Safeguarding travelling exhibitions and international art fairs

Authored by AXA XL Technical Underwriting Manager, Europe and Asia, Fine Art & Specie and Private Clients Hans Laenen and Head of Fine Art & Specie, London and Global Practice Leader, Fine Art & Specie Claims Neil Stocker

TEFAF Maastricht was first held in 1998 and is widely regarded as one of the first truly international art fairs. Among its notable attractions is the opportunity to view and perhaps acquire artworks spanning 7,000 years, including important pieces from the Renaissance onward.

Today, about 400 art fairs are held worldwide. What propelled this explosive growth? Commercial success and public interest were obviously essential. At the same time, an improved ability to transport and protect art in different settings, based on new standards and protocols developed in the museum sector, also played an important part.

Standardising methods for protecting artworks

Following both World Wars, travelling museum exhibitions were promoted as a way to advance peace and foster collaboration between nations. These events also offered temporary accommodations for selected works whilst damaged European institutions underwent renovations.

The challenge then—and now—is that museums and collectors expect their loaned objects to be returned in their original condition. This means protecting artworks against subtle forces like light, heat or humidity and minimising their exposure to thefts, fires, accidents or other perils.

However, it soon became apparent that the standards and practices for transporting and displaying artworks varied widely. Sadly, many priceless masterpieces were damaged. From those experiences, museum administrators and curators recognised that greater collaboration, knowledge sharing and standardisation were needed to ensure that loaned artworks were returned undamaged.

In response, a group of museum administrators, conservators, and scientists from Western Europe and North America met in Rome in 1930 to review the then-current methods for protecting and restoring artworks. It was the first such meeting of its kind.

The participants at the Rome Conference grappled with how to maintain artworks shown in different environments and contexts. The discussions there and at subsequent events spawned numerous investigations into the ideal environmental conditions for displaying different kinds of art, the best practices for transporting artworks, and new methods and materials for restoring damaged objects.

The benefits of this increased collaboration between museums were enormous. In particular, since hosting travelling exhibitions proved to be an effective and profitable way to attract and engage visitors, museum administrators had considerable incentive to launch more—and more ambitious—special exhibitions. That, in turn, led to the creation of increasingly specific and prescriptive standards covering all aspects of international exchanges, including the borrower’s ability to provide and maintain a consistent environment, prerequisites for condition reporting, packaging standards, transportation protocols and security needs.

These developments helped turbocharge today’s increasingly vibrant international art market. It is hard to envision, for instance, how art fairs like ART SG, a new international art fair in Singapore, could flourish without the greater protections afforded by these standards and protocols. (AXA XL has been ART SG’s partner since its launch in 2023.)

More mobile, more risks

Despite the many improvements, it is not all sunshine and roses. Museums, dealers and collectors must still contend with various perils. Some real cases give an instructive perspective:

It starts with the packing. Say the packer uses the wrong length screws when closing the packing crate and pierces the canvas. Or leaves debris inside the box that moves around during transit, causing tears or paint loss.

Then there is the loading and unloading, especially if forklifts are involved. Let’s say the forklift operator is in a rush, and the blades go through the packing crate and into the canvas. Or the crate is left on an airport tarmac for a few hours, it rains, and now there is dampness in the wood and within the box itself.

Humidity is also an issue in places like Singapore, Hong Kong and Dubai. If the climate controls break down, that can introduce mould into artwork, which is difficult to remediate.

Also, since sea transport is less expensive and perhaps less polluting—views on that differ—more and more artworks and ancillary materials like exhibition stands are being transported by ships. However, sea transport is inherently riskier, considering threats like wars in the Middle East, humidity in the tropics, hurricanes in the Atlantic and typhoons in the Pacific.

Moreover, once an item is onboard, the owner loses control over where it is stored on the ship. Thus, something could be stowed by the engines where it is exposed to excessive heat or topsides where it is at the mercy of the elements. And since ships often make multiple stops along the way, the items could be moved repeatedly as other containers are loaded and unloaded. Also, delivery schedules for sea shipments are less predictable, and shipping delays are increasing. Travelling exhibitions and art fairs are on fixed schedules, and organisers and dealers depend on artworks, exhibition stands and/or marketing materials arriving on time.

Finally, in addition to these transit risks, accidents at multi-day exhibitions attracting hundreds if not thousands of visitors are inevitable. Like when someone stops to take a selfie, stumbles backwards and knocks over a sculpture or puts a hand through a painting.

Supporting travelling exhibitions and art fairs

Although these cases reinforce the value of having insurance from an experienced fine art insurer like AXA XL, such events are, fortunately, infrequent. The international art market wouldn’t be so dynamic if they were.

The fact that such incidents aren’t more common is mainly due to the sophisticated infrastructure supporting travelling museum exhibitions and art fairs, including the worldwide network of logistics companies specialising in transporting fine art. Most of these belong to ICEFAT (International Convention of Exhibition and Fine Art Transporters), a global organisation of art logistics companies whose members are vetted based on their “history, longevity, merit and integral business practices”.

AXA XL encourages clients to use a specialized art shipper to transport valuable artworks. Although mistakes and mishaps sometimes occur, these companies are exceptionally skilled in protecting artworks in transit. Their solutions encompass sophisticated packing crates where the temperature and humidity are controlled throughout the journey to special trucks with anti-vibration capabilities for highly sensitive objects, essential for transport in places with poor infrastructure.

Some companies specialise in just one element of art transport, e.g., packing crates. For instance, AXA XL has partnered with a UK-based company that rents boxes constructed from polycarbonate materials like those used in motorcycle helmets. This approach reduces the costs, environmental impacts and risks. That’s because renting a box is cheaper than building one anew; these boxes are lighter and reusable, lessening the CO2 impacts; and polycarbonate materials are vastly more durable and impact-resistant than wood.

The examples cited above also underscore the importance of condition reports pre-shipment and at each stage of a journey. As the insurer, we want to know about any pre-existing issues with an object. Then, if it is damaged at some point, we also need to know where that happened, especially if other insurers are involved.

Art is now more mobile than ever, greatly benefiting artists, dealers, museums and regular folks like us who enjoy seeing a wide range of art in person. For visitors to art fairs like TEFAF Maastricht, ART SG or the latest blockbuster museum exhibition, we hope this article provides greater insight into how these events became and will continue to be such a vital element in the arts ecosystem.