Platform
Bookings, briefs, artists, contracts. One operations platform.
For galleries, event organizers, public arts departments, citywide partners, and anyone who hires artists. Stop running operations across five spreadsheets and three CRMs. One view, with the audit trail and controls a legal team or CIO expects to see.
Artist Safespaces is a nonprofit (501(c)(3) status pending). Platform revenue funds the public Art Parks programming and Art Therapy festivals that are our mission.
The problem
Operations data, scattered across five tools.
Booking artists is straightforward until something goes wrong. Then you're cross-referencing a contract in Dropbox, a schedule in Google Sheets, an artist's contact info in your phone, an invoice in QuickBooks, and an email thread about the rate. Nobody has the whole picture, and the audit trail is whatever you can reconstruct from memory.
Legal teams and CIOs ask the same questions every time: who booked this artist, against what contract, at what rate, with what approvals. If the answer takes more than one screen to assemble, you don't have an operations platform; you have a folder of files that nobody else can read.
What the platform is
Events, briefs, artists, contracts. Connected.
One operational substrate. Every booking lives against a brief; every brief lives against an event; every artist booked must be in the roster. Built-in checks, built-in audit log, built-in contract storage.
Unified view
All your operations in one place
Events, briefs, artists, bookings, contracts, partners, RSVPs, giveaway entries, artworks, payouts. One database, one view, one search across all of it. Nothing trapped in an inbox, nothing in a spreadsheet anyone else can edit.
Controls
The checks legal expects
An artist can't be booked unless they're in your roster. A booking can't exist without a brief and a signed terms snapshot. Contracts attach to the booking, not to a folder somewhere. Invoice status is tracked per booking, not in a separate accounting tab.
Audit trail
Who did what, when
Every meaningful action is logged: who created a booking, who updated a brief, who toggled a task, who deleted a record. Searchable by actor, by entity, by time. When something goes wrong, the answer is one query away.
What's in it
The whole back of house.
Not a roadmap. This is what's running today, on live tenants, and it comes in one piece at either tier.
Roster
Artists and art businesses, one roster
Profiles carry bio, city, specialties, headshot, an unbounded work gallery, and links out to reels, mixes, or EPKs. Individuals and businesses live in the same roster, so one search returns both. A public directory page renders only the fields you mark public, filterable by city and zip.
Open calls
Calls that feed the roster
Open any brief to submissions on a public link, then move each one through new, shortlisted, declined, accepted. Accepting promotes the applicant straight into your roster with their details intact. Applicants can withdraw their own submission, and the retention policy in force at submit time is recorded alongside it.
Briefs
Briefs that carry real terms
Ten activation templates (live painting, muralist, community mural, screen printing, commission, poetry, DJ, live performance, headshots, videographer) generate the brief and its terms. Write your core terms once. When a specific client's paperwork governs instead, attach their terms to that client and every brief for them uses it.
Signatures
Signed, with evidence attached
The artist opens one link, reads the exact terms, and accepts. Accepting freezes a snapshot of those terms onto the booking and writes a hash, timestamp, IP, and actor to a separate audit record. Edit the brief afterward and the artist still sees what they signed. Counter-offers run on the same link, no e-signature vendor involved.
Day of
Run the day from a phone
A partner hub link hands your client zones, activities, run of show, and tasks they can update themselves without an account. RSVPs, giveaway entries, and artist sign-ups run on public links that embed in the site you already have. Artists check in and out from their own booking link with location and a photo; a review queue plots every check-in against the site geofence on a map.
Money
Rates, invoices, payouts
Rate and materials sit on the booking. Invoice state is tracked per booking, not in a separate accounting tab. A payouts roll-up shows what's outstanding oldest first, totals per artist for year-end paperwork, and burn-down per event, exportable as CSV. An optional gate can hold a booking until the artist is onboarded in your payroll provider.
Records
Find anything, prove anything
One search box spans nine record types: artists, events, briefs, bookings, submissions, RSVPs, contacts, giveaway entries, artworks. An artist's profile becomes the answer page, with their payout totals, artworks, check-in history, and submissions in one place. The audit log covers who did what and when.
Files
Images, without a second storage bill
Drag an image in and it's converted for the web automatically, while the full-resolution original is archived alongside it. Pages only ever serve the optimized copy. It's built so your source files can live here rather than in a storage plan you're already paying for, and a usage report tells you exactly what you're using.
Recaps
The report the partner asks for
Log the posts an activation produced, per platform, and the event page assembles the recap: reach, engagement, and earned media value with the calculation basis printed in plain sight rather than hidden behind a tooltip. Partners get a number they can check, which is the only kind worth sending.
Provenance
Chain of title for the work you commission.
When a booking produces a physical piece, the piece gets a record: title, year, medium, dimensions, edition, condition photos. The artist signs the certificate of authenticity from the same link they used to accept the booking, on their phone, on the day, before anybody has to chase them for a signature months later.
When the work transfers to a winner, a buyer, or the city, you issue a packet on a private link: certificate of authenticity, deed of transfer, a rights statement covering copyright and VARA, and the condition report. The recipient acknowledges by name and address, which is captured the same way the artist's signature was. Every document prints, and archives as a PDF.
Placed work goes on a registry with coordinates, so a public art map renders from the records you already keep instead of a separate inventory nobody updates. The map embeds in your existing site. The document wording ships marked draft pending legal review, because it should be your counsel's words, not ours.
Data ethics
Your data is yours. Period.
Entry data (giveaway entries, RSVPs, public form submissions) is collected for the specific event it was submitted to, used for that event, and deleted after the event concludes. No list-sharing with partners. No CRM hand-off. No quietly retaining contacts as "warm leads."
This is the differentiator versus generic lead-gen platforms in the space. It's not just a marketing line. It's a contractual commitment in the agreement you sign before onboarding, and it's enforced by the architecture: each customer gets their own isolated database, and on offboarding we export the data to you and delete our copy.
What it doesn't do
The lines we hold on purpose.
It never moves money. Invoice links and payment links are yours, from whatever you already use. We record the amounts, the status, and the dates so the roll-up is honest. Funds never pass through us, and we don't file your taxes.
It isn't a website or a CMS. Your site is already good and you shouldn't have to move it to use this. The public pages (RSVP, giveaway, sign-up, map, directory) are links that embed into what you have.
It isn't a CRM, and it doesn't send email. No drip campaigns, no "warm leads," no contact list quietly growing in the background. Links are copy and paste by design, so nothing gets sent in your name that you didn't send.
It isn't generic event software. No seating charts, no catering, no ticketing. Those tools exist and they're good at that. This one models artists, briefs, and activations, which is the part they can't do.
Pricing
Apply for the beta.
Two months free in exchange for a monthly feedback survey. Hand-onboarded within 48 hours. At the end of month two, convert to Emerging or Standard at then-current pricing, or walk with a full export of your data. No automatic charges, ever.
After the beta
Emerging
$49 / month
Month-to-month
For independent galleries and smaller organizations just starting to formalize how they book and brief artists.
- · Subdomain (yourgallery.artistsafespaces.org)
- · Shared admin password
- · Full platform: roster and public directory, open calls, events, briefs, contracts, partner hub, RSVPs, giveaways, check-in, payouts, artwork registry and provenance packets, public art map, image library, search, audit log
- · Isolated database, yours to export at any time
- · 48-hour hand-onboard
- · Cancel anytime
Standard
$250 / month
or $2,500 / year
For galleries, event organizers, and citywide partners who need their own domain and their team's identity provider.
- · Custom domain (yourgallery.com)
- · Your IdP (Google, Okta, etc.) via Cloudflare Access, with seat caps
- · Everything in Emerging
- · 48-hour hand-onboard
- · Annual contract, monthly payment allowed
The platform is the same in both tiers. The differences are domain shape and admin authentication, not feature gates.
Apply for the beta.
Free for two months. One feedback survey per month. Hand-onboarded by us within 48 hours.