The following can be used as a guide in planning an international exhibition and later in formulating the loan agreements.
Although each exhibition situation may not require a decision for each of the following items, it can be helpful in assuring
that an important decision has not been neglected during the planning and negotiation process.
Schedule and Location
- Decision on the dates for the loan.
- Include sufficient time to cover the shipment, receipt, unpacking, installation,
exhibition period, dismantling, repacking and return shipment.
Objects or artworks to be included in the exhibition
- Preliminary decision on items to be included.
- Decide when a complete and final catalogue listing will be provided.
Curator / Organizer
- Who is the Curator responsible for the exhibition, acting on behalf of the borrowing
and lending institutions.
- Who will select the items for exhibition and negotiate the loans.
Responsibilities of the organizer and borrowing institutions regarding:
- Design and printing of special loan forms, receipts, condition report forms or stationary.
- Period of responsibility / liability for objects.
- Signing of individual lender's agreements.
- Acceptance and payment of loan fees.
- Responsibility for collection, packing, shipping, courier arrangements, security,
- Application for immunity from seizure.
Packing Methods and Materials
- Decide on the most advanced methods and materials in order to assure secure and
- Provision for the borrower to review the packing technique, especially where insurance
liability is in effect.
- Nature of crate lists, packing and unpacking instructions.
- The organizing curators in collaboration with conservator, to prepare master report
and photographs. Condition checked at time of preparation and packing for transport to borrowing institution.
- Responsible individual to check condition of objects at packing and re-packing points
along the tour.
- Requirements for receipts.
- How damage or loss is to be recorded and reported to organizer and lenders.
- Scheduled date of transit.
- Transit should be via mutually agreeable carrier. What will be the carrier for each
portion of the journey.
- Security arrangements.
- How exhibition will be moved from museum to transport point (in the case of air
- Decide if necessity to split shipment on more than one vehicle to meet insurance
or indemnity requirements.
- Decide on necessity for courier or curatorial escort accompaniment.
- Decide on reasonable travel expenses if courier deemed necessary.
- Who will be responsible for clearance of customs in foreign countries.
- Who is responsible for securing export licenses.
- The selection of a customs broker.
Insurance / Indemnity
- Who will arrange for insurance under indemnity or through commercial carrier.
- Approximate total value and specific period of coverage.
- Value quoted in what currency -- this is important in times of fluctuating currency
- Indication if there will be a split coverage situation.
- Provision for sending insurance certificates.
- Indication that lenders (in the case of individual objects loaned as part of a larger
exhibition ) which prefer their own insurance will have the borrowers as additional insured or waive subrogation against the
borrowing institution(s) as referenced in the loan agreements.
- Indication of how insurance premium will be paid.
Preservation / Installation
- Conservation treatment to be undertaken prior to the loan and if any conservation
is required during the itinerary who is responsible, etc.
- No conservation to be undertaken without approval of lenders.
- Any special handling requirements or installation needs.
- Special requirements for lighting, temperature, humidity.
- Design concept of the installation of the exhibition is whose responsibility. Necessity
for special display equipment, e.g. showcases, display panels, etc.
- Borrowing institution may omit objects from showings for good cause with prior approval
- Allowance for couriers or lender representatives to be present at unpacking and
- Provision for security alarms, and/or guards in the exhibition areas.
- Who will be responsible for editing, designing, translations of the catalogue.
- Where will catalogue be produced.
- Number of catalogues to be included and suggested price.
- Foreign language editions and provisions for translations.
- Artifact reproductions, post cards, posters, etc.
- Reproduction permissions: provision for resolving copyright problems, paying royalties,
or reproduction fees.
- Control of the labeling, press releases, promotion, public service TV films, photographs,
- Credit lines for sponsors, organizer.
- Allowance for view of press releases in advance by organizer and borrower.
- Opening invitations and reception.
- Provision for who, how, and when photography is to be allowed while on display.
- Admission fees.
- Specify any other materials which will travel with the exhibition such as showcases,
graphics, panels, etc.
- Decide on sharing of costs and revenues, if a collaborative venture.
- Set timetable for completion of various stages of the project.
- Should there be a provision for sharing costs if exhibition is subject to early
Please contact us if you would like to discuss
an upcoming touring exhibition project.
2840 West Bay Drive, # 250, Largo, FL 33770 USA