How it works

Calls

The home page lists the calls that are still open. More than one call can be open at the same time. Each call has its own deadline and its own paths: a print, a cancellation, or both.

1. Open a call.
2. If both paths are available, choose Print or Cancellation.
3. Fill in the form in the language of the page. The language switch sets the language of the emails and of the PDF.

A closed call stays readable. The applicant can open it with the code, see it and print it. New applications are not accepted.

The application

One form covers both paths. Name, birth, address, phones and email are shared. The rest depends on the path.

Print

Biography, curriculum, matrix size in millimetres, number of matrices, technique, year, notes, and one image.

Cancellation

One image and one high-resolution PDF. The biography and the matrix fields are not asked.

Places

City and country fields suggest names in Italian and in English. You can still type a name that is not in the list. Arabic, Chinese and Cyrillic letters are kept as you write them.

Files

A new photo must be JPG or PNG. Large photos are reduced to a JPEG under 2 MB. The high-resolution file of a cancellation must be a PDF of at most 8 MB. Files already stored from an older import stay even when their type is different.

Privacy

The privacy box is required before the first save. Read the notice before you tick it. It names the association, the hosting at Aruba in Italy, the encrypted database, how long the data are kept, and the rights under Regulation (EU) 2016/679.

The regulation box is required before the first save. The link is the regulation address set on the call. When that address is empty, the link opens the call page.

The same email can send more than one application to the same call.

Saving and the code

1. Save the form. The application is stored and a code is created. Saving does not send it.
2. The email goes only to the applicant and attaches a PDF marked Not sent, with icons for the three steps: saved, check, send and close. The office does not receive this first message.
3. The same code is shown on the page, so you can copy it if the message does not arrive.
4. Keep the code. The page address alone does not open the application.

If you already have a code, use “I already have a code”. When one code belongs to more than one application, the site lists them and you choose the right one.

Links in older emails keep working. They open the same gate and still ask for the code.

Editing and closing

After the code is accepted, a Modify button is shown only while editing is still allowed.

You can change the application until one of these happens:

• you confirm sending and closing;
• the call deadline passes;
• the office locks that application, or locks the whole call.

A closure that you made yourself can be reopened, with “Reopen and edit”, while the call is still open and the office has not locked it. Reopening is recorded. After the deadline, or after an office lock, the application stays printable and the data can be changed only by the office.

Confirming sending and closing sends a confirmation to you and to the secretariat address of that call. The message attaches the PDF marked Sent and closed.

Page, PDF and QR

The application can be read on screen and downloaded as a PDF. Each saved version of the PDF is kept.

The PDF is a headed Biennale document. A black band at the top of every page shows the registration code in large type, next to the QR. While the application is only saved, every page is also marked Not sent and the first page shows how to check, send and close. After you confirm, the new PDF is marked Sent and closed and shows the sending date, the internal ID and a barcode. The barcode loads that application from this registration system into the office software. The email and the PDF also list the call, the policy and, when the office has set it, the organisation website. Scanning the QR opens the gate, which asks for the code again. Inside, Modify appears only if editing is still allowed.

After it is closed

From that moment you can view and print. Ask the office for any change to the data.

The office can also withdraw an application. It stays in the list and in the history, and you cannot edit it. Or the office can delete it: it disappears from the working list. A deleted application cannot be opened with the code.

Every save, closure, reopening, lock, withdrawal and deletion is recorded, with the applicant’s email or the name of the staff member.