Outward Loans Guidelines

The Council of the National Gallery of Australia (the Gallery) supports an active program of loans to temporary exhibitions from its collection.

The Gallery is committed to conducting a wide-reaching outward loans program, making its collection accessible to broad and diverse audiences across Australia, as well as internationally. In managing its outward loans program, the Gallery will seek to balance the accessibility of the collection and its display in a variety of cultural, aesthetic and intellectual contexts, with practical and ethical considerations regarding the long-term care, preservation, display, interpretation and stewardship of the collection.

These guidelines provide an overview of how to apply to borrow works of art, the approval procedure and some of the conditions that will apply should a loan proceed. A separate loan agreement with tailored conditions will be developed and required to be entered into with any party to whom the Gallery lends.

Related forms

• Display Case Form
• Standard Facility Report

Preliminary enquiries

Curatorial staff are available to advise about the selection and general availability for works on loan. The Gallery welcomes early discussions and where possible, an actual visit to view any works under consideration with the Gallery’s curator. Preliminary research about a loan should be carried out well in advance so that the formal request can be made in time. These preliminary discussions with curatorial staff should in no way be construed as an expected approval of the Loan.

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 Departments. Subsequent correspondence will normally be with the Gallery’s Registration staff.

To enable the Gallery to operate a consistent loans policy, the Gallery Council has decided the loans should normally be limited to the following categories:

1. Exhibitions that demonstrate innovative ways of increasing knowledge, understanding and appreciation of art to broad and diverse audiences.
2. Exhibitions that demonstrate original research and that will make a contribution to art historical or other knowledge.
3. Major solo exhibitions that enhance the knowledge of the work of the artist.
4. Exhibitions that increase cultural understanding of Aboriginal and Torres Strait Islander people, culture and art.

Intending Borrowers should make a full case for the importance, contribution and relevance of their exhibition and why the works are sought in their letter to the Director.

When including works by living artists, the Borrower must provide confirmation that they have involved the artist and the artist is aware of how their works are being presented and interpreted.

The formal letter of request for any loan should include the following:

• title of the exhibition (or working title)
• exhibition venues and dates
• name, address, telephone, email of the exhibition organiser
• if the loan involves the Work going to more than one venue, the name, address, telephone and email for the person responsible for the exhibition at each venue
• scope of the exhibition, including its scholarly, artistic or educational value to visitors and how it aligns with one of the 4 categories of loan identified above
• list of works requested quoting Gallery accession numbers where possible (these can be obtained from the Gallery’s Search the Collection)
• written confirmation of involvement of any living artist in the presentation and interpretation of their works of work in the exhibition

Any subsequent changes to these details must be confirmed in writing. Please note that in the event a work of art is originally requested and then no longer required by the Borrower, the Gallery will not consider a substitution; a new request will need to be made to the Gallery.

Works in fragile, poor or unstable condition making them unsuitable for display or transport will not be lent.

Requests will be considered alongside the requirements of the Gallery’s exhibition and display program, taking account of the Gallery’s capacity to deliver its overall program.

Deadline

All loan requests should have a minimum written notice period of 12 months in advance of the exhibition period. After receiving a formal request, the Gallery’s approval procedure for loans involves discussions between conservation, registration and curatorial staff. The advance notice period allows sufficient time for the request to be fully considered, any necessary conservation treatment and preparation carried out, security and environmental checks, as well as accommodating other loan commitments and the Gallery’s own program needs. Changes to or additions to the venues will not normally be considered after the request has been received.

Quantity of works on loan

The Gallery lends a substantial volume of works to exhibitions around Australia and overseas each year and has finite resources available to prepare and deliver these works. The Gallery will consider any loan requesting up to 10 works as part of its regular loan approval process (but allowing discretion on the number of multi-part works that may include).

In the event the works of art requested for loan constitute more than 10 works or represent a significant proportion of the content of the Borrower’s exhibition, the Gallery shall be credited as a Significant Lender. In such circumstances, the Gallery may also require the Borrower to cover additional costs associated with the development and preparation of these borrowed works.

Approvals procedure

All requests are considered on merit. The Registration Department looks after the administration of loans and loan requests. All requests are considered at monthly meetings where Gallery staff identify whether the work is available for loan, consider its relevance to the exhibition and its potential engagement with the wider community, whether it is already committed to another exhibition or is central to a display in the Gallery. Curators and conservators check each work to decide if it is suitable for loan. Works on paper are generally only available for loans of 3 months. Gallery conservation, curatorial and registration staff will also check that the administration and preparation of the loan can be scheduled into the wider program of the Gallery.

Following the receipt and initial consideration of the intended Borrower’s loan application letter, the Gallery will request from the Borrower a completed Standard Facilities Report form. Borrowers are also required to provide environmental data from the areas of their venue in which loans will be located for any length of time, namely their exhibition display and storage areas. This data must be provided at least 3 months prior to the intended loan period and may be asked to reflect the time of year expected for the loan with readouts from the previous year. In the case of new or refurbished venue facilities, readouts must be planned to reflect the 3 months prior to a loan period as this will enable enough time for a new or refurbished building and its HVAC system to settle and provide a sustained period of climatic stability for housing works of art. Gallery staff will assess all such information as part of the key decision- making process.

Security

The Standard Facilities Report form includes the required details about the security of the Borrower’s loan venues, including fire prevention arrangements. If existing arrangements are not sufficient, recommendations to improve them will normally be made.

Confidentiality about security arrangements is maintained by the National Gallery of Australia.

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 are in line with the requirements of the Gallery Council, which ultimately accepts the risk of loss or damage to the collection. Any reason that causes the Borrower to delay the completion of the Loan Agreement must be discussed as early as possible because the loan cannot proceed until a copy of the Gallery’s 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

Borrowers will be invoiced for the actual cost incurred by the Gallery in respect of the following:

• insurance during transportation and while with the Borrower
• conservation preparation, including any special glazing or framing (these are required to protect the work in transit or on display) and the construction of display supports required for the appropriate  and safe display of the Work
• all transport costs including, forwarding agent’s fees and any export fees
• security escort costs for consignment freighting (where applicable)
• courier travel costs, including accommodation and subsistence costs
• Biosecurity Inspection Service fee (where applicable)
• packing and crating for shipment to Borrower and for return to the Gallery
• photography (hire and reproduction where applicable)
• annual inspection of long- term loans by Gallery staff or approved agent
• Casual labour costs for back filling Gallery staff required onsite at Borrower’s venue (where applicable)
• 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, in most circumstances, 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.

Insurance – international loans

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 before that payment is made. A Certificate of Currency will be provided to the Borrower. 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 has been approved and the Loan Agreement drawn up. The Gallery reserves the right to re-value any of the works at any time, to take account of 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 the Customs, export and import documentation in all relevant countries.

If the Borrower proposes new or unknown companies, they will be assessed by the Gallery before being endorsed for use. The Gallery reserves the right to veto any organisations which do not comply with its conditions for the transportation of works of art.

For international loans, preference will be given to Borrowers who have Known Consignor approved status for the freighting, handling and security of loans in its custody that must travel by air. This status is important for ensuring that the Gallery’s loans are not opened and inspected automatically at airports, or automatically handled through x-ray machines. Either approach could unnecessarily place the works at risk.

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 loan

The Gallery recognizes 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 to the cancellation. A flat fee of AUD$100 per work or any other amount determined as reasonable by the Gallery, will also be charged to cover administrative costs and documentation materials.

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. In the event that the Gallery has existing crate stock that is suitable, the Borrower will be charged a retrieval and hire fee. Gallery staff will carry out the initial packing and preparation of the work.

Couriers

For loans which present special issues in terms of their condition, handling, transport, value or significance, the Gallery may decide to send a courier. The decision will be made during the approval process and the Borrower will be advised whether one or more Gallery staff is required to 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 the loaned works 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 close to the venue. The length of stay for international loans is a minimum of 5 days and depends on the complexity of installation and any additional time that may be required to allow sensitive works to acclimatize up to 48 hours after arrival before being unpacked and installed.

The Borrower or their agent must provide an agreed level of provision for reasonable expenses (per diem) to the courier as soon as they arrive. The per diem must cover meals, local travel costs and other reasonable expenses.

Environmental conditions – light levels and climate

Works of art on loan shall not be displayed in an outdoor exhibition except with the prior written permission of the Gallery.
Works must be displayed in stable environmental conditions. Hygroscopic material (such as canvas paintings, textiles, organic objects, works of art on paper and photographs) require:

• stable relative humidity (RH) in the range of 40-60% with fluctuations of no more than ± 10% RH per 24 hours and no more than 3% per hour within this range.
• stable temperature in the range 16–24°C with no more than 2°C per day.

Sensitive works may require tighter RH control depending upon the materials, condition and history of the Work.

Maximum light levels

• 300 lux: Inorganic objects
• 200 lux: Paintings
• 150 lux: Durable plastics
• 50 lux: Works on paper, textiles, photographic prints, bark paintings, organic objects, basketry, light sensitive plastics

The maximum UV content of the light must be controlled to less than 25 microWatts per Lumen

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 Registration Department administering the loan, or:

The Head Registrar
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
AUSTRALIA
loans@nga.gov.au

Photographic material and copyright

Permission for the reproduction of images can be obtained. A fee is normally charged for this service and the credit line designated by the National Gallery of Australia must be used.

All queries relating to the supply of images and all reproduction rights should be made directly to:

Rights and Permissions Officer
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
copyright@nga.gov.au

Touring exhibitions

If your public venue interested in receiving a National Gallery of Australia Touring Exhibition
contact:

Manager Touring Exhibitions
National Gallery of Australia
GPO Box 1150
CANBERRA ACT 2601
travex@nga.gov.au