Confirm the appointment type
Ask the gallery whether the visit is a public opening, private viewing or scheduled meeting. Provide the relevant contact and exact address. The expected atmosphere and access arrangements may differ, so an accompanying professional should be registered according to the host’s confirmed requirements. If the viewing is part of a wider art programme, list the relevant hosts separately so each gallery can approve its own accompaniment arrangements.
Respect the gallery’s rules
Photography, bags and access to non-public rooms are controlled by the gallery. A private protection booking does not override those rules or authorise inspection of artworks. Explain any specific accompaniment request in advance and obtain the host’s agreement before adding it to the client’s final itinerary. A request to see a non-public collection should be handled by the gallery or owner, not inferred from the client’s private protection booking.
Separate artwork services
If the visit may involve a purchase, arrange transport, packing, insurance and specialist handling through appropriate providers. Personal protection for the visitor is not a promise to safeguard or insure an artwork. Keep those commercial arrangements separate so responsibility remains clear if an item is moved or stored. If specialist art transport is confirmed, identify the point at which that provider takes custody and keep its documentation separate from the visitor’s service record.
Plan the Zurich itinerary
Include any other gallery, meeting or dinner appointments requiring support. If the programme may expand, nominate a decision maker for additional hours and vehicle changes. The protection rate applies to personnel time, while limousine transport and any specialist art services require their own confirmed arrangements. Where the guest combines a viewing with a business lunch, include both activities in the agreed hours and obtain the restaurant’s accompaniment arrangements independently.