Fillable Printable Sample Exhibit Loan Agreement Form

Sample Exhibit Loan Agreement Form

William H. Hannon Library

Department of Archives and Special Collections

Loyola Marymount University

A&SC Gallery Exhibition Loan

Agreement

Form

Overview:

Exhibitions designed for the Archives and Special Collections (A&SC) Gallery are scheduled

and overseen by A&SC staff. This gallery space is designated for the display of rare, valuable,

or unique materials which specifically require museum-level security and environmental

conditions. Materials on display will consist primarily of A&SC collections items to promote the

department’s treasures; however collaborative projects combining special collections materials

and those of external partners are welcomed with enthusiasm.

Exhibition schedules are planned months in advance. Please direct inquiries to the Head of

Archives and Special Collections.

Gallery Details:

The gallery is located within the security envelope of A&SC. The room is monitored by

surveillance camera and its alarm system is engaged during off- hours when the department is

closed.

The gallery’s display cases are museum-quality pieces created for LMU by Glasbau-Hahn.

Specifications include thicker 10mm safety glass, fiber-optic lighting, and hidden locks. Shop

drawings and photographs are available to exhibit partners.

Climate set points for the gallery space are: 70 degrees F (+/- 2 degrees) and 45% RH (+/-5%).

Loan Agreement:

Exhibit partners must complete and sign the department’s loan agreement form before lending

materials for gallery display. The loan agreement form will be signed by either the department

head or the primary curator/professional staff member of the department. Itemization of loaned

materials may be noted on the form or in a separate attachment. The department and exhibit

partner(s) agree to the terms specified in the loan agreement form. A copy of the signed loan

agreement form will be provided to all participating parties.

EXHIBITION:

(Specify title and inclusive dates of loan)

LENDER:

(State Name (institutional or personal), Address / primary contact person w/ full contact

information)

Exact form of Lender’s name for catalog, labels, and publicity:

ITEM(s) TO BE LENT:

Author/artist (with dates, if known);

Title or description (as appropriate);

Imprint and date(s) (as appropriate);

Lender’s call number or accession number;

For art work, location of date on item (if any);

For art work, form and location of signature on item (if any);

Medium/material and support;

Specify how you wish to exhibit the item, such as the page opening for bound material.

Dimensions of item alone (height, width, depth, weight);

Dimensions of item with mat, frame, base or required cradle, if any (height, width, depth,

weight);

*Condition, noting existing breaks, tears, scratches, abrasions, paint losses, other insecurities or

defects in the work (if necessary a separate sheet of paper can be attached to form).

(*Include weak or fragile aspects that require special attention or care)

SPECIAL INSTRUCTIONS:

Date by which loans are to reach the borrower (borrower will be in contact with lender regarding

shipping arrangements);

Other instructions for packing, transport, and installation.

INSURANCE

Loyola Marymount University does not provide any insurance for materials on display.

Loyola Marymount University does not assume any responsibility for the loss, theft of or

damage to any materials on exhibit.

PHOTOGRAPHS AND REPRODUCTIONS

Unless permission is declined here, it is understood that this item may be photographed,

digitized, videotaped, telecast, and reproduced for publicity purposes connected with this

exhibition and for illustrations in a catalogue or other publication, printed or electronic, and that

reproductions of it may be made and distributed for educational use;

May borrower reproduce item in a catalogue or brochure? (yes/no); a web site? (yes/no); for

publicity? (yes/no); for educational purposes? (yes/no);

Which of the following are available from the lender: black and white photographs? (yes/no);

color transparencies? (yes/no); digital file? (yes/no); slides, postcards, or other reproductions for

public distribution? (yes/no);

Does lender hold exclusive copyright? (yes/no); if no, whom might borrower contact to acquire

reproduction rights?

August 2009