Organise exhibition where artwork insurance confirmed week before

The person coordinating the exhibition and the person obtaining the confirmation should agree beforehand what the insurer must provide. Usually this means an email or letter on insurer letterhead showing the policy number, exhibition dates, coverage amount, and any special conditions for transport or high-value items. If the insurer only offers a verbal confirmation over the phone, the group needs to decide whether that's acceptable or whether a follow-up email is required before installation begins.

Decide in advance who contacts the insurer to resolve the gap—usually the same person who requested the confirmation. Agree whether installation proceeds for covered pieces while the gap is resolved, or whether everything pauses until full coverage is in place. The person handling insurance should tell the group immediately if any artwork is excluded or requires additional premium, so lenders can be notified and alternative arrangements considered if needed before opening day.

The person responsible should contact the insurer at least ten days before the confirmation is due, explaining the deadline and asking when they can expect the written document. Many insurers need several working days to generate formal confirmation letters, especially if the policy covers multiple lenders or includes specialist valuations. If the insurer hasn't responded three days before the deadline, the person should follow up again and let the group know there may be a delay requiring contingency planning.

Agree a backup person who can contact the insurer if the first person is unavailable. That backup needs the policy number, insurer contact details, and a clear description of what confirmation is required. If the original person has already started the conversation with the insurer, they should forward any email threads to the backup so the insurer knows who to respond to. The group should know who the backup is at least two weeks before the deadline.

If the insurance policy requires specific security measures, humidity control, or supervision during opening hours, the written confirmation should state those conditions clearly. The person obtaining the confirmation should ask the insurer to include any requirements in their letter, so everyone installing or supervising the exhibition knows what must be in place. If conditions aren't met, the insurer may not pay claims, so the group needs this information before the public arrives and before lenders deliver high-value works.

The person coordinating insurance must tell the insurer immediately about any date changes and request updated written confirmation showing the new opening and closing dates. The original confirmation becomes invalid if the dates don't match the actual exhibition. If dates shift by more than a few days, the insurer may need to recalculate the premium or check availability of cover, so notify them as soon as the new dates are fixed, ideally at least two weeks before the revised opening.

Send the full document as a photo or file attachment so everyone can see the policy number, dates, and any special conditions. Include a short message summarising the key points: coverage amount, exact dates of cover, and any requirements like supervised access or alarm activation. If the document is several pages, highlight which section shows the active dates and coverage. This way lenders, installers, and front-of-house volunteers all have the same information without needing to ask follow-up questions.

Agree whether the person should obtain confirmation by the last working day before the weekend deadline, or whether the group accepts confirmation on the following Monday if that still leaves enough time before installation. If high-value artworks arrive over the weekend, confirmation must be in place beforehand. The person obtaining it should clarify the insurer's working hours when first making contact, so everyone knows whether a weekend deadline is realistic or needs adjusting by a day or two.