Art fairs are among the most important – and intense – events in the gallery calendar. They’re a chance to generate serious sales, make lasting impressions on collectors, and elevate your gallery’s reputation on the global stage. But behind every perfectly curated booth is a maze of logistics, deadlines, and moving parts.
Someone who’s seen it all is Stacey Ferguson, a seasoned art shipping expert who’s helped hundreds of galleries navigate the art fair whirlwind. First in her roles at Momart and Cadogan Tate US, and now at Articheck, where she helps galleries unlock the platform’s full logistical potential.
With more than 10 years of hands-on experience and a talent for untangling complex logistics, Stacey has seen the triumphs – and the avoidable disasters – first-hand.
In this post, she shares her top insider tips for art fair success for galleries.
Shippers love lead time. So even if your artwork list is only 90% confirmed, share it as soon as you can. This gives your shipper a head start on planning crate sizes, transport routes, and any special handling needs. To figure out how the jigsaw pieces of a shipment fit together and turn all the moving parts into a perfectly executed install…and then do it all over again when the fair closes.
Early planning minimises risk, helps secure the best rates, and avoids costly surprises – like needing specialised equipment on-site at the last minute.
The more information your shipper has in advance, the better they can prepare. Share existing condition reports early (in Articheck you can add reports to a group and share them all securely in a single click). If your shipper or logistics partner is conducting new condition reports, have the pieces ready for inspection at pickup.
Tip: You can even use Articheck to demonstrate how to handle artwork in advance. Add a short video to a Packing or Installation Check to communicate instructions with shippers and build trust with buyers.
An Articheck Installation Check
Not having a clear plan for the design of the booth, or changing the layout last minute, can slow down installation and increase the risk of accidental damage.
If you’re exhibiting large or oversized artworks, adjustments may need to be made on site, for example by reinforcing walls, extending entryways, or even opening the side of a tent. Doing this in advance is easier and more cost effective than scrambling for resources on installation day. Loop in your shipper early so they can plan for any special equipment or handling required.
Thorough planning is crucial to reducing risk when exhibiting at an art fair. But if something does go wrong, documentation is your best protection. Insurance claims hinge on proof of due care and diligence, and a clear timeline of events can make all the difference.
Articheck allows you to record condition, handling, and transit, and establishes a legally verifiable audit trail for your objects at every stage of an art fair. Even in the case of minor damage, this streamlines insurance claims and could help save you thousands in disputes.
Time is money during an art fair. Don’t waste it digging for details every time a collector has a question. Use Articheck to instantly turn condition reports into client-friendly Sales PDFs, with front and back images and a summary of key object information.
These are ideal for attaching to OVRs or sharing in person to boost buyer confidence.
Did you know? 72% of buyers cite lack of condition transparency as the #1 barrier to online sales. (Hiscox Online Art Trade Report)
When buyers can’t view a piece in person – either because they can’t travel or because they’re interested in an artwork not being shown at the fair – use digital tools to help make a sale. Share multimedia condition reports with video walkarounds to showcase a work’s physical presence. Combine this with online viewing rooms to extend your fair reach beyond the booth.
Articheck condition report, with video
Art buyers often spend five or six figures on works and then receive no tracking on their acquisition – even though, as online shoppers, we’re now used to getting in-depth updates on even the most basic of purchases.
With Articheck, you can give buyers the transparent service they expect. Ask your shipper to use the Transit Hub tool to track and communicate about artwork during delivery – so you can offer automatic shipping notifications and peace of mind.
“No matter how many fairs I’ve done, I never show up without a battery pack, a spare pair of shoes, and water,” says Stacey. “You need to take care of yourself too – not just the artwork.”
So stay organised, keep communicating with your shipper, and use digital tools to streamline processes, reduce risk, and drive sales.
With the right tools and preparation, your next fair could be your smoothest yet.
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