Loan conditions
The following standard conditions apply to all loans made from National Portrait Gallery Collections.
(a) Insurance
The Borrower is responsible for the insurance or indemnification of all loaned items at a value specified by the Gallery, on a full ‘All Risks and Nail to Nail’ basis.
This cover may be arranged either:
(i) By the Gallery, with the cost of the premium being borne in full by the Borrower.
(ii) Where applicable, through the United Kingdom Government Indemnity Scheme (UKGIS), in which case the Borrower will be responsible for arranging cover on a full ‘All Risks and Nail to Nail’ basis only for a minimum liability currently calculated as:
- £300, where a loan item is valued at less than £4,000
- £300 plus 1% of the total value, where a loan item is valued at more than £4,000
- up to a limit of a total of £5,000 per annum for all claims, in the case of Designated Museums under the UK’s Museums Libraries and Archives Council Designation Scheme
(iii) Where applicable, through the foreign state indemnity programmes subject to the Gallery’s agreement.
In the case of loans to other UK Exchequer-funded organisation the Gallery will bear the risk.
In the case of commercial insurance the Borrower will be given as an additional Named Assured on the Certificate of Insurance.
Under certain circumstances the Gallery may agree to cover via the Borrower’s own insurance company. In this case the Borrower must contact the Gallery as soon as possible, sending a copy of their full policy.
Loan items will not be released from the Gallery until insurance has been approved and, if applicable, a Certificate of Insurance has been received.
In the event of any damage to a portrait, or any unusual change in a portrait’s condition, occurring in transit or while a portrait is on exhibition, the Loans Manager shall be immediately informed by telephone and subsequently in writing. No repairs shall be undertaken in any circumstances until the loaned item has been examined by an officer of the Gallery or its nominee, and repairs shall be undertaken by conservators approved by the Loans Manager. The cost of examination and repairs shall be borne by the Borrower.
(b) Combating Illicit Trade in Cultural Property
In accordance with the UK Department for Culture Media and Sport’s Due Diligence Guidelines for Museums, Libraries and Archives on Collecting and Borrowing Cultural Material, the Gallery requires the Borrower by this agreement to confirm that no items in their exhibitions or displays are known or suspected to have been stolen, illegally imported or exported, or illegally excavated, as defined in the UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property.
(c) Safety, Security, Transport and Customs
If required, the Borrower shall permit the MLA’s National Security Adviser to report on security arrangements at an exhibition premises. Such approval may be necessary if a loan is to proceed.
Transport will normally be arranged by the Borrower, with an agent or shipper approved by the Gallery. Borrowers should arrange collection as late as possible before a loan is required, and should arrange to return all items immediately after a loan is terminated.
All vehicles used for the transport of works must be fitted with:
- Air-ride suspension systems
- Tail lifts
- Enclosed, lockable and alarmed cargo areas separate from driver accommodation
- Means of monitoring and controlling the temperature and humidity within the cargo area at a level specified by the Gallery
- Suitable tying-off points for securing works.
A minimum of 2 people must travel on any road journey to ensure the vehicle is not left unattended at any time. Adequate security arrangements should be agreed with the Gallery, particularly if overnight stops are necessary.
The Gallery reserves the option of having a member of its staff accompany loaned items to oversee handling at all stages, including packing, installation and de-installation, and condition reporting immediately after delivery and before return. If the Gallery exercises this option the Borrower will be required to bear the full cost of this arrangement, including travel, accommodation and subsistence costs.
For international loans the Borrower will provide business class tickets for couriers travelling with loan items, or in both directions when flights longer than 8 hours are necessary.
The Borrower is responsible for all customs formalities. Customs inspections should be made at the exhibition premises or at the Gallery, rather than during transit.
(d) Installation and Display
All framed items will normally be loaned glazed.
Methods of fitting or securing loaned items must be approved by the Gallery in advance. Framed drawings, small oils, prints and photographs must be secured in place with 4 mirror-plates and security screws.
Larger works must be supported on their bottom edges by metal brackets, and secured in place with mirror-plates.
Fixings will normally be supplied by the Gallery, and should be returned at the close of an exhibition.
Small objects, such as miniatures or medals, must be displayed within locked cases.
(e) Environment
Loaned items must not be exposed to fluctuations in temperature or humidity, nor. placed near radiators or any other heating or air-conditioning device.
The following environmental ranges are considered acceptable:
| Relative Humidity | 50% +/- 5% | |
| Temperature | 20°C +/- 2°C | |
| Visible Light Levels | Organic materials Oil paintings |
50 Lux maximum 200 Lux maximum |
| UV Light level | All loans | 75 µWatts per Lumen |
Loaned items must not be exposed to direct sunlight or unfiltered fluorescent light.
(f) Photography
St Martin's Place
London WC2H 0HE
Images of loaned works must not be reproduced in any medium without the express written permission of the Picture Library.
(g) Charges and costs
The Gallery will levy a charge of £500 per venue for all loan agreements.
This charge will normally be waived for UK institutions which themselves meet the preparation costs of items being loaned from their own collections.
(h) General
St Martin's Place
London WC2H 0HE
A copy of any catalogue (hardback if available), handlist, or publication produced in connection with an exhibition featuring a loaned item, shall be sent free of charge to the Loans Manager.
Loans shall be acknowledged to National Portrait Gallery, London on labels and in exhibition publications.
The Gallery’s Trustees reserve the right to recall at any time any loan, and to disclaim any liability arising from such action.
The Gallery reserves the right to waive or add to the above conditions with reasonable notice to the Borrower.
Queries relating to these Loan Conditions should be addressed to the Gallery's Loans Manager.
Further information
Combating Illicit Trade: Due Diligence Guidelines for Museums, Libraries and Archives on Collecting and Borrowing Cultural Material
Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property
Museums Libraries and Archives Council Designation Scheme
United Kingdom Government Indemnity Scheme
