Loan Guidelines
for works of art
The Council of the National Gallery of Australia (the Gallery) supports an active program of loans from its collection. The Gallery balances the work involved in these loans with its own program of exhibitions and gallery displays. Likewise, the benefit of increased public access to works of art must be offset against the Gallery’s programs and the costs of packing, transportation, handling, installation and exhibition. Loan requests are subject to a formal approval procedure.
This document explains how to apply to borrow works of art, the approval procedure, and the conditions which a borrower will be expected to meet in order for the loan to proceed.
Related forms
- display case form (pdf 54k)
- standard facility report (word 491k)
- standard loan conditions (pdf 29k)
Preliminary enquiries
Curatorial staff are always happy to advise about the selection and general
availability of works for loan. The Gallery welcomes early discussions
and, where possible, an actual visit to view any works under consideration.
Preliminary research about a loan should be carried out well in advance
so that the formal request can be made in time.
Formal request
A request to borrow works of art from the Gallery’s collection must be
in the form of a letter addressed in the first instance to the Director of
the Gallery who will refer the request to the relevant department. The borrower
should make a clear case for the importance, contribution and relevance of
the exhibition to art historical knowledge and why the works are wanted. Subsequent
correspondence will normally be with the Gallery’s registration staff.
Formal request for loans should include the following:
- title of the exhibition (working title)
- exhibition venues and dates
- name, address, telephone and fax number of the exhibition organiser
- name, address, telephone and fax number for person responsible for the exhibition at each venue
- scope of the exhibition
- list of works requested quoting Gallery accession numbers where possible (these can be obtained from the Gallery’s web site www.nga.gov.au)
- reasons for inclusion of the Gallery’s works of art
Any subsequent changes to these details must be confirmed in writing. Please
note that, in the event of a work of art is originally requested and then
no longer required by the borrower, the Gallery will not consider a substitution
within the framework of the initial application.
Deadline
After receiving a formal request, the Gallery’s approval procedure for
loans involves discussions between conservation, registration and curatorial
staff. In principle, all loan requests should be made six months in advance
of the loan period and a longer lead-time is required for large numbers of
works and international loans. This is to allow sufficient time for the request
to be fully considered, any necessary conservation treatment and preparation
to be carried out, security and environmental checks, as well as accommodating
other loan commitments and the Gallery’s own needs. Changes to or additions
to the venues will not normally be considered after the request has been received.
Approvals procedure
All requests are considered on merit and contribution to art historical knowledge.
Curatorial staff will identify whether the work is available for loan,
consider its relevance to the exhibition, note whether it is already committed
to another borrower, or whether it is central to a display in the Gallery.
A curator and conservator will check each work to decide if it is suitable
for loan. Works on paper are generally only available for loans of three
months. Gallery conservation, curatorial and registration staff will also
check that the administration and preparation of the loan can be scheduled
into the other work of the Gallery.
All borrowers are required to complete a Gallery Standard Facilities Report form. Gallery staff will assesses this information.
The Loan Agreement – responsibilities
of the borrower
If the work of art is assessed by the Gallery as suitable for loan, registration
staff will prepare a formal loan agreement setting out the responsibilities
of the borrower in connection with the loan. The standards that must be met
are strict and meet the requirements of the Gallery Council, which ultimately
accepts the risk of loss or damage to the collection. Any delay by the borrower
must be discussed as early as possible because the loan cannot proceed until
a copy of the Gallery loan agreement has been signed and returned to the Registrar.
The signatory on behalf of the borrower must be authorised in appropriate documentation
by the borrower to sign the Gallery loan agreement.
The loan agreement will be written in English and this text must not be altered.
Costs covered by the borrower
At the end of the loan period, the borrower will be invoiced for the actual
cost incurred by the Gallery in respect of the following:
- conservation preparation (when this is required to protect the work in transit/display)
- packing and crating for shipment to borrower and for return to the Gallery
- transport
- photography (hire and reproduction where applicable)
- forwarding agents fees
- courier travel fares, accommodation and subsistence
- insurance during transportation and while with the borrower
- Australian Quarantine Inspection Service fee (where applicable)
- inspection of long term loans by Gallery staff or approved agent
Borrowers will also be charged if installation by Gallery staff has been made
a condition of the loan and they are required to work beyond their normal
working hours at the borrower’s venue.
Since loan costs can often form a large part of the exhibition budget, borrowers must ensure that they have been costed. The Gallery will always endeavour to inform borrowers of any additional costs as early as possible.
Insurance – domestic loans
Where the Gallery is satisfied that all the conditions of loan will be met
and the venue is approved, the Gallery will require the borrower to insure
the work with Comcover, at the borrower’s expense. Comcover is the
Australian government insurance agency that is contracted to provide insurance
to the Gallery. Where the Gallery agrees to use the borrower’s insurance,
works from the collection cannot be released without written proof of adequate
insurance cover. In the case of a borrower operating a touring exhibition,
a single policy must usually cover all journeys and exhibition venues.
Insurance – international loans
The Gallery may be prepared to accept indemnity offered by the borrower’s
government, provided that a copy of the indemnity and certificate of currency
is deposited with the Registrar at least six weeks before the works are to
be collected. Otherwise, the Gallery will insure the works with Comcover, and
the borrower will be expected to pay the premium. Works from the collection
cannot be released without proof of adequate insurance cover. In the case of
a touring exhibition, a single policy must usually cover all journeys and exhibition
venues.
Valuations
Valuations for works requested for loan will be supplied by the Gallery after
a formal request but prior to approval of the loan. The Gallery reserves
the right to re-value of any works at any time, to take into account changes
in the market value of works of art.
Transport
For loans within Australia, the Gallery will arrange transport at the borrower’s
expense. In the case of international exhibitions, the Gallery will nominate
its preferred forwarding agent and the agent will meet and escort all shipments
and couriers on arrival, at departure and during any transfers and arrange
customs’ clearance.
If the borrower proposes new or unknown companies, they will be assessed before being endorsed for use. The Gallery reserves the right to veto any companies which do not comply with its conditions for the transportation of works of art.
Customs
Customs formalities for the return of international loans are the responsibility
of the borrower and must be agreed to by the Gallery. Loaned works must
not be unpacked for customs inspection en route. In the event of a work
being unpacked by customs whilst in transit, the Gallery must be informed
immediately.
Cancellation of loans
The Gallery recognises that a borrower may cancel a loan. It reserves the right
to charge the borrower for any conservation and other costs which may have
been incurred to that point and any costs consequent from the cancellation.
Packing
All works of art leaving the Gallery for loan will be prepared by Gallery staff
prior to departure. All crates will be commissioned by the Gallery and
built to Gallery specifications, at the borrower’s expense. Gallery
staff will carry out the initial packing and preparation of the work.
Couriers
During the approval process, the Gallery will decide whether the complexity
of transport arrangements or the value or fragility of the works require
that one or more Gallery staff accompany the loan in transit and oversee
condition checking and installation/de-installation at the venue.
The courier is the official representative of the Gallery and has the authority to withdraw items from display where the stipulated requirements have not been met, whether for reasons of security or conservation.
Where a courier is required, the venue will be responsible for airfares (business class when accompanying works of art outside Australia) and the cost of accommodation and subsistence in a single room in a hotel near to the venue. The length of stay for international loans is a minimum of three days and depends on the complexity of installation, and any additional time that may be required to allow sensitive works to acclimatise up to 48 hours after arrival before being unpacked and installed.
The borrower or his agent must provide an agreed level of subsistence to the courier as soon as they arrive. The subsistence must cover meals, travel costs and other reasonable expenses.
Environmental conditions – light levels and
climate
The Work must be displayed at a temperature between 20 +/- 2° C and relative
humidity of 50 +/- 5% with no more than 3% change in relative humidity in one
hour unless otherwise agreed in writing by the National Gallery of Australia.
Maximum light levels
- 300 lux: Inorganic objects
- 200 lux: Paintings, organic objects
- 150 lux: Durable plastics
- 50 lux: Works on paper, textiles, photographic prints, bark paintings, ethnographic objects, basketry, light sensitive plastics
The maximum UV content of the light must be controlled to less than 75microWatts per Lumen.
General transport conditions which apply to loans
from the National Gallery of Australia
Any transport company used to move works of art must be approved by the National
Gallery of Australia.
Addresses and telephone numbers
Requests
All loan requests should be addressed to the Director in the first instance:
Director
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
AUSTRALIA
Administration
Subsequent correspondence should be addressed to the member of the Registrars
Department administering the loan, or:
The Registrar of Collections
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
AUSTRALIA
loans@nga.gov.au
Photographic material and copyright
All queries relating to copyright, reproduction rights, fees, photographs,
transparencies and slides:
Rights and Permissions Officer
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
AUSTRALIA
copyright@nga.gov.au
Travelling exhibitions
If interested in a National Gallery of Australia Travelling Exhibition, contact
the Manager of Travelling Exhibitions:
Manager Travelling Exhibitions
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
AUSTRALIA
travex@nga.gov.au
Contact details
National Gallery of Australia
loans@nga.gov.au
information@nga.gov.a