How to ship posters: the complete guide

Shipping posters might seem straightforward, but there's more to it than meets the eye. The goal is to ensure that these beautiful art pieces arrive unharmed by any damage along the way, no matter what courier services you use. Knowing the ropes regarding your packaging and shipping can make all the difference.

In this blog, we'll explain the complete process of how to ship posters. From choosing the right packaging materials and selecting the best shipping mailing tubes to securely labeling your package for transit, we've got you covered. 

We'll also discuss Gelato’s exceptional print on demand service, which offers a convenient and secure way to produce and ship posters worldwide.

• Proper packing and careful handling are key to preventing damage when shipping posters. It involves using the right materials and techniques to safeguard your artwork during transit.

• Choose appropriate materials—like sturdy poster tubes and cushioning—to protect rolled posters. Ensuring that your poster is securely packed minimizes the risk of damage. 

• Accurate labeling and addressing ensure your posters reach their destination safely. This means printing the recipient’s details and using additional labels, like "Priority Mail" or "Fragile." 

• Gelato’s print on demand service offers a convenient global solution for producing and shipping art. Your posters can be printed locally and shipped efficiently by leveraging our network.

With their delicate paper and vibrant prints, posters can be easily damaged during transit, so choosing the right international shipping method is important for: 

• Prevention of creases or tears: Rolling a poster without proper care can result in unsightly creases or tears, diminishing its value and appearance.

• Maintaining print quality: External pressures during transit can harm the poster's quality, leading to fading or smudging of prints.

• Avoiding water damage: Moisture can wreak havoc on paper-based items, making waterproof packaging essential to protect posters from the elements.

• Protecting against bending: Improper packaging can lead to bent edges or corners, ruining the overall shape of the poster.

Gelato offers a reliable and secure solution for shipping these delicate items worldwide for your online store. With Gelato’s print on demand service, you can have confidence that posters and framed art are delivered safely to your customers around the globe. 

Here's how:

• Global reach: Ship to 34 countries, ensuring your creations reach a broad global audience.

• Secure packaging: Each item is carefully packed to prevent any damage during transit.

• Cost-effective options: Benefit from competitive pricing that doesn't compromise quality.

Let's jump right into this step-by-step guide to help pack your poster correctly to ensure your artwork arrives in perfect condition.

1. Protect the poster with a first layer

Use a protective sheet, such as tissue paper or a plastic sleeve, to cover the front of the poster. This first layer protects against dust, moisture, and scratches. Ensure the protective material is acid-free. Carefully smooth out any wrinkles or bubbles to maintain the poster’s pristine condition.

2. Roll the poster carefully

Start by aligning the edges precisely to ensure an even roll. Use your hands to apply even pressure, rolling slowly and smoothly to avoid sharp bends. Use a rolling pin or a similar tool to maintain consistency for your rolled-up poster.

3. Secure the roll with a soft band

Opt for materials like cotton ribbon, fabric straps, or velcro bands that won’t damage the poster’s surface. Avoid using rubber bands or anything with a tight grip, as they can leave marks or cause the roll to misshapen. The soft band should hold the poster firmly without restricting movement. 

4. Choose a sturdy cardboard poster tube

The tube should be slightly larger than the rolled poster to allow easy insertion and removal. Look for tubes with reinforced ends or additional layers for extra durability. A sturdy tube will safeguard against crushing, bending, and other potential damages, ensuring your poster artwork arrives perfectly. 

5. Add cushioning inside the tube

Use bubble wrap, foam inserts, or acid-free paper to create a buffer between the poster inside and the tube’s walls. This cushioning absorbs shocks and prevents the poster from shifting during transit. Ensure the cushioning is evenly distributed and does not leave any gaps that could allow movement. 

6. Insert the poster into the shipping tube

Ensure the poster fits snugly without being forced, allowing some movement within the cushioning materials. Align the poster centrally to maintain balance and prevent it from leaning to one side. Gently slide the tube's ends closed, ensuring the poster remains in place. Take your time during this step.

7. Seal the tube securely

Once the poster is inside, seal the ends of the tube securely to prevent any openings. Use strong adhesive tape, such as packing tape, to reinforce the closures. Wrap the tape around the tube multiple times, covering all seams and ensuring a tight seal.

8. Label the package clearly

Use a sturdy label with legible text, including the recipient’s address, your return address, and any necessary shipping information. Place the label on the largest side of the tube to make it easily visible. Consider adding “Fragile” or “Handle with Care” stickers to alert carriers to treat the package gently. 

9. Ensure everything is secure

Verify that the poster is tightly rolled and cushioned, the tube is sealed properly, and all labels are correctly placed. Shake the tube gently to confirm there is no internal movement, which could cause damage during transit. Inspect the exterior for any signs of weakness or potential issues. 

With the steps in place now, let’s explore choosing the perfect tube for your posters to ensure they arrive in pristine condition.

Tube material

Cardboard tubes are lightweight and cost-effective, suitable for standard global shipping needs. Plastic tubes offer higher durability and moisture resistance, which is ideal for valuable or delicate posters. Aluminum tubes provide maximum protection against physical damage and environmental factors. 

Tube diameter

A 2-inch diameter tube typically provides adequate support and protection for standard-sized posters. Larger diameters are necessary for oversized or thick posters to prevent bending or creasing. Measure the rolled poster’s length and thickness to choose a comfortably accommodating diameter. 

End caps and reinforcement

High-quality end caps prevent the tube from unraveling and protect the ends from moisture and debris. Reinforced ends add extra strength, ensuring the tube can withstand rough handling and stacking during shipping. Look for tubes with secure, tightly fitted end caps. 

When it comes to framed art pieces, they add complexity to the shipping process due to their fragile nature. Follow our tips below to ship them without damage.

1. Protect the glass or acrylic surface

Use a soft, lint-free cloth to clean the surface, removing dust or debris. Place a protective layer, such as glassine paper or a thin foam sheet, directly over the glass or acrylic. This barrier safeguards against direct contact with other materials and absorbs minor impacts during transit. 

2. Wrap the frame in bubble wrap

Begin by covering the frame’s edges and corners, which are most vulnerable to impact. Use multiple layers of bubble wrap, securing each layer with packing tape to maintain stability. Ensure that all frame parts, including the glass or acrylic and the backing, are thoroughly encased. 

3. Corner protectors

These sturdy, often foam-based, accessories are placed on each corner to absorb shocks and prevent dents or bends. Secure the corner protectors firmly around the frame’s edges before additional wrapping. They act as a first defense against impacts during handling and transit.

4. Choose a sturdy box for the frame

Opt for a high-quality, double-walled, corrugated cardboard box that can withstand the weight and provide ample protection. The box should be slightly larger than the framed piece to accommodate padding materials without allowing excessive movement. Ensure the box is in good condition. 

5. Add cushioning inside the box

Use packing peanuts, foam inserts, or crumpled kraft paper to create a protective layer around the wrapped frame. Fill empty spaces to eliminate shifting, leading to scratches or breakage. Ensure that the cushioning is evenly distributed, providing consistent protection from all angles. 

6. Double-box for extra protection

Place the boxed frame into a larger, sturdy box with additional cushioning materials between the two boxes. This extra layer of protection helps absorb more shocks and provides a buffer against external pressures. Double-boxing is especially recommended for valuable or delicate artwork. 

7. Seal the box securely

Apply tape in a crisscross pattern for maximum strength, ensuring that the box remains closed even under pressure. Label the box with handling instructions, such as "Fragile" or "This Side Up," to inform carriers of the flimsy nature of the contents.

Gelato offers various customizable framed art options that ensure the safe delivery of your art pieces worldwide. With Gelato’s print on demand service, each poster is crafted and packaged with the utmost care to maintain its pristine condition. Our global network allows artists and businesses to deliver framed and rolled posters quickly and securely, reaching customers worldwide with peace of mind. 

Finally, let’s learn how labeling and correctly preparing your posters can prevent mishaps during transit. Here’s how to get this step right:

1. Verify the recipient’s address

Ensure all details, including the street name, number, apartment or suite, city, state, and ZIP code, are correct. Mistakes in the address can lead to delays, lost packages, or additional shipping costs. It is helpful to confirm the address with the recipient directly. 

2. Use a clear and legible font

Avoid decorative or overly stylized fonts that might obscure important details. Standard sans-serif fonts like Arial or Helvetica work well for clarity. Ensure the text size is large enough to be seen from a distance, reducing the risk of misdelivery. Clear labeling helps postal workers identify the destination. 

3. Include a return address

Place the return address in the top-left corner of the package label or on a visible area. Including a return address also adds a layer of security, helping to verify the sender’s identity and preventing the package from being lost permanently. 

4. Attach a "Do Not Bend" or "Fragile" label

To protect your poster during transit, attach a "Do Not Bend" or "Fragile" label prominently on the package. These labels inform handlers to treat the package carefully, reducing the damage risk. Position the label on multiple sides of the package to ensure visibility from different angles. 

5. Add tracking and insurance options

Tracking allows you and the recipient to monitor the package’s progress in real-time, ensuring timely delivery and helping to locate the shipment if it goes missing. Insurance protects against potential loss or damage during transit, covering the poster's value. 

6. Use water-resistant labels or packaging

Consider using moisture-resistant packaging, such as plastic sleeves or waterproof envelopes, to safeguard the poster. Proper protection against water and humidity ensures that your poster remains in excellent condition throughout the shipping process, preventing warping and discoloration.

7. Position labels correctly

Place the main address label on the largest flat surface of the package, typically the top, where it is easily visible. Ensure all labels are aligned straight and not obscured by other markings or tape. Avoid placing labels on edges or corners where they might be bent or torn. 

8. Include any required customs forms

Fill out the forms with details about the shipment's contents, value, and purpose to comply with the destination country’s regulations. Attach the forms securely to the package in a visible location to facilitate smooth customs clearance. Proper documentation helps prevent delays and fines. 

9. Seal the packaging securely

Use sturdy packaging materials, such as rigid mailers or cardboard tubes, to protect the poster from bending, crushing, or other impacts. Seal all edges and openings with strong packing tape, reinforcing corners, and seams for added strength. 

10. Review carrier-specific requirements

Before sending your poster, review the specific guidelines of your chosen carrier to ensure compliance. This may include size and weight restrictions, label placement rules, and packaging standards. Adhering to carrier-specific requirements helps avoid delays, additional fees, or rejected shipments. 

Shipping posters doesn't have to be a headache. From selecting the perfect tube to ensuring your label is just right, you know all the steps to safeguard your cherished posters. To make this process even easier, Gelato's print on demand service is here to help! 

With Gelato, shipping posters becomes effortless. You can swiftly and securely create and ship custom wall art posters and other unique custom products, such as t-shirts, mugs, wall art, phone cases, tote bags, and photo books, in 34 countries. Our global network ensures your artwork is printed close to the final destination, minimizing shipping times and reducing costs. Whether you need to send a one-off piece or an entire collection, Gelato's extensive range of custom products and services has you covered. 

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