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Artist Shipping and Mail-In

To make it easier for artists to participate in the Art Show, we have made a number of arrangements for shipping and we are also providing a Mail-In option for those Artists who would like to participate in the show but cannot attend the Convention in person. This page contains more details on these arrangements.

Any queries about these arrangements should be directed to the Art Show Area Head, Julie Rigby, at artshow@interaction.worldcon.org.uk.

Shipping Arrangements

• For those who wish to make all of their own arrangements, you can find some useful information here.

• For those who wish to use a professional shipping company, we have appointed a shipping partner - Kuehne + Nagel (KN). This global logistics company can offer full service shipping and customs clearance from anywhere in the world, direct to the floor of the SECC. KN can also provide UK domestic shipping services via their partner TNT Showfreight. You can find information about the KN and TNT services here.

• For those in North America, we are delighted to advise that Jannie Shea has offered to run a consolidation service. This means that North American artists can ship to Jannie in North Carolina, and she will then consolidate all of the artwork into a single shipment which will be sent by Kuehne + Nagel. This will significantly reduce the shipping costs and paperwork for individual artists. You can find full details of this service below.

Mail-In Art

We are accepting Mail-In artwork for both the main show and the Print Shop. The details are as follows.

• People wishing to use mail-in should start by reserving space in the Art Show in the normal manner.

• You will then need to obtain copies of the paperwork (control sheets, etc.) either by downloading it from the main Art Show page or by requesting it from the Art Show team who can send copies out by post.

• Artists wishing to submit mail-in will need to return the completed paperwork along with their artwork, to arrive at the SECC on Wednesday 3 August or Thursday 4 August 2005. (Note that the SECC will not accept deliveries for the convention prior to 1 August 2005, and although we will be moving into the site on 1 August and 2 August, we are not able to accept artwork on those dates). An additional copy of the paperwork should be sent to us in advance so that we can enter your information in our database prior to the convention.

• For those in North America, the easiest way to achieve this will be to use the consolidation service offered by Jannie Shea. The deadline for receipt of the art by Jannie Shea, in Durham, NC, is 11 June 2005, along with fees of US$4/lb for round-trip international transit of art to Glasgow, and fees for returning unsold art from Durham to the artists. See below for full details of this service.

• In either case, you will be asked to include a payment with your submission, reflecting the expected cost of returning the artwork to you.

• We will photograph your package prior to opening it in Glasgow, as evidence of the state in which it arrived.

• We will hang and display the artwork and sell it in accordance with your instructions.

• After the convention we will mail any unsold artwork back to you.

• When settlement is made for your sales, we will adjust the payment to reflect any deduction / refund required to cover the actual cost of the return shipping.

North American Artist Consolidation Service

The North American Artist Consolidation Service is being offered on a private basis by Jannie Shea. Please note that although we encourage North American artists to use this service, it is being offered by Jannie personally and not by the Convention. Queries and payment relating to the service should therefore be sent to Jannie directly. Jannie can be contacted at alyconart@yahoo.com.

The following Q&A is designed to help artists to understand and utilise the service that is being offered.

Q. How Does the Service Work?

A. Jannie will consolidate the shipping of artwork to and from the convention for all artists based in North America, including those planning to participate by mail-in. Artists will need to arrange to ship their packed artwork and accompanying paperwork to Jannie in Durham, North Carolina by early June 2005. Jannie will then consolidate all of the artwork into a single international shipment which will be transported to Glasgow by Kuehne and Nagel, our shipping partner. Artwork will be available in Glasgow for hanging on Wednesday 3 August 2005. At the end of the convention, the remaining (unsold) artwork will be repacked and consolidated into a single consignment for the return journey to North Carolina, after which Jannie will arrange for its return to individual artists.

Artists interested in using the service should contact Jannie, initially by email, as soon as possible. Jannie will then provide a mailing address and additional contact details to the artists using the service.

Q. Who Can Use the Service?

A. Any artist (including mail-in artists) based in the US or Canada. Jannie is also willing to arrange for consolidation and shipment of costumes for costumers participating in the Interaction Masquerade.

Q. When Does the Art Have to Booked and Delivered to Jannie?

A. The deadline for shipping from Durham, NC is 15 June 2005. To enable the material to be consolidated and paperwork finalised, all artwork must be with Jannie by 11 June 2005 at the absolute latest. Remember that 14 June 2005 is Flag Day, a US postal holiday.

Jannie will provide detailed delivery information when artists book with her to use the service. Jannie will also send each artist an email or a postcard to confirm safe receipt of their packages in Durham prior to consolidation.

Art should be delivered to Jannie at:

    Jannie Shea
    Cardinal Storage/Unit E320
    395 MLK Jr. Pkwy
    Durham, NC 27713

Packages which arrive late, damaged etc. for the collection by KN of the consolidated shipment from Durham will not make the trip to Glasgow.

Q. How Should the Artwork be Packed?

A. All artwork must be fully packaged as if it was being sent to the UK as a freestanding package. Jannie's responsibility is limited to putting it on the pallet and wrapping the pallet.

Q. What Paperwork Should be Provided?

A. A copy of all artshow paperwork (bid sheets and control sheets) must be provided with the artist's package, sealed in an envelope and taped securely to the outside of the box. For insurance and duty purposes, you must declare a total value for your shipment and this must be clearly marked on the control sheet. The envelope should include a list of any non-standard art materials. It is not recommended that artists send art that is done on organic materials that might be subject to trade restrictions (fur, feathers, etc.). All boxes must be repackable and have clear return names and addresses on them. Artists who are attending the convention will be responsible for packing up their own art for shipping after artist checkout and providing Jannie with an accurate, revised control sheet for the return journey.

If the artist is attending Interaction, please also put clearly written contact info (hotel at least; cell phone, email, etc. also good) in the envelope on the outside of the box.

Q. What Extra Paperwork is Required for Mail-In Artists?

A. Mail-in artists should include a layout map and/or description of how they want their tables and/or panels laid out. Other than that, mail-in controls should be between the artists and the Art Show and any paperwork for this should be inside the box or sent to the Art Show ahead of time. Do not put any kind of monetary instruments in the boxes. The check or money order for the shipments can be in the envelope attached to the boxes or sent separately. We should not need to open any box or package until after it arrives in Glasgow.

Q. What Will the Service Cost?

A. Jannie Shea is offering this service as a volunteer and therefore the only charges to pay are those relating to the shipping. This includes the cost of the international shipping legs (both ways), plus the cost of returning unsold art from North Carolina to the individual artists after the con.

The exact cost of the international shipping element will depend on the number of artists taking the service, the proportion of the work unsold (which determines the weight of the returning shipment) and the total value of the artwork (which affects the insurance premium).

Artists will need to pre-pay US$4 per pound of weight to be shipped to cover the estimated cost of the two international shipping legs. For the shipment back to the artists from North Carolina, artists will need to either pre-pay Jannie the amount that it costs them to ship the art to her pre-con, or by providing her with an account with a mail or shipping service (USPS, FedEx, UPS, etc.) which she can use.

Please note that because this is a private service, payment for it will be kept separate from art show reimbursements.

Q. What About Insurance?

A. The international shipment will be insured. We expect the premium for this to be around 1% of the total value of the shipment. This estimated figure has been factored into the $4 per pound charge.

For the domestic shipment legs:

• The artist is solely responsible for the artwork and insurance during transit to North Carolina.

• Artwork will be mailed to and stored in Durham at a storage unit. Insurance at the storage unit is being looked into.

• For the return shipment from North Carolina to individual artists, artists should make it clear what type of insurance is required and include an appropriate amount of funds in their pre-payment to Jannie.

To support the insurance and protect the interests of all parties, we will photograph the art boxes on arrival in Durham prior to consolidation; palleted for shipping from Durham, on arrival at the SECC in Glasgow, packed for shipping back to Durham and on arrival in Durham.

It should be emphasised that Jannie Shea is providing this service on a private basis. ASFA does not maintain any official relationship or liaibility for this service.

Q. How Do I Pay?

A. Pre-payment must be made by check, money order or PayPal. Please note that Jannie cannot accept credit cards.

Checks should be made payable to "Jannie Shea". Please contact Jannie at alyconart@yahoo.com for details on Paypal etc.

Q. What About Refunds/Extra Charges?

A. Jannie will calculate the charges due to each artist based on the overall charges she incurs and adjusting for the amount of artwork being returned to each artist. Any refunds due to each artist will be made as soon as possible after the return shipment process is complete. We have tried to ensure that there is no need for additional payments, but in the event that the return shipment is more expensive than expected (e.g. very high proportion of unsold art), then Jannie will contact the artist to arrange for additional payment.

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Page last updated 8^th June 2005