The open call is a nice gesture: by stepping out of one’s own boxes and networks, you will achieve a fascinating learning process. To achieve this goal, we provide a checklist of focal points and potential pitfalls coupled with tips and examples.
With an open call, an organisation opens itself up to new and unexpected proposals. Open calls are often used for grants, vacancies, auditions, creation commissions or prizes, as well as research and development programmes such as residencies, summer schools, conferences and more.
Such calls challenge an organisation to think about what exactly it is looking for, to formulate it clearly and openly, and to identify all preconditions beforehand. This leads to several proposals, and the subsequent discussion helps to make a supported choice.
Before working out an open call, it is good to reflect on the following questions.
Only opt for an open call if you can actually make it open, so that submitters get a fair and equal chance. After all, candidates invest time in this and nurture expectations. Developing a call openly, transparently, inclusively and fairly requires attention and time. Have you provided that time and space?
Open calls do not preclude you from drawing the attention of candidates you consider suitable to those calls and encouraging them to participate, provided the procedure is objective and every proposer is given equal opportunities. You can also choose someone directly if there are good reasons to do so. Do bear in mind any criticism: after all, by recruiting from within your own circle, you are denying other potential candidates opportunities.
Tip: step outside your own circle and network by working with a diverse steering committee, which in turn can propose candidates of their own.
When commissioning professional artists and art workers, provide correct remuneration, as well as sufficient budget for any other expenses. Furthermore, the initiator is obliged to fulfil all employment conditions, such as a written agreement, internal regulations, guarantee of integrity, etc.
Sometimes candidates have to bring in their own funds or find partners. Check whether these conditions are feasible, and bear in mind that potential candidates may be excluded by this.
Do candidates have to pay to submit (such as for workshops, residencies or summer schools)? Then make sure that this price is fair and reflects the actual costs. If necessary, provide scholarships for interested applicants who can demonstrate that they are under-resourced.
Finally, ensure that the selection procedure and the start of the cooperation are transparent: go through all the phases with the chosen candidate(s), feedback regularly and record these moments in advance.
Consider whether your appeal is feasible for everyone, regardless of (and not limited to) gender, ethnicity, age, education or disabilities.
For example, are all rooms physically accessible to everyone?
Are the expected activities accessible to the blind and visually impaired, deaf and hard of hearing? For applicants who are neurodiverse?
Will everyone feel welcome and safe?
Can candidates who have caring responsibilities (for children, partners, parents) apply?
Is there some flexibility, and can unforeseen needs be discussed?
Do you provide counselling if needed, and is there a budget for inclusion measures?
Read our advice on working inclusively in the arts. For this, you can also consult an experienced expert who will review the activity for which you are seeking candidates and give suggestions on how to make it inclusive for different potential candidates.
Remember that sometimes certain activities and calls are not suitable for all candidates, despite all sincere efforts. Remain transparent about this every time.
Are the activities you are calling for sustainable in terms of travel, infrastructure, materials and food?
Is time and financial ‘space’ provided for using trains, carpooling or public transport for (international) travel?
Are the spaces and materials provided ecologically sound in terms of energy and recyclability?
Do you choose food that is not harmful to the environment? Is there knowledge and budget for this?
Tip: on the website of Cultuurzaam you can find toolkits for a sustainable cultural sector.
An open call involves promises: think procedures, spaces, guidance, participation, remuneration, budget, …. Weigh thoroughly whether you can deliver on those promises.
There are many decisions to be made, while resources and possibilities are sometimes limited. Try to be transparent about what is possible, so that selected candidates do not feel cheated afterwards.
