Shipping 2009 Blog

Archive for January, 2012

When it comes to packing and shipping Fine Art, there are no shortcuts. You either do it right the first time or you suffer the consequences. If you are an art dealer, artist, publisher, photographer or even a shipping service, and you want to save some time and money, than this information will come in handy.

The tips, tricks and advice I am offering up have been gained from many expensive lessons learned about what to do, what to avoid and what not to do. Shipping costs and insurances are going up and up, so every little bit of advice helps. These suggestions are some easy but effective ways to avoid the pitfalls of what I like to call “Bad Shipping practices”.

Packing paintings – If you plan to ship a painting with or without frame, I highly recommend paper wrapping the entire work. This serves two purposes. One is the obvious; it protects the surface of the painting. It also serves to show your buyer/client that you care about the piece and that it wasn’t just another sale. Remember, “A happy client is a client for life”.

The most cost effective way to ship a painting is with an Art Shipping Strongbox. You can purchase these boxes with or without an ABS Liner. For paintings of higher value I strongly recommend going with the Lined Box. These boxes come in several different sizes and are the easiest, quickest, safest and most affordable way to ship. Since I started using these strongboxes, I have not experienced any problems whatsoever.

If you plan to bubble wrap your paintings, here is what I recommend. Take a piece of cardboard and cover the face of the painting and frame before bubble wrapping. You can tape this directly to the paper wrap. In order to insure a safe transit in a cardboard box, you need to give 3 – 4 inches of bubble thickness. Make sure the sides and corners of painting have extra padding as these are generally the problem areas in shipping. If you plan to build a crate, 2 – 3 inches of bubble wrap is sufficient.

Once you have wrapped the painting, make sure to line the inside of the cardboard box with extra sheets of cardboard and bubble wrap. This helps protect the wrapped piece from possible puncture or tears to the box. This extra step has saved me thousands of dollars alone.

One more thing, before sealing up the box, put a copy of the invoice inside the box. Many packages are getting damaged or lost these days, so the invoice helps prove the contents. Also, if the shipping label happens to fall off or gets removed accidentally (believe it, it happens!) the delivery person has a way to identify where it is going. “The only thing worse than a damaged piece of art is a LOST piece of art”. Though it is not necessary, writing the delivery address and contact number on the box can prevent many headaches also.

If you plan to ship with a wooden crate, I recommend cutting two 1×2 inch wood boards the width of the inside of the crate. Press them down on the bubble wrap, not to hard, but just firm enough to hold the painting from moving around. You can secure the wood bars with screws on either end of the crate. You should also take a marker and circle the screw heads and make a note, “Please Remove”. This helps the new owner know what to take apart and what not to. Finally, don’t forget to write the delivery address on the crate so you know it makes it to its destination.

Because most shipping services now limit their liability to $500.00, it would be wise to insure the shipment yourself. If this is not an option, then the next best thing to do is ship via Fed-Ex next day delivery. The reason this is a safe bet is because Fed-Ex will leave next day shipments on the trucks instead of he warehouse, or they will hand carry them through the shipping process. Since most of the damage comes from aggressive handling, the less time your shipment spends in transit, the safer it is.

If you can ship with UPS, and you need to carry insurance on your shipment, then UPS is definitely the way to go. The safe bet is to insure the artwork, especially if the art is expensive or fragile. No need taking chances. Note: The most cost effective way to send a high-value piece of art is to use a Strongbox, insure the package for $3,500 or more and send it Standard overnight or 2-day. UPS hand carries all next day and 2 day packages with high values over $3,500. It’s safe and cost friendly.

When it comes to shipping framed prints, the rules are the same with a few added precautions. Remember to place Glass Skin protective tape over the glass or Plexiglas on the artwork. Glass Skin protects the print from accidental breakage or shattering of the glass or Plexiglas. It is easy to apply and remove, and is a must when shipping print art under glass or Plexiglas.

Print Pads are the best method for shipping photographs, prints or any other flat media. These come in Lined and Unlined just like the Strongboxes. Each Print Pad can hold up to 8 individual prints. They are surely the fastest and safest way to ship flat art. Print pads come in various sizes, and best of all, they are reusable. Be sure to place a copy of the invoice in the box or in the packing slip pouch, and write the delivery address on the box as with the Strongbox.

If you choose to ship without a Print Pad then the next best way to pack the prints is to cut three pieces of cardboard approximately 4″ larger on each side, than the print you intend to ship. Take one of the pieces of cardboard and cut out the center about 1/4 inch larger than the dimensions as the largest print. Next you should once again wrap each print in either wax paper or very fine thickness paper. The paper wrap should be secured with tape, preferably a less tacky blue utility tape. You don’t want to use shipping tape or utility tape.

Place the cut out cardboard on top of one of the full sheets of cardboard. Next you place the prints in the center of the cutout, careful not to bend the edges. Finally you place the larger outer cardboard piece on top of the cut out with the prints, making a sandwich of the prints. Take some heavy duty shipping tape and go around the perimeter of the flat box to insure a tight seal. I suggest writing on the box “Caution when opening” Prints inside. You don’t want the recipient to ruin the prints cutting open the box.

I hope these few pointers help you with your Fine Art shipping.

Joseph Manqueros

According to a survey by market research firm Exhibit Surveys Inc., trade shows are critical to marketing-oriented companies. Trade shows attract decision-makers, influence purchasing decisions, provide a point of contact for new customers, and make a lasting impression.
Think of your trade show display as the grand launch of your most valued new product or business service. Give customer prospects your best look and greet them with your most competent sales staff.
Here are the tips on how to succeed at your next trade show:
· Pick the Right Shows – Select the trade shows that your targeted market prospects and competitors attend. Check out trade show directories on the Web. Get statistics for show attendance and a profile of attendees. Talk to former exhibitors about their trade show experience at the shows you select.
· Plan Ahead -Determine the space size and dimensions of your trade show booth. Reserve a good location early for your booth by studying the floor plan. Avoid dead-end aisles, freight doors, poorly lit corners, obtrusive columns. Attendees usually turn right when they first enter the trade show exhibit hall and they look up so be sure to make your booth visible with dramatic overhead signage. Once you nail down your trade show booth number on the show management map, be aware of any booth rules and regulations that apply such as height limitations and any obstructions on show floor before planning your booth design.
Allow enough time to select, design and build a trade show display and take advantage of early show services discounts. You will be able to avoid costly rush charges and you are better able to insure against glitches. Identify the date of the trade show and also the move in date for your trade show display
· Set Objectives For Lead Development – Set trade show exhibit goals to reinforce your overall marketing objectives. Make sure the goals are reasonable and attainable, share them with your trade show exhibit team and set up systems to measure your results and validate your objectives.
Accurately qualify and measure your Return On Investment. There are software packages that allow you to identify a half dozen weighted multiple choice questions in advance that will determine how viable a client prospect is. You need to identify buyers, filter out those who are not qualified, and measure results. Rank your prospects as ” A” (highly qualified), ” B” (somewhat qualified), or “C” (poorly qualified) prospect. Have your sales force follow up on “A” leads immediately. Measure the results of these leads in stages from the number and dollar amount of proposals made to monies received from actual sales.
· Build a Dramatic Display – Before deciding on what type of trade show booth you need, determine your space size requirements and determine the number of trade shows you will be exhibiting in the next 12 months. This information will help you decide whether to buy vs. rent. If you buy, there are three categories of trade show booths: custom, custom modular, and portable. Check out advantages and disadvantages of each. Light weight materials are less expensive to operate than the traditional all- wood displays. Use tension fabrics, woods, colored metal, layered graphics that use fewer shipping containers, have a current design trend look, and save on operating costs. Older traditional trade show exhibit booths can be obsolete because they are expensive to handle due to heavy weight, require larger size and number of crates to ship, and they are not consistent with current design trends.
· Build Traffic by Being Creative- Start with a dramatic, attention-getting hanging sign. Upon entering the trade show exhibit hall the first thing attendees do is look up -Your overhead sign should have a unique design, shape and movement to it. Gobo lights traveling across a tension fabric can provide changing color and mesmerizing interest. New technologies bring high drama to your booth such as 3D video/laser image displays suspended above, your own interactive Website on large screen, robotics, holographics, waterscreen projections. Take advantage of your trade show exhibit supplier’s expertise on graphics, portability and cost management.
· Recruit the Right Booth Staff – Although the sales function of your firm is usually fundamental to trade show exhibit booth staffing, you’ll want to make sure that you have representatives who match up well with the positions of those who visit your booth.
If engineers visit your booth engage them with your engineer personnel. Also, make sure your staff knows how to engage, identify and qualify attendees as important leads, and dismiss those who are not key business prospects.
· Send Pre-Show Notices to Attendees – Trade show exhibit surveys report that three quarters of show attendees make out their schedule for exhibit visits and seminar attendance in advance. Set up meetings with clients, prospects, and press ahead of time. Contact them months ahead through direct mail, email and personal phone calls. Give them your trade show booth number and location and have an incentive at your booth that will be of value to them. Link your incentive to a direct prospect benefit and make it redeemable only by visiting your trade show exhibit. One example is to cut a numbered gift certificate in two and send half of it in advance and have the remaining half available only at your booth.
· Understand Show Services – You will need to have supplemental assistance from show services at the trade show exhibit hall. These are representatives and union laborers who provide a range of support services which include installation and dismantling, carpeting, furniture, lighting, phones, drayage and security. If you are aware of the nuances of these services and plan in advance you can save money while avoiding numerous pitfalls.
· Control Costs – Consider weight when buying a trade show display. You save substantially on trade show exhibits using lightweight materials that reduce the size and number of shipping crates.
· Follow Up Immediately -The hard work doesn’t end when the show closes – this is when you have to diligently follow up on all those sales leads. It’s best to respond to your top level ” A” prospects immediately after the show. After the “A” prospects are all contacted, go on to the “B” level prospects. Be sure to have a well-planned strategy to close sales with these prospects. Tradeshow industry research shows that sales leads from a tradeshow are closed in half the time and at almost half the cost as leads from other sources.
For addtional information, go to www.proexhibits.com.
© Copyright 1996-2006, Professional Exhibits & Graphics. All Rights Reserved

Importing antiques from Europe is not a difficult thing to understand or do provided that you have sufficient cash or credit.

There are two companies or persons you will deal with when importing, your shipper, and customs broker. Some shippers also have a customs brokerage service, so you may only do business with one company.

Your shipper will not only transport the items that you purchase from the merchant, they will pay the merchant from money you have placed in account with them, they will load the container packing each item carefully, work with the freight company that will transport the container from port to port, and also deal with the customs agents from the country of origin regarding the contents.

The customs broker takes care of the paperwork stateside. They are the ones that will declare the contents of the container to the US Customs officials and release the container to be shipped from the port to you. Ask your shipping company if the cost of shipping includes the cost of your customs broker.

For a full container, the procedure is greatly simplified than a partial container, or LTL (less than a full load). When a container is shipped, it is sealed in the country of origin, and will only be opened by the entity that is authorized to break the seal upon its arrival. It is possible that the US Customs official may want to open and inspect. But remember, that means unloading, which can be disastrous for antiques that have been carefully loaded. So it is to your best interest for that container to remain closed until you open the seal! Also, stands to reason that the more pieces or goods you have packed in a container, the less you will pay for shipping per piece.

The customs agent of the country of origin is present when the container is sealed, and things are done right, will be opened only by you, at the final destination. If you share a container with someone else, it greatly complicates the whole ordeal, both in cost, in logistics, insurance, and as far as US customs is concerned. If you are shipping LTL check with your shipper and customs broker to find out what additional hoops you may have to jump through. Be prepared to pay more for shipping. Insurance companies are very leery of LTL loads, because it requires more handling, and many things can happen to goods before they are delivered to you. When you negotiate the price of the shipping, be sure to specify what it includes: is it FOB or door to door?

I have explained in previous articles, that if something goes wrong with your export or import shipment and it is lost or damaged during the international transport movement, you are unlikely to be eligible to receive the full value of the goods from your carrier. The freight company will normally only pay compensation if they have been proven to be at fault. In addition, their liability to pay compensation is limited according to International conventions (for example the CMR Convention for road freight) and their standard trading conditions.

The best way to make sure that you can recover the actual value of the goods damaged or lost whilst they are being transported is to arrange specialist ‘goods in transit’ insurance. As with house and buildings insurance, you pay a premium and this will enable you to make a claim when you need to.

It’s easy enough to find insurance for your house and contents – we are constantly being bombarded with advertisements advising us to use comparison websites to get the best deal for all our personal insurance requirements. However, it’s not so easy with ‘goods in transit’ insurance; in order to obtain the best kind of cover for your particular requirements, you need to find a broker who specialises in this type of insurance.

But this may not be a worthwhile option if you only have a small number of international shipments per year, or if you simply do not have time to do the research. That is when your freight forwarder can help you.

Many reputable shipping companies are able to offer ‘goods in transit’ insurance on a ‘per shipment’ basis using their own open cover policy. This usually means that you pay a small premium. The premium is based on the CIF (Cost Insurance and Freight) value of the goods and the risk profile of the geographical locations relevant to the movement. The CIF value is made up of the value of the goods, plus the freight plus ten per cent.

The shipping company can quote you for this when they give you a price for the freight movement. The Freight company will issue you with a Certificate of Insurance, which you will have to produce should you to need to make a claim. When marine insurance cover has been taken out, the cargo owner only needs to have evidence of loss to make a claim, whereas to make a liability claim against the carrier it must be proven that the carrier was at fault.

You will need to confirm your instruction to insure in writing prior to the import or export shipment commencing, but this can easily be done by email.

To summarise, it’s always advisable to ask shipping companies to quote for goods in transit insurance if you do not have your own annual goods in transit policy. In that way, you can claim for the full value of the goods and the value of the freight invoice if the goods have been lost, rather than settling for limited liability compensation.

Stop the ambiguity

You have just placed an order online for a costly antique Swiss knife set. The site says the product will be shipped in 15 to 20 days. However it’s been over a month now and there is still no sign of the product! Are you in a fix now wondering whatever happened to your order? If so, then an effective container shipping and tracking system can eliminate all the guesswork and anxiety you feel. Now you can know the what, where and how of shipment and never have to wonder when your product will reach you!

GPS infused

Today many shipping lines have begun to infuse GPS capabilities into their cargo shipping and tracking mechanisms. This enables them to effectively and accurately detect the route and deliveries of products across the globe. Although the price is on the steeper side, the results are definitely worth any investments made. For starters, fleet managers are in a better position to identify if a trailer is ready to return back for service or not. Secondly, both the container cargo company as well as the customer know exactly where the cargo has been kept. So there is absolutely no vagueness or worry about the shipment transaction. Overall, it saves time, effort and raises productivity dramatically. Right from providing critical information about door openings, tractor identification, load status and plenty of other information, all cargo shipping should ideally have GPS tracking systems installed.

How to track

The way it works is that as soon as a product gets dispatched, the shipping lines will carry a unique freight identification number on them. As a customer you can log into the site and key in the freight identification number to track where your cargo currently is. All modern container tracking methods contain information about virtually all aspects of the shipment. Right from where the cargo is at present, to what time it got picked up and where its subsequent destination is – you can chalk out the entire route of your cargo! Most cargo shipping companies employ reputed logistic providers for all their transportation requirements. This way delivery is always on time, maybe even before the due date! Plus you always know exactly which day you will receive your cargo!