Artist Guide

Each Bird Swatch Archive exhibition opens through a published Open Call. The Open Call describes the theme, eligibility, accepted media, submission limits, dimensions, application fee, and key dates for that exhibition.

Applications are submitted online through the Artist Workspace. An application may be saved as a draft and completed later; it is only considered submitted once the application is complete and the application fee has been paid.

A typical application includes:

• Artist details, including legal name and contact email
• An artist statement
• Artwork details for each submitted work
• One image for each artwork
• Confirmation of each eligibility statement
• Payment of the application fee, where one applies

Bird Swatch Archive Exhibitions are open to artists working in a wide range of media, at any stage of their practice, unless an individual Open Call states otherwise.

Work must be original, created by the applying artist, and not previously exhibited with Bird Swatch Archive. Artists confirm eligibility as part of the application.

Age requirements, residency requirements, and any additional conditions are stated in the Open Call for each exhibition.

Submitted work should be complete, exhibition-ready, and accurately described. The artwork exhibited must be the artwork reviewed and accepted; substitutions are made only through the availability and replacement process described below.

Each submitted work requires a title, year, category, medium, dimensions, and an estimated packaged weight.

Maximum dimensions, depth, packaged weight, and framing or presentation requirements are set by each exhibition and published in its Open Call.

Unless the Open Call states otherwise, work should arrive ready to hang or display, with secure and appropriate hardware. Work that cannot be safely installed as delivered may not be exhibited.

One image is required for each submitted artwork. Images should show the complete work, in focus, evenly lit, cropped to the edges of the piece, and free of watermarks, borders, and backgrounds that obscure the work.

Accepted formats are JPEG, PNG, and WebP. Application images remain private throughout review. Accepted artists are asked to supply high-resolution images during onboarding for exhibition listings and promotion.

Artists set the retail price for each work offered for sale, in US dollars. Prices should reflect the artist's established pricing and remain consistent with prices offered elsewhere.

Prices are confirmed during onboarding and, once confirmed, remain fixed for the duration of the exhibition. Work may also be presented as not for sale where an exhibition allows it.

Where an exhibition offers work for sale, Bird Swatch Archive presents the work, handles collector checkout, and manages the sale record. The commission and artist share that apply to a sale are stated in the Artist Exhibition & Sales Agreement and in the exhibition's Open Call.

Sales terms, including how sales tax and shipping are handled, are described in the applicable agreement and policies.

Bird Swatch Archive uses an artist-to-collector fulfillment model. Accepted artwork remains with the artist throughout the exhibition. When artwork sells, the artist ships it directly from their studio to the collector through the Bird Swatch Archive fulfillment process.

The collector pays shipping separately at checkout. Shipping is calculated separately from the artwork price, is not part of the commissionable sale price, and is not deducted from the artist's 75% share of the artwork sale price. Applicable taxes are also excluded from the commission calculation. Bird Swatch Archive retains 25% of the artwork sale price.

Do not ship until Bird Swatch Archive has confirmed the sale and activated the fulfillment task in the Artist Workspace. Use the shipping label provided through Bird Swatch Archive and ship within 5 business days once fulfillment is activated.

Freight, white-glove delivery, specialized transport, and custom nonstandard shipping methods require advance approval from Bird Swatch Archive.

Inspect the artwork before packing and pack it safely and professionally. Confirm requested package information and follow the designated carrier's requirements.

Appropriate protection may include:

• Archival glassine or another suitable surface barrier
• Corner protection
• Bubble wrap or equivalent cushioning
• Rigid board
• Properly sized shipping cartons
• Interior void fill
• Double boxing when appropriate

Packing materials must not touch the artwork in a way that could damage its surface. Photograph the artwork and completed packaging before shipment when requested or useful for condition documentation.

Use the provided Bird Swatch Archive shipping label, obtain proof of carrier acceptance, and retain packing and shipment documentation until the transaction is complete.

Eligibility and shipping territories are set by each exhibition's Open Call. International artists should confirm the exhibition's eligibility and shipping requirements before applying.

Do not arrange international delivery, customs handling, or nonstandard transport independently. Any exception requires advance approval from Bird Swatch Archive; follow the approved fulfillment instructions and applicable carrier requirements.

Applications are reviewed after the application deadline. Review may be conducted by Bird Swatch Archive, by an invited juror, or by both, as described in the Open Call.

Where blind review applies, artist identity is withheld from the reviewing juror. Jurors declare any conflict of interest, and works subject to a conflict are handled separately.

Selection decisions are final. Application fees are not refundable once an application has been reviewed, except where a specific policy provides otherwise.

Accepted artists are notified by email and asked to complete exhibition onboarding, which generally includes:

• Signing the Artist Exhibition & Sales Agreement
• Confirming final artwork information
• Providing high-resolution artwork images
• Confirming approved pricing
• Providing requested package and shipping information

Accepted artwork stays with the artist. Do not ship before a sale is confirmed and the Artist Workspace fulfillment task is activated.

Onboarding must be completed by the stated deadline. A place in an exhibition may be released if onboarding is not completed in time.

Before an exhibition opens, artists are asked to confirm that each accepted work is still available and unsold.

If a work is no longer available, the artist should respond promptly. Depending on the exhibition and the timing, Bird Swatch Archive may accept a comparable replacement work or withdraw the work from the exhibition.

Each exhibited work is presented with its title, year, medium, dimensions, price where applicable, and the artist's name. Artist statements and biographical information may also be published.

Artists are responsible for the accuracy of the information they supply. Corrections can be requested through the Artist Workspace.

Bird Swatch Archive may use submitted images, artwork information, and artist names to promote the exhibition across the site, email, and social channels, with credit to the artist.

Artists are warmly encouraged to share the exhibition with their own audiences.

Exhibited work remains in the exhibition for its full run unless Bird Swatch Archive agrees otherwise in writing.

While an exhibition is live, artists can follow their listings, sales, and fulfillment status in the Artist Workspace.

When artwork sells, Bird Swatch Archive records the sale, confirms payment, notifies the artist, and manages the collector-facing order workflow. Artists must not ship until Bird Swatch Archive has confirmed the sale and activated the fulfillment task in the Artist Workspace.

Once fulfillment is available, complete these steps in order:

• Review the order information
• Confirm the artwork condition
• Review package and shipping requirements
• Professionally pack the artwork
• Download and use the shipping label provided through Bird Swatch Archive
• Ship within 5 business days
• Deliver the package to the designated carrier
• Obtain proof of carrier acceptance
• Retain packing and shipment documentation until the transaction is complete

Bird Swatch Archive manages label generation, tracking integration, collector tracking notifications, collector communication, delivery issue coordination, damage and loss review, and payout eligibility.

Artists should not sell an exhibited work independently while it is on view.

Tracking is handled through the Bird Swatch Archive fulfillment and order system. Use the designated carrier and the provided shipping label, obtain proof of carrier acceptance, and retain shipment documentation.

Delivery status comes from the designated carrier and the Bird Swatch Archive tracking workflow. Do not manually mark artwork as delivered based only on an estimated delivery date. Bird Swatch Archive manages collector tracking notifications and delivery communication.

Notify Bird Swatch Archive promptly if artwork is delayed, lost, damaged, or otherwise affected during delivery. Do not independently negotiate with the collector or issue a refund or replacement.

Bird Swatch Archive may request:

• Pre-shipment artwork photographs
• Packing photographs
• Completed package photographs
• Carrier acceptance documentation
• Tracking records
• Collector-supplied damage photographs
• Other claim documentation

The collector damage-reporting window is 48 hours after confirmed delivery. A reported issue may temporarily place the artist payout on hold while Bird Swatch Archive coordinates review under the Shipping, Damage & Loss Policy.

The artist receives 75% of the artwork sale price. Bird Swatch Archive retains 25% gallery commission. Shipping charges and applicable taxes are excluded from this calculation and are not deducted from the artist's 75% share.

Artists are not paid immediately after a sale. Payout eligibility requires:

• Payment successfully confirmed
• Artwork shipped
• Valid tracking recorded
• Carrier-confirmed delivery
• The 48-hour damage-reporting window completed
• No unresolved delivery, damage, refund, or dispute issue
• All other applicable Artist Agreement and payout requirements satisfied

Eligibility does not mean immediate transfer; payment follows the applicable payout schedule. Payment timing, holds, and tax-document responsibilities are described in the Artist Payout Terms. Artists are responsible for keeping their payment details accurate.

Bird Swatch Archive manages collector communication for exhibition sales, including confirmations, tracking notifications, delivery updates, delivery issue coordination, and damage or loss review.

Artists must not independently contact collectors to change shipping arrangements, request additional payment, negotiate delivery terms, issue refunds, or negotiate damage claims. Direct questions and delivery concerns to Bird Swatch Archive through the Artist Workspace.

An artist may withdraw an application before the application deadline. Application fees are not refundable once an application has been reviewed.

After acceptance, work may only be withdrawn with the agreement of Bird Swatch Archive. Withdrawing accepted work after an exhibition has been announced may affect eligibility for future exhibitions.

The following documents govern participation and are published in full:

• Artist Exhibition & Sales Agreement
• Application Terms
• Shipping, Damage & Loss Policy
• Return & Cancellation Policy
• Artist Payout Terms
• Privacy Policy

Every exhibition publishes its own dates in its Open Call, including the application deadline, notification date, onboarding and shipping deadlines, and the exhibition run.

Deadlines are stated in Eastern Time. Artists should check the Open Call for the exhibition they are applying to rather than relying on dates from a previous exhibition.

Questions about an application, an accepted work, shipping, or a payment can be sent to Bird Swatch Archive. Please include the exhibition name and the application or order number where possible.

General questions about the archive are answered in the FAQ.

Bird Swatch Archive Exhibitions exist to give careful, generous attention to work that looks closely at the world. We read every application, and we are grateful for the time and care artists put into submitting work.