With the booming art scene in recent years, an increasing number of Taiwanese artists have had the opportunity to participate in international art exhibitions, whether at international photo festivals, art shows, art fairs, or as exchange exhibitions between different art galleries. When exhibiting a relatively small number of works, artists have reportedly personally transported their works abroad as checked luggage. However, for larger exhibitions, international shipping of paintings and other artworks is essential.
This article will give you an in-depth understanding of:
- The complete process of shipping artworks from Taiwan to overseas exhibitions
- Practical steps for export and import declarations
- Risks and planning suggestions for return transportation after the exhibition
- Three key risks identified by experts and industry
Shipping paintings internationally for exhibitions is more than just a courier service.
A customer once asked if we could help her send the metal photos printed by us directly to an art museum in Japan for exhibition?
We are honored by your trust, but we must be frank: we are unable to undertake this type of international art shipment.
Why can't we help artists who come to us to print their works? Will the completed works be sent directly to overseas exhibition halls for exhibition?
If you're planning to participate in an overseas exhibition, this article will help you develop the right shipping concepts, avoid potential risks, and find the right partners to ensure your artworks arrive safely and on time.
International Artwork Shipping Process (Complete Process from Pre-Exhibition to Post-Exhibition)
Shipping artworks from Taiwan to overseas exhibition halls is like exporting general goods to other countries, requiring a complete cross-border logistics process. Any error in any link could lead to unpleasant consequences. The following is the basic process:
These steps not only require time management and cross-border communication, but also involve correct document processing and risk management.
Analysis of export customs clearance process: four steps from customs declaration to customs clearance
Please refer to the Ministry of Finance's import and export customs clearance flowchart to visualize the export process.
1. Artwork customs declaration and clearance application
- The documents to be filled in include commercial invoice (Invoice), packing list (Packing List)
- Artists can choose to do the customs declaration themselves or have a professional customs broker handle it.
- To avoid document errors and process delays, most professional art galleries outsource to customs brokers to speed up warehousing operations and control the process.
2. Warehousing and temporary storage of artworks
- After the work is packed, it will be handed over to the selected international logistics company and transported to the warehouse for temporary storage.
- Waiting for customs inspection, the preparatory work for export process
3. Customs review and release
- The customs will check the declaration information and the actual work, and release it after confirmation, and enter the stage of loading or palletizing.
4. Loading and export clearance
- If you have special needs, you can request a separate order or a dedicated counter to avoid transfer risks.
- After completion, go through export customs clearance and officially enter the international transportation stage
Analysis of the import customs clearance process: from customs clearance to safe collection
Once an artwork arrives safely at its destination, the process doesn't end. Customs clearance is a crucial step; improper handling can damage the artwork and delay the exhibition schedule. The following are some key points and risk warnings regarding the artwork import process:
1. Customs operations and clearance
- After the artwork arrives at the local airport or port, it must first pass the local customs inspection and tax payment procedures.
- Only after customs clearance can local logistics companies check and pick up the goods and arrange subsequent delivery to the exhibition warehouse or exhibition hall.
2. Warehousing and Special Application Procedures
- If it is too early for the exhibition, the works may need to be temporarily stored in the dock or airport warehouse
- However, warehouse environments often pose a risk of damage due to the difficulty in controlling temperature and humidity. Therefore, you may consider applying to the customs for aircraft (ship) side inspection and release, allowing the inspection to be completed directly at the ship side, reducing the time spent in the warehouse.
After the exhibition, the process of returning artworks is also critical
Many people think that everything will be fine once the artwork arrives overseas and the exhibition is successfully completed. In fact, the logistics process of artwork after the exhibition is just as challenging, and there are even more uncontrollable factors.
After the exhibition, the artworks must once again go through international transportation and customs clearance procedures, and be shipped back to Taiwan from the local art museum or storage location via a logistics company. This involves:
- International logistics dispatch and flight arrangements
- Import declaration and customs clearance procedures
- Proper packaging and secondary protection
- Artworks returned to the original artists
We once again list the import and export goods clearance flow chart of the Ministry of Finance to visualize the import process.
Since the time pressure at this stage is relatively small, it is easy for relevant businesses to relax, which may lead to damage of works, delayed return or loss of customs declaration documents.
We recommend planning both return logistics and insurance arrangements before the exhibition begins, and discussing the complete process arrangements with a professional art shipping company to ensure that nothing goes wrong.
Three high-risk factors in art logistics operations
In the article " A Study on Risk Management in Artwork Logistics Operations " ( Shipping Quarterly, Vol. 28, No. 3 (September 2019), pp. 73-96 ), the author, drawing on industry research and practical experience, identifies three risks that are particularly prone to occur in the numerous processes of international art shipments and are the most likely to affect the success or failure of an exhibition. These risks are well worth considering:
1. Improper packaging
This is the most serious risk, recognized by most logistics professionals and scholars. If artworks are not properly packaged before shipment, for example, without cushioning, protective covers, or shock-absorbing materials, they are highly likely to be damaged during transit. This not only compromises the integrity of the exhibits but can also cause artists to be suspicious of logistics companies.
Good packaging skills and the ability to pay attention to details are the basic thresholds for international transportation of artworks.
2. Human error during unloading
After arriving at the port or airport, artworks face a final hurdle before entering the exhibition hall: handling and unloading. Improper handling, lack of experience, or fatigue can cause the artworks to fall or collide, potentially damaging them.
This is one of the most common accidents in practice, so carefully select a reputable logistics company and strictly implement education and training and standard operating procedures (SOPs) within the logistics company to minimize the probability of human error.
3. Delays in customs clearance and withdrawal
Even with impeccable packaging and handling, incomplete customs clearance documents, inconsistent specifications for artworks like those created during the day, or inefficient customs procedures can still lead to delays. In serious cases, this can even affect subsequent police escort, traffic control, and the collection time arrangements at the exhibition hall.
Such delays not only affect exhibition schedules, but also easily lead to customer complaints and additional costs.
We recommend working with a reputable customs broker in advance, understanding local regulations, and using a customs clearance agent who is familiar with the process to help significantly reduce these risks.
Our role and reminder: Do what needs to be done professionally
Through the above article, we can understand that the international transportation of paintings and other artworks involves many complex processes and many risks. If it is not handled by a professional company with experience in customs clearance and international logistics, the works may not be able to be exhibited as scheduled due to delays, damage or documentation issues.
We are a specialized metal print production facility, specializing in the production and preservation of archival-quality metal prints, dedicated to helping artists print and preserve their artwork. We specialize in producing waterproof and scratch-resistant metal prints that can last for decades. However, we are not a customs broker or logistics company and therefore cannot assume any risks associated with international logistics, the artwork, or the documentation required.
Imagine a sensational concert with the seats packed, but the lead singer is absent. How embarrassing would that scene be?
If there is no proper planning beforehand, and the art exhibits are absent from the art exhibition due to delayed delivery, not only will the property be damaged, but there will also be less opportunity to participate in the international art feast. How regrettable would that be?
Conclusion: Only by doing what needs to be done professionally can we protect the value of art.
If you're planning an international exhibition, we strongly recommend enlisting the help of a professional logistics company familiar with international art shipments and import/export customs clearance. By assigning the right tasks to the right people, every piece of art can be safely and on time.
If you would like to learn more about metal photo output or exhibition-related printing solutions, please contact us. Although we do not ship, we will do our best to make every work appear in its best form.
Why don't we offer overseas shipping for international exhibits? (Video)
Why do we help other clients ship metal prints overseas, such as to the United States, Hong Kong, Singapore, etc., but not help her ship them to an art museum in Japan for an exhibition?
The difference is that we do not ship international exhibits overseas!
This is a profession that cannot be underestimated. If you don’t get it right, the exhibition will be a failure!
