License ZAPP


The ZAPP™ Advantage

ZAPP™, also known as ZAPPlication™, is a one-stop, universal online application system that allows artists to upload high-resolution digital images of their artwork and apply to participating art shows, festivals, and fairs. This web-based system, www.zapplication.org, enables the staff of art shows to more efficiently manage their application, administrative, and jury processes online. ZAPP™'s intuitive design, functionality, and outstanding customer service sustain ZAPP™'s clear advantage over other online application systems currently on the market. ZAPP™ is owned by a partnership of nine art shows and the Western States Arts Federation (WESTAF), a nonprofit arts organization leading the field in the development of web-based technologies. ZAPP™ was created with the art show as well as the individual artist in mind and was developed with the advice of numerous artists and art show directors. Through this collaborative process, the ZAPP™ team has created a system that is easy to use and efficient for both artists and art show staff.

Benefits of ZAPP™

Shows that license ZAPP™ have access to a robust management system that conforms to each show's cycle - from the application process to the jury process and booth sales. All communication among shows and artists is simple and automated with ZAPP™. With ZAPP™, show directors no longer have to waste valuable time and money printing and mailing applications and notification letters, and staff administrative time is greatly reduced. Instead of traditional slides and carousels, ZAPP™ simplifies the jury process by making online juries available, or shows may opt to use our digital projection equipment to display images for projected juries. ZAPP™ makes the application, show administration, and jurying processes easy and efficient.

Not convinced? Here are some additional benefits of licensing ZAPP™ for your show:
  • ZAPP™ requires minimal data entry
  • Artists' application fees are processed electronically
  • ZAPP™ provides automated e-mail communication with artists that significantly reduces mailing costs
  • Jurors view beautiful, crisp images that are always in focus thanks to high-quality digital imaging standards for projected or online juries
  • Slide projectors are replaced by the latest digital equipment for projection juries, which allow jurors to zoom in for image detail
  • ZAPP™ eliminates the need for slide carousels - meaning no more jammed slides, no more physical removal of slides, and no more rattling slide carousels
  • Jurors can view images at precise and simultaneous intervals
  • ZAPP™ provides easy-to-use online forms for scoring
  • Lists of finalists can be built quickly and easily following the jury elimination process
Concerned about ZAPP™'s impact on the artists who apply to your show?
Artists also greatly benefit when a show chooses ZAPP™ because:
  • Using ZAPP™ is free to artists
  • Applications are completed and submitted in a single online location, even when applying to multiple shows
  • Artists receive instant e-mail notifications with application status and other relevant information
  • Artists save money on postage and the production of multiple sets of slides
  • Jurors see high-quality digital images of artists' work
  • Artists can manage applications to multiple shows through ZAPP™
  • Artists only have to enter contact information into ZAPP™ once
  • Artists no longer have to complete multiple-page paper applications
  • Artists can upload up to 40 digital images to their online, individual image bank
  • Artists can select which images to submit for each show
  • Artists can access their ZAPP™ accounts and image bank online while traveling or from anywhere
  • Artists' images and personal information are kept secure and confidential

Suggested Timeline for New ZAPP™ Licensees

As your event considers licensing ZAPP™, please note the following suggested timeline for your transition to this new digital process. In order to maximize the number of artists who apply to your event, we suggest that you begin the licensing process approximately eight months before your anticipated event date. This eight-month lead time allows you enough time to:
  • Review, sign, and return the licensing agreement
  • Receive training for your transition to the ZAPP™ system
  • Build your application in ZAPP™
  • Market your event
  • Allow artists ample time to prepare their images and submit the application
  • Prepare for your jury
  • Manage artist invitations and booth purchases
While smaller events might be managed successfully with less lead time, this suggested timeline will ensure the best possible outcome for your event. If this recommended timeline is not feasible, please contact a ZAPP™ team member to discuss the steps that will need to be taken so that your event can have a successful transition to the ZAPP™ system.

SAMPLE TIMELINE FOR A NEW LICENSEE
  • Month One - Once you have determined that your event will license ZAPP™, please complete and return the license agreement, attachments, and set-up fee. Once ZAPP™ receives the signed agreement and set-up fee we will work with your event's staff to schedule a training session for building your online application in ZAPP™. At this time, the event should begin notifying its artists of the transition to ZAPP™. Events considering marketing to artists with a postcard should begin to design the card and select a printing and mailing house for distribution.
  • Month Two - The event launches the online application and begins receiving applications from artists. Please note that the application fee must be paid before an event's application can launch on the ZAPP™ system.
  • Month Five - Application deadline: the online application closes to applicants. The event reviews and finalizes all applications and begins to prepare for the jury. Approximately three weeks after the deadline, the event begins jurying artists' images. The event then selects artists to participate to the event.
  • Month Six - Using ZAPP™'s Communication feature, invitations are e-mailed to selected artists. Artists have approximately one month to accept or reject the invitation to participate, make travel arrangements, and purchase booths.
  • Month Seven - Deadline for invited artists to accept invitations.
  • Month Eight - The event begins.

ZAPP™ Artist Advisory Committee

The ZAPP™ Artist Advisory Committee was established to maintain strong communication with artist users of the ZAPP™ system and to help respond to the needs of artists who use ZAPP™. Feedback from Committee members will shape the ZAPP™ system to better serve artists for years to come.

The ZAPP™ Artist Advisory Committee is comprised of approximately seven volunteer members drawn largely from the pool of artists who use ZAPP™. Each artist possesses strong knowledge of the trade and is committed to the field of art shows, festivals, and fairs. At times, ZAPP™ artists who do not regularly apply to ZAPP™ events may be invited to participate on the Committee if they have particular knowledge about technology, imaging, business practices, or other specialized knowledge that may be of help to artists registered with ZAPP™. Committee members serve one-year terms and attend two meetings per year.

The Artist Advisory Committee gathers information from artists about their experiences with the ZAPP™ system. The Committee provides feedback in five main areas:
  • ZAPP™'s ease of use
  • The clarity of content on the ZAPP™ website
  • Possible new features for the website
  • Ways to effectively communicate with artists in general and about technical aspects of the site, such as image quality, jury procedures, etc.
  • Ways to correct misinformation about ZAPP™ image and event processes

Cost to License ZAPP™

The ZAPP™ pricing structure is designed to be affordable. Events can expect to pay set-up and annual license fees that are based on the size of the event. Please contact us to discuss pricing for your event.

The pricing structure includes:
  • One-time set-up fee
  • Universal application build
  • Image management and jury fee
  • Fee per artist applicant

Frequently Asked Questions

What does one-time set-up fee include?
The one-time set-up fee includes training, documentation, and creation of the event database required to begin accepting applications.

What does the online application module fee include?
The online application module fee includes the cost of web hosting, database server space, and security licensing.

What is the per-artist application fee?
The per-artist application fee covers the cost of managing each individual applicant's image bank on a per-event basis, as well as providing technical assistance provided to individual applicants.

What does the management and jury fee include?
This fee provides you with the organization and management of all applicant images. ZAPP™ stores all the submitted images and prepares them for your jury. If you receive permission from your artist applicants, you will also receive a DVD of all submitted images for promotional use.

What are merchant processing fees?
ZAPP™ uses a secure merchant processing service, PayPal™, to enable events to accept credit card transactions through ZAPP™ - an additional convenience for both events and artists. The merchant processing fee applies to all credit card transactions made to the event, including jury fees and product items, such as booth purchases. This fee also applies to credit card refunds.

The current merchant processing fee charged by PayPal™ averages 2.95%. PayPal™ analyzes the fee quarterly and adjusts the percentage rate based on the level of credit card activity. ZAPP™ determines the average percentage rate from the previous six months. ZAPP™ will adjust the percentage rate if the merchant processing fee charged by VeriSign™ is reduced.

How secure is an applicant's credit card information?
Transactions through PayPal™ are extremely secure, which means applicants' credit card information is protected. ZAPP™ does not store any credit card information.

How do jurors score applications?
Each juror is given access to an online score sheet on a desktop computer or laptop. Jurors view projected images of each artist's work and score each applicant on the online score sheet. If an event elects to use an online jury format, jurors review each artist's images on a monitor. Jurors review one image at a time and then view the entire body of work. Jurors enter scores on the online score sheet as well. Event administrators are given the option to display artists' statements to jurors on the online score sheets, and can choose from the following scoring options: ratings of 1-5, 1-7, 1-10, or yes/no/maybe.

Is an e-mail address required to use ZAPP™? What if an artist does not have an e-mail account?
ZAPP™ requires all applicants to have a valid e-mail account. E-mail accounts are free through Hotmail, Yahoo, and other several e-mail and Internet providers. E-mail is an efficient means of communication and helps both events and applicants quickly communicate about application status, jury results, and event instructions. Events have access to all applicant contact information including phone numbers and mailing addresses, but e-mail is the preferred method of communication among applicants and events.

What are the fees for booth sales?
Artists can purchase booths and other event-related products from events through the ZAPP™ system. There is no additional fee for events to offer this benefit to applicants (except for merchant processing fees charged by VeriSign™ for payments made with credit cards).

Will I receive the artists' e-mail addresses or do I have to go through ZAPP™ to communicate with my event's applicants?
ZAPP™ has a communication feature that allows events to send e-mails through the system to individual artists or to a group of artists. ZAPP™ also allows events to download applicants' contact information directly into a spreadsheet for mail merges or for updating a database.

Who manages an event's application?
Events retain complete control of managing applications and artists. ZAPP™ provides events with instructions and training about the administrative and technical aspects of the ZAPP™ system, however, event administrators maintain complete access and control of management activities. Event administrators review applications and communicate directly with applicants.

Is technical assistance provided to artists? If so, who provides it?
Event administrators are the first line of communication for applicants. ZAPP™ provides event administrators with all the tools necessary to assist applicants with the application process as well as image needs. In the event that major technical assistance is required, events may give artists ZAPP™'s toll-free number.


Contact the ZAPP™ Sales Team

For more information about licensing ZAPP™, please contact our sales team.



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