for Artists – Help/FAQ

Things you need to know about submitting an application

Writing a grant application:
1.      Before beginning an application read the grant guidelines. What constitutes a complete application and grant narrative changes from time to time. You should not presume that you can cut and paste information from past applications into the current forms. The Legacy funding has new mandates and reporting requirements which have required changes to our grant programs.
2.      When completing a grant application form, be sure to fill in all the necessary boxes and review the application check list. (Once our process is online, you will not be able to submit an application until it is complete.)
3.      Before answering a narrative question, read it carefully. Only address what is being asked. If it asks you, “why is this opportunity significant for you at this time?” your answer should start with, “This opportunity is significant for me at this time because it is my first one person show at a regionally recognized art gallery”….or “because I will have the opportunity to attend a workshop to learn a new technique that will enhance my skills and understanding in my art form….etc.” The requested information asked for in the narrative questions generally build on one another so be careful not to repeat yourself.
4.      Be sure to follow the format instruction when completing your grant narrative. The format instructions are in the grant program guidelines. Be sure to include the questions, in Bold type, in your narrative and double space your text.

Resume and artist statement:
5.      You must include an artistic resume of no more than 2 pages with your application. An artistic resume should include an artist’s statement, information about your artistic activities, and other pertinent activities related to your involvement in the arts. The following is a suggested format for your resume.

Start your resume with your Artist Statement. This statement should explain what medium you work in and your involvement with your work. Your artist statement should mention your current work as well as what will be working on in the upcoming year.

Your artistic resume: Following your “artist statement,” you will want to include the following headings in your two-page resume.

  • Education/Training: Under this heading, mention your formal arts education (certificates or degrees from art schools or universities); workshops or classes you have taken; and mentorship opportunities with instrumental artists or community elders, etc.
  • The next section should be suitably titled to your discipline: Readings/Publications, Exhibitions, or Performances, etc. List the activities by their date, starting with the most recent. Also include community centers, conferences, or neighborhood gatherings where you presented work for the public to see.
  • Awards and Collections (or other medium specific forms of recognition): Under this heading, list awards and other recognition you have received for your work.
  • Other headings you may want to include in your resume are: Employment, listing any arts related job experiences; Presentations/Artist-in-Education/Workshops which you have taught or attended, including residencies in schools; Residencies in which you have taken part; Commissions which you have received; or Panels and Committees on which you have served
  • Helpful action words to use to make your resume more effective are: arranged, assembled, coached, compiled, conducted, critiqued, demonstrated, designed, educated, gathered, guided, helped, implemented, interviewed, lectured, painted, presented, and preserved.




Preparing Work Samples:




Digital Files





Image Formatting Saving your Image as a JPEG:

If your image is saved in a format other than JPEG (.tiff, .psd, .pict, etc.) it will not work. You can save your image as a .jpg in multiple ways. In Photoshop and most other image editing programs, you can go to File > Save for Web and Devices in the menu. Notice the box that allows you to set quality. In general, a higher quality setting (70 – 90) is better, so long as the size is less than 1.8MB (it should be significantly less). Be sure that “sRGB” is checked on, and that you save as a Jpeg, not a gif.

Preparing and Resizing Images: Overview

To resize your image so that it conforms to the 1920 at the longest dimension protocol you will need photo-editing software that can resize images, change image resolution, create new images, and save images as JPEGs. The steps will vary depending on the photo editing program you are using; see Resources section for photo-editing software options. Below are generalized instructions for Photoshop:

Photoshop Tips

  1. If possible, it is best to start out with an original uncompressed image file that has been prepped and is at minimum no less than 27 inches or 1920 pixels after cropping, adjusting contrast, adjusting color, sharpen, etc. Nearly all cameras will produce images much larger than 1920@72ppi, so this should be no issue.
  2. You will be adjusting these files to meet the image specification size by following the steps below.
  3. Open the file in Adobe Photoshop.
  4. Go to Image – Image Size to open the Image Size dialogue box.

5. Set Resolution to 72 ppi (pixels per inch); Uncheck “Resample Image,” before you change the resolution. Afterwards, recheck ”Resample Image.”

  1. Identify the longest dimension (make sure “Constrain Proportions” is checked) and set it to 1920 pixels. This will generally be a reduction in size.
  2. Click OK.
  3. Save for Web – Go to File – Save for Web and other Devices to open the Save forWeb dialogue box.
  4. Make sure the Setting is JPEG
  5. Quality should be between 70-90
  6. Click Save
  7. Make sure sRGB is checked.
  8. Save Optimized image as JPEG in a folder that is easy to find onyour computer.
  9. Name it something easy to remember, like jeromeimage1.jpg.
  10. Click Save (leave all other options as is, i.e., format, settings,
  11. You are now done with the first image. Now repeat these steps for the rest of theimages you plan to upload to your application.
  12. Save it as a JPEG file format. Name the file correctly including the .jpg file extension.

Don’t wait until the last minute! If everyone is trying to upload their application at 11:55 a.m. on the application deadline date, the system may not be able to accommodate all of the uploads. Please plan ahead and give yourself time in case something goes wrong.

Image Format

The only file type that will upload is the JPEG file format, with a file name that ends in the .jpg file extension. Files should be in sRGB color mode, not CYMK, which will not display correctly on screen.

Large Images

Although our system will accept larger image files, it does have limits. Larger images will also take longer to upload. If you correctly size your files and save at a moderately high level of quality, you should have more success. Images should not be larger than 1.8 MB.

Connection Errors

There may be certain times of day when uploading an image works better than others. You may notice a difference in upload times between images of the same size. This variability comes from the nature of the Internet, and may be due to one or more of several factors, including:

1. Bandwidth: Several applicants trying to upload images at the same time, or overall heavy internet traffic can make things slow – try uploading again at a different time.

2. Connection: A bad connection between your phone, wireless, cable, or network and your ISP (internet service provider) may be the problem – by disconnecting and


reconnecting to the internet, you may be able to establish a better connection. 3. Firewall software or Proxy server: If you are using a firewall program like Zone Alarm

or Norton System Works, you may want to turn off the software while you are

4. Memory: Restarting your computer and clearing your browser’s memory cache will

free up memory and may speed things up. It’s also a good idea to quit from other applications before uploading, since these use up available memory as well.

Video Uploading on YouTube

The information you need to upload to YouTube will be found on their website:

To get started uploading videos on YouTube, follow the steps below:

  1. Sign into YouTube (or create an account).
  2. Click the Upload link at the top of the page.
  3. Select the video you’d like to upload from your computer.

Once the upload is completed YouTube will send you an email to notify you that your video is done uploading and processing.

Digital Files

What is a JPEG (.jpg)?

A JPEG is a digital image format for on-screen viewing. JPEGs allow file sizes to be very small without much loss in quality. The Windows suffix for a JPEG is .jpg. JPEGs support over 16 million colors, but slightly “distort” the image to compress the file size. For most photos, the human eye cannot tell the subtle changes in color, but along straight edges and in pictures with large solid colors, distortion can become very apparent.

When you save a file as a JPEG, you will be offered a choice between different levels of compression. You may want to test different levels before uploading your files to maximize quality while uploading the smallest files size possible (which takes less time). Where this setting is located varies with different image software, but most have a 1-100 quality setting that you can set (some use 0-10 or 0-12). Higher quality means less distortion but larger files. It is important to find a balance between the two remembering that files under 500 KB seem to work best.

If you are using Photoshop, you should use the “Save for Web…” option from the “File” menu. This feature further reduces the file size by omitting the thumbnail and preview from the .jpg file, which are not used on the web. When using the “Save for Web…” option, be sure to choose JPEG for the compression format.

Also make sure to save all files in RGB color mode, as CMYK will not display correctly for the jury.

Please note: Since a JPEG is a compressed file it will re-compress each time you save it. This will cause repeated reductions in file size and ultimately degrade the quality of


the image. You should save your images as Photoshop (.psd) or TIFF (.tiff) files while you are working on them and then save them as JPEGs when you are ready to upload.

How does resolution/image size work in a digital image?

A digital image is made of pixels, little pieces of visual information that are square and uniform in size. When a scanner digitizes a print, slide, or negative, it acts like a digital camera converting the image into pixels.

Resolution is measured for digital images by the number of pixels in each square inch of the image, ppi (pixels per inch). Fewer ppi (a lower resolution) makes each pixel larger, revealing to the eye that the image is made up of little squares (the ugly effect called “pixilation”). More ppi – a higher resolution – reduces the size of each pixel, and the image will look sharper. High-resolution images are required for enlarging the image onscreen or printing the file. Images with a lower resolution, like those on Internet sites, are better suited for viewing on a computer monitor, which has a set number of pixels per inch (72 ppi) that it can display.

When you work with a digital image, you have the option to change the size of the image and the resolution. These settings will appear in the “Image Size” dialog box available from the “Image” menu in Adobe Photoshop. You also have the option of setting these parameters when you use a scanner or a digital camera. It is easy to reduce the size and resolution of an image without drastically reducing its apparent quality. Even an extremely low-resolution image will look fine if it is very small, because the number of pixels per inch will meet or exceed the resolution of the display. Things get ugly when you try to enlarge the image beyond the limits of its original resolution.

Shoot or scan your original image at a higher resolution and/or a larger size than the final output requirements. You can reduce your final image to the size and resolution required – 1920 pixels at the longest side with 72 pixels per inch. Standardizing submissions at that size and resolution guarantees that we will not need to adjust your image.

Why are you measuring in “ppi?” Isn‘t it “dpi?”

Dots per inch (dpi) are a measure of image resolution used for printing. It’s the number of dots of ink the printer drops on each square inch of paper. Your application will be viewed on a computer screen, where resolution is measured in pixels.

Are the jury’s computers properly calibrated for color?

While there is no way to guarantee that the color settings on the jury’s computers will exactly match yours, we will instruct the jurors to view your images on a monitor calibrated to Adobe (1998) RGB, which is the current standard. This will ensure a nearly uniform color as possible. If there are color effects vital to your work that you feel are lost in translation to a digital image, point them out in your annotated image list.

How should I go about creating and saving digital images of my work?

You have many options. Regardless of which you choose, don’t approach this process any differently than you would prepare slides to submit to a jury. It is possible to engage the services of a professional for any part of preparing the images, and you can learn to do any part for yourself. Before you start, consult a good book on digital photography and imaging. Even if you have no intention of ever touching a computer, familiarizing


yourself with the terms and techniques involved will reduce the potential confusion and frustration involved in learning a new technology.

First, you will need to create digital images of your work. There are three basic ways to do this:

1. Shoot slides or negatives of your work and have the images digitized when you are having the film developed by the service printing your slides. Most services that develop professional quality slides have this capability. Tell them what you need and if they can’t provide it for you they should at least be able to suggest somewhere that can.

2. Scan existing slides or photo images. This is more expensive than having them made at the time they are originally developed, but is a practical option for digitizing existing documentation of work that you don’t want to photograph again. Most professional- quality photo-services that deal with slides will be able to do this for you. Kinko’s also offers this service. Be sure to have your images scanned at a high resolution. You can always reduce the resolution later, but you can never increase it beyond the quality of the original scan.

3. Shoot digital photographs of your work. If you are used to making your own slides and have access to a professional quality (5 megapixel or higher) digital camera, this may be a good option. Unless you are comfortable and familiar with the process of taking professional-quality digital images, you should consider having this done professionally. Many photographers, studios and photo-service providers shoot digitally now; with a little research you should be able to find one nearby.

Then you will need to edit and format your images. How you do this depends on how comfortable you are working with computers and digital images and what your development service can do for you.
Some photo-service providers will be able to correct and size your images and burn them to a CD. Others may only be able to give you the raw digital files, requiring you to size and save them on your home computer or somewhere else, like Kinko’s or a local computing center. You will need to research your options, which will vary depending on where you live, how tech-savvy you are, and how much you are willing to spend.

One of the advantages of computer technology is that it is rapidly becoming very widespread, so there are many ways to get access to the technologies you need. Most professional photo services will be able to do most or all of the work of digitizing your images. Many public libraries have computers available for public use. Public agencies and community organizations often offer computer services. Service providers like Kinko’s or a local Internet cafe offer varying levels of technology access and support.

What type of software will I need for my images, re´sume´ and statement?

To size and save your images, you will need use a computer equipped with a recent version of Adobe Photoshop, or another imaging program like Corel Paint Shop Pro or Microsoft Digital Image Suite.

For the re´sume´ and artist statement, you will need Microsoft Word, or another word- processing program that can save a SimpleText (.txt) or Rich Text (.rtf) file, like


ClarisWorks, WordPerfect, TextEdit, or Adobe Acrobat Pro. Your re´sume´ and artist statement should be 500 KB or smaller.

When you apply online, you will create the image list by entering text into fields when you upload your images.