Changing images or information in a ZAPP application

Changing images or information in a ZAPP application

This came up a few times over the past two days with New Orleans Jazz Festival deadline yesterday and Cherry Creek deadline tonight.

Juried Art Services allows changing anything in an application up until midnight on the date of the deadline. If there is an extended deadline, you can still change images up until midnight of the extended deadline date.

ZAPP on the other hand doesn't have that option. Once you submit an application, your application becomes locked and nothing can be changed. Your only option is to contact the show and ask them to set your application to incomplete or exception, make the changes and then press the "my changes are complete" button. Interesting in that they have the button but no way to make the changes without jumping through hoops.

Why would you want to make changes to your application? You might have newer work and want to use those images. You might have forgotten to add the required data to your images, and now can't because the images are committed.

Shows have been very accommodating to artists who want to make changes. But now we're coming down to the last few hours and it's after office hours in the city where the show is located. My original suggestion to ZAPP was to keep applications open until noon the day after the deadline so artists had someone to call if there was an issue at the last moment. They've never taken me up on that suggestion, so here's what I recommend doing. Call the show and leave a message and e-mail the same, no matter what time it is. Let them know you'll be calling first thing in the morning. Usually shows will create a window giving you a few hours to make changes and press that "my changes are complete button."

In the event you've forgotten to add the required information to your images but the images are committed, which means locked from making changes. Press the "duplicate" button under the thumbnail. It creates a duplicate image that you can add the required information to. Then substitute the duplicate for the original in your application, when the show frees it up for you to make the change. I suggest changing the name of the duplicate image so you can differentiate it from the original in your list of thumbnails when you choose new images for your application. If I've duplicated any images for myself or artists that I work with, I add the word new after the title of the piece to make it easy to see the difference.

Larry Berman
http://BermanGraphics.com
412-401-8100

Hello Larry,

Thank you for thoroughly explaining how artists can access and make changes to their applications; this information is especially important as the 2012 application cycle picks up steam! I wanted to address a few of your points and hopefully help shine some light on some of the items you address.

As you mention, applications submitted through the ZAPPlication® system can be accessed via the Incomplete (pre-deadline) or Exception (post-deadline) statuses. These two statuses exist solely to allow application modifications. Administrators, especially those who receive a higher volume of applications, often utilize the entire application cycle to review applications and images as they come in. Allowing artists to modify images or application questions up to or after the deadline impedes this review process. Most calls have a large window of time (usually 30 days or more) during which the application is open to allow time for artists to apply, administrators to review, and any necessary adjustments to occur. Many events choose to run their jury processes by showing the images of the earliest submissions first to further encourage applicants to take advantage of this timeline.

ZAPP® encourages events to clearly outline show rules and image expectations in each event prospectus. Uploading/duplicating images––as you suggest––and filling out applications specific to each event's policy, is an excellent way to ensure the images meet the specifications listed in the event's prospectus (e.g. if no names are allowed, prices are required, etc.). Artists who use the ZAPP® system are able to access and view the event prospectus before, during, and after applying to the event.

I would also like to note that events are responsible for setting their dates, deadlines, and policies, including extending deadlines or allowing late submissions. Many events do contact artists who applied just prior to the deadline and allow them a window of time for fixes, should the details have accidentally been overlooked.

I hope this information is helpful in providing more detail in addition to what you have already stated above.

Have a nice weekend,
Leah Charney
ZAPP® Program Manager

Replies

Barry Bernstein December 2, 2011 at 9:44pm

I had an interesting experience and a first after applying to the New Orleans Jazz Festival show. I posted in my artist description that I am influenced by the Northern Lights that can be seen regularly in Michigan's Upper Peninsula sky. Apparently, this was not "blind" enough for the committee, so they changed my application to incomplete, which allowed me to modify my app to leave out the location. It was easy to do so and I notified them of the change and they changed my app status from incomplete to received. Easy peasy. I wish there was a mechanism to modify our application up until the day of the judging. Sometimes I have a better image after the deadline but before the judging and it would be nice to be able to add that image.
- Larry Berman > Barry Bernstein December 2, 2011 at 9:49pm
  
  What if you lived in Florida and was influenced by a picture of the northern lights? What if you put down that you were influenced by the blue sky. Because you lived on the earth, would that make you identifiable? Might they be a little too anal in their enforcement of the no identification rule?
  
  Larry Berman
  http://BermanGraphics.com
  412-401-8100
ZAPPlication December 2, 2011 at 7:05pm

Hello Larry,

Thank you for thoroughly explaining how artists can access and make changes to their applications; this information is especially important as the 2012 application cycle picks up steam! I wanted to address a few of your points and hopefully help shine some light on some of the items you address.

As you mention, applications submitted through the ZAPPlication® system can be accessed via the Incomplete (pre-deadline) or Exception (post-deadline) statuses. These two statuses exist solely to allow application modifications. Administrators, especially those who receive a higher volume of applications, often utilize the entire application cycle to review applications and images as they come in. Allowing artists to modify images or application questions up to or after the deadline impedes this review process. Most calls have a large window of time (usually 30 days or more) during which the application is open to allow time for artists to apply, administrators to review, and any necessary adjustments to occur. Many events choose to run their jury processes by showing the images of the earliest submissions first to further encourage applicants to take advantage of this timeline.

ZAPP® encourages events to clearly outline show rules and image expectations in each event prospectus. Uploading/duplicating images––as you suggest––and filling out applications specific to each event's policy, is an excellent way to ensure the images meet the specifications listed in the event's prospectus (e.g. if no names are allowed, prices are required, etc.). Artists who use the ZAPP® system are able to access and view the event prospectus before, during, and after applying to the event.

I would also like to note that events are responsible for setting their dates, deadlines, and policies, including extending deadlines or allowing late submissions. Many events do contact artists who applied just prior to the deadline and allow them a window of time for fixes, should the details have accidentally been overlooked.

I hope this information is helpful in providing more detail in addition to what you have already stated above.

Have a nice weekend,
Leah Charney
ZAPP® Program Manager
Ruth Finkenbiner December 2, 2011 at 12:25pm

Larry - we have several older images in ZAPP that show as committed for old applications. I wanted to delete some of them, any suggestions on how to delete committed images for old applications?
- Larry Berman > Ruth Finkenbiner December 2, 2011 at 12:27pm
  
  Archive all the shows on your My ZAPPlication page. That frees the images up that are connected to those shows.
  
  Larry Berman
  http://BermanGraphics.com
  412-401-8100
Jan Raven December 2, 2011 at 11:26am

Thanks for posting the info! I already knew about this, but I am certain many others do not. This is the type of post that should just be reposted a few times a year.

This reply was deleted.