Bringing Artwork to International Exhibitions

Summary

Bringing Artwork—whether across town or continents—requires meticulous planning, archival-grade materials, and specialized expertise. From navigating customs and building custom wooden crates to hanging a massive Victorian-era painting or installing ceramics without drilling, each step has its challenges. This guide walks through proven methods for packing and shipping originals, prints, and large canvases; sourcing supplies sustainably; preparing for installation jobs; and reinforcing artworks for transit. Wherever you’re exhibiting—museums, galleries, fairs—Union Fine Art Services offers turnkey solutions: custom crating, climate-controlled freight, experienced art handlers, and onsite installation crews to ensure your art arrives and is displayed flawlessly.

Bringing Artwork to International Exhibitions

Planning and Logistics

Shipping art overseas starts with detailed logistics: dimensions, weight, fragility, and service level (air vs. sea) determine quotes and packaging specs. Always obtain multiple quotes and confirm whether insurance and customs brokerage are included.

Customs and Documentation

For exhibitions abroad, you’ll need pro forma invoices, export declarations, ATA Carnets (for temporary imports), and HS tariff codes. An ATA Carnet simplifies border clearance and avoids import duties for temporary exhibitions.

Partnering with Professionals

Manufacturer-grade crates and professional handlers reduce damage risk. Union Fine Art Services offers door-to-door art transport, customs clearance, and climate-controlled storage—so you can focus on your show rather than paperwork or packing details.

Best Tips and Tricks for Transporting Art Long Distances

Assess Artwork Requirements

Consider medium (oil vs. acrylic), frame type, and condition. Oil paintings need breathable wraps to prevent moisture buildup; works on paper demand acid-free interleaving to avoid discoloration.

Archival-Grade Wrapping

Start with acid-free paper, then bubble wrap (1″ bubbles) secured with low-tack tape. Never use foam peanuts against a painting’s face—only as void fill around a wrapped crate interior.

Crating and Transportation

For cross-border or long-haul shipments, custom wooden crates built to museum standards are essential. Union’s in-house carpentry team constructs crates with solid lumber, interior foam lining, and desiccant packs to control humidity.

How to Ship an Incredibly Large Painting

1. Measure & Document: Photograph and note dimensions.
   
2. Reinforce: Apply edge protectors and cross-brace the stretcher.
   
3. Crate Construction: Use a multi-layer crate—rigid outer shell, layered foam, and plyboard liners.
   
4. Lift & Move: Engage at least four handlers with lift straps.
   Union Fine Art’s heavy-lift equipment and vehicle fleet handle oversized pieces safely.
   

Best Method to Pack and Ship Paintings

Step-by-Step Packing

1. Surface Protection: Place a clean sheet of glassine or acid-free paper directly on the paint surface.
   
2. Corner Guards: Install rigid foam corner protectors.
   
3. Bubble Wrap: Wrap in two layers of 1″ bubble wrap, sealing with paper tape.
   
4. Backing Board: Add a rigid foam board behind the painting.
   
5. Inner Box: Place into a double-wall corrugated box sized to allow 2″ of void space per side.
   
6. Void Fill: Use foam inserts or airbags to immobilize.
   
7. Outer Crate: For high-value or long-distance transfers, transfer the inner box to a custom crate.
   

What Methods Do You Use to Wrap Artwork Before Boxing?

• Acid-Free Interleaving: Prevents direct contact and abrasion.
  
• Low-Tack Tape: Avoids residue on delicate surfaces.
  
• Plastic Sheeting: For multiple layers, use archival-grade polyethylene to seal against moisture.
  

Materials & Steps to Ensure Original Artwork Is Safely Shipped

• Archival Materials: Acid-free paper, buffered boards, lignin-free adhesives.
  
• Desiccants: Silica gel packets regulate humidity inside crates.
  
• Shock Indicators: External labels or tamper-evident seals reveal mishandling.
  
• Insurance Appraisal: Secures full value coverage.
  

Union Fine Art partners with AIG and Chubb to underwrite fine art policies and manages claims directly.

Protecting Prints or Stickers During Shipment

• Rigid Mailers: 3-ply cardboard mailers for small prints; 0.25″ thick.
  
• Plastic Sleeves: Polyethylene sleeves prevent scuffs.
  
• Flat-Rate Tubes: For rolled stickers, use heavy-duty mailing tubes with end-caps.
  
• Labeling: Mark “Fragile—Do Not Bend” prominently.
  

Packing Materials for Sending Art Prints by Mail

• Glassine Sleeves: Non-stick, breathable.
  
• Backing Boards: Archival-quality, lightweight foam-core.
  
• Bubble-Lined Envelopes: For extra padding in small shipments.
  
• Corner Protectors: Heavy paper or plastic guards.
  

Sourcing Bulk Shipping Supplies for Artwork

• Specialty Suppliers: Gaylord, Uline, Artcare.
  
• Art Trade Shows: Exhibitor warehouses often offer volume discounts.
  
• Direct from Manufacturers: Union Fine Art leverages bulk contracts to pass savings on.
  

Recyclable vs. Standard Shipping Materials

Eco-conscious carriers and galleries prefer recyclable kraft paper, reusable Airfloat boxes, and biodegradable bubble wrap. Union Fine Art Services offers green packaging options that meet museum conservation standards without compromising protection.

Does Presentation Matter When Choosing Art Shipping Supplies?

Absolutely—for galleries and collectors, unboxing is part of the experience. Custom-branded crates and printed protective sleeves add professionalism. Union Fine Art can customize crates with logo embossing and tone‐on‐tone label printing.

Installation: Attire, Preparation & Hardware

Recommended Attire & Prep

• Dress Code: Dark, non-reflective, professional attire with closed-toe shoes.
  
• Tools: Cordless drill, stud finder, level, measuring tape, rubber-tipped mallet, and protective gloves.
  
• Site Survey: Photograph walls, measure heights, and note lighting conditions.
  

Fixings Used in Art Installations

• Wall Hooks & D-Rings: Stainless steel, load-rated per piece weight.
  
• French Cleats: Secure, concealed, ideal for heavy works.
  
• Toggle Bolts & Anchors: For drywall installations over 50 lbs.
  
• Z-Clips: Interlocking extruded aluminum rails.
  

Union Fine Art Services stocks and installs premium hanging systems from Kirsch and Artiteq.

Security Leashes & Tethers for Framed Art

• Museum Cables: Kevlar-reinforced, tamper-proof locks.
  
• Security Screws: One-way heads to deter theft.
  
• Hanging Wires: Coated stainless steel rated 10× the weight of the artwork.
  

Methods for Hanging a Very Large Victorian-Era Painting

1. Leather Straps: Padded, wide straps to distribute weight.
   
2. Hidden Cleats: French-cleat system installed into studs.
   
3. Lift & Slide: Use lift straps and a four-person team.
   Union’s installation crews employ scaffold lifts and leveling lasers for pinpoint accuracy.
   

Building a Wooden Crate for Art Shipping

Step-by-Step Process

1. Design: CAD drawings to exact internal dimensions.
   
2. Materials: Kiln-dried pine, ¾″ plywood, foam board, desiccant trays.
   
3. Assembly: Mortise-and-tenon joints reinforced with stainless screws.
   
4. Interior Lining: Custom‐cut polyethylene foam, acid-free barrier.
   
5. Finishing: Exterior paint seal for moisture resistance, edge banding for strength.
   

Union Fine Art’s shop produces ISPM 15–15-certified crates meeting international export standards.

Questions to Ask Your Framer About Conservation/Archival Framing

• “Do you use acid-free mats and backing?”
  
• “Are your glazing options UV-filtering?”
  
• “What hinge or mounting system will you use inside the frame?”
  
• “Can you provide reversible mounting (e.g., Japanese paper hinges)?”
  

Preparing for Your First Art Handling Job Interview

• Portfolio: Photos of past installations and crates you’ve built.
  
• Terminology: Know fixings (D-rings, Z-clips), crate standards (ISPM 15).
  
• Scenario Questions: How to handle a glass break or sudden rain.
  
• Soft Skills: Team communication, client interaction.
  

Advice for Hanging Ceramic Artworks

• Weight Distribution: Use multiple anchor points.
  
• Padding: Install felt pads where ceramic meets metal hooks.
  
• Adhesives: Museum-grade removable putty for light pieces.
  
• Safety: Always wear cut-resistant gloves.
  

Hanging Objects Invisibly from the Ceiling Without Drilling

• Tension Rods: Spring-loaded rods between the floor and ceiling in exhibition booths.
  
• Adhesive Hooks: High-strength 3M hooks rated for 10 lbs+.
  
• Magnetic Systems: Rare-earth magnets with steel plates mounted above ceiling tiles.
  

General Installation Advice for Art Exhibitions

• Light Control: Avoid direct sun; use LED fixtures with adjustable beam.
  
• Spacing: Minimum 2″ between works; eye-level pivot at 57″ from floor.
  
• Document Everything: Condition reports pre/post-install.
  
• Team Briefings: Safety talk before each install.
  

How New Art Is Delivered to Museums

• Packaging: Sealed crates, climate-controlled vehicles.
  
• Unpacking: Clean-room gloves, soft lifts, and air-filtration tents.
  
• Staging: Lay-down area with protective padding; wall survey using plumb lines.
  
• Final Prep: Touch-up cleaning, label placement.
  

Union Fine Art Services coordinates directly with museum registrars and conservators for seamless delivery and staging.

Reinforcing Artwork for Shipping

• Strapping: Non-abrasive polyester bands across crate ends.
  
• Edge Reinforcements: Steel angle braces inside crate walls.
  
• Humidity Control: Two-way humidity buffers to maintain 45–55% RH.
  

Union Fine Art Services is your one-stop partner for art transport, crating, and installation. With ISO-certified processes, museum-grade materials, and expert art handlers, we safeguard every piece from gallery to global exhibitions. Visit unionfas.com to request a quote or consultation.

This guide synthesizes best practices from industry experts, museum conservation standards, and international shipping regulations to empower artists, galleries, and institutions in safely moving and displaying art worldwide.