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Insurance checklist: safeguard scenographic assets on touring exhibitions
Touring an exhibition means repeated packing, shipping and re-installing fragile sets, bespoke props and high-value multimedia. One mishap can wipe out months of fabrication budget. Follow this actionable insurance checklist to keep every scenographic asset protected, compliant and fully reimbursable—wherever the show travels next.
Why specialised scenographic cover matters
Standard art policies focus on individual artworks. Scenographic assets—interactive displays, lighting grids, custom furniture, AV rigs—fall in a grey zone between fine art and event equipment. Dedicated scenographic assets insurance closes that gap, covering:
- Fabrication value, not just market resale value.
- In-transit and in-storage risks between venues.
- Third-party damage when the public can touch or walk through sets.
- Business interruption if a damaged set forces a show closure.
The ultimate insurance checklist before the first crate ships
1. Map every asset and assign realistic values
Create a line-item inventory that lists materials, build hours and replacement lead times. Tools such as your scenography deliverables brief make valuation faster because suppliers already costed each component.
- Tip : Photograph each asset from several angles and store files in a cloud folder shared with the insurer.
2. Choose the right policy scope
| Cover type | When to add it | Typical extra premium |
|---|---|---|
| All-risks transit | Every venue change | +8–15 % |
| Nail-to-nail installation cover | Complex set-ups with heavy rigging | +5 % |
| Public liability top-up | Interactive or walk-through experiences | Varies by footfall |
| Business interruption | Ticketed tours with guaranteed sales | Flat fee or % of projected revenue |
3. Verify venue conditions and compliance clauses
Each host museum or gallery may impose different humidity, temperature or fire-proofing standards. Insurers can refuse payout if an incident occurs outside the specified range. Cross-reference policy wording with your eco-smart material specs and any venue technical riders.
4. Secure packing and freight standards in writing
List exactly how items must be crated, labelled and handled. Include:
- IPPC-stamped wood or reusable flight cases.
- Shock and tilt sensors for electronics.
- QR-coded packing lists that link to installation manuals.
Share these specs with logistics partners and attach them to the insurance schedule. A single undocumented shortcut—like swapping anti-static foam for bubble wrap—can void your claim.
5. Document condition at every hand-off
Adopt a “condition-report buffet”: a quick checklist plus four photographs at departure and arrival. Many teams embed this into their VR pre-visualisation workflow, making it painless to compare before/after states.
6. Check exclusions for technology and prototypes
Projection-mapping servers, custom sensors or robotics may be treated as “computer equipment” and excluded from fine-art riders. Ask underwriters to add a technology extension or separate electronic equipment policy.
7. Align policy duration with tour calendar
Most temporary exhibition cover stops at 90 days. If your tour spans six months, negotiate either:
- a rolling 30-day extension clause, or
- an annual umbrella that follows the assets globally.
8. Update valuations after each refresh
Touring shows often evolve—new props, updated graphics, replacement bulbs. Amend the schedule every quarter. Undervaluation can slash payouts; overvaluation means wasted premium.
9. Confirm territorial limits and customs status
Moving between customs unions? Ensure policy wording uses “worldwide” rather than “EU only”. Provide ATA Carnet numbers to underwriters so liability starts the moment assets leave fabrication studios.
10. Pre-approve subcontractor responsibilities
If local crews handle install, name them as “additional insureds” or ensure they carry matching liability limits. Link them to your insurer's risk register via the experienced spatial designers directory listing you already vetted.
Claim-proof your tour with smart workflows
Digital twins for rapid damage assessment
Create 3D scans of key set pieces. If an incident occurs, insurers can compare scan data to new images and settle claims faster—often within 10 days instead of 30.
Integrated incident logs
Use a shared cloud sheet to log minor scuffs or tech glitches. Consistent timestamps prove continuous care, reducing insurer suspicion of negligence.
FAQ
- Do I need a separate policy for each country on the tour?
- No. A well-structured worldwide touring exhibition policy covers all legs, provided each venue is disclosed before departure.
- Will insurance pay for rushed re-fabrication?
- Yes, if you include an “expedited replacement” clause. It reimburses overtime labour, courier fees and express material sourcing.
- How do insurers calculate scenographic asset value?
- They use fabrication invoices, material receipts and build hours multiplied by crew day-rates. Market resale value is rarely relevant.
- What happens if visitors damage an interactive prop?
- Public liability pays for visitor injuries, while property insurance covers repair or replacement of the prop itself—provided the interactivity was disclosed.
- Are digital files like projection loops insured?
- Only if you add a data-media clause that covers re-authoring costs and lost licensing fees.
Quick self-assessment quiz
Key takeaways
- Inventory, photograph and value every item before shipping.
- Match policy duration, territorial limits and exclusions to the tour plan.
- Insert clear packing and condition-report procedures in crew workflows.
- Renew valuations after each asset refresh to stay fully protected.
Next steps
Ready to bullet-proof your upcoming tour? Request quotes now and cross-reference them with this checklist. For extra risk reduction, explore inclusive layout strategies in our accessibility-first scenography guide. Safe travels and successful show openings!
CTA: Need personalised cover? Contact our team for a free policy gap analysis before your crates roll out.
