"Should I Stay or Should I Go?" Panel Discussion and Questions from the Floor

The final talk of the CPD event was a panel discussion between Sunnifa Hope, Helen Dawson, and Jen Kaines, chaired by Lyn Wall.

The first question raised, “What has been the most challenging decision you’ve had to make whilst on a courier trip or whilst hosting a courier?” gave many amusing stories of disappearing curators, unfinished galleries, and even guest couriers turning up ‘the worse for wear’. Clearly, couriering objects and hosting couriers is not always a simple task, and requires the ability to think on your feet.

The importance of good communication was also highlighted through the examples given to this first question, with Sunnifa Hope summarising “it’s about communication, having dialogue, deciding together what you’re going to do to allow the installation to happen. Just be prepared to come up with solutions with the courier and talk to them continually, whether it’s “you’ve got to stop doing this” or “can I do something this way?”

Questions raised by the audience emphasised the importance of decision making during courier trips. When asked if the panellists had ever decided not to install an object, and what happened afterwards, Jen Kaines provided an example of arriving at a gallery still wet with paint. In that instance, she and her colleague made the decision not to install at that time (installing around a week later instead). 

Likewise, Sunnifa Hope described a time she and a colleague had to decide what to do when a power cut meant that an installation had to stop and they had to decide whether to pack away the objects completely and return another time, or come back that day when the power came back on and work late into the evening (they did the latter).

Other than showcasing the importance of good communication, thinking on your feet and being confident in your ability to make the best decision for yourself and the object, the panel discussion gave further advice: sometimes a borrower may request a courier to be sent or a lender may request a courier from your institution; you can sometimes double-up your couriers tasks, so they can visit long-term loans as well as installing the new ones; and when sharing couriers, make sure it is explicitly decided what the responsibilities are and who can make the decisions (all the better if you can get something in writing).

So to end with the final section of the panel – Top Tips:

Sunnifa Hope – “You’re representing your institution, make sure you understand exactly what your loan is and the requirements of your loan are so that you can make decisions on the spot. And don’t plan anything else around that trip!”

Helen Dawson – “Know your object – not just how to install it but what might it do in a changing environment, how might it behave after a bad journey.”

Jen Kaines – “Never pass up a toilet stop, you don’t know when the next one will be.”

Sam Jenkins, Assistant Registrar, National Railway Museum

The Shipper’s Perspective, Julie Prance, Oleg Mazin, Thomas Webster, Momart

Julie, Oleg and Tom from Momart, kindly provided advice to couriers for airfreight shipments. Their aim to provide details on what we can expect from the shipper and to make the courier feel confident in asking the right questions, so that the transit goes as smoothly as possible.

Starting with the preparation, Julie explained her role as Project Co-ordinator. This role liaises direct with the sending and receiving airline, ensuring the correct type of pallet and freight is booked.

The Projector Co-ordinator will also provide a full itinerary for the courier. This provides all information that the courier might need for their trip. It is really important for the courier to check this before their trip to ensure they understand the plans.

Tom and Oleg are airport representatives from Momart; they began by explaining the importance of setting expectations with your airport representative. Question your representative from the outset to ensure you know exactly what is going to happen to your consignment and when. Don’t be afraid to ask these questions, after all, you might not be aware of the local procedures.

For example, what type of aircraft is being used?

Is a container or a pallet being used?

Will the representative see the pallet loaded on the aircraft themselves? The answer in the UK, is ‘yes’ however this can’t be the case in other countries.

What happens to the pallet when it is packed? You want it stored in the ETV system so that it’s safely stored away until it’s time to load the aircraft.

When overseeing palletisation, note that a sheet of plastic will line the base of the pallet, crates will be placed, strapped down (listen for the ‘click’), the sides of the plastic will be bought up and another sheet covers the pallet, before netting is draped over the whole pallet. Ensure to ask your representative before hand, if you need it in flight direction and be aware if the crate can be stacked or not.

When pallets are shared, the airport representative will ensure that no dangerous or perishable goods are loaded on the same pallet.

You may have your consignment in a container, again, you need to ensure you inform the representative of any requirements in good time, and in both cases, it’s very important to make a note of the pallet or container number that your consignment(s) are on, so they can tracked.

Now that the pallet (or container) is loaded, check you are clear on the next steps with your representative. You will need to check in to your flight, but make sure you have your mobile switched on! Ensure the representative gives you the position on the plane – and do not board the aircraft (if it’s a passenger flight) until you have this information! If on a cargo flight, you should receive a phone call from your agent after you have boarded.

To end a few dos and don’ts from Julie - do have a mobile phone (ensure that the shipper has your number and that it is always switched on). If you are asked to report to Customs, make sure you do, otherwise its smuggling and don’t declare the consignment as your personal goods – it is cargo!

Enjoy your flight!

Vicky Skelding-Bloor, Exhibitions and Loans Officer, The Barber Institute of Fine Arts

The Training Framework Continued, Courier Manual - At the venue, dealing with the unexpected and courier dos and don'ts

Building on the earlier sessions, Lyn Wall continued to run through the Courier Training Framework document.

Arrival

Arriving at the destination was discussed and some key top tips suggested:

•          If arriving at an airport you would usually be met by a transport agent to be taken to witness de-palletisation – sometimes at the aircraft door or in the arrivals hall.
•        Don’t declare the shipment as personal goods as it is cargo!
•     If you are couriering on a Ferry don’t expect to stay with the vehicle/object - you are not allowed to stay in the car deck for health and safety reasons.

At the venue

• ·         Be prepared to work in an unfamiliar environment with a new team.
• ·         Be confident but diplomatic.
• ·         When supervising unloading be alert to any hazards (busy roads, weather etc) and respond appropriately (ask for polythene if raining, ask for hi-vis jackets, extra equipment).
• ·         If the work is being securely stored prior to installation check the arrangements are suitable and then make sure you understand what time and where you need to report back for installation.
• ·         Upon installation preparation is key! Do you have a clean and safe space to unpack, do you have the right tools, do you have the right paperwork? Use your common sense and never be reluctant to ask a question!

·         Remember you should have the support of your colleagues at home if you need it.

Dealing with the unexpected

Lyn explained that a good way to check whether the courier training had been successful was to run through the scenarios provided in the pack.  By using the interactive element of the training it is possible to sense what areas learners might need extra support with.

During discussions about the scenarios with the UKRG audience some recurring messages emerged:

• ·         Communication is the key!
• ·         Raise issues early, speak up if not happy but also offer solutions.
• ·         It is important not to have any restrictions about your trip – don’t organise personal appointments that might impact on your role as a courier.
• ·         The object is the priority.

There was useful discussion with the transport agents in the room about loose loading (when packing crates were not loaded into an aircraft on pallets or containers). It was generally felt that this should be avoided but important to take advice. Some organisations might have a policy that it was never acceptable but other museums might allow it depending on the object and circumstance.

The discussion reiterated the recurring theme of the day that the framework was a flexible tool that had elements that could be tailored to each organisation. This has made it an incredibly useful document to follow producing a standardised approach to courier training.

Alice Rymill, Registrar, Bristol Culture: Bristol Museums and Art Gallery

The Training Framework, Courier Manual - Preparing the loan and the courier, condition reporting and the journey

What is a courier not?  On holiday.  The session opened with an ice breaker about what a courier is and is not.  Without doubt, the most common response was this: that a courier is not on holiday.  We all laughed, but probably because it sounds very familiar.  I think it’s safe to say we’ve all been encountered a bad courier at some point.  Whether they’ve come with a loan to your exhibition, or maybe it’s been someone from your own institution, or you’ve travelled with one with a joint consignment, it can be a frustrating, even nerve-wracking experience. 

The event today was all about trying to prevent exactly these types of experiences this within the sector through the new Courier Training Framework.  Developed by our very own Kathy Richmond, Desirée Blomberg of the Nordic Registrars Group and Wendela Brouwer of Nederlandse Registrars Group, it’s a sort of SPECTRUM for couriers, designed to standardise and improve the role of the courier for loans and exhibitions. 

Ours was a whistle-stop tour through the training framework.  This session delivered part one of the training, focussing on preparing the courier to leaving the borrowing institution with the loan.  It covered everything from managing the expectations of the courier (it’s not a holiday in case you forgot) to teaching them how to read a condition report.  It looked at what preparation they, as the courier, will need to do before a trip and what preparation the institution (usually the registrar) will do for them. 

I think the emphasis placed on reading the condition report is one of the strongest aspects of the training framework.  It aims to explain both why the condition report is so important and also to build the skills required to confidently condition check and use the condition report when on a courier trip.  I know this is the area I am least confident about when couriering (Why is that old scratch not marked?  DO I NEED TO MARK IT?  Or is that just me?).

First impressions of the framework are that it is easy to deliver, thorough and adaptable.  Every aspect of a courier trip has been thought about carefully and where information is organisation specific, a handy set of prompt questions has been provided.  We’re definitely planning to roll it out at National Galleries of Scotland and I hope others will be too.

NO MORE COURIERS ON HOLIDAY!

Cassia Pennington, Exhibitions Registrar, National Galleries of Scotland