Culture Cloud – Part 10 Receiving and Judging
After setting up the registration site, entries started flooding in instantly. We actually ended up getting a lot more entries than predicted – 906 compared to 200/300!
It could be said that this was due to effective marketing of the project and through our links with 8 art organisations across the UK. These organisations promoted the project throughout their wide reaching networks and displayed our flyers in their venues.
NAE launched an e-flyer campaign from the mailing list and advertised in major art magazines such as Art Monthly, Artshub and visual art websites such as AXIS and Arts Council England. Additional exposure like an article in the Guardian also helped.
The registration process ran very smoothly due to the ease of use of the registration site and the simplification of the process. The terms and conditions really helped clarify the legal side, so that applicants fully understood what they were singing up for and the stages of the whole competition.
With the vast amount of entries received and the limited time frame, we needed to judge the works quickly and efficiently. Our task of processing the works suddenly became a daunting one. But due to the ease of use of Jotform, producing a single excel sheet with all entries on one page, it made it a bit easier. We then used Mail Merge to transfer to works to PDF format for easy viewing and judging.
The process would take a while, so we decided to lock 5 judges in a room for 3 days. The NAE judging team consisted of Skinder Hundal (Chief Executive), Melanie Kidd (Director of Programmes), Armindokht Shooshtari (Executive and Projects Assistant), Shaden Meleas (European Volunteer) and Patrice Puchaux (European Volunteer).
Once the judging was completed and the top 100 art works were selected, we had to process them in one form to get to Artfinder. The timing of this was very tight. This process required us to email the contacts and get additional information from them about the pieces. On reflection, maybe we could’ve added the additional fields into the registration form. I also realised that there was a setting in Jotform that meant any uploaded content could be automatically connected to an ftp and added to a folder. This removed the need to download each image individually and as a result, freed up some time for other tasks including proof-reading. Isn’t hindsight a wonderful thing?
The information had to be submitted within a tight deadline. Reasons for this were that when creating the site, Artfinder were also creating an ebook that had to be submitted to Apple for approval. Also we were a small team and the number of entries we had to trawl through to extract the information was a lot more then we predicted.