Navigating Art Fair Logistics: A Gallery Owner's Guide

Art fairs represent significant opportunities—and logistical challenges—for galleries. Successful fair participation requires meticulous planning and reliable shipping partners.

Planning Timeline

Art fair logistics demand early preparation. Here's a recommended timeline:

3-4 Months Before - Confirm booth assignment and dimensions - Begin artwork selection based on space constraints - Research shipping options and request quotes

2-3 Months Before - Finalize artwork selection - Commission custom crating for fragile pieces - Book shipping and coordinate delivery windows

1 Month Before - Complete condition reports for all pieces - Confirm insurance coverage for transit and fair - Finalize installation plans

2 Weeks Before - Begin crating and palletizing - Confirm all logistics details with shipper - Prepare on-site handling instructions

Shipping Considerations

Consolidated Shipping Many galleries benefit from consolidated shipping to major fairs. Sharing truck space reduces costs while maintaining professional handling standards.

Delivery Windows Fair organizers specify strict delivery windows. Missed windows can result in delays, storage fees, or inability to install. Confirm delivery timing repeatedly.

On-Site Handling Understand what handling services are available at the fair venue. Some venues have exclusive contractors; others allow your shipper to complete delivery to your booth.

The Return Journey

Don't forget post-fair logistics:

Sales Processing Develop a system for routing sold works to collectors. This may involve multiple destinations from a single fair.

Unsold Works Arrange return shipping in advance. Post-fair periods are busy, and last-minute arrangements cost more.

Condition Documentation Document artwork condition before repacking. Note any changes that occurred during the fair.

Common Pitfalls

Underestimating Costs Fair shipping typically costs more than standard gallery-to-gallery transport. Budget appropriately.

Last-Minute Changes Adding or removing pieces late in the process complicates logistics and increases costs.

Inadequate Insurance Verify that your coverage extends to fair exhibitions and includes the higher values pieces command in that context.

Artliner's Fair Services

We specialize in art fair logistics throughout the US, providing: - Consolidated shipping to major fairs - Custom crating and installation services - On-site representation and handling - Efficient return logistics coordination