From Studio to Gallery: How to Prepare Your Work for Delivery
You’ve been offered an exhibition. Congratulations! But the excitement of acceptance is quickly followed by a practical question: how do you get your work safely from your studio to the gallery?
Preparing your work for delivery is a crucial skill that many artists overlook. A piece that arrives damaged, incorrectly labelled, or poorly presented reflects badly on you, even if the work itself is brilliant. Here is a practical guide to professional preparation and delivery.
- Packing for Professional Transport
The rule of thumb: pack as if your work might be dropped. Because it might.
For Framed Works:
Corner protectors are essential. These hard plastic or cardboard guards protect the most vulnerable parts of your frame.
Bubble wrap generously. Wrap the piece in two layers, with bubbles facing outward to avoid imprints on the surface.
Cardboard “sandwich.” Place between two sheets of rigid cardboard, taped securely.
“Fragile” and “This Way Up” stickers. These won’t guarantee care, but they may help.
For Unframed Canvases:
Glassine paper first. Smooth, non-stick paper designed for artworks (see Blog 56 for more detail).
Cardboard sandwich. Two rigid boards, larger than the canvas.
Tape securely. Use artist’s tape (never masking tape or packing tape directly on the artwork).
Edge protection. If the canvas has deep sides, add extra cardboard strips to protect the edges.
For Works on Paper:
Acid-free tissue or glassine. Never use newspaper or standard tissue.
Flat packing. Use two sheets of rigid cardboard, taped around all four edges.
“Do Not Bend” stickers. Clearly visible on both sides.
- Labelling Your Work
Each piece should have a clear label on the back (or on the protective packaging).
Title, medium, dimensions, and date.
Your name and contact details.
Sale price (or “NFS” if not for sale).
Special handling instructions (e.g., “This way up”, “Fragile surface”).
Create a simple template to make this process quick and consistent.
- Transporting the Work
If you’re driving the work yourself:
Lay work flat. Never lean pieces against each other.
Use straps or padding to prevent movement during transit.
Protect from heat and sunlight. A car boot can get very hot, avoid leaving work in there for extended periods.
For larger works, use a van or trailer. Hire one if needed. It’s cheaper than replacing a damaged piece.
If you’re using a courier or shipping:
Insure the shipment. This is non-negotiable for valuable work.
Choose a specialist art courier if possible. They understand how to handle delicate pieces.
Get tracking. Know where your work is at all times.
- Arrival at the Gallery
When you arrive:
Unpack in the gallery’s presence. Ideally, have a member of staff witness the unpacking so any damage is noted immediately.
Check each piece thoroughly. If there’s damage, photograph it and document it.
Provide a condition report. Some galleries request this, a document stating that the work is in perfect condition upon arrival.
- Installation Day
If you’re installing the work yourself:
Bring the right tools. Picture hooks, screws, a level, a hammer, a tape measure.
Follow the gallery’s guidelines. Some galleries have strict hanging systems. Ask in advance.
Document the installation. Photographs of the final arrangement are useful for your portfolio and social media.
- The Unseen Details
Emergency contact. Leave a contact number with the gallery in case of issues.
All necessary paperwork. Sale agreements, consignment forms, insurance documentation.
Clear pricing. A price list for staff, ideally with images so they can match work to prices easily.
A Final Word
Preparing and delivering your work professionally signals that you are a serious artist. It builds trust with the gallery, protects your investment, and ensures your work is presented in the best possible light.
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Internal Linking Prompts:
- Link to Blog 56: From Studio to Storage for packing and storage tips.
- Link to Blog 73: From Blank Wall to Sold for exhibition marketing.