Art documentation photographer · Harlem studio · Trained at the Pennsylvania Academy of the Fine Arts
Preparing artwork for a gallery submission can feel overwhelming, especially if it is your first time. Galleries, residencies, and grant programs each have specific requirements for how your work should be presented. Getting these details right can make the difference between acceptance and rejection.
This checklist walks you through every step of preparing a strong gallery submission, from photographing your work to writing your artist statement. Whether you are applying to a group show, an open call, or a juried exhibition in New York City, these tips will help you put your best work forward.
Step 1: Understand the Gallery Submission Requirements
Before anything else, read the submission guidelines carefully. Every gallery has different requirements, and failing to follow them is the most common reason curators reject applications. Pay close attention to image specifications, file formats, size limits, and naming conventions.
Most galleries require high-resolution JPEG or TIFF images with accurate color profiles. The standard is usually 300 DPI at the actual artwork size, or at least 1920 pixels on the longest side for digital review. For example, some institutions listed on CaFE (Call for Entry) have very specific upload requirements that you must follow exactly.
Step 2: Get Professional Documentation Photography
The quality of your artwork images is often the first thing a curator notices. In other words, poorly lit, blurry, or color-inaccurate photos can undermine even the strongest work. This is where professional art documentation becomes essential.
A professional art documentation photographer uses calibrated equipment, controlled lighting, and color reference cards to capture your work exactly as it appears in person. At Carlson Art Photography, we specialize in creating gallery submission images that meet the highest standards required by curators and institutions.
Step 3: Prepare Your Image Files
After a professional photographer captures your artwork, you need to prepare the image files according to the gallery submission guidelines. Here is what most galleries expect from your image files.
File names should follow a standard format, typically: LastName_Title_Year.jpg. Save your images in the correct color space, usually sRGB for web submissions or Adobe RGB for print. Crop each image cleanly with no background distractions, and ensure the white balance accurately represents your work.
Step 4: Write a Strong Artist Statement
Your artist statement is your chance to provide context for your work. Keep it concise, usually 150 to 300 words. Focus on what drives your practice, the themes you explore, and the materials or processes you use. Avoid jargon and write in a voice that feels authentic to you.
Many artists find it helpful to have someone else review their statement before submitting. A fresh set of eyes can catch awkward phrasing or unclear ideas that you might miss after working on it for hours.
Step 5: Compile Your CV and Supporting Materials
Most gallery submissions require an artist CV that lists your exhibition history, education, residencies, awards, and publications. Format it cleanly and keep it current. If you are early in your career, focus on what you have accomplished rather than padding it with irrelevant experience.
Some applications also ask for a project proposal, a bio, or references. Have these materials ready in advance so you are not scrambling at the deadline. For more guidance on what galleries expect, check out our article on why professional art documentation matters for gallery submissions.
Step 6: Review Everything Before Submitting
Before hitting submit, go through your entire application one more time. Confirm that you have properly named all images and that they meet the size requirements. Verify that your statement and CV are free of typos. Additionally, make sure you have filled in every required field and have not exceeded any word or file count limits.
It also helps to have a trusted friend or mentor review your application. They can catch mistakes and offer suggestions for strengthening your presentation. A polished, complete gallery submission shows professionalism and respect for the gallery’s process.
Need Help With Your Gallery Submission Images?
Getting your artwork professionally photographed is the single best investment you can make in your gallery submission. At Carlson Art Photography, we work with emerging and established artists throughout New York City to create high-resolution, color-accurate images that meet any gallery’s requirements.
We understand what art documentation requires because we work with art every day. From fine art printing to digital file preparation, we handle everything so you can focus on your creative work. Schedule a session or call us at 646-484-8312 to get started.