Shipping and Packaging Artwork for Exhibition – Tips from The Holy Art
Introduction: Protecting Your Work in Transit
Preparing your artwork for exhibition doesn’t end when you’ve been accepted. Whether you’re shipping a painting across the country or sending a sculpture overseas, proper packaging ensures that your work arrives safely and looks its best on opening night. At The Holy Art, artists are responsible for getting their pieces to us for physical shows, but we’re committed to helping you through the process. Here’s what you need to know.
Choose the Right Packing Materials
Investing in quality materials is essential. You’ll need:
Acid‑free paper or glassine: Use this as the first layer to protect delicate surfaces from sticking or abrasion.
Bubble wrap: Wrap each piece thoroughly, making sure bubbles face outward so they don’t leave impressions on your art.
Corner protectors: Cardboard or foam corners shield framed works.
Rigid support: For unframed works on paper or canvas, place a piece of foam board, corrugated plastic or plywood on both sides.
Double‑wall boxes or wooden crates: Choose a container slightly larger than the artwork and fill empty space with cushioning like foam or crumpled kraft paper. Avoid packing peanuts, which shift and offer uneven protection.
Fragile tape and labels: Clearly mark the outside of your package with “FRAGILE,” “HANDLE WITH CARE,” and “THIS SIDE UP.”
Packing Paintings and Prints
Cover the surface: Lay the artwork face down on a clean surface and place a sheet of glassine or acid‑free paper over the image area. Secure with painter’s tape on the back of the frame or stretcher.
Wrap with bubble wrap: Wrap the entire piece with at least two layers of bubble wrap. Secure with tape, making sure not to tape directly on the artwork or frame.
Add corner protection: Slide foam or cardboard protectors onto each corner.
Prepare the box: Place a layer of cushioning material in the bottom of the box. Put the wrapped artwork inside and fill any gaps with more cushioning so the piece doesn’t move. Shake the box gently; if you feel movement, add more padding.
Seal and label: Close the box securely with strong packing tape and affix clear labels indicating orientation and handling instructions.
For very large or valuable works, custom wooden crates are recommended. A local art shipper or carpenter can build a crate to your specifications.
Packing Sculptures and 3D Works
Sculptures and mixed media pieces often require custom solutions:
Disassemble if possible. Remove detachable parts and wrap them separately to prevent pressure on fragile elements.
Use foam blocks or planks. Create a snug cavity inside the crate or box so the piece can’t shift. Foam-in-place systems or carved polystyrene blocks work well for irregular shapes.
Wrap with cushioning. Wrap each component in bubble wrap or foam before placing it in its cavity. Fill voids with cushioning material to immobilise the artwork.
Reinforce the crate. Heavy or delicate sculptures benefit from wooden crates with reinforced corners and handles.
Selecting a Shipping Carrier
Fine art requires specialist handling. Consider these factors:
Experience: Look for carriers with a proven track record shipping artwork. Fine‑art shipping companies understand how to handle fragile pieces and often offer climate‑controlled vehicles.
Insurance and liability coverage: Confirm the carrier’s insurance options and declare the value of your work. Always purchase additional insurance if the carrier’s liability is limited.
Tracking and communication: Choose a service that offers reliable tracking and clear communication so you know where your artwork is at all times.
Customs expertise: For international shipments, select carriers familiar with customs documentation and procedures to avoid delays.
If you prefer to use a general courier (e.g., DHL, UPS), check whether they offer art shipping services and follow their guidelines for packaging and insurance.
Insurance and Documentation
Document the condition of your artwork before it leaves your studio. Take high‑resolution photographs from multiple angles, including any existing marks or imperfections.
Prepare an inventory sheet with titles, dimensions, materials and declared values. Keep copies for your records and include one with your shipment.
Insure your shipment for the full value of the artwork plus shipping costs. Read the policy carefully to understand what is covered (e.g., damage, loss, delay).
Complete customs forms accurately for international shipments, including the Harmonised System code for artworks and any necessary export declarations.
Timing and Communication
Ship early. Allow plenty of time for transit, especially if the destination is overseas. Account for potential delays in customs or weather.
Notify the gallery. Let The Holy Art know when your artwork is on its way and provide tracking information. We can confirm receipt and inspect for any damage.
Keep your receipts. Shipping invoices and insurance documents are important for your records and may be needed for reimbursement or claims.
How The Holy Art Supports You
While artists handle shipping to and from the gallery, we aim to make the process as stress‑free as possible. We can recommend reliable couriers, answer questions about packaging and provide the gallery’s preferred receiving hours and address. After the show, our team carefully re‑packages your work using appropriate materials and prepares it for return shipment. For those who prefer to avoid shipping altogether, our digital exhibitions offer a compelling alternative—your work is shown online in high‑resolution, reaching a global audience with zero transit risks.
Conclusion: Invest in Protection
Proper packaging and shipping are an investment in your career. Taking the time to protect your artwork ensures it arrives safely and reflects your professionalism as an artist. With thoughtful preparation and the right partners, you can confidently send your work across town or around the world.
Ready to showcase your art? Visit our Artist Apply page to submit your work for upcoming exhibitions and make The Holy Art part of your journey.
