[BCMA] travelling exhibits shipping query - A few tips

[Moderated BCMA subscriber listserv.]

Here are a few tips from one who has handled many travelling exhibits
while serving as Executive Director of a National Exhibition Centre:

1. CLEAR instructions including floor plan(s). Floor plans & photos of
assembled exhibit. We once assembled the "Men and Wood" exhibit from
Ottawa and the floor plan did not show an entry or start point where
public should start so we mistakenly assumed that it did not matter. The
exhibit was assembled using the plan provided, but as it turned out, was
facing away from our entry door! Embarrassing for us certainly, but VERY
frustrating due to the poor instructions. :-(  Each crate should have a
packing list inside the lid and instructions on packing and unpacking. 
2. Watch the weight of panels etc. Remember that someone has to assemble
and dismantle it at the other end and smaller institutions do not have a
crew of strong movers on hand. The "Nightwings" exhibit on bats from
Ottawa was great in that many of the panels were actually light metal
frames with printed cloth panels. Other exhibits had heavy wooden
panels.  
3. Crates - Few facilities have adequate room to store empty crates. I
visited one new museum recently and they had to store the travelling
exhibit crates off-site in another building. Try to be creative, maybe
all or some of the crates could be incorporated into the exhibit (e.g.
hidden by panels, acting as islands etc. 
4. Tool box and spares - Clamps and brackets will get lost or break.
Special tools should be included (like an Ikea furniture purchase). Do
provide a tool box with spare tools, spare fasteners and fittings, bulbs
etc. If you send your exhibit to the USA and use Robertson screws
(square hole, Canadian 1908 invention and far better than Phillips +
head) you MUST include Canadian Robertson head screwdrivers or the
Americans will have to resort to making their own. 
5. Condition Reports - These are important. One museum I worked in
loaned a gallows (which we had borrowed from another organization) and
when it returned it had some graffiti written on it and one of the
wooden floor planks was split. 
6. Good simple packing - Have you ever tried to repack a TV into the
original? Make your packing CRYSTAL CLEAR for directions. Number the
pieces (e.g. AA joins AA. This side up. Left side. Etc. have diagrams -
make it idiot proof. Assume that someone will unpack several crates at
one time at mix up the packing materials. They should not of course, but
assume that it will happen. 
7. Small artifacts should be in clearly marked containers that won't be
overlooked. 

Colin MacGregor Stevens,
Manager,
New Westminster Museum and Archives,
302 Royal Avenue,
New Westminster, BC, 
V3L 1H7
 
Phone Office:    604-527-4639
Work Cellular : 604-830-6965
Fax:                  604-527-4641
E-mail: cstevens at newwestcity.ca 
Web Site: www.newwestminster.ca 
  

-----Original Message-----
From: Moderated BCMA subscriber listserv. [mailto:bcma at lists.vvv.com] 
Sent: Wednesday, December 09, 2009 9:31 AM
To: bcma at lists.vvv.com
Subject: [BCMA] travelling exhibits shipping query

Hi all,
We are in the process of applying for funds to develop a travelling
exhibit. 
We are researching the procedure and costs for shipping the components
and 
wondered if anyone has any comments, tips, or suggestions regarding
crating 
and shipping.  We will be potentially shipping text panels, a few
artifacts, 
audio-visual equipment, large panel photographs, some display props, and

supporting discs and documentation.
Any advice would be welcome.
Thanks,
Jennifer

Jennifer Dunkerson
Executive Director
Revelstoke Railway Museum
719 Track Street West
P.O. Box 3018
Revelstoke, BC
V0E 2S0
Phone: 250-837-6060
Cell: 250-837-1564
Fax: 250-837-3732
email: director.railway at telus.net
www.railwaymuseum.com 

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