By Martina Kao    Photo：CANVA

Precautions for transporting exhibits at home and abroad

The transportation of exhibits involves the safe transportation of valuable items such as artworks, cultural relics, and handicrafts. For art galleries, curators, and organizers, it is crucial to ensure that exhibits arrive at their destination safely and on time. This article will introduce the precautions for transporting exhibits at home and abroad to help curators, art galleries and other exhibition-related units complete logistics arrangements smoothly.

A. Preparation before transporting exhibits

1. List of items and labeling

o List in detail the name, size, weight, material, value, etc. of all exhibits.

o Label each exhibit with a unique number to facilitate tracking and management.

o If it is a work of art or cultural relic, a detailed report on its state of preservation, including photos and text description, should be provided for later verification.

2. Transportation plan and schedule

o Determine the best shipping time based on the exhibition schedule, taking into account factors such as weather, holidays, customs processing time, etc.

o Confirm the delivery time and venue restrictions of the destination exhibition hall in advance to avoid delivery being affected by venue closure or lack of staff.

o If exhibits need to be shipped internationally, sufficient time must be allowed for customs clearance to avoid delays.

3. Packaging and protection

o Use packaging materials that are suitable for the material and characteristics of the exhibits, such as shock-proof foam, cushioning pads, acid-free paper, professional wooden boxes, etc.

o Fragile items should be packed in shock-resistant packaging to ensure that the exhibits will not be damaged by bumps or vibrations.

o For exhibits that are sensitive to high temperature and humidity, consider using constant temperature, sealed packaging to prevent environmental impact.

4. Insurance and liability regulations

o Purchase appropriate transportation insurance for your exhibits to cover risks such as accidental damage, loss, theft, etc.

o Confirm the liability coverage provided by the carrier and confirm the compensation terms with the insurance company.

B. Precautions during the transportation of exhibits

Exhibit transportation usually involves intermodal transportation, which requires a combination of two or more modes of transportation, such as air, sea, and land transportation. International art transportation

mostly uses air transportation, which is fast but expensive and not suitable for large exhibits. Sea transportation is suitable for large exhibits and has lower freight rates, but it takes a long time to transport and is more complicated to load and unload, so it is less used.

1. Choose the right mode of transport

o Domestic exhibition transportation can be done by professional freight companies, express delivery, or special vehicle transportation.

o International exhibition transportation can be selected by air, sea or land transportation according to the size of the exhibits and time requirements.

o For valuable or sensitive exhibits, it is recommended to use a specialized art logistics company to ensure professional handling.

2. Customs and Document Preparation

o International transportation requires the preparation of customs documents, such as invoices, packing lists, certificates of origin, import and export licenses, etc.

o If cultural property or historical relics are involved, please confirm whether a special permit is required.

o Confirm import and export requirements with local customs brokers or Freight Forwarder in advance to avoid customs clearance delays.

3. Temperature and humidity control

o If the exhibits have strict environmental requirements, you should choose a transportation tool with temperature and humidity control functions.

o Data loggers can be used to monitor temperature and humidity changes to ensure exhibits are transported under suitable conditions.

4. Transport process monitoring and tracking

o Choose a logistics company that provides real-time tracking services to keep track of the exhibits.

o Special escorts can be arranged for important exhibits to ensure safety throughout the entire process.

o During the transportation process, maintain instant communication with the consignee to ensure smooth receipt of the goods.

If necessary, you can apply to the customs for " Cargo Examination and Release Alongside the Vessel " so that the exhibits can be inspected and released directly at the airport or port without having to be sent to the customs warehouse. This can reduce the risk of exhibits being affected by changes in temperature and humidity when stored in warehouses, especially for artworks or cultural relics that have strict environmental requirements. It helps to maintain the best preservation state and avoid damage due to improper climate or storage conditions.

C. Things to note after the exhibits arrive

1. Unloading and unpacking inspection

o Immediately check the packaging for completeness upon receipt. If there is any damage, take photos for evidence.

o Check each exhibit one by one according to the original condition report to ensure that there is no damage or loss.

o If damage is found, contact the transport company and insurance company immediately to process claims.

2. Exhibition display and storage

o Ensure that the on-site environment is safe and unobstructed, such as laying non-slip pads, maintaining ventilation, providing good lighting, and clearing surrounding obstacles to ensure smooth acceptance and the safety of exhibits

o Exhibits should be placed according to the curatorial plan to avoid direct contact with the ground or direct sunlight.

o During short-term storage, ensure that the environment meets the preservation conditions of the exhibits, such as appropriate temperature and humidity, dust-free space, etc.

o If exhibits need to be moved during the exhibition, appropriate protective measures should be used to avoid accidental damage.

3. Dismantling and returning the exhibition after the exhibition

o When dismantling the exhibition, the exhibits should be repacked according to the original packaging method to ensure the safety of the exhibits.

o If the exhibits need to be returned to their original location or moved to the next exhibition, the transportation plan and document preparation should be reconfirmed.

o Ensure all documents and shipping labels are correct to avoid wrong shipments.

Conclusion

The transportation of exhibits is a complex process that requires highly sophisticated management. Negligence in any link may result in damage or delay of the exhibits. Art galleries, curators and exhibition organizers should choose experienced logistics suppliers and make adequate preparations and monitoring to ensure that exhibits arrive at their destination safely and accurately and successfully present the exhibition effect.

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