Key Responsibilities and Required Skills for Art Preparator

🎯 Role Definition

The Art Preparator is an experienced hands-on technician responsible for packing, transporting, installing, and maintaining artworks and artifacts for exhibitions, storage, loans, and conservation projects. Working closely with curators, registrars, conservators, installers, and external vendors, the Art Preparator ensures safe object handling, precise condition reporting, museum-standard mounting and display, and compliant logistics for incoming and outgoing collections. This role demands practical trade skills, strong documentation habits, excellent communication, and adherence to institutional policies for object care and health & safety.

📈 Career Progression

Typical Career Path

Entry Point From:

Gallery Technician / Exhibition Assistant
Art Handler / Fine Art Mover
Carpentry or Rigging Technician with museum/gallery experience

Advancement To:

Senior Art Preparator / Lead Preparator
Collection Manager / Registrar
Exhibitions Manager / Installation Supervisor

Lateral Moves:

Conservation Technician
Logistics Coordinator (art transport & shipping)

Core Responsibilities

Primary Functions

Plan, prepare, and execute the safe unpacking, handling, installation, de-installation, packing, and crating of two-dimensional and three-dimensional artworks, ensuring each object’s structural and aesthetic integrity is preserved to museum standards.
Produce detailed condition reports with dated photographic documentation for incoming loans, acquisitions, outgoing loans, and before/after exhibition installations, following institutional templates and conservation guidance.
Design, build, and modify custom crates, mounts, pedestals, and supports using appropriate materials and archival standards to protect artworks during transit and display, while optimizing for weight, cost, and handling constraints.
Coordinate and supervise the logistics of art transportation and courier movements for local, national, and international shipments, working with third-party art shippers, customs brokers, and in-house registrars to ensure safe, timely delivery.
Execute complex rigging, hoisting, and gallery-lifting operations for large-scale or heavy works, calculating load capacities, selecting proper rigging gear, and following OSHA and institutional safety protocols.
Install lighting, hanging systems, display vitrines, anchors, and other exhibition hardware to achieve curatorial intent while complying with object safety, sightlines, and conservation requirements.
Collaborate with curators and conservators to assess and implement environmental controls (relative humidity, temperature, light exposure), recommending temporary measures such as localized shading, microclimates, or display-case desiccants when necessary.
Maintain inventory and accession-related records (including TMS or other collection management systems) for objects moved, installed, or stored, and update loan documentation, condition logs, and packing lists promptly and accurately.
Perform preventive maintenance on mounts, display cases, crates, gallery floors, walls, and installation hardware; troubleshoot and resolve installation failures and perform repairs to prevent object damage or safety hazards.
Lead or participate in site surveys for incoming exhibitions, documenting gallery dimensions, wall constructions, floor load capacities, door clearances, and transport routes to develop installation plans and assembly sequences.
Implement and execute packing protocols for domestic and international shipments, including selection of cushioning materials, desiccants, shock indicators, and secure fastening consistent with courier and customs requirements.
Supervise and train temporary installation crews, interns, and volunteers in proper art handling techniques, emergency procedures, and the use of specialized equipment such as pallet jacks, forklifts, hoists, and power tools.
Prepare and oversee emergency response plans for collections incidents (water, fire, impact), including rapid evacuation of priority objects, temporary stabilization, and coordination with conservation and facilities teams.
Fabricate and adapt custom exhibit elements—frames, mounts, backing boards, tension systems, and supports—ensuring finishes are museum-safe, non-reactive, and reversible where possible.
Oversee on-site coordination with external contractors (lighting designers, carpenters, riggers, AV vendors) during installation and de-installation to maintain schedule fidelity and object safety.
Execute handling and installation of media artworks, sculptures, textiles, and fragile mixed-media pieces, applying object-specific protocols and consulting specialists for electronic or kinetic components.
Enforce gallery security, object protection, and public safety standards during installation and public-facing operations, including signage, barriers, and supervised handling.
Manage storage and rotation workflows for collections, optimizing space use, shelf labeling, and environmental separation for works on paper, textiles, and sensitive materials.
Inspect and certify packing and crating prior to shipment departures and upon return, documenting any damage and coordinating conservation actions or insurance claims as necessary.
Assist curatorial and exhibitions teams with prototyping and mock-ups of display concepts, advising on feasibility, object constraints, and installation timelines.
Maintain an organized workshop and tool inventory, procure materials, and ensure safe storage and use of power tools, fasteners, adhesives, and archival supplies.
Research and apply best practices, standards, and legal requirements for art handling, including CITES, export/import permits, and handling protocols for culturally sensitive or hazardous materials.

Secondary Functions

Support collection digitization projects by capturing high-resolution installation and condition imagery and assisting with metadata entry for collection databases.
Participate in cross-departmental planning meetings to provide technical input on installation timelines, site requirements, and staff allocations for upcoming exhibitions.
Assist with budget tracking and material cost estimates for crating, mounts, and installation labor, providing clear breakouts for exhibition and loan budgets.
Contribute to health & safety program updates and staff training documentation, including PPE selection, safe lifting practices, and powered equipment certifications.
Maintain vendor relationships and prepare scopes of work for specialty contractors (riggers, framers, art movers) to be used in procurement or bid processes.
Provide on-call support for after-hours or emergency collection issues, including emergency packing, stabilization, and transport coordination.
Develop standard operating procedures and step-by-step installation manuals for recurring exhibitions, permanent displays, and traveling shows.
Assist in the coordination of condition assessment schedules and conservation treatment timelines by prioritizing objects based on exhibition deadlines and loan agreements.

Required Skills & Competencies

Hard Skills (Technical)

Proven expertise in fine art handling techniques for paintings, works on paper, sculptures, textiles, and mixed-media objects, including appropriate lifting, carriage, and crating methods.
Proficient in designing and building custom crates, mounts, and supports using archival, vibration-mitigating, and climate-stable materials.
Strong knowledge of condition reporting best practices, photographic documentation, and cataloguing into collection management systems (e.g., TMS, Gallery Systems).
Experience with rigging, hoisting, and load calculations; competent in using slings, hoists, come-alongs, chain hoists, and certified lifting gear.
Competence operating material handling equipment such as forklifts, pallet jacks, dollies, and lift tables; valid certifications as required.
Familiarity with international shipping requirements for artwork, including packing standards, customs documentation, insurance procedures, and handling of regulated materials (CITES).
Practical woodworking and light carpentry skills, including joinery, finishing, and safe use of power tools to fabricate pedestals, frames, and exhibition furniture.
Ability to install lighting, hanging systems, display vitrines, and basic AV components, coordinating cable management and safe electrical access when required.
Understanding of environmental controls, monitoring devices, and microclimate strategies to mitigate light, humidity, and temperature risks to sensitive objects.
Basic knowledge of conservation principles and when to engage conservators; familiarity with reversible mounting techniques and inert materials for display.

Soft Skills

Exceptional attention to detail and observational skills for documenting condition and identifying mounting vulnerabilities.
Strong written and verbal communication skills to interact effectively with curators, registrars, conservators, vendors, and public-facing staff.
Proven project planning and time-management skills; ability to sequence complex installations under tight deadlines and shifting priorities.
Collaborative team player with the ability to lead crews, delegate tasks, and maintain a calm, professional demeanor during high-pressure installations.
Problem-solving mindset with practical, safety-first decision-making when confronting unforeseen installation challenges.
Physical stamina, manual dexterity, and ability to lift and maneuver heavy or awkward objects safely and consistently.
Customer-service orientation when working with lenders, artists, and external partners to present a professional institutional image.
Adaptability and willingness to learn new techniques, tools, and technologies related to exhibitions and collections care.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; demonstrated vocational training or hands-on experience in art handling, carpentry, or related trades.

Preferred Education:

Associate degree or certificate in Museum Studies, Fine Arts, Conservation Technology, Carpentry, or a related technical discipline.
Coursework or continuing education in collections management, preventive conservation, or rigging/safety certifications.

Relevant Fields of Study:

Museum Studies / Collections Management
Conservation Technology / Conservation Science
Fine Arts / Sculpture / Painting
Carpentry / Woodworking / Technical Trades

Experience Requirements

Typical Experience Range:

1–5 years of progressively responsible experience in art handling, exhibition installation, or fine art shipping; or equivalent trade experience with demonstrated museum/gallery application.

Preferred:

3+ years working as an art preparator, installation technician, or professional art handler within museums, galleries, auction houses, or specialized art shipping firms; experience with large-scale exhibitions, international loans, and condition reporting preferred.