You’ve spent so much time, effort, and energy on your artwork and now it’s time to get it off your hands and out into the world! We know how much of a daunting and expensive task it can be but we’re here to help ensure that it not only reaches its destination in pristine condition but also, these steps will make this process much easier, and if you want to save time, money, and frustration - read on!

“Liminal” //Photography// by 4th Edition Submitter, Ruby Hyde

USEFUL TOOLS AND MATERIALS TO HAVE WHEN PACKING

• Knife, scissors, or box cutter - a durable, high quality, and sharp knife, scissors, or box cutter will be very handy in this process for neat incisions and cutting cardboard. Remember to check the strength and sharpness of your blade before use, so that you can avoid damaging the cardboard or blade.

• Measuring tape - this tool will help you measure your materials accurately and precisely.

• T-square - this T-shaped instrument will make the process of creating straight and even cuts much easier.

• Pen, pencil, or marker - it depends on your preference because many would opt for a pencil because it’s easier to erase the markings but others will prefer a pen or marker so that it’s less likely to make mistakes as their lines are very bold and noticeable.

• Boxes or shipping tubes - the size of these are dependent on the size of your artwork and ensure that the material is sturdy and also take into consideration the folding style (ie. how many flaps it has at the top to seal the countenance). Double-walled corrugated boxes are great for keeping your artwork and other fragile items safe and protects against moisture absorption that can infiltrate the box.

• Cardboard corner protectors - it’s just as important to protect the corner of your frame and artwork as it is to protect the body of it. Using cardboard corner protectors will boost edge protection and reduce the movement of your piece within the box.

• Bubble wrap - great for creating enough cushion, protection, and padding to help avoid any damages and slippages or movement to your work.

• Glassine paper - this is a smooth and glossy type of paper that protects your artwork from dust, grease, and moisture.

• Fragile stickers - these stickers will notify the personnel within the shipping company to handle this package with care as it has fragile items inside.

• Packaging Tape - this is one of the best types of tapes to use for packing and shipping because of its durability. It’s manufactured to be long-lasting, adhesive, and weather-resistant, and an all-around safe option.

• Plastic cling wrap - this type of wrap tends to be tear-resistant and quite stretchy so that it can withstand long durations even with large items.

• Cardboard pads (optional) - these are optional but they help provide added security because they are designed to distribute the item’s weight evenly and protects against any shipping damages.

• Dustless nitrile or cotton art handling gloves (optional) - these are also optional but ideal for avoiding leaving fingerprints and dust, especially on high-gloss surfaces.

• Shipping scale (optional) - this scale is specially designed for weighing packages so that you can have an idea of the actual weight, dimensional weight, and billable weight beforehand. This is optional because your transport provider and even the nearest post office should have one readily available.

*Actual weight is the weight of your package using a scale. Typically, this figure is rounded up to the nearest whole pound.

*Dimensional weight refers to the density of your package ie. the relationship between the space utilized and the actual weight. This figure is usually presented in inches. To calculate this, you need to measure the length, width, and height of your package and multiply these three figures together. The sum will be the cubic size presented in inches. Then, you divide the sum of the length, width, and height by a divisor which is depending on your carrier rate type which can be either the daily rate or retail rate - (L x W x H) ÷ Divisor. If your total is a fraction, round it up to the nearest whole pound.

*Billable weight is the weight used to calculate the cost. When shipping domestically and internationally, the billable weight equates to the larger weight between the actual and dimensional weights.

“Clarity” //Oil// by 4th Edition Submitter, Cecily Slade

YOUR STEP BY STEP GUIDE

Research different shipping carriers

You want to begin by researching different shipping carriers so that you can find the best option for you. Here’s a checklist of information to gather.

• Review their reputation by looking at reviews because you want to ensure that your artwork is in safe and reliable hands.

• Find out about their size and weight requirements because not all shipping carriers work with large bulky packages.

• Learn more about their procedure and pricing which would vary from company to company.

• Discover whether or not they offer free materials such as boxes because some carriers such as UPS do and this can save you money.

• Research whether or not they do their own packaging because, in the long run, it may be more cost-effective for them to do it professionally as opposed to you.

Contact carriers to find out if they have insurance policies.
These policies will cover you if any damages occur while in transit. Insurance policies typically come as either a full risk policy or a limited risk policy. We highly recommend a “full risk” (aka “all-risk” insurance policy because it is applicable to shipments all over the world and it provides the most coverage if damages such as theft, natural damages from water, moisture, fire, and other elements as well as unintentional damages. However, it is important to note that it does not cover wear and tear. Meanwhile, as suggested by the name “limited coverage” also know as a standard insurance policy covers a smaller range of incidents and usually only offers compensation under extreme circumstances that are often either incredibly specific or unrealistic.

If you already have an insurance policy, you can contact your carrier to see the extent to which your insurance covers your art and whether or not you need additional insurance from them. Equally, if you’d prefer to go with a third-party insurance company, companies such as Fine Art Shippers and ARTA Shipping offer these services. Fine Art Shippers describes themselves as “a professional fine art handling and logistics company serving art business professionals, art institutions, and private clients.” They have extensive shipping experience and ship to anywhere in the world. Their insurance packages account for unforeseeable possibilities when shipping both by sea and air. Each client is advised on the best-suited package for them. Meanwhile, ARTA Shipping is also another professional shipping company designed for artists that work alongside accredited shipping companies and is dedicated to offering full risk insurance and aiding in the insurance claim process once you’re shipping with them.

Some other reputable freight carriers that can ship your artwork are UPS, FedX, and DHL. With these companies, you can also track your shipment which is extremely helpful. They also all offer international shipping services along with package protection which helps to provide you with the best-suited insurance packages.

“Solos tu y yo” //Photography// by 4th Edition Submitter, Cristhian Frias

2. Measure your artwork

You may already have these dimensions because it is a typical component of your artwork’s description. However, if you don’t, not a problem. This is where your measuring tape comes in handy. To determine the measurements of your piece, you want to measure the length, depth, and width in either inches or centimeters so that you can select the right size shipping container, box, or tube. The length of your piece is the vertical measurement from the base to the top, the width is the horizontal measurement from the left to the right of your piece and the depth or thickness is the measurement from back to front. It’s ideal to measure your work to the nearest 1/8”.

“And Water” //Oil on linen// by 4th Edition Submitter, Andy Sjodin

3. Choose the right shipping container, box, or tube

When choosing the right shipping container, box, or tube, the size and structural integrity are integral.
UPS advises that you ship “unframed artwork that’s larger than 48-by-48 inches, and framed pieces that are larger than 18-by-24 inches, in a wooden crate.”

On the other hand, with smaller pieces of art, you can ship them in a new, double-wall corrugated box which is great for reducing the chances of damage and movement and also offer sufficient padding. Approximately 6 inches of extra padding is ideal. But let’s put some emphasis on new because UPS also advises against recycled or used boxes as they don’t provide as much protection and can look unprofessional due to previous use.

There’s also an option if you want to roll your artwork. You can use shipping tubes. It’s best for the tube to allocate around 4 to 5 inches for padding that will envelop each side of your rolled art.

When it comes to structural integrity, you should opt for a double or even tri-wall corrugated box as opposed to a single because they are way more durable and effective especially for fragile items. To find out more about the strength of the box, there is usually a manufacturer stamp that provides pertinent information about the construction type and the box’s durability. You can also get in touch with the supplier or manufacturer as they would have the most information about the box.

Don’t forget to keep your t-square, measuring tape, cutting instrument (knife, scissors, or blade), and writing instrument (pencil, pen, or marker) close at hand just in case you need to make any adjustments to the box.

“Another Whitehorse Winter II” //Pastel coloured pencil and ink on paper// by 3rd Edition Submitter, Renee Brettler

4. HANDLING YOUR ARTWORK

It’s time to put on your gloves, preferably dustless nitrile or cotton art handling gloves because they’re oh so good at avoiding leaving fingerprints and dust, especially on high-gloss surfaces. If your work of art is in a glass encasement, you can start by gently wiping it with disinfecting wipes to get rid of any fibers that may on it; if not, you can skip this step.

Next, cover the entirety of your unframed artwork with at least two layers of glassine paper which will protect it from dust and moisture, and to secure the paper use packaging tape. Before putting the glassine paper on, if you’re rolling your piece, it should be facing upwards if it paper-based such as photography, drawing, prints, or watercolour paintings. Whereas, if it is fabric-based such as linen or canvas, it should be facing downwards. This will make it less likely for any damages to occur. Now, if there are numerous pieces in the tube, you should put a sheet of glassine paper between each piece before you start rolling and stack them from largest to smallest with them all facing in the same direction.

Subsequently, you can use cardboard corners and fasten them onto the corners of your art because these areas are most easily damaged.

Furthermore, You can also opt for extra coverage and security by wrapping at least two layers of plastic cling wrap around your work, especially if it is glass because if any damage, unfortunately, does happen, at least the wrap will stop the pieces from piercing through or breaking apart in the packaging.

Or another option is bubble wrap which should be wrapped around twice or three times your work of art. The smooth side should be placed against the piece so that marks are not left. To secure the bubble wrap, use a strip of packaging tape.

After you bubble wrap your artwork, to ensure that is safe in transit, place it between two pieces of cardboard pads that 1/2-inch thick or more. Tape around pads and artwork but not too tightly because it can cause damage.

“Escondidas” //Photography// by 2nd Edition Finalist, Lexi Laine

5. SAFEGUARD THE INTERIOR OF YOUR PACKAGE

The best way to safeguard the interior of your package is by putting bubble wrap in there as it is a great material for providing adequate cushion, protection, and padding which will help avoid any damages to or movement of your art. Remember not to overfill or underfill your package because doing so can make your art susceptible to damage. You can find out from your supplier the maximum and minimum weights of your particular container, box, or tube to help avoid instances of over and underfilling.

“Duck Syndrome” //Photography// by 2nd Edition Finalist, Ryan Jae

6. SECURE THE EXTERIOR OF YOUR PACKAGE

In this final step, you’re going to make use of your packaging tape and fragile stickers. You’re going to use the type to seal the fold of the box because it is both durable and water-resistant and finally, you can place fragile stickers to notify the personnel who will handle and ship your package that they should handle it with extra care as the item inside is fragile.

You’ve done it! Now, it’s time to say bon voyage to your art as it is ready to be embark on its journey to its new family!

How To Pack And Ship Your Art