More applications are rejected for missing materials than for weak work. Use this checklist before every submission to make sure nothing falls through the cracks.

Before you start

  • Read the full call carefully. Not the summary — the actual guidelines page. Note the word/page limits, file format requirements, and any specific questions they ask. Programs like Skowhegan and MASS MoCA have very specific application requirements that differ from the norm.
  • Check eligibility. Some residencies are limited by nationality, career stage (emerging/mid-career), discipline, or age. Don't waste your time or theirs if you don't qualify.
  • Note the deadline — including the timezone. Some close at midnight EST, others at 11:59 PM in the program's local time. Submittable and SlideRoom typically show the timezone clearly, but double-check.
  • Check the application fee. Budget for it. Most range from $0–$50, but some go higher. Fee waivers are sometimes available — ask if you need one. Many programs are happy to provide them but don't advertise it.

Written materials

  • Artist statement (250–500 words typical). Tailored to this specific program. See our artist statement guide for detailed advice.
  • Project proposal / work plan. Not all residencies require this, but many do. Be specific about what you plan to make, research, or explore during the residency. 1–2 paragraphs is usually sufficient.
  • CV or resume. Art-world CV format: education, selected exhibitions, residencies, grants/awards, publications. Keep it to 2 pages max. For early-career artists: include relevant non-art experience if it connects to your practice.
  • References (usually 2–3). Professional references who can speak to your work and studio practice. Ask permission in advance — don't surprise people. Former residency hosts, professors, gallery directors, and collaborators are all appropriate.

Work samples

  • Images (typically 10–20). JPEG format, 72 dpi, at least 1920px on the longest side. Most platforms accept up to 5MB per image. Label files: LastName_Title_Year_01.jpg.
  • Image list / annotations. Title, year, medium, dimensions, and a brief description for each work. Some platforms have built-in fields; others ask for a separate PDF.
  • Video/audio (if applicable). Usually Vimeo or YouTube links with passwords. Keep total run time under their stated limit (often 5–10 minutes). Test your links from an incognito browser.
  • Writing samples (for writers). Check the page/word count limit. PDF format, 12pt font, double-spaced unless otherwise specified. Include your name and page numbers in the header.

Logistics to figure out

  • Dates you're available. Many programs ask for preferred session dates. Know your schedule before you start the application.
  • Budget — can you afford the fee + travel + living costs? See our funding guide for help covering costs. Factor in lost income if you're taking time off work.
  • Passport validity (international programs). Must typically be valid 6+ months beyond your return date. See our international guide for visa and insurance details.
  • Special needs or accommodations. Studio space requirements, accessibility needs, dietary restrictions, pet policies. Ask before you apply if it's a dealbreaker.

Before you hit submit

  • Proofread everything. Typos in your artist statement signal carelessness. Read it aloud one more time.
  • Check file sizes and formats. Rejected uploads are the #1 cause of incomplete applications. Test-upload one image first if the platform allows it.
  • Confirm all links work. Open every URL you've included in an incognito/private browser window.
  • Save a copy of your complete application. Screenshot or PDF the confirmation page. You may need to reference it later or reuse materials for future applications.
  • Submit at least 24 hours early. Servers crash on deadline day. Don't be the person emailing at 11:58 PM asking for an extension.

Pro tip: Keep a master folder with your evergreen materials — CV, headshot, general artist statement, and your best 20 work sample images. When a new deadline comes up, you'll only need to write the tailored pieces, not start from scratch every time. RMAR Pro lets you store your portable artist profile so it's always ready.