Purpose of Backward Planning Process
+ To ensure I meet the exhibition’s deadline for delivery of artwork
+ To organize myself to make sure I comply with the exhibition’s requirements
+ To avoid procrastination
What I Gain From the Planning Process
+ Timeline
+ Task List
Background
In my 3 May post on Shipping Artwork, I discussed my lessons learned for shipping watercolor paintings. I discussed both one way shipping, such as might be done for a client. And, I talked about shipping to an art show. I received positive comments and a suggestion to talk more about shipping to art shows. I’m starting with my backward planning process because I think it’s important. And this is how I work.
Update: Please note, for this posts discussion purposes only, I assume the artist interested in shipping artwork already has their shipping box. One needs to have it on hand prior to art show notification. Details on selecting a shipping box are beyond the scope of this particular blog post.
Delivery Window
Why focus on delivery? This is what I call the “hard deadline”. I must meet the exhibition’s deadline if I want my painting to be shown. Timing is crucial.
Delivery Considerations
- Too Early: The exhibition committee may not be prepared to receive my painting and it gets returned. To explain, the organization hosting the art show will have an agreement or contract with the art venue. The agreement specifies which days the organization has the facility. You don’t want your painting arriving before the host organization.
- Too Late: The exhibition committee has gone on to the next tasks, which are hanging and jurying the art show. Too late and you may not have your work considered by the Juror.
Shipping Window
I determine my shipping window by going online and looking at my shipper’s map. For example, if I were to use FEDEX, I do a search for Fedex Ground Service Maps (http://www.fedex.com/grd/maps/MapEntry.do). On the map, I can approximate how many days it will take to ship.
Example. I live in the Rogue Valley in southern Oregon. It shows up “pink” on the FEDEX map. To ship to Denver, CO the planning factor is three days. It takes five days to ship to the east coast.
Preparation Window
+ This is the time I have to ensure my painting is framed properly; documentation completed, and to crate or box my painting for shipment.
+ This is when I look at the instructions given to me by the art show in detail to fill in my timeline and create my tasks lists.
+ Sample tasks:
- Finish framing if not complete already.
- Prepare a checklist for documents to include with shipment (by default, my task list.
- Prepare documents
- Pack painting in my shipping box.
Notification
+This is the point that starts it all! This is “woohoo” moment when you are notified that your work has been accepted into the show. It’s a wonderful feeling, congratulations.
+This is the point where I pull out my calendar and start working my backward planning process.
Conclusion
I have found that this backward planning process helps me approaching shipping to art shows in an organized and efficient manner. It enables me to ensure my painting arrives to the art show venue on time and with the right documents.
I hope this article is helpful. If you have any ideas or recommendations, I would enjoy reading them. Thank you!
Great article, Peggy. One thing that I often miscalculate is how long it will take me to procure or build a shipping box.
Many exhibitions prefer that you use an Airfloat Strongbox. Some even require it. If I were making a detailed plan or checklist, the first thing I would check is whether I have a box on hand to ship. If not, I would order one asap, or find out if the exhibition requires a specific box.
Hi Ruth,
Thank you! Excellent point. I was thinking of devoting a blog post to crating selection. Perhaps I ought to put an note, I am assuming artist have their crating already. If they don’t, I would recommend ordering an appropriate sized box at the same time you entered. Because, as you point out, you need to allow time for the carton to be shipped to you.
As you mentioned, Airfloat Systems is one brand, as is Masterpak and Pro Pak’s Art Carton. What all three boxes have in common is that they are 500lb double walled containers.
I have also noticed that their are shows that only accept Airfloat Systems. That would be a consideration if I were in the market for a carton.
Again, thanks Ruth!