OutbidX Team · August 21, 2026 · 3 min read
Collectors need more than an attractive image to evaluate a work. A gallery auction catalog should state what is known about the artwork, what supporting information exists and how the purchase will be delivered. Keep unverified details distinct from confirmed facts.
Confirm the selling arrangement
Get the seller or consignor's approval before listing a work. Agree on commission, payment responsibilities, any minimum sale condition and fulfillment. Name the person who can answer questions about the work and authorize corrections.
Keep the supporting agreement in your gallery's records. The platform provides auction and catalog tools; it does not authenticate art or replace a seller's responsibilities for descriptions and representations.
Create a consistent catalog record
- Artist and title, with attribution stated accurately.
- Medium and support.
- Dimensions, specifying framed or unframed measurements.
- Date, edition information or signature details when verified.
- Condition, including material issues a buyer should know.
- Available provenance and supporting documentation.
- Collection, packaging and shipping arrangements.
For an edition, say exactly which documentation the buyer receives. Avoid filling gaps from an internet image or another work by the same artist. If an attribution is uncertain, the seller should resolve how it is represented before publication.
Photograph the whole work and meaningful details
Include an overall view, a frame view where relevant and close-ups of signatures or condition details. Use even light and avoid edits that hide flaws. Confirm reproduction and photograph permissions with the relevant rights holder.
OutbidX display uploads are resized and recompressed. Keep original-resolution records separately, and provide further documentation through the gallery's approved process when needed. A display thumbnail is not a conservation record.
Make sale and delivery terms concrete
State where the work is located, when it can be collected and who arranges packaging or transport. Explain whether delivery costs are included and how the buyer obtains a shipping arrangement. Specialist shipping and insurance are organizer/seller responsibilities.
If a reserve is configured, brief the clerk on what happens when it is not met. Do not promise a sale or change a locked item to bypass existing bidding obligations. See the reserve example and catalog controls.
Keep questions and handover together
Answer material item questions before guests commit and update the listing where appropriate. After an award, the private purchase conversation can help coordinate collection, but a message does not change payment status. Verify the purchase record before releasing the work and retain the promised documentation.
Explore OutbidX for galleries. Payments remain preview/test mode; establish readiness before a real-money sale.
Your next step: Review one artwork with this field checklist and ask whether a collector could evaluate both the work and the delivery terms without guessing.
Useful resources
- Canadian Conservation Institute painting-handling guide — review handling preparation with your gallery team before arranging collection.
- W3C image accessibility tutorial — use it when preparing image descriptions for your promotional pages and documents.