Matthew Deleget, Visual Artist Information Hotline
First, Assess Your Shipping Needs
Before you start packing, you need to assess your work(s) specific
shipping needs. There are a couple of preliminary
questions you need to first address. The answers to these questions will
dictate the type of packages
you will need to prepare. Each object to be shipped will have its own
special needs.
- What are you trying to move? You should assess the materials, size, and fragility of
the work to be shipped.
- From where to where is your work being moved? Is the exhibition space around the corner
from your studio? Is it in New York State? Is it overseas?
- How is your work being moved? Is it being moved by hand, car, truck or by air?
- Who will be moving the work? Will you be moving it or will you need to hire an art
handler to transport it for you?
- How long will your work remained packed in its crate? A week? A month? Longer?
The Materials You Will Need
In addition to scissors and a mat knife, you will need some other
packing materials to make safe and durable shipping containers. When buying these materials,
try to use archival(non-acidic) ones whenever possible, particularly when they are direct
contact with the surface of your work. Archival materials are generally more expensive than
non-archival, but they will not harm your work. Additionally, you should always
try to purchase materials that are environmentally
safe when they are ultimately thrown away. Try to use recycled/able materials.
- BUBBLE WRAP
A waterproof, double polyethylene sheet with circles of injected air that
is great for cushioning.
- CARDBOARD
Cardboard comes in all sizes and thicknesses. Though it has a high acid
content, it is fairly strong and makes an excellent protective layer.
- FOAM OR ETHAFOAM
Polyethylene foam is waterproof and comes in sheets and rolls of varying thicknesses.
It is excellent for cushioning and does not break down over time. Ethafoam
can also be recycled.
- FOAMCORE
Foamcore is made up of a layer of foam sandwiched between 2 layers of
paper board. It comes both archival and non-archival, and is available in various
thicknesses.
- FOAM POPCORN, CHIPS OR PEANUTS
Made of polystyrene, they come in different shapes and sizes
and are excellent in filling empty spaces around work.
- GLASSINE
Glassine is an archival paper product used for the initial cover of
artworks. Glassine can also
be layered between multiple drawings, prints and other flat works on
paper.
- PLASTIC SHEETING OR BAGS
Plastic sheeting or bags will form the moisture barrier around your
work. If you can afford it, try to use an archival brand.
- PLYWOOD AND MASONITE
Plywood and masonite are available in various thicknesses ranging
from ½ to ¾ inches. Plywood should be used to construct crates.
Masonite should be used to protect unframed works.
- MASKING TAPE
Used to secure your work inside the package/crate and to protect glass in
frames from shattering.
- SCREWS, BOLTS AND NUTS
Used to assemble wooden crates.
- PACKING TAPE
Used to seal your cardboard packages.
- TISSUE PAPER
Available in both archival and non-archival. Non-archival tissue paper is
very cheap and when crumpled up, it provides excellent cushioning for your
work.
Art Shipping Materials
Materials like masking tape, corrugated cardboard and pads, packing
boxes and tubes, glassine, plastic, foam
sheets and peanuts, and bubblewrap are available from several companies.
Call them for a free catalogue.
- AIRFLOAT SYSTEMS — (800) 445-2580
- ART CRATE — (323) 681-2401
- MASTERPAK — (800) 922-5522
- VALENTINE PACKING CORP. — (718) 545-6300
Packing Unframed Photographs & Works on Paper
Whenever your work leaves your studio, there are several threats that
could potentially damage or ruin your work: rough handling, water, and changes in temperature and
humidity. Proper packing should protect against them and here is how to do it.
- Place a layer of
archival tissue or glassine between each work to be shipped, including a
sheet on the top and bottom of the stack.
- Wrap the works in plastic or enclose them in a plastic bag to keep out any moisture. Plastic
should be archival if possible. Remove any excess air and then seal it shut with
tape.
- Place the package in the center of a piece of masonite (1/8" or thicker) with at least a 2
inch margin around each side. Masonite or any other hard board will protect your
work from being punctured.
- Tape the package at all
4 corners to the masonite board to prevent shifting during handling.
- Place your consignment agreement on top of the bag. Make sure that there are no
staples or paper clips that will damage the work.
- Take a second piece of masonite and place it on top of the first one making a
sandwich with your work in the middle.
- Take 2 sheets of cardboard (same size as the masonite) and place the masonite sandwich
between them.
- Completely seal all
four sides of the sandwich with shipping tape.
Packing Paintings, Framed Works and Sculpture
- Framed pieces and
sculpture should be packed in a reinforced cardboard box or a wooden
crate.
- Cardboard boxes
especially designed for transporting art are available in all sizes from
several companies (listed
above).
- Crates are generally
made of plywood and fastened with screws to allow for easy opening and
closing. Crates should always be
sealed with several coats of polyurethane to be water-repellent.
- The box or crate should
be at least 2 inches larger than the work on each side to allow plenty of
room for cushioning. You should always fill in the extra space around the
work with cushioning materials like layers of foam or peanuts.
- Multiple works should
be crated standing vertically with layer of cardboard and cushioning
between each work.
- Framed works, paintings
or sculpture should be wrapped with glassine or archival tissue paper, and then sealed in plastic sheeting or bags. Never tape anything directly
to the work. Also, use additional
padding on all four corners of paintings and frames.
- The glass in framed
works should be replaced with plexiglass, or it should be removed from the
frame and wrapped separately. If this is not possible, make a grid of masking
tape directly on the glass to hold it together in case it breaks during transit.
- Sculpture should be
wrapped in glassine or archival tissue paper, sealed in plastic sheeting
or bags and then floated within the crate allowing for plenty of cushioning on
all sides.
Parcel Services
There are several things that will dictate your transportation choice:
the number of boxes, their weight and size, your budget, and the shipping distance. For smaller less
expensive works, you can use parcel services like UPS, Federal Express, DHL, or the U.S. Postal Service.
They offer reliable service, but maintain strict size and weight limitations.
- UPS—(800) 742-5877
Limitations: 130" total height/width/length, and/or
150 pounds
- FEDERAL EXPRESS— (800) 238-5355
Limitations: 10’ in length, 165" girth, and/or 150
pounds
- DHL— (800) 225-5345
Limitations: none
- U.S. POSTAL SERVICE
Limitations: 108" total height/width/length, and/or 70 pounds
Art Handlers
You can also choose to have professional art handlers pack and ship
your work for you, however, they are the most expensive solution. Prices range from about $60-100 per hour
for two movers and a truck. (For a list of art handlers in New York State, please contact the Hotline.)
Handlers should always follow several guidelines to insure the safety of your work.
- Your work should always
be moved by two handlers.
- It should always be
securely locked up and never left unattended.
- It should always be
sheltered from the weather.
Take Precautionary Measures!
- You should always
insure your work to the maximum value of the retail price.
- Packages/crates should
always be clearly labeled with handling instruction on the exterior using
these symbols: a broken stem glass indicating that the
package is fragile; an umbrella indicating that
the package needs to remain dry; and a
upward arrow indicating
the top side.
- You should also write a
condition report listing any prior damage or potential weaknesses. This should be included inside the package to be sent. You should include
photographs of previous damage, or diagrams of the work if it needs to be reassembled once
unpacked.
Who Will Pay For Shipping?
The answer depends on the exhibition venue.
- Gallery Exhibitions-
It is standard practice for the artist to pay the cost of shipping to the
show and for the gallery to pay the return cost. You need to make sure that it
is clearly addressed in your consignment agreement.
- Juried Exhibitions-
The artist is expected to pay the cost of shipping to and from the
exhibition.
- Museum Exhibitions-
The museum usually pays for shipping in both directions.
Great Publications on Shipping
- Way to Go! Crating
Artwork for Travel by Stephen Horne. Hamilton, NY: Gallery Association of New York State, 1985. Tel: (315) 824-2510. Cost: $10
- Caring for Your Art by
Jill Snyder. Allworth Press, 1996. Available from Americans for the Arts. Tel: (202)
371-2830. Cost $16.95
Further Questions?
For additional information about shipping, please contact NYFA Source at our toll-free number (800) 232-2789, or by e-mail at source@nyfa.org. Schematic
diagrams of proper packing and crating methods are also available.
The above article originally appeared in FYI’s Fall 1999 Issue,
Volume 15, No. 3. Reprinted with permission of FYI.
