. ZAPPlication
ZAPPlication, often called ZAPP, is well known in the art fair and festival world.
It was originally built to help large events manage thousands of applications, but some galleries also use it for open calls and juried shows.
Why galleries choose ZAPPlication
- Large artist base – Many artists already use ZAPP to find and apply for fairs, which can bring more visibility to your gallery’s call.
- Robust image handling – Built to support high-quality images, so jurors see artwork in detail.
- Scalable system – Designed to handle very large volumes of entries, making it reliable for big competitions.
- Jurying tools – Offers flexible review features for jurors to score and evaluate submissions.
- Event management features – Useful if your gallery also participates in or hosts art fairs. If you want to point artists toward broader opportunities beyond your gallery, here’s a list of 8 alternative art fairs for emerging artists in the US.
Pricing
ZAPPlication charges both hosting and service fees, which can add up for smaller galleries. Unlike EntryThingy’s simple per-entry pricing, costs with ZAPP are harder to predict if you don’t run large-scale events.
6. ShowSubmit
ShowSubmit is a niche submission platform built specifically for art shows and competitions.
It’s a simpler tool compared to larger platforms, which makes it appealing for galleries that want a basic system without extra complexity.
Why galleries choose ShowSubmit
- Focused on art shows – Designed mainly for galleries and organizations hosting juried exhibitions.
- Custom submission forms – Collect artist details, statements, and artwork images in one place.
- Online jury system – Jurors can log in, score entries, and leave comments directly on the platform.
- Straightforward setup – Easy for galleries to launch and manage calls without advanced training.
- Email notifications – Automatic updates keep artists informed about their application status.
Pricing
ShowSubmit has a flat fee for each call, which can be affordable for one-off exhibitions. However, galleries that run multiple calls each year may find EntryThingy’s pay-per-entry model more cost-effective over time.
7. Artwork Archive
Artwork Archive is known as an inventory and collection management system, but it also offers submission features for galleries.
It’s a broader tool that goes beyond open calls, helping galleries manage their entire collection and relationships with artists.
Why galleries choose Artwork Archive
- Collection management – Track artwork, sales, and artist records in one system.
- Submission options – Galleries can run calls for entry, though this isn’t its primary focus.
- Artist and contact database – Keep all artist profiles and communication organized.
- Exhibition planning – Tools to schedule and manage upcoming shows, including accepted works.
- Reporting and insights – Generate reports on inventory, sales, and submissions.
Pricing
Artwork Archive uses tiered subscription plans. Pricing depends on the size of your gallery and the features you need. Unlike EntryThingy’s simple pay-per-entry model, costs here are tied more to collection management than submission volume.
Start Managing Submissions with EntryThingy
Running open calls doesn’t have to be complicated. With the right tool, your gallery can collect entries, review artwork, and manage jurying in a way that saves time and keeps everything organized.
EntryThingy is built to help galleries do exactly that, with clear pricing, direct payments, and a simple setup that takes minutes, not weeks.
If your gallery is planning its next call for entry, now’s the time to make the process easier. Start with EntryThingy and see how smoothly submissions can run.
FAQs About Submission Tools for Art Galleries
What is the best submission tool for art galleries?
The best tool depends on your gallery’s size and needs. Large institutions often use platforms like Submittable, while smaller galleries may prefer ArtCall or ShowSubmit. For a balance of simplicity, fair jurying, and transparent pricing, EntryThingy is a strong choice.
How much do art submission platforms cost?
Pricing models vary. Some tools, like Submittable, use annual subscriptions that can cost thousands per year. Others, like EntryThingy, charge per entry token ($3 each) with no setup or hidden fees, making costs predictable for galleries of any size.
How can submission software help art galleries?
Submission tools replace spreadsheets and email with one organized system. Galleries can collect entries online, manage payments securely, and give jurors an easier way to review artwork. This saves time, reduces errors, and makes calls for entry more professional.