We have mentioned previously the wisdom of providing the third dimension (the depth) for each two-dimensional artwork to be handled. But equally important is the issue of accurate dimensions. Having correct sizes is critical to crate pricing, and even moreso if crates are to be prebuilt in advance of actually receiving the artworks.

Very often we are provided with dimensions that are ten inches or more off the mark. You artists know who you are… Whether too high or too low, an estimate based on bad information is of little use to either the customer or the vendor. If the “wrong” dimensions are supplied for multiple works, as in a traveling exhibition, then the mistake just compounds and we all might as well just go out for a beer. After work, of course.

Some estimate requestors likely honestly believe that “close” is good enough or that a matter of inches one way or another won’t have a serious impact on pricing. But the truth is that when we design a crate we round up to the nearest 1/8″ inch in most cases. Or for an estimate, perhaps up to the nearest inch. But leeway of several inches? Never. The whole idea of a shipping crate for an artwork is to be custom built to the size of the work. And, believe it or not, too large is just as bad as too small.

When providing dimensions to an art handler the best approach is to supply each dimension labeled as to its correct orientation. For example: L 50 x W 3 x H 80. So if the artwork in question is a photograph that must travel right-side-up, the crating department will know how it must be crated, and any potential shipping issues due to height will be anticipated before it is time to ship the artwork. Send a photo of the work as well where possible, and of course indicate any condition issues that might require a custom or enhanced crating solution.

Guessing at the order of dimensions can be tricky. Many art shippers use art-world configuration of Height x Length x Width. But here at FAS we use the standard shipping configuration of Length x Width x Height in most of our notations, and we always indicate orientation with the letter designations to avoid confusion.

So give accurate dimensions, indicate the correct orientation, and provide as much information as possible about the artworks to be shipped. You will obtain an accurate estimate, and faster, too, as we won’t have to track you down to get more information.

Finally, if you are guessing at dimensions, confess! That way we may be able to offer you a couple of “what if” quotes and there will be less angst all around when that x- plus- ten -incher comes in the door.

Chris Barber & Betsy Dorfman

So, what is an ART SHUTTLE and why and when do I want to use one?

COMMODITIES :

Art shuttles are trucks specializing in handling artworks and sometimes antiques. They typically do not ship other commodities, general freight, or household goods. They are staffed by trained art handlers capable of packing and unpacking artworks and handling them appropriately at stops and within the truck. They are essential for transport of very high value and fragile works and are typically full service including the ability to pack, unpack, install, and insure artworks of all descriptions.

EQUIPMENT:

The art shuttle can be a tractor trailer sized truck operating nationwide or a smaller truck making more local or regional stops. Most art handling trucks are museum quality which means they have dual drivers, are climate controlled, and have air ride suspensions. Some art shuttles are not climatized or have only a single driver and in most cases the carrier will note this in their paperwork. Most art shuttle trucks also have logistics systems to assist with tying in and stabilizing packed works in the truck.

PACKING STANDARD:

Art shuttles are suitable for transport of softpacked or crated works. Most will have minimum packing standards and can upgrade packing to their standard or provide packing as needed. “Blanket wrapped” is really a furniture term and does not apply to art shuttles except in unusual circumstances. Art shuttles can be trusted to observe orientation (this way up, or ride flat) markings and will keep artworks properly oriented in transit.

ROUTES and SCHEDULING:

Most art shuttles operate on a route that is pre-scheduled between cities so that institutions and frequent shippers can plan ahead. The time in transit varies based on each shipment’s origin and delivery point. But as a rule of thumb most art shuttles take a week to two weeks to complete a route. This is therefore not a service that is going to work when items need to be moved in just a couple of days. Within their appointed schedules, also, timing may change by a day or so and customers need to have some flexibility in their receiving or releasing schedules. Most shuttles reserve the right to charge an additional fee for “first off” or “last on” or other custom timing requests.

HANDLING:

Many times customers assume that an “art shuttle” will not cross dock or handle a work more than twice: once when it is loaded and the second time when it is delivered. Well, maybe, but don’t count on it. An art shuttle is a consolidated service with items belonging to many customers commingled in the truck. As the truck makes its stops artworks are offloaded and others onloaded and space must be made accordingly. So it is likely that your shipment will be moved around, perhaps several times. Some carriers will cross dock as well which means transfer items from one truck to another at a regional hub. Art shuttles do an excellent job at this and problems are few. However if you have a shipment that can’t be handled several times or where the packing is insufficient for this, an exclusive use truck might be a safer choice.

INSURANCE:

Art shuttles can provide insurance in transit in most cases. Some have restrictions for items packed by the shipper. Insurance ,or declared valuation coverage as it is properly known, must be in place before the artwork is moved or handled. The value of the item or items must be stipulated and the coverage at the stated value will be noted on the related bill of lading. There is no “automatic” insurance except for what is essentially salvage value in some states.

SECURITY:

Most art shuttle trucks are equipped with GPS tracking devices and the trucks themselves have custom locking and other security measures installed as a part of their equipment. Many run “dual driver” trucks which means that the truck is staffed with two people, and in some cases the crew sleeps on board during cross country or longer routes. When in doubt, and if your insurer has specific requirements for coverage, the carrier involved can supply further details of their security arrangements. For ultra high value items an exclusive use truck with a courier on board, or with a security detail in accompanying vehicles, may be elected by the customer or insurer.

COST:

An art shuttle is a costly service due to the custom nature of the equipment and personnel involved. Operating costs are high and shuttles cannot cut corners without jeopardizing their reputation and the safety of the goods entrusted to their care. There is no such thing as a “discount” art shuttle. You wouldn’t want one if there were! Most shuttles charge a minimum and thereafter provide custom quotes based on the dimensions and number of the works to be transported, the locations to be served, and the precise services requested. Costs range from several hundred into the many thousands of dollars.

In figuring costs, mileage is not the most critical factor. Generally costs are most competitive between large markets. For example, it can be relatively affordable to ship a single painting from Los Angeles to New York. That same painting shipped far fewer miles from Los Angeles to a rural location in far northern California however would be considerably more expensive.

OVERVIEW:

So you want a fine art shuttle when you have a valuable or fragile artwork to ship, or one that must be climate controlled or kept in a specific orientation, or where packing, unpacking, installation or insurance is required enroute. A van line, moving company, or general trucker is not going to have trained personnel qualified to properly handle artworks and perform those related services. Art shuttles exist specifically to service this market for custom handling and transport of delicate goods.

WHEN IS AN ART SHUTTLE NOT AN ART SHUTTLE?

For purposes of comparing estimates between companies, always ask the type of service and specifically whether the quote is via art shuttle or some other type of trucking service. Most art shippers, including ourselves, will send shipments subcontracted to van lines or freight carriers as part of our normal constellation of services. There is nothing wrong with this so long as the customer understands the nature of the service and the packages and artworks themselves are suited to the chosen type of trucking and handling.

The term “art shuttle” does have a specific meaning, and it does not mean freight truck, air freight, common carrier, or van line trucking. Look for the terms “climate controlled”, “museum quality” and “air ride trucking” to be sure you are getting a true shuttle where this is needed. If an art services company won’t reveal the actual carrier or define the service in those terms then it is time to try another company who will.

Betsy Dorfman / Fine Art Shipping