The Complete Guide to Art Shipping and Exhibition Logistics

Published by The Holy Art Gallery | January 2026

You've been accepted to an exhibition—congratulations! Now comes the practical challenge of getting your work there safely. Whether you're shipping to a local gallery or across international borders, proper logistics are essential to protecting your art and maintaining your professional reputation.

This guide covers everything artists need to know about preparing and shipping work for exhibitions, from basic packing principles to navigating international customs.

Planning Before You Pack

Successful shipping starts with understanding requirements:

Gallery specifications: Every gallery has preferred receiving procedures. Ask about delivery windows, required documentation, labeling preferences, and any restrictions on packing materials they accept.

Timeline: Allow more time than you think you'll need. For domestic shipments, build in at least a week of buffer. For international exhibitions, start logistics planning months ahead.

Budget: Get shipping quotes early. International art shipping can be surprisingly expensive, and last-minute options are always pricier. Factor these costs into your exhibition planning.

Return arrangements: Understand who's responsible for return shipping and in what condition you'll receive your work back. Many galleries, including The Holy Art, handle return packaging and labeling, but clarify this upfront.

Professional Packing Fundamentals

Proper packing prevents most shipping damage:

Inner protection: Wrap work in acid-free glassine paper or clean, unprinted newsprint. For framed works under glass or acrylic, tape an X pattern across the glazing surface to contain fragments if breakage occurs.

Corner protection: Foam or cardboard corner protectors shield the most vulnerable points. Even slight corner damage is immediately visible and professionally unacceptable.

Bubble wrap layer: After inner wrapping, add bubble wrap with bubbles facing outward. Secure with tape, but never apply tape directly to artwork surfaces.

Rigid protection: Flat works need cardboard or foam board sandwiching. For valuable pieces, consider mirror boxes that create a rigid envelope around the work.

Boxing: Use boxes slightly larger than the protected work to allow cushioning on all sides. Double-wall corrugated cardboard provides better protection than single-wall for heavier pieces.

Fill empty space: Loose items in boxes shift and cause damage. Fill voids with crumpled paper, foam peanuts, or air pillows so nothing moves when the box is shaken.

Seal securely: Use quality packing tape applied generously on all seams. Boxes that open during transit create exposure and loss risks.

Packing Different Media

Different artwork types require different approaches:

Works on paper: Store flat, interleaved with glassine. Never fold or roll works that weren't designed for rolling. Use rigid portfolio cases or flat boxes.

Canvas paintings: For unframed canvas, use glassine over the surface before wrapping. Never let anything contact wet or tacky paint surfaces. Consider travel frames for valuable unframed works.

Framed works with glass: The X-tape pattern over glass is essential. Some shippers require removal of glass for transit; check policies in advance.

Sculptures: Three-dimensional works need custom crating in most cases. Ensure no surfaces touch packing materials directly where contact might cause damage. Secure pieces against shifting in any direction.

Photography: Photographic prints are particularly susceptible to humidity, fingerprints, and abrasion. Use cotton gloves when handling, and ensure complete moisture protection in packing.

Digital and video: Ship physical media (drives, USBs) in padded containers. Always maintain backup copies and provide digital files through additional channels as backup.

Labeling and Documentation

Clear labeling prevents confusion and loss:

External labels: Include your name, return address, destination address, and clear "FRAGILE" and directional ("THIS SIDE UP") markings. Include phone numbers for both origin and destination.

Internal identification: Place a packing list inside the box listing contents. If outer labels are lost, internal documents help reunite packages with proper recipients.

Work identification: Each piece should be labeled on the back with artist name, title, medium, dimensions, and any handling instructions. Use archival labels that won't damage surfaces.

Condition reports: Photograph each piece before packing, documenting current condition. This protects you if damage claims become necessary.

Customs documentation: International shipments require accurate descriptions, values, and classification. See the international shipping section for details.

Choosing Shipping Services

Not all carriers are equal for art transport:

Standard couriers (FedEx, UPS, DHL): Suitable for smaller, well-packed works. Offer tracking and insurance but handle packages mechanically. Declare accurate values for insurance purposes.

Specialized art shippers: Companies focused on art transport offer climate control, white-glove handling, and expertise in customs procedures. More expensive but appropriate for valuable or fragile works.

Gallery-recommended couriers: Many galleries have preferred shipping partners with established relationships. The Holy Art, for example, recommends reliable couriers familiar with their receiving procedures for shipments from UK, USA, Europe, and Asia.

Hand delivery: When possible and practical, personal delivery ensures safety but limits geographic range. Consider for local exhibitions or high-value works.

International Shipping Specifics

Crossing borders adds complexity:

Customs declarations: Accurately describe contents, including medium, materials, dimensions, and value. Misrepresentation causes delays and can result in penalties.

HS codes: Harmonized System codes classify goods for customs. Original artwork typically uses specific codes distinguishing it from reproductions. Incorrect classification affects duties and processing.

Temporary import: Artwork shipped for exhibition and returning to origin can often enter duty-free under temporary import provisions. Research procedures for destination countries, as requirements vary.

ATA Carnets: For temporary export across multiple countries, an ATA Carnet simplifies customs. These documents allow goods to move duty-free through participating countries and are particularly useful for traveling exhibitions.

Import duties: If artwork is being sold or permanently transferred, import duties may apply. Rates vary significantly by country. Clarify who bears these costs in any transaction.

Restricted materials: Some materials (ivory, certain woods, feathers) have import restrictions. Ensure any materials in your work comply with destination country regulations.

Time allowances: International shipments can take weeks. Begin the process early, especially for exhibitions with firm installation deadlines.

Insurance Considerations

Protecting your work financially matters:

Carrier insurance: Standard carrier coverage often limits claims or excludes certain damage types. Understand what's actually covered before relying on it.

Declared value: The amount you declare determines both insurance premium and maximum claim. Under-declaring reduces cost but limits recovery if loss occurs.

Third-party art insurance: Specialized art insurance policies offer broader coverage than carrier insurance. For valuable works, dedicated policies may be worthwhile.

Gallery coverage: Ask whether the exhibiting gallery maintains insurance covering work while in their possession. Understand what's covered and what gaps remain your responsibility.

Documentation for claims: Maintain photographs, condition reports, and all shipping documentation. If damage occurs, this evidence is essential for successful claims.

Managing Shipping Costs

Art shipping can be expensive. Minimize costs strategically:

Size matters: Shipping costs correlate with dimensions and weight. Consider this when selecting work for distant exhibitions.

Efficient packing: Well-packed work in appropriate-sized boxes costs less than oversized packaging. Avoid excessive void space.

Compare rates: Get quotes from multiple carriers. Rates vary significantly, especially for international shipments.

Consolidation: If shipping multiple pieces, consolidating into fewer packages often reduces total cost.

Timing flexibility: Rush shipping costs more. Plan ahead to use standard delivery timelines.

Regional options: For international shipping, some regional carriers offer better rates than global companies for specific routes.

Receiving and Return

The journey doesn't end at delivery:

Tracking: Monitor shipments throughout transit. Most carriers provide tracking that alerts you to delivery.

Gallery confirmation: Confirm receipt with the gallery. Ask about condition upon arrival.

Post-exhibition return: Coordinate return timing with the gallery. Ensure they have accurate return addresses and any necessary documentation.

Return condition: Inspect work immediately upon return. Document any damage before discarding packing materials—they may be needed for claims.

Save materials: Quality packing materials can be reused. Maintain a supply of boxes, corner protectors, and wrapping for future shipments.

Common Shipping Problems and Solutions

Damage in transit: Document immediately, retain all packing materials, file claims promptly. Carrier claim periods are limited.

Customs delays: Often caused by incomplete documentation. Provide all required paperwork accurately. If delayed, contact the courier for status and resolution.

Lost packages: Begin tracing immediately if tracking stops updating. File claims within required periods.

Incorrect delivery: Ensure addresses are complete and accurate. Include recipient phone numbers for driver contact if needed.

Weather delays: Build buffer time into schedules, especially during seasons prone to weather disruption.

Working with The Holy Art on Shipping

Galleries experienced in international exhibitions develop efficient logistics systems:

The Holy Art provides recommended couriers familiar with their receiving procedures across locations in London, New York, Paris, Athens, and Tokyo. For artists shipping internationally, our team offers guidance on customs requirements and documentation. After exhibitions, we handle return packaging and labeling to make the process stress-free for artists.

When accepted for an exhibition, communicate early about logistics questions. Experienced galleries have solved these problems many times and can guide you through the process.

Conclusion

Shipping logistics might seem mundane compared to the creative work of making art, but they're essential to exhibition success. A damaged piece can't be displayed, and a late arrival misses the opening. Professional artists treat logistics with the same care they give their creative practice.

Build relationships with reliable shippers, invest in proper packing materials, plan early, and maintain organized documentation. With experience, these processes become routine, allowing you to focus on what matters most: creating and showing exceptional work.

About The Holy Art Gallery: The Holy Art Gallery exhibits contemporary artists in London, New York, Paris, Athens, Tokyo, and through digital platforms. We work with artists worldwide on exhibition logistics, providing guidance and recommendations to ensure work arrives safely for our shows.