If you keep hearing about grants, residencies, and festivals right after the deadline, it is because you are managing many responsibilities and do not have a system to capture and revisit opportunities. You don’t need a complicated app. You need one simple system you’ll actually use. In this post, you’ll get three options: Google Sheet, calendar, and artist notebook, so you can pick the one that matches how you already work.

Option 1: Use The Free Artist Opportunities Tracker

To make this as easy as possible, we’ve already built a free  Google Sheet template you can copy and start using in under two minutes. You don’t have to design anything or think about columns.

The sheet is set up with straightforward headings like:

• Title of opportunity
• Organization
• Location
• Discipline or category
• Type (grant / residency / festival / commission / etc.)
• Amount of funding
• Eligibility
• Deadline (YYYY-MM-DD)
• Link to official page
• Status (applied, not applied, saved for next year)
• Notes

All you do is:

• Open the template link
• Make your own copy
• Start adding opportunities as you find them

Because everything lives in one place, you can quickly:

• Sort by Deadline to see what’s coming up next
• Filter by Type if you’re only looking for grants, or only residencies
• Mark anything you miss as “saved for next year” so it isn’t really a loss, just a note for the next cycle

Option 2: Use Your Calendar As A Deadline Map

Some artists won’t open a spreadsheet every week, but they do live inside their calendar. If that’s you, turning your calendar into an “opportunities map” can work better than any sheet.

The basic idea:

• Create a separate calendar called something like “Opportunities & Deadlines”.
• Every time you learn about a grant, residency, or open call, add a calendar event on the deadline date.
• Title it “Submit: [Title of opportunity]”.
• Paste the link and eligibility info into the description.

If you want it to be truly useful:

• Add one reminder about 10–14 days before the deadline so you’re not scrambling.
• Add a second reminder the day before as a last check.
• Use colours: for example, one colour for grants, another for residencies, another for festivals.

You can still combine this with your Google Sheet if you like: the sheet is your archive and planning space, the calendar is your “don’t forget” layer. But the calendar alone can be a complete system if that’s more realistic for you.

Option 3: Use An Artist Notebook (Analog + Linked)

If you think best on paper, an artist notebook may be your most sustainable option, especially if you already use one for rehearsal notes, scores, sketches, and ideas.

Set aside one section of your notebook just for opportunities. You can follow the structure from our Creative Practice Notebook guide: Set Up A Creative Practice Notebook In 6 Steps

Inside that opportunities section, try:

• A running list page for the year with three columns: opportunity name, deadline, and type.
• One spread per important opportunity with the basics: title, organization, deadline, eligibility, link, and a rough idea of what piece you’d submit.
• A “Missed but promising” page where you jot down opportunities you just missed, with a note like “Check again next January” or “Prepare better documentation for this kind of call”.

Because the notebook won’t ping you, pair it with your calendar:

• When you write an opportunity into the notebook, immediately add the deadline as an event on your phone or digital calendar.
• Use the notebook to think and plan; use the calendar to remind.

This hybrid approach works well for artists who like to hand‑write, reflect, and let applications grow as part of the practice, rather than as a separate admin task.

Make It A Weekly Practice

Whichever of the three options you choose, sheet, calendar, or notebook, the magic happens when you touch the system regularly.

Try a weekly rhythm that takes 10-15 minutes:

• Open your Google Sheet, calendar, or notebook.
• Add any new opportunities you’ve seen that week.
• Look at the next 4–6 weeks of deadlines and decide what you realistically have capacity to apply to.
• Move anything that no longer makes sense into “saved for next year” so you release it without guilt.

Over time, your system becomes a record of where your work wants to go, not just a list of things you “should” be doing.

Don’t Do It Alone: Join The Weekly Opportunities Newsletter

Researching all of this by yourself is exhausting. That’s why we run a weekly opportunities newsletter focused on performance, contemporary art, and hybrid practices.

Stay ahead of deadlines and support the network, click here –>

Join the Contemporary Performance Weekly Opportunities Newsletter for $5/month on Patreon. Every week you’ll get fresh grants, residencies, and open calls in your inbox, plus a reminder to update your own opportunities system… and your contribution helps keep the site and socials running.