Loans

Generally museums only loan to peer institutions with similar purpose or mission. This is to ensure the object is properly cared for. Since museums are meant to serve the public trust loaning to private individual or for-profit groups is not usually acceptable.

As part of the museum collection staff it is your responsibility to state to whom the museum will make loans to and for what purpose. Reasons for loans include things like:

· Exhibition

· Scholarly Use

· Educational Use

The Registrar, Collection Manager and Director determine what loans are approved. Things that need to be considered are:

· What qualifications including security and care of the object are required

· What types of collection objects will not be loaned (e.g. fragile, cultural restrictions, monetary value)

· Restrictions on loan objects (e.g. limit photography, prohibit alterations, restraints on reproduction)

The lendee should submit a written request describing the

· Reason for loan request

· Detailed info on exhibit or purpose

· Dates of proposed loan

· Travel arrangements

· Facilities Report (take a look at this link) The facility report will outline everything that the lender would need to know to make a decision. This comprehensive report includes everything such as building construction and maintenance, environment, fire protection, security, handling and packing, insurance and staff.

When you receive this loan request you should:

1. Review the loan request

a) Look at the artifact that is being requested. Is it on exhibit, will it be going on exhibit or does it need conservation treatment?

b) Look at the facility report, is the temperature, humidity, security, staff, insurance acceptable?

c) Look at the loan history and contact other institutions on the list to see what they're experience was

2. Send a letter approving or denying the request

3. If you approve the request work with the borrowing institution to come up with the loan agreement.

4. Review the borrowing institution's insurance policy to ensure that everything needed is covered.

5. Determine how you would like the object packaged and shipped. Have the correct supplies sent to you and oversee the packing process.

6. Fill out a condition report and take photographs of the object for your records and to provide to the borrowing institution.

Packing- Crates

Will a special custom crate be required to protect the object against movement, shock, vibration and abrasion.
Crates- Use wood compliant with the International Standards of Phytosanitary Measure (ISPM 15)
Internal packing material
- wood braces
- foam cut-out
- yokes or guillotines
- double crating
- slot style bracing
- drawer or rack style
- sliding tray
- tray pack

Packing- Soft

Soft Packing- gives object structural protection without the conventional means of a hard-shell crate.

Used for regional shipments and hand carrying
Packing should still consider environmental factors (temp., humidity, shock and vibration)
Container- Box, Tube, Airplane containers, flatbed truck, sea container
Packing Material
- Blankets
- Bubble Wrap
- Cardboard
- Gatorfoam
- Glassine
- Polyeter Film
- Plastic Sheeting

Domestic Shipping

By Land

Ø Hire moving company that specializes in the transportation of museum collections

Ø Hire moving companies that specialize in handling delicate equipment

Ø Type of trucking

o Exclusive- These are trucks are exclusively dedicated to your material. This means the truck will not make unnecessary stops and will not be shipped with material belonging to other people or institutions.

o Last on, First off (LOFO)- A less expensive option is traveling with other items along the same route.

o Shuttle Service- the least expensive option. Shuttle trucks run along preset routs and make scheduled stops in major cities and art centers so your artifacts will be traveling with other collectors and institutions material.

Things to consider

· Air-ride suspension- A lot of moving trucks do not have this and can provide a bumpy road, something that could cause damage to your artifact.

· Double-driving teams- can be a good thing for long trips. With a double driving team one person can drive while one sleeps or one can guard the truck while the other one takes a break.

· Climate control- Good for artifacts that require consistent environmental controls.

· Internal strapping or tie-in systems- so that your artifact doesn’t slide around the truck

· Drivers who can double as handlers and packers- This can be useful especially in cases where material may be picked up from a private collector or professional staff is not available to put material on or off the truck.

· Can drivers be reached via cellphone or through a dispatcher? Good to always be in contact!

· Size of Truck- No reason to use a 26 foot truck for one small artifact. This is a good way to create an atmosphere for potential damage.

· Department of Transportation intrastate regulations- Especially for natural history collections, check these regulations such as fish and wildlife. You may not be able to transport certain items interstate.

· Use of museum or staff-owned car, van or small truck- This can be a good choice for local transport.

· Railroad- Not usually recommended unless it’s one small artifact that can sit on an employees lap.

By Air

Hand-carrying objects on a plane is discouraged because TSA Regulations have changed and packages may be opened.

Types of aircraft

All Cargo- do not take passengers but have the largest door openings
Combi Flights are part passenger and part-cargo
Passenger Flights- for large objects look for wide-bodied aircrafts with large cargo space
Protection

Check the Official Airline Guide Cargo Guide for flights available for cargo and advanced necessary information

Book directly with the airline by calling cargo terminal
Try to book a non-stop flight
Ask that museum personnel be able to supervise the object going on the plane
Ask crew to place polyethylene plastic sheeting on floor and over the container to protect in case of rain
Have crate secured on a pallet and strapped in to protect the contents during take-off, landing and turbulence
Protection
Ask for an air-way bill
Get the name of the person who will be the cargo manager during the flight
Delivery to and from airport must be arranged, generally not recommended to use airline delivery services
Go through a freight-forwarding agent if you are new to this and need some assistance!

International Shipping

Hiring a customs broker, a fright-forwarder or cargo agent trained and licensed in importing and exporting is always a good idea.

Custom Brokers are familiar with changing regulations and can prepare the documentation required by customs offices of other countries and supervise the

whole process.

Freight-forwarding agents offer help in arranging transportation including pickup and delivery and, if desired, packing.

Other options

By Sea

Not recommended

May be economical but is slow and many documents are required

By Mail

Not recommended, it may be economical but you lose control of many factors

If used should use express mail as it offers fastest delivery and the least amount of handling

Can be used for shipments of replaceable and non-fragile objects of low value

I hope you watched the amazing example of packing and shipping a taxidermy mount of a Walrus listed in the syllabus for this week!

When the loan arrives

Condition report (compare to outgoing condition report if there is one to determine whether damage occurred in transit)
Take documentary photographs
Assign a unique loan number to each object
Issue an incoming receipt
Consult lendee's guidelines for handling and display

Returning Loans

Contact lender concerning details of the return (schedule, shipping arrangements, return address)
Complete outgoing condition report
Pack the loan
Issue outgoing receipt

Discussion Topic

Imagine that our museum, the Museum of Vaudeville, is having an exhibit on Vaudeville around the world and you are a Curator looking for items that you would like to borrow for the exhibit. Find an object in a museum collection and write a mock letter describing why you would like to borrow the object, for how long, describe how it will be exhibited, what the environment will be like, possible travel arrangements, and whatever else you think might be important to include. You can mention things like a facility report or insurance but do not need to include that level of detail.

Please provide photos, links if available for the rest of the class to see.

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