GUIDE TO FILLING OUT THE EVENT PROPOSAL FORM FOR MILANO ART WEEK 2026

This guide provides a detailed overview of how to fill out the event proposal form for the 2026 edition of Milano Art Week, scheduled from April 13th to 19th, 2026. The form can be accessed at this link.

To find out more about the type of events to be proposed visit the Milano Art Week website.

For questions, you can write to milanoartweek@artetotale.it

BEFORE YOU START

You can access the form simply by registering with an email, as described below. The email you use to register will be considered the contact for internal and organizational communications from the MAW26 team. You will not be able to modify or replace it later. We assure you that this email address will NOT be published in the MAW26 program, but will only be used for internal communications. (You will be asked to enter a public contact email later in the form).

You can add multiple events by filling out the same form, even in various sessions. All the events you add will have the email you set during registration as the contact, but they can refer to different entities and locations.

HOW TO REGISTER

Enter your email address in the dedicated field. After accepting the Terms and Conditions and the Privacy Policy, click on “Register”. You will receive an email with a 6-digit code. Also, check the SPAM and promotions folder if you do not find the email in your main inbox.

Enter the code in the dedicated space and click on “Verify code”. If you do not receive the code, click on “Resend code”. The verification code lasts 5 minutes. After this time it will no longer be valid and you will have to click on “Resend code”. For assistance, click on Do you need help? and the Artshell Help Desk will take care of your request.

HOW THE FORM WORKS

Languages and fields

The form is in two languages, Italian and English. You can switch between languages in the upper right corner and fill out the form by following the instructions in the language you prefer. In the form you will find some fields where you are asked to fill in the content in both Italian and English, this is because the Milano Art Week website is in two languages, Italian and English.

Within the form you will find some fields marked with an asterisk [*], these are fields that must be filled in because they are necessary to proceed with the various steps of the form. Fields without an asterisk are optional.

Tips and Help Desk

In addition to the asterisk symbol, in some cases, you will find the [?] symbol. By clicking on it you will find some useful suggestions in case you have any doubts on how to fill in that field. If these indications are not sufficient, you can always click on Do you need help? at the bottom of each page of the form. The Artshell Help Desk will take care of your request.

Saving data

At the end of each of the 3 steps of the form, to continue filling it out you will find the Save and proceed or Save and continue later commands. If you click on Save and continue later, the content filled in up to that moment will be saved and you can resume filling it out later, simply by accessing the form link again, from any device. If you access the link again with the same device on which you registered, you will not need to enter your email and code, while if you access the form with a different device you will have to enter the same email used during registration again. You will receive a new 6-digit code in your email inbox to enter.

Each time you access the form you can navigate between the 3 Steps and modify the information previously entered in the fields. Once the form has been sent, however, you will NO LONGER be able to modify the data entered.

We remind you that within the form you can both add more activities to the same event and add more events from different entities and in different locations. All the events you add will have the email you set during registration as the contact.

STEP 1 - CONTACT PERSON AND ORGANIZATION

In Step 1, enter the details of the contact person and the body organizing the event.

In the first section of Step 1, fill in the mandatory fields Name, Surname, and telephone number of the event Contact person. As indicated previously, you will find the email field pre-filled and not editable with the email address you used to register for the form.

Please Note: All contact information for the contact person in this first section will be used ONLY for internal communications by the Milano Art Week team and will NOT be made available to the public.

Proceed to the second section of Step 1 by filling in the fields dedicated to information on the organizing body. Indicate the name of the organizing body, the type, and the contact information for the public (email, telephone, website). Also, add links to Instagram and Facebook social profiles if present.

Please Note: If the proposed event is selected, the data entered in this second section will be included in the Milano Art Week 2026 program and made available online to the public.

Click on Save and proceed to continue, or on Save and continue later to save and resume later.

STEP 2 - EVENT INFORMATION

In this Step 2 you will fill in the information relating to the proposed event.

In the first section of Step 2, enter the Event Title, you can also specify the Subtitle and curatorship. The guidelines and suggestions for the fields that you find at the (?) symbol are at your disposal for correct compilation. We summarize them below as well.

Guidelines for filling in the event title and subtitle:

– If the event is a SOLO EXHIBITION, fill in as follows Title field: Artist's Name Surname - "Exhibition title" Subtitle field: any subtitle if present (use the same method for double-personal exhibitions).

– If the event is a GROUP EXHIBITION, fill in as follows: Title field: "Exhibition title" Subtitle field: list of exhibiting artists, in alphabetical order by surname.

Use capital letters only where necessary, do not enter titles ALL IN CAPITAL LETTERS if it is not a specific characteristic of the event title.

Pay attention to entering the contents in the ITA Version and ENG Version fields in the languages in which you want them to appear on the Italian and English Milano Art Week websites respectively.

Please Note: If the title and subtitle of the event do not require translation, as in the case of titles created in a single language (Italian, English, or a third language), puns, or untranslatable references, repeat the same content in both ITA / ENG fields.

In the second section of Step 2, enter the information for the event Location which can be the same as the organizing body or an "external" location. If the location is the same as the organizing body, repeat the name of the latter in Location Name. If the event takes place in another place, enter the name of the "external" Location.

Copy and paste the location URL from Google Maps, as indicated in the suggestions, and start typing the address in the Address field below, the system will automatically fill in the missing fields (ZIP code, City, Province, Country). Check that the pin is positioned correctly on the map, and if it is not, drag it to change it. We also ask you to select the district of the event from the drop-down menu and select whether the location is easily accessible or not for people with reduced mobility.

In the third section of Step 2 Dates, Times, and Admission you are asked to enter one or more "Activities" for your event. Your event can coincide with one activity, or you can add several Activities to your event, reporting, for example, an opening, the presence of a current exhibition, extended visiting hours, a guided tour, a talk, etc. All activities created in this section will be part of the "main" event.

Please note: You can add other details relating to the activities entered in Step 3 in the "Description" field. However, there is no title and image field for each activity. Therefore, if you want your activity to have its own title, its own image, or to be reported in a different location from that of the main event, we suggest that you add it as if it were a new event. To add a new event, complete all the steps of the first event and then choose Create a new event.

To enter an activity, start by choosing the type from the drop-down menu, the start date, end date, time, and admission mode. Show end time option is enabled by default to show the public the event end time. If you prefer not to show the event end time, or if you are promoting an event that will end after 11.30 pm, we advise you to uncheck and disable this option. If the event activity lasts only one day, indicate the same start date as the end date. For event activities lasting more than one day (e.g. Ongoing exhibition) you can set specific times for each day of the week by selecting the Customize your weekly opening hours option.

For each activity, select the desired Admission mode. For activities that require registration (free or paid), you will be required to enter the details and the link useful for the public to register.

Please Note: Avoid entering inaugurations or events of a private nature, i.e. those that are not accessible to the public according to the methods present in the form (free entry, free entry with registration, paid entry, paid entry with registration).

At the end of this section, you can add other scheduled activities within the same event, using the Add another activity to your event button.

Here are a couple of prevalent examples:

- An exhibition opening during MAW26

Set up the main event with the title and location of the exhibition.

Create a first activity EXHIBITION OPENING with the date and time of opening and admission mode (ex. free).

Add a second activity ONGOING EXHIBITION with a date from the day after the opening until the end of the exhibition, making explicit the weekly opening hours and adding the admission mode (ex. paid).

- An exhibition, already in progress, extending its hours during MAW26

Set the main event with the title and location of the exhibition.

Create a first ONGOING EXHIBITION activity with the starting date (already occurring) and closing date of the exhibition, adding the admission mode (ex. paid).

Add a second activity EXTENDED HOURS for dates when extended exhibition hours are scheduled. Add admission mode (ex. paid).

Click on Save and proceed to continue, or on Save and continue later to save and resume later.

STEP 3 - EVENT CONTENT

In Step 3, fill in the event content. A correct and complete compilation of step 3 will help better to display the event on the Milano Art Week website. Therefore, carefully read the instructions for filling in the fields and the technical characteristics required for the files to be uploaded.

Guidelines for uploading event images:

– Choose images without logos and writing and consider that they may be cut in some views and on certain devices, therefore use images that can adapt to any cuts with subjects positioned centrally and not at the edges.

– Opt for horizontal images, the recommended size is 2000 x 1380 pixels.

– You can upload a maximum of 5 image files in .jpg or .png format. with a maximum weight of 5 MB each.

– The first uploaded image will be displayed as the event cover.

You can also upload up to 2 videos, by inserting the video link from YouTube or Vimeo For more information on how to extract a video link from YouTube here and from Vimeo here.

Provide a brief description of the event in Italian and English.

Guidelines for the event description:

– Describe the event with a maximum of 800 characters including spaces.

– Describe the event content in the third person (e.g. Fondazione Arte Contemporanea presents the exhibition...).

– Use clear and concise language, without repeating the information already entered in the other fields of the form (such as title, subtitle, curatorship, and location) present in the event card.

The description text field allows you to enter additional useful information for each of the reported event activities, including mentions of any collaborations, co-productions, support, or partnerships.

Pay attention to entering the description in the ITA Version and ENG Version fields in the languages in which you want it to appear on the Italian and English Milano Art Week websites respectively.

Conclude the event content by selecting one or more areas of interest for the proposed event. If you enter an area by mistake, you can delete it simply by clicking on the "x" next to the word to be deleted.

Finally, in the web page link, you can insert the specific page dedicated to the event, if different from that of the home page (inserted in Step 1 in the information of the organizing body). If, on the other hand, the page dedicated to the event does not yet exist at the time of filling out the form, or if you know that the URL will change, so as not to risk having a non-working link, opt to enter the link to the home page again of the organizing body.

Click on Save and proceed to continue, or on Save and continue later to save and resume later.

STEP 4 - EVENT SUMMARY

At the end of filling in the first 3 steps of the form, you will find a summary screen where you can check that all the information entered is correct before sending your event proposal.

From the summary screen, you can go back to make changes, if necessary. When the content is final, send the event proposal by clicking "Confirm and Send Event".

ATTENTION: once the event has been sent, you will no longer be able to modify it. After confirming and sending the event, you will land on a summary page of your event. Here you can create a new event by clicking on Create new event.

CREATING A NEW EVENT

To create a new event, follow all the steps described above.

ATTENTION: If you change the Contact information in the Name, Surname, and Telephone fields, keep in mind that these changes will overwrite the previously entered information, and the contact's contact details will therefore be changed within the Milano Art Week database. We therefore invite you to modify the Name, Surname, and Telephone fields of the Contact person when creating a new event ONLY if there are errors in the previous compilation.

SUMMARY AND CONFIRMATION EMAIL

Once the form has been sent, you will receive a summary email to the email address used to register. The email will confirm that the form has been sent correctly and that the Milano Art Week organization has taken over your event proposal. In the email, you will find a summary of the main information relating to the event you proposed.

Once processed, you will receive a second email informing you whether or not your event has been included in the Milano Art Week 2025 program. If confirmed, you will find a summary of the event information in the email again. If you notice any errors, write to milanoartweek@artetotale.it promptly reporting the corrections to be made to the event information previously sent.