Borrowing and Lending Books for Exhibition
Created by the ALSC National Planning of Special Collections Committee (2002)
Forms
It is very helpful for an institution to develop standard forms for tracking incoming and outgoing loans. Forms help to ensure that the institution’s policies and procedures are being followed, and that no details of the transaction will accidentally be overlooked. Many larger libraries follow standard practices and are willing to share information garnered through years of trial and error.
Conditions of Loan
A Conditions of Loan Form outlines all standard conditions of the loaning institution. Leave room to include a description of any special conditions and provide space for the signature of the borrower, title of exhibition, etc. This form serves to alert the borrower to the expectations of the lender and provides the borrower with the opportunity to decide whether or not to proceed. A standard form would address issues such as:
- Loan fee to be paid by borrower
- Appraisal fee to be paid by whom?
- Preparation requirements
- Packing/shipping requirements
- Insurance
- Cancellation
- Facilities Report (see below)
- Responsibility for damage/loss
- Form of acknowledgement to be used in promotions
- Permission to reproduce materials for non-commercial, promotional use
- Physical environment required of borrower
- Governing law: any contract should state that the loan agreement and the rights and obligations of the parties are governed by the laws of the state in which the lender resides
Facilities Report
It is standard practice for the lending institution to request a report from the borrower covering the details of building facilities and how materials will be handled. The lender may send a standard form to be filled out, or simply accept the borrower’s form. Items covered in a standard Facilities Report include:
- Profile of borrowing institution: general information, contact person, purpose of loan, etc.
- Building facilities: floor plan, display cases, etc.
- Environmental controls: lighting, temperature, etc.
- Security: how borrowed items will be monitored
- Insurance: coverage provided, any non-standard exclusions, limit of liability, etc.
- Storage, handling, and installation requirements
Individual Item Condition Report Form
It is helpful for the borrower to have a report from the lender regarding the condition of the books/materials being borrowed. The borrower will rely on this report to examine the borrowed materials upon arrival. If there are any discrepancies, the borrower can notify the lender immediately. A simple form, which the lending librarian/curator can fill out easily, will save time and help to avoid overlooking any aspects of the condition of an item. Elements to be considered include:
- Exhibition title
- Exhibition dates
- Venue of exhibition
- Title of work
- Author/illustrator
- Book measurement
- Note of special condition
- Page opening permitted
- Acknowledgement of lender [credit line]
- Insurance value
- Conservation recommendations
- Specifications, e.g., book mounts
- Installation requirements
- Post-loan instructions
- Special handling requirements
Loan Agreement
Make every effort to avoid misunderstandings. Create a form that contains standard conditions governing a loan. Leave space for the borrower/lender to specify any special conditions. Have the draft reviewed by legal counsel and an insurance broker. Elements to be considered include:
- Costs and fees
- Care of books to be borrowed
- Packing and shipping
- Insurance offered, including any exclusions
- Publication and reproduction rights
- Description of items and their insurance value
- Any special conditions
- Duration of loan and date of return
- Governing law: contract should state that the loan agreement and the rights and obligations of the parties are governed by the laws of the state in which the lender resides
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