How to Ship Large Paintings Safely: A Guide by Convelio

Convelio dévoile son système de gestion d'inventaire (IMS), une solution avant-gardiste qui bouleverse la gestion des collections d'art.

Introduction

In the world of art, the journey is just as important as the destination. At Convelio, we’ve been shipping large paintings since 2017. Our team has handled priceless artworks from emerging artists to Old Masters, and we’ve learned the ins and outs of shipping these precious cargoes.

This guide will take you through every step of shipping a large painting from start to finish. Whether you’re a gallery owner, an emerging artist, or a passionate collector, you’ll find the information and tips you need to get your artwork to its destination in perfect condition.

How to ship large paintings

Understanding the Challenges of Shipping Big Paintings

Before we get into the nitty-gritty of packaging and shipping, let’s first understand the challenges of how to ship large paintings:

Size and Weight Considerations

  • Big paintings usally exceed standard shipping size limits.
  • Weight is a major factor, especially with ornate frames, as the actual weight of the package can influence shipping costs.
  • Special handling and soft-packing equipment may be required.

Fragility and Value Factors

  • Bigger canvases are more prone to tension and vibration damage.
  • Higher value often means bigger size and more financial risk.

160 cm in height for standard cargo airplanes.
180 cm in height for courier shipments.

Environmental Risks in Art Transport Factors

  • Temperature and humidity fluctuations can cause the canvas to expand or contract.
  • Light exposure during transit can fade or damage certain pigments.

Convelio Tip: "Always consider the artwork’s size, value, and environmental sensitivities when planning a shipment. Our operations team considers all these to determine the most adequate shipping method and packing. In addition, we recommend subscribing to an ad valorem insurance.” - Katherine Burke, Operations Team Lead USA, at Convelio.

Crucial Steps to Ensure Your Painting's Safe Journey

Step 1: Preparing Your Large Painting for Shipment

Preparation is key to a successful shipment. Follow these steps to get your painting ready:

Inspection and Documentation Techniques

1. Inspect the painting.

  • Look for any existing damage or weak points on the entire painting.
  • Check the corners and edges of the canvas.
  • Check the frame for loose joints or decorative elements.

2. Create a condition report.

  • Describe any existing issues in detail.
  • Take high-resolution photos from multiple angles.
  • Capture close-ups of any areas of concern.

3. Measure the painting.

  • Record the height, width, and depth, including the frame.
  • Estimate the weight of the piece.

Quick Fact: Convelio’s online platform allows you to input artwork specifications so you get accurate quotes and the right handling. You can select weight ranges without having to know the exact artwork’s weight. Learn More.

Cleaning and Initial Protection Methods

1. Dust and debris removal.

  • Use soft, dry brush for the painted surface.
  • Clean the frame with the right materials (depending on the frame’s composition).

2. Allow drying time.

  • New oil paintings can take up to a year to fully dry.
  • Make sure all conservation treatments are dry before shipping.

3. Add protective coverings.

  • Use acid-free glassine paper over the painted surface.
  • Have frame corner protectors for framed paintings.

Recap:

  • Inspect and document the painting’s condition.
  • Clean the artwork gently and make sure it’s dry.
  • Add a first layer of protection.

Convelio Tip: "Never skip the preparation step. Documenting and protecting the painting before packaging can save you from headaches and potential claims later on." - Manon Falquerho, Head of Operations Europe, at Convelio.

Step 2: Choosing the Right Packaging Materials for Paintings

how to ship large paintings

Proper packaging is key for large paintings in transit. Here’s how to create a safe environment for your artwork:

When packaging an acrylic painting, it is crucial to use proper materials like acid-free glassine paper to protect the surface during transport.

Essential Supplies for Art Packaging

  • Acid-free glassine paper
  • Plastic palette wrap
  • Bubble wrap (large 1" bubbles, anti-static)
  • Cardboard sheets (single and double wall)
  • Custom-sized foam inserts
  • Silica gel packets
  • "Fragile" and orientation stickers
  • Heavy-duty packing tape

Professional Packaging Techniques for Large Artworks

1. Primary Wrap

  • Use glassine paper over the painted surface.
  • Apply low-tack artist’s tape to secure the glassine.

2. Moisture Barrier

  • Wrap the entire piece in plastic palette wrap.
  • Start from the back, enusre there are no air bubbles trapped inside.

3. Cushioning Layer

  • Apply bubble wrap around the edges and corners.
  • For flat artwork, use a strip of folded bubble wrap around the edges.

4. Inner Box Construction

  • Construct a custom-fit cardboard box around the wrapped painting.
  • Choose double-wall cardboard for extra strength.

5. Void Fill and Stabilization

  • Use foam inserts or additional bubble wrap to fill empty spaces.
  • Ensure the painting does not move in the box when you shake it.

6. Moisture Control

  • Include silica gel packets to control humidity inside the package.

7. Outer Box Protection

  • Place the inner box into a larger outer box with at least 2" of padding on all sides.
  • Fill voids with packing peanuts or air pillows.

8. Sealing and Labeling

  • Seal all seams with heavy-duty packing tape in an H-pattern.
  • Attach "Fragile" stickers, orientation arrows, and handling instructions to the outer box.

Quick Fact: Convelio has a proprietary packaging system that goes beyond this, for maximum protection of the most delicate artworks.

Recap:

  • Use art-specific packaging materials.
  • Multiple layers of protection.
  • The painting is immobilized in the packaging.

Convelio Tip: "For large paintings, we often use custom-cut foam inserts that fit the artwork perfectly. This not only provides better protection but also makes unpacking and repacking easier for the recipient." - Jasmine Ramsay Gray, General Manager UK, at Convelio.

Step 3: Building a Custom Wooden Crate for Oversized Paintings

For paintings transiting via air cargo, air freight, and sea freight, we recommend requiring your shipping provider to create a custom wooden crate. Here’s what Convelio's crating requirements are:

Crate Design and Material Selection

  • Material: Plywood for strength and stability.
  • Size: At least 3" of space between the painting and the crate walls.
  • Reinforcement: Internal bracing for extra support.
  • Climate Control: Ventilation holes with breathable, water-resistant material.

Step-by-Step Crate Construction Guide

1. Crate Base

  • Use 3/4" plywood for the bottom.
  • Include Forklift runners for easy transportation

2. Crate Walls

  • Construct 1/2" plywood for the sides.
  • Use 2x4 for the corners.

3. Crate Orientation

  • Incline the painting in a T-frame crate to minimize impact and vibration.
  • Ensure a tight interior fit with 2" thick foam inserts.
  • Create custom recesses in the foam to match the painting’s profile.

4. Climate Control

  • Include silica gel packs to control humidity.
  • Install a data logger inside to monitor temperature and humidity during transport.

5.Lid Closure

  • Use screws instead of nails for easy opening and closing.
  • Add weatherstripping around the lid for a tight seal.

6. Crate Labeling

  • Include handling instructions and orientation arrows.
  • Place a packing list in a waterproof envelope.

How to ship large paintings

Quick Fact: Convelio’s custom crates are built to museum standards and can be used for return shipments, reducing waste and cost. Learn more.

Recap:

  • Custom crates for large paintings, and for any paintings transiting through air or sea freight.
  • High-quality materials and climate control.

Convelio Tip: "When shipping internationally, we consider the regulations of both the origin and destination countries. We only use ISPM 15 compliant wood." - Charlotte Menager, Operations Team Lead Europe, at Convelio.

Step 4: Selecting the Best Shipping Method for Large Paintings

Choosing the right shipping method is key to transporting large paintings. Here are your options:

Shipping costs can vary significantly based on the chosen method, including factors such as the size of the artwork, the shipping service used, and whether insurance is included. Different companies like USPS, UPS, and FedEx may have varying rates, especially when considering dimensional weight.

Domestic Shipping Options for Artwork

1. Specialized Art Shippers

  • Pros: Artwork expertise, climate-controlled vehicles, proper packaging to ship paintings.
  • Cons: More expensive than standard shipping options.

2. Air Freight

  • Pros: Fast, good for time-sensitive shipments.
  • Cons: Expensive, may need special arrangements for oversized items.

3. Truck Freight

  • Pros: More economical for large pieces, can handle oversized items.
  • Cons: Slower than air freight, multiple handlings.

International Art Transportation Methods

1. Air Freight

  • Pros: Fastest international option, minimal handling.
  • Cons: Expensive, size limitations.

2. Ocean Freight

  • Pros: Economical for larger shipments, especially for heavy pieces.
  • Cons: Longer transit times, may need to change methods for the last leg.

3. Courier Services

  • Pros: Convenient, door-to-door delivery.
  • Cons: Expensive, size limitations.

4. Trucking Companies

  • Pros: Great for cost-effective larger shipments.
  • Cons: Longer transit times and potential handling risks.

Quick Fact: Convelio tracks shipments in real time and provides clients with monitoring access throughout their journey. We also provide white-glove delivery to ensure safe delivery into your space. Learn more about air, sea, or road freight.

Recap:

  • Specialized art shippers for valuable or fragile works.
  • Consider the size, value, time and budget.

Convelio Tip: "For valuable pieces, always opt for specialized art shippers. They know how to handle artworks properly, which can prevent damage during transit." - Joesph Abisaleh, General Manager USA, at Convelio.

Step 5: Insuring Your Large Painting Shipment

Insuring your artwork is critical. Here’s how to ensure your painting is covered during transit:

In the art business, having proper insurance is crucial to ensure that both the artwork and the interests of clients and collectors are protected.

How to ship large paintings

Types of Art Shipping Insurance

1. Carrier Liability Coverage

  • This coverage is provided by the carrier.
  • Limited and often doesn’t cover full value of fine art.

2. Fine Art Insurance

  • Offers specialized coverage for artwork.
  • Can be added to your existing fine art policy or as separate transit insurance.

How to Properly Value Your Painting for Transit

  • Basis of valuation: Is the policy market value, agreed value or replacement cost?
  • Deductibles: How do different deductibles impact your premium and out-of-pocket costs?

Essential Documentation for Insured Art Shipments

  • A recent appraisal (within the last 2-3 years)
  • A detailed condition report with photos of the artwork's state
  • Provenance documenatation
  • If applicable, a certificate of authenticity

Quick Fact: Convelio offers door-to-door insurance coverage for fine art.

Recap:

  • Fine art insurance is essential for protecting valuable paintings during transit.
  • It is important to declare the value of the artwork correctly to ensure adequate coverage.
  • Always keep thorough documentation for insurance purposes to facilitate any claims that may arise.

Convelio Tip: "Always read your insurance policy before shipping. Pay attention to exclusions and notification requirements in case of loss or damage." - Julien Lacroix, General Manager USA, at Convelio.

Step 6: Tracking and Communication Throughout the Shipping Process

Keeping track of your shipment and staying in communication is essential. Here’s how to do it effectively:

Loading and Unloading Techniques for Artwork

1. Use the right equipment

  • Use a forklift or pallet jack for crated artwork.

2. Orientation

  • Keep the painting vertical unless otherwise instructed.
  • Use orientation markers on the crate as a guide.

3. Secure the artwork in the vehicle

  • Use straps to prevent movement during transport.
  • Ensure no direct contact with vehicle walls.

Secure Transport Methods for Valuable Paintings

1. Climate control

  • Use vehicles with temperature and humidity control.
  • Monitor climate conditions during the journey.

2. Vibration reduction

  • Choose smooth roads when possible.
  • Use Air-ride suspension vehicles for long-distance ground transport.

3. Security

  • Install GPS tracking for high-value shipments.
  • Have escort service for extremely valuable artwork.

Quick Fact: Convelio’s UK fleet has specialized vehicles for art transport with climate control and security systems.

Recap:

  • Use the right equipment and techniques for loading and unloading
  • Climate control and vibration reduction during transport
  • Security according to the artwork’s value

Convelio Tip: "For multi-leg journeys we plan each transition point carefully. We arrange climate controlled storage at airports or freight depots if there are layovers." - Katerine Burke, Operations Team Lead USA, at Convelio.

Step 7: Navigating Customs for International Art Shipments

How to ship paintings

When shipping artwork, especially large paintings internationally, customs regulations are key:

Required Documentation for Shipping Art Internationally

  • Commercial invoice or pro forma invoice
  • Certificate of origin, if required
  • Export license, if required
  • Temporary import/export documentation, for exhibitions or consignments

Customs Challenges Specific to Artwork

1. Valuation disputes

  • Be prepared to provide documentation to support declared values.
  • Use a customs broker experienced in fine art shipments.

2. Cultural property restrictions

  • Make sure to research export restrictions for older artworks.
  • Get permits for culturally sensitive pieces.

3. Duties and taxes

  • Know the import duties and taxes for the destination country.
  • Use ATA Carnets for temporary imports.

Working with Specialized Art Customs Brokers

Partnering with a specialized art customs broker ensures your artwork clears customs smoothly, navigating complex regulations and minimizing the risk of delays or damage during transit.

Quick Fact: Convelio’s customs experts handle all documentation and are knowledgeable about the specific requirements for art in every country we serve. Discover more.

Recap:

  • Prepare all documentation well in advance
  • Be aware of customs challenges for artwork
  • Use a specialized customs broker for complex shipments

Convelio Tip: "When shipping to countries with strict cultural property laws we sometimes recommend having a certified appraisal done in the destination country. This can avoid delays due to valuation disputes." - Joesph Abisaleh, General Manager USA, at Convelio.

Step 8: Safe Delivery and Unpacking of Large Paintings

How to ship a painting

The last step to ship a painting is just as important as the first:

Planning the Artwork Delivery Process

1. Plan delivery carefully

  • Have someone qualified to handle the artwork be present.
  • Ensure enough time for a thorough inspection.

2. Acclimatize the painting

  • If there’s a big temperature difference, let the crated painting acclimate for 24 hours before unpacking.

3. Inspect before unpacking

  • Check the outside of the crate for damage.
  • Document any issues before proceeding.

Professional Unpacking Techniques for Paintings

1. Open the crate carefully

  • Use the right tools to avoid damaging the artwork.
  • Remove packing materials step by step, and document the process.

2. Inspect the artwork

  • Compare the painting’s condition to the condition report.
  • Document any changes or damage immediately.

3. Keep packing materials

  • Keep all custom packaging for future return shipping.
  • Ensure to store in a clean, dry place.

Quick Fact: Convelio offers white glove delivery, professional unpacking and installation by art handlers.

Recap:

  • Plan the delivery carefully and acclimate
  • Inspect before and during unpacking
  • Keep packing materials for future use

Convelio Tip: "We always recommend having a conservator present for the unpacking of very valuable or fragile paintings. Their expertise can be worth its weight in gold." - Manon Falquerho, Head of Operations Europe, at Convelio.

Why Choose Convelio for Shipping Your Valuable Artwork

At Convelio, we have combined centuries of experience with the latest technology to create a shipping service as beautiful as the art we transport. Our AI-powered logistics, specialized handling teams and comprehensive insurance options give artists, collectors, and institutions worldwide peace of mind.

How to ship large paintings

Remember when it comes to shipping fine art every detail matters. Trust Convelio to deliver your masterpieces safely, efficiently and with the care they deserve.

Ready to experience the future of fine art logistics? Get an instant quote from Convelio and join the thousands of satisfied clients who ship with us.

October 9, 2024