Loan Program
The New York Public Library's Loan Program was established to provide a
means by which national and international cultural institutions may borrow
works from the Library's collections for display in exhibitions that
seek to enhance the educational and cultural role of such institutions within
society.
LOAN GUIDELINES FOR PROSPECTIVE BORROWERS
The following guidelines will provide Borrowing Institutions (the "Borrower")
with an overview of procedures and requirements relating to the borrowing
of objects (the "Borrowed Object(s)") from the collections of
The New York Public Library (the "NYPL").
SUBMISSION OF LOAN REQUEST
All requests to borrow an Object(s) must be made in writing no less
than six months prior to the date the Borrower plans to install
the Borrowed Object(s). This request should be directed to the appropriate
division or curatorial
unit. If the division is not known, the request should be sent to the
Andrew W. Mellon Director and Chief Executive of the Research Libraries
at
NYPL, Fifth Avenue and 42nd Street, New York, New York 10018 who
will forward such
request to the appropriate party.
AUTHORIZATION
All loans are subject to the approval of the Board of Trustees of the
NYPL.
Borrower's written request for a loan must contain the following information:
a) Name/Title(s) of Borrowed Object(s);
b) Exhibition title;
c) Subject of the exhibition;
d) Date(s) of exhibition(s);
e) All venues to which Borrowed Object(s) may travel as part of
Exhibition;
f) Completed American Association of Museums (AAM)
Standard Facilities Report1
PACKING, TRANSPORTATION, COURIER
Borrower is responsible for all costs relating to the transport of the Borrowed
Object(s) including but not limited to packing, crate/case construction,
shipping, customs brokers, export licenses, and courier expenses incurred
when accompanying the Borrowed Object(s).
NYPL will make all arrangements for the packing of the Borrowed Object(s).
Estimates for these costs will be provided upon request.
Borrower is responsible for all costs related to the round-trip travel of
an NYPL courier when accompanying any Borrowed Object(s) including
per diem expenses (meals and ground transportation) and hotel accommodations.
INSURANCE
Borrower shall be responsible for all costs incurred by NYPL in appraising
a Borrowed Object(s) for insurance purposes should such appraisal be required.
Borrower shall contract for wall-to-wall all risk insurance coverage for
each of the Borrowed Object(s) for its fully assigned value as provided
by NYPL in United States dollars. Borrower shall provide NYPL with a Certificate
of Insurance evidencing said insurance coverage for a Borrowed Object(s)
naming NYPL as an additionally insured. Such insurance coverage must
be in
effect thirty (30) days prior to and after the dates of the exhibition(s).
NYPL reserves the right to insure any Borrowed Object(s) under its own policy
and will provide the Borrower with a Certificate of Insurance evidencing
such coverage. Borrower shall be responsible for all costs relating to this
insurance premium.
PREPARATION/CONSERVATION TREATMENT
Borrower is responsible for all costs in connection with the preparation/conservation
treatment as well as the cost of materials required to enable the Borrowed
Object(s) to be transported and displayed in the Borrower's exhibition.
In the event an outside conservation consultant is required to examine and/or
prepare/conserve the Borrowed Object(s), Borrower shall be responsible for
all costs incurred by NYPL in connection with such conservation consultant.
NYPL shall notify Borrower in advance of hiring a conservation consultant
and shall provide an estimate of such costs to Borrower upon request.
NYPL will prepare each of the Borrowed Object(s) as it deems necessary.
NYPL will fabricate a book mount for each book borrowed.
LIGHTING
Lighting levels shall not exceed 5 foot candles or 50 lux. Incandescent
lighting is preferred. Borrowed Object(s) may not be exposed to natural or
unfiltered artificial light. If fluorescent lighting is used, all bulbs must
be fitted with ultra-violet filters.
TEMPERATURE/HUMIDITY
At all times, whether in storage or on display, Borrowed Object(s) shall
be maintained in an environment that meets the following parameters:
Temperature: 67°F ± 2° or 20°C ± 2°
Relative Humidity: 45% – 50% ± 2%
Borrower shall monitor environmental conditions throughout the exhibition
period and provide environmental conditions to NYPL upon request.
DAMAGE OR LOSS
Any loss, damage, or deterioration of a Borrowed Object(s)
that occurs while in transit or on exhibition shall be reported
immediately to the NYPL Registrar's Office and documented in writing.
Upon receiving the Borrowed Object(s), Borrower shall be responsible for
the adequate storage of the Borrowed Object(s) at all times while at the
Borrower's location in accordance with the conditions set forth in
the Facilities Report.
Upon discovery of any loss, damage, or deterioration of a Borrowed Object(s),
during or as a result of transit or on exhibition, Borrower shall notify
the NYPL Loan Administrator by telephone, email, or fax within 24 hours
of discovery of said loss, damage, or
deterioration. Upon such discovery, except in the case of emergency,
the Borrowed
Object(s) shall not be
repaired,
conserved, mended, or otherwise treated without the NYPL's prior written
approval. Borrower shall prepare written information relating to the
details of the conditions or incident resulting in such loss, damage,
or deterioration
as requested by NYPL or its agents.
Once installation is complete, the Objects are not to be removed from any
of the display cases without NYPL's prior written permission except in the
case of emergency.
PHOTOGRAPHY/REPRODUCTION
All photographic requests concerning reproduction of a Borrowed Object(s)
are to be directed to the curator of the division from which the Borrowed
Object(s) is housed. Borrower must request permission to photograph
the Borrowed Object(s) at the time of the Loan request.
Except where written notice by NYPL is given to the contrary, images
of Borrowed Object(s) may only be used for non-commercial purposes
without restriction for general publicity and in television programs or video
taping, reviewing,
or
discussing the exhibition.
Flash photography of the Borrowed Object(s) is not permitted. Photography
of Borrowed Object(s) by the public is not permitted. Borrower may make a
photographic record of the Exhibition cases and installation.
WRITTEN MATERIALS
NYPL shall provide Borrower with a credit line to be used in all instances
when referring to the Borrowed Object(s).
This credit line shall appear on all written materials related to the exhibition,
including but not limited to invitations, posters, publicity releases,
introductory panels, brochures, acknowledgement panels, invitations,
promotion, advertising,
and on-line promotion, relating to the catalogue and the exhibition.
NYPL grants Borrower the right to use the images of the Borrowed Object(s),
with the appropriate credit information, in English, including but not limited
to all printed materials, publicity, advertising, brochures, posters, invitations,
and promotion, including on-line promotion, relating to the catalogue and
the exhibition.
Images and text displayed on line:
(i) shall carry the same credit line as provided by NYPL;
(ii) shall be displayed in low resolution (72 dpi) to discourage third
party
reproductions.
Borrower shall not use NYPL's name or the name of any of its constituent
parts or branches or any of the NYPL's marks or logos in any commercial
context or for any promotional or similar purposes without the prior written
approval of NYPL.
CATALOGUE
Borrower must provide NYPL with two complementary copies of the exhibition
catalogue/publication. The exhibition catalogue/publication should
be sent directly to the division where the Borrowed Object(s) is held.
CANCELLATION
In the event Borrower cancels its request for a Borrowed Object(s), Borrower
is responsible for a Cancellation Fee for each Borrowed Object(s) as
well as for any costs already incurred through and including the date
of cancellation with regard to preparation/conservation treatment of
each Borrowed Object(s).
GOVERNING LAW/SUBMISSION TO JURISDICTION
The agreement between the Borrower and NYPL and the rights and obligations
of the parties thereunder shall be governed by and construed in accordance
with the laws of the State of New York as they apply to agreements
executed and fully to be performed in New York (that is, without regard
to choice
of law rules). Any legal action or proceeding with respect to this
agreement or related hereto may be brought in the courts of the State
of New York in
the County of New York or of the United States of America for the Southern
District of New York. By execution and delivery of the Loan Agreement,
the Borrower consents to the jurisdiction of the aforesaid courts
solely for the purpose of adjudicating the respective rights and obligations
of
the parties hereunder, and the Borrower irrevocably waives any objection,
including without limitation, any objection to the choice of venue
or based on the grounds of forum non conveniens, which
it may now or hereafter have to the bringing of any action or proceeding
in such respective jurisdictions.
In the case of any inconsistency between the terms of the NYPL's Loan Guidelines
and any other document related to the Borrowed Object(s) of NYPL's
material, the terms of the NYPL's Loan Guidelines relating to Object(s)
shall prevail.
BORROWING COSTS
The NYPL does not impose loan fees. All costs, as noted below, in connection
with the preparation and conservation treatment of each Object borrowed,
as determined by the NYPL, shall be borne by the Borrower.
| Processing Fee |
$250.00 |
per Object2 / per Venue |
| Less than Six Month Requests |
$100.00 |
per Object3 |
| Preparation/Conservation Treatment |
$60.00 |
per hour |
| Matting/Hinging |
$45.00 |
per hour |
| Soft Packing |
$25.00 |
per hour |
| Fabrication of Book Mount |
$150.00 |
per Mount |
| Fabrication of Platform Mount |
$75.00 |
per Mount |
| Fabrication of Oversized Book Mount |
$200.00 |
per Mount |
| Cancellation Fee4 |
$50.00 |
per Object |
| Wire Transfer |
$50.00 |
per Loan |
| Backing Boards |
$15.00 |
per Object |
| Framing |
$45.00 |
per hour |
| Frames (Natural Walnut) |
|
|
| |
16 x 22 inches |
$20.00 |
per Object |
| |
20 x 24 inches |
$25.00 |
per Object |
| |
24 x 30 inches |
$30.00 |
per Object |
| |
32 x 42 inches |
$40.00 |
per Object |
| |
Oversize frame (larger than 32 x 42 inches) |
$80.00
|
per Object |
| Mats |
|
|
| |
14 x 20 inches |
$20.00 |
per Object |
| |
18 x 22 inches |
$25.00 |
per Object |
| |
22 x 28 inches |
$30.00 |
per Object |
| |
30 x 40 inches |
$35.00 |
per Object |
| |
Oversize mat (larger than 30 x 40) |
$55.00
|
per
Object |
| Other |
|
|
| |
Appraisal |
|
(See section
above) |
| |
Conservation Consultant |
|
(See section
above) |
| |
Insurance |
|
(See section
above) |
| |
Packing, Transportation, Courier |
|
(See section
above) |
For further information, please contact:
Loan Office
The New York Public Library
Fifth Avenue and 42nd Street
Room 56
New York, NY 10018
Telephone: 212-930-0541
Fax: 212-930-0076
1NYPL requires all borrowing institutions to provide information
pertaining to operation, conservation,
and environmental conditions. Borrower must provide an AAM Facilities Report
to NYPL in fulfillment
of this requirement. A blank AAM Standard Facilities Report will be provided
to
Borrower
upon request.
2Per manuscript page; per folio.
3Loan requests received less than six months prior to
an exhibition's opening date will be subject to a late
processing fee of $100 per Borrowed Object(s) per month.
4In the event the Borrower cancels its request for the Borrowed
Object(s), Borrower shall be responsible
for any preparation/conservation treatment and material costs incurred by
NYPL prior to such
cancellation.
