INSTRUCTIONS: How to Upload Digital Samples

How to Upload Samples
  1. Log in to your account at

  2. After you log in, on the top menu you will see a button titled "Manage Work Samples". Select "Manage Work Samples" to be taken to the "Manage Work Samples Main Menu" page. Select this button to upload, store, and manage your digital work samples. ‘

    Please keep in mind, this is a repository or “bank” of your work samples, not your application. You will be given the option to select samples from the bank when completing your RFP. In other words, adding digital media to your application is a two-step process: First, you will upload files to your image, audio, video or document banks. Second, you will go into your RFP’s “work samples” page and select which files from each of your banks you want to add to the application.

  3. Please review the text and instructions on the "Manage Work Samples Main Menu" page, or use the instructions provided by Commission Staff at

    When you are ready to upload your image, audio, video or document sample and/or view your bank for any type of file, click the button that corresponds to the type of file you want to add or review. For example, click "Video" to proceed to the video bank page. Please be sure to review the requirements for each type of file prior to uploading your file(s).

  4. After clicking a file type button, you will be taken to the bank page for that type of file. On this page, you will see a listing of the files currently in your bank. If visiting the bank for the first time, you will see an empty bank. The "Click to Add Audio Samples" button or the "Click to Add Video Samples" (for example) will take you to the appropriate upload page.

  5. For audio and video files, on the upload page, you must first select "Digital File" in the "Media" drop-down menu. You do not have to do this step for images or documents. Next, click "Browse" to browse your computer for the file you intend to upload. Once you find and select your file, double click on the file or click "open" to select the file for upload. Only the title is required; Enter a title for the work sample to be uploaded. You do not need to complete any of the other fields as they are optional. Click the "Add Audio Sample" button at the bottom of the page to upload the sample to your bank.

  6. Once you have uploaded the work sample(s) to your bank, click on the "Current Programs & Applications" button on the left side of your screen to start or continue your application.

  7. Within your application you will see a link titled "Work Samples.”
    1. If you have added files to your banks, you will see two buttons this time under each heading (image, audio, video, written documents): One button will be to go to your bank; the other button will be to make a selection from your bank and add it to the application.
      1. To add a file to your application, click the “Make Selection” button.
      2. Select the file that you want, then click “Save.” On this page, you will also indicate the order in which you would like the panelists to review your samples.
    2. Follow the same procedure for each file you want to attach.
Digital Sample Requirements
Please follow these technical requirements when creating your digital sample:

Audio Sample Format Requirements:
  1. File Types Accepted: .aiff, .wav., xmf, .mp3
  2. Bit Rate: Min: 96 kpbs Max: 320 kbps
  3. Codec: .aiff, .wav, .au
  4. File Size: Your samples cannot be more than 10 MB large.

Video Sample Format Requirements:
  1. File Types Accepted: .3gp, .wmv, .avi, .mov, .asf, .mpg, .mp4, .m2t, .mkv, .m2ts
  2. Resolution: As large as 1920x1080 and a minimum of : 640x480
  3. Aspect Ratio: 4:3 or 16:9
  4. Bit Rate: above 240 Kbps seems to work best.
  5. Frame Rate: Recommended: 30 fps. Must be a minimum of 12 fps. The frame rate of the original video should be maintained without re-sampling. In particular pulldown and other frame rate re-sampling techniques are strongly discouraged.
  6. Codec: H.264, H.263, MPEG-1, MPEG-2, MPEG-4, Windows Media Video, and motion JPEG MPEG-1 Muxed, Apple Lossless
  7. Container: .3gp, .asf, .avi, .mov, .MPEG, .MPEG-2, .MP4, .ogg
  8. File Size: Your samples cannot be more than 100 MB large.
  9. Please note your video file will be converted to flash in order for this to play back on the Culture Grants Online(tm) media player.

Digitizing Resources
The vendor of this online application system, WESTAF, recommends that you get help from a professional video editor or work with the artist or artist manager to get the best quality work sample. Below are suggested resources that may help get digital work samples however, WESTAF makes no claims to the quality, security or usability of these third party applications or services.
    1. This is an online media converter.
    1. This is trial version of Final Cut that you can install on your desktop for video editing.
  8. Mitchell Video Productions
  11. - this converter allows you to change WMA files to MP3 or .MOV files.

How to use Media Converter

When videos do not meet the minimum requirements, the user may need to change the file type or increase the video’s resolution. Media Converter provides these tools as a free online service.
Note: is a third party web application and, as such, WESTAF cannot provide technical support for issues related to its functionality. We only recommend it as a free solution for converting your videos.

Converting your video using

  1. Click "Upload a File" to upload your video/audio. (Only pay attention to the black box; You will not use any other area on the site.)
  2. Click "Choose File" and select your video file from your computer. Make sure your file is a supported file format. Click OK.
  3. Click the green arrow and go to the next step.
  4. Select .mp4 from the dropdown and make sure to check the box. Set advanced options and click OK.
  5. Under Set additional options, you only need to change the resolution to at least 640x480. You won't need to change anything else here. Click OK.
  6. Click start to begin converting your file. This may take some time depending on how much traffic the site is experiencing.
  7. You will see "Download" under Action. Click to download your converted file.