The Biennale Submission Portfolio Checklist: What Curators and Festivals Expect

Hook: Stop losing shows because your materials weren’t ready

Preparing for a biennale submission is not just about strong work — it’s about packaging that work in the exact language curators, registrars, and logistics teams use. Missed specs, unlabeled files, or vague installation notes can knock you out of consideration even if your art is a perfect fit. This checklist gives you the concrete file specs, CV and artist-statement formatting, installation notes, insurance and press-image standards, and a pre-submission timeline that curators expect in 2026.

The short version: What curators open first

Curators and juries scan quickly. Give them what they need up front:

• One-line project title + one-sentence description (for the shortlist view)
• Three curated images or a 60–90 second video excerpt (highlighting scale & context)
• 1-page artist bio (50–80 words) and a clear contact line
• Compact artist CV (1–2 pages, selective)
• Installation notes summary with dimensions, weight, crew needs, and lead time

Top-level submission checklist (printable)

• Project title & 1-sentence description
• Selected images (high-res + web versions)
• Press images (TIFF/PNG, print-ready)
• Image captions & full credit lines
• Artist bio (short and extended)
• Artist statement (concise, 200–400 words)
• Artist CV (1–2 pages, reverse-chronological)
• Installation notes & technical rider
• Condition report & crate info
• Insurance certificate or proof of coverage
• Rights clearances & reproduction permissions
• Video files + codec notes (if applicable)
• 3D/AR assets (glTF, USDZ) if requested
• Sustainability or provenance statement (if required)
• Signed loan agreement (if shortlisted)

Image specs — the details that win a good first impression

In 2026, biennales expect both a high-res master and a lightweight preview. Always deliver both.

Master files (for press / catalog / projection)

• Format: TIFF (preferred) or high-quality JPEG (maximum quality, minimal compression)
• Color: sRGB or Adobe RGB 1998 — check the call; follow the stated ICC profile
• Resolution: 300 ppi at intended print size (common target: 3000–6000 px on longest side)
• Naming convention: ArtistLast_ProjectTitle_01_MASTER.tif (no spaces; use underscores)
• Metadata: embed IPTC fields — title, caption, rights, creator, contact email

Web/preview files (for selection panels)

• Format: high-quality JPEG, sRGB
• Size: 1500–2500 px on the longest edge (under 2 MB preferred)
• Resolution: 72–150 ppi (web optimized)
• Naming: ArtistLast_ProjectTitle_01_WEB.jpg
• Include an alt text line and a one-line caption in an accompanying CSV or within the submission form

Image caption & credit templates

Provide full captions in a separate file (CSV or plain text). Use this format:

Artist Name — Title (Year). Medium. Dimensions. Photo credit: Photographer Name. Courtesy: Gallery/Artist. File: ArtistLast_Title_01_MASTER.tif

Press images: what registrars and PR teams need

Press teams want print-ready imagery. In recent biennales (late 2025), PR teams pushed back when TIFF masters weren’t supplied or when color spaces weren’t embedded. Fix this before you submit.

• Provide at least 3 press images in TIFF or high-quality PNG
• Supply both full-frame and detail shots (crop square and wide when relevant)
• Include a press-sheet PDF with captions, short bio (100 words), and a high-res headshot (300 dpi)
• Include photographer release or proof of permission

Video, moving-image and 2026 codec guidance

More biennales now accept single-channel video and multi-channel immersive work. Curators expect both a low-bandwidth preview and a high-quality master.

• Preview: MP4, H.264, 1080p, 8–12 Mbps
• Master: MP4 (H.265/HEVC) or ProRes (for projection), 4K if relevant — provide frame rate, color space, and timecode
• Audio: WAV, 48 kHz, stereo or multichannel as required
• Include a video storyboard or timestamped 1-page note that identifies key frames for selection

3D, AR and digital twins (be ready in 2026)

Since late 2025, many major shows request digital twins or AR-ready assets for online viewing and hybrid presentations.

• Provide glTF or GLB for web 3D viewers and USDZ for iOS AR previews
• Include a simple readme with file scale, unit settings, and a link to hosted textures
• Supply a fallback screenshot and a 20–30 second recorded flyby video

Artist bio and statement — how much is enough?

Curators want clarity and narrative. In 2026, attention spans are shorter but selection committees still need context for the work’s evolution.

Short bio (50–80 words)

Use this for panel views and press sheets. Focus on roles, location, and one notable recent achievement.

Example: Anna Park (b. 1985, Seoul) is a multimedia sculptor based in Berlin. Recent projects include a solo commission at MoMA PS1 (2024) and a 2025 residency at the Delfina Foundation. Anna’s practice explores textile waste and urban infrastructures.

Extended bio (150–250 words)

One paragraph of practice + one paragraph of career highlights. Keep it factual and link to portfolio/website.

Artist statement (200–400 words)

Write a single, focused statement per project you submit. Emphasize process, materials, and the work’s experience in the exhibition space. Avoid jargon. If your work is site-responsive, explicitly state the assumptions (floor, ceiling, power, exposure to elements).

Artist CV: structure, length, and what to prioritize

A concise, well-organized artist CV signals professionalism. Curators scanning dozens of portfolios want a clear sense of trajectory — not an exhaustive list of every workshop or class.

Recommended structure (1–2 pages)

• Header: Name, primary contact (email + phone), website, location
• Selected solo exhibitions (reverse-chronological, last 5–7 entries)
• Selected group exhibitions (highlight relevant institutional shows and biennales)
• Commissions & public projects
• Residencies & fellowships
• Awards & grants
• Collections (public & private notable holdings)
• Education (degree, institution, year)
• Representation (gallery or agent — optional)

Formatting tips

• Reverse-chronological within each section
• Bulleted entries, single-line per entry
• Use intelligible short qualifiers: “solo exhibition,” “commission,” “residency”
• Limit CV to most relevant items — curate like you would your artwork

Installation notes & technical rider — be precise

Installation notes are often the deciding factor once you’re shortlisted. You need both a readable summary and a technical appendix.

Summary (one page)

• Title, year, edition (if limited), and insurance value
• Dimensions (HxWxD) and weight
• Required floor area or ceiling clearance
• Typical installation time and team size (e.g., 2 installers, 4 hours)
• Power requirements (voltage, amp draw) and any special lighting
• Crate dimensions and total shipping weight
• Site constraints: outdoors, water, fragile surface, load-bearing notes

Technical appendix

• Detailed step-by-step install sequence
• Rigging and anchor specs (bolt sizes, load ratings)
• Photos of previous installations for scale and rigging reference
• Parts list with vendor links and lead times
• Health & safety concerns (sharp edges, trip hazards), plus recommended barriers
• Maintenance needs and environmental tolerances (humidity, UV exposure)

Insurance, condition reports and shipping logistics

Insurance gaps are a common cause for late withdrawals. Since the climate-driven shipping disruptions of 2024–2025, insurers and biennale registrars have tightened requirements.

Insurance basics

• State the insurance value (replacement value) in your installation notes and on the CV
• Be ready to supply an insurance certificate naming the biennale as additional insured for loan periods
• Discuss transport insurance vs. exhibition insurance — many institutions only cover while on site
• If you work with a commercial insurer, request a clause for climate-related transit delays (now common)

Condition reports

• High-res images of all faces/angles, annotated for condition
• Materials and conservation notes, including cleaning protocols
• Include crate condition and interior packing notes

Shipping and customs

• Provide HS codes for customs clearance and clear value descriptions
• List preferred shippers and any embargo or quarantine risks (plant/fiber works)
• For overseas biennales, build 6–12 weeks for shipping and customs if crates are standard; allow longer for non-standard goods

Permissions, rights and press releases

Be explicit about what you grant: reproduction for catalog/press, social media, and marketing. Curators will expect a simple permission statement and a signed release upon selection.

• Include a short reproduction rights paragraph in your materials
• Supply photographer releases where applicable
• Provide a pre-approved 2–3 sentence press quote or blurb for use in promotional materials

Accessibility, sustainability and provenance (2026 expectations)

Recent calls (late 2025) increased requirements for sustainability statements, provenance transparency, and accessibility notes. Curators now ask:

• Does the work include hazardous materials or restricted media?
• Are there steps to make the work accessible (audio description, tactile markers)?
• What is the work’s supply-chain footprint? Are recyclable materials used?

Prepare a one-page statement that covers conservation, sustainability choices, and provenance for works made with contested materials or repurposed artifacts.

File delivery methods and naming best practices

Common delivery channels in 2026: secure web forms (recommended), shared cloud folders (Dropbox/Google Drive), and transfer services (WeTransfer Pro). Always follow the call. If none is specified, upload to a private cloud folder and provide a single link with a password.

Naming conventions — make curators’ lives easy

Consistent file names speed selection. Use this pattern:

Lastname_ProjectTitle_Year_Type_Sequence.ext

Example: Park_UrbanWeave_2026_IMAGE_MASTER_01.tif

Common pitfalls and how to avoid them

• Submitting only low-res images — always include masters
• Unclear captions — provide a separate caption file
• Oversized PDFs — optimize and test on mobile
• No permission evidence for borrowed images or music — secure releases early
• Missing contact details — include a mobile and an alternate email

Timeline: start now, finish sooner

1. 3–6 months before deadline: Select works and commission professional photos; draft installation notes and CV
2. 6–8 weeks out: Prepare masters and web images, press sheet, and short bio; request permissions and photographer releases
3. 2–3 weeks out: Finalize PDFs and video previews, test download links, and create a zip of all files
4. 48–72 hours before: Upload to submission portal; confirm receipt if the portal allows

Practical templates — copy and adapt

One-line selection header

Title (Year) — One-sentence phrase of intent. Medium. Dimensions.

Artist statement (sample 220 words)

“My work uses discarded industrial textiles to map invisible labor in the city. The UrbanWeave series stitches municipal waste into woven panels whose patterns mirror zoning maps. These works are site-responsive: they require 3–4 m of floor space and are lit by directional LED to preserve color. The process is collaborative — local textile workers are credited as co-producers in the edition statements. For exhibitions I provide a full installation plan, digital twin, and a maintenance protocol for textile conservation.”

Caption (one line template)

Artist — Title (Year). Medium. Dimensions. Photo: Photographer. Courtesy: Gallery/Artist. File name: Lastname_Title_MASTER.tif

Final pre-submission checklist

• All files named and zipped by project
• CSV or text file with captions and alt text included
• High-res press images and headshot in TIFF/PNG + web JPEGs
• Short and extended bios, artist statement, and one-page CV
• Installation summary + technical appendix
• Condition report, crate specs, and insurance value
• Permissions and releases in a single PDF
• One central contact person with phone + email in the header of the CV

Why this checklist matters in 2026

Curators are curating context as much as objects — they need clear, machine- and human-readable assets to build catalogs, AR previews, and press campaigns quickly. Submissions that follow modern file standards (3D assets, codec-friendly videos, embedded metadata) and social-responsibility disclosures get through selection gates faster. Good packaging signals that you understand professional practice and reduces friction once you’re chosen.

Actionable takeaways

• Produce both master and web-optimized files for every image and video you submit.
• Keep your artist CV concise — curate the last 5–7 entries of major relevance.
• Draft installation notes early — registrars will ask detailed questions if you’re shortlisted.
• Get insurance conversations started well before shipping; include climate-related clauses where available.
• Provide digital twins (glTF/USDZ) for hybrid biennales — this is increasingly requested as of late 2025.

Closing quote

“Clear packaging is a form of respect — for your work and for the teams that make large-scale exhibitions possible.” — Senior Registrar, major European biennale (paraphrased, 2025)

Next step — ready checklist + templates

Download a printable Biennale Submission Portfolio Checklist and editable CV/statement templates at portofolio.live/tools/biennale-checklist, or book a 30-minute portfolio audit with our curator-ready review team. Don’t let avoidable formatting or missing docs cost you a seat at the table — prepare like a pro and be ready when a biennale asks.

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