Conditions regarding loans from The Royal Library for exhibitions

§ 1. General terms

Items belonging to the Royal Library may normally be borrowed by libraries, archives, museums etc., for which public exhibitions are an integrated activity, who which suitable physical locations and a professional staff educated to deal with in a proper manner with the borrowed items. Lending of items to private persons does not take place.

Borrowing of items takes place only through direct agreement between the Royal Library and the institution responsible for the exhibition. Delegation of responsibility and management to a third party is not accepted.

A formal written application should reach The Royal Library four months before the opening date of the exhibition, at the latest. It should include information regarding name, place, and duration of the exhibition, as well as information on its focus. It should also include the name of the person in charge of the exhibition, and information about the curatorial and preservational staff of the institution.

A thorough report on the facilities, which describes the security and climate control conditions at the borrowing institution, must accompany the application.

A loan contract will be made between The Royal Library and the borrowing institution.

If the exhibition is to be shown at more than one institution, separate contracts must be made between the Royal Library and each of the involved institutions. The loaned items must be returned to the Royal Library in the intervals between exhibitions at different locations.

Any change in the conditions of the exhibition, which might affect the safety or physical conditions of the items on loan, must be approved by The Royal Library.

In the event of theft or damages to the items, The Royal Library must be notified immediately, and a written report must be sent within 48 hours.

The Royal Library reserves the right to cancel the loan at any point of the exhibition period, should the borrowing institution not comply with the conditions of the loan contract.

§ 2. Costs

All costs of any nature incurred in connection with the loan are to be paid by the borrowing institution, including: insurance, mounting, framing, glass and fittings, packing and wrapping, transportation, photography, preservation, travelling expenses as well as board and lodging of the courier etc.

If the exhibition period is to be extended, The Royal Library reserves the right to make an inspection, the costs of which must be paid by the borrowing institution.

§ 3. Security and exhibition conditions

All loans are approved under the condition that the borrowing institution is able to comply with the requirements stated below. If the courier of The Royal Library on arrival observes a lack of compliance, the loan will not be executed and the courier will return with the item(s).

1. The borrowing institution must immediately upon delivery sign the receipt.

2. The item(s) must be kept and exhibited in accordance with the specified conditions.

3. It is the responsibility of the borrowing institution to ensure that the item(s) is (are) protected against theft, fire, flooding, insects, contamination, or other types of damage.

4. The showcases must be secured with alarms, unless otherwise specified.

5. If put in safe keeping before being placed in the showcase, the item(s) must be kept in a safety box, secured from theft and fire.

6. Mounting and taking down the exhibition, as well as all unpacking and packing, must be done by trained personnel.

7. Unbound items may under no circumstances be bound or mounted without the prior consent and approval of the Royal Library.

8. Items may not be taken out of the protecting exhibition material (passe partout, polyester film envelopes or the like) in which they have been placed.

9. No part of the mounting may be removed or altered, nor may any writing be added.

10. The item(s) may not be subject to any processes (renovation, cleaning, patching etc.).

11. Materials used for mounting or construction of the showcases may not contain substances or materials harmful to the item(s). For an approved list, please consult www.niso.org/standards/resources/Z39-79-2001.pdf.

12. During the exhibition period, the item(s) may not be removed from the showcases or the exhibition area without prior permission obtained from The Royal Library, unless in an emergency situation.

13. During the mounting of the exhibition, access to the area should be restricted, if necessary by security guards.

14. Smoking is not allowed in the exhibition area, or in any other room where the item(s) is being handled.

§ 4. Insurance

The borrowing institution must insure the item(s) for the value specified by The Royal Library. The insurance policy has to contain the clause “Regardless of the type and extent of the damage, or the size of the compensation, the item(s) will remain the property of The Royal Library”.

National Indemnity will normally be accepted.

Documentation for insurance or a copy of the indemnity certificate must be sent to The Royal Library for approval, at least two weeks before delivery of the item(s).

§ 5. Description of condition / photographic safety copy

The item will be accompanied by a “Description of condition”, which must be signed by the borrowing institution upon receipt.

The Royal Library will, if necessary, produce a photographic safety copy of any rare and/or valuable item, at the expense of the borrowing institution (cf. § 2).

§ 6. Climatic conditions and light

The borrowing institution must guarantee that the required climatic conditions are complied with and regularly monitored and documented. If changes occur in relation to the requirements, the borrowing institution should consult The Royal Library.

The item(s) must be exhibited in a stable climate (18-21 °C, relative humidity 45-55%, with a variation of max. +/- 5% over 24 hours).

Heating and humidity are to be regulated around the clock.

The item(s) must not be exposed to direct sunlight.

The lighting must be devoid of UV-rays and may not exceed 50 lux. The item(s) may not be exposed to more than 100.000 lux hours.

For particularly sensitive items, The Royal Library may require other and more detailed regulations.

§ 7. Packing, transportation, couriers

The methods of packing and mode of transportation must be approved by The Royal Library

If transportation is arranged in a vehicle of The Royal Library the borrowing institution must pay the expenses. The Royal Library may require the use of a specific transportation agent.

For rare and/or valuable items, The Royal Library may require the presence of one or more of its employees, at the expense of the borrowing institution, when packing, transporting or mounting item(s).

If necessary, police escort can be required.

The returned item(s) must be packed in the same manner as when delivered. The borrowing institution is responsible for secure and responsible storage of the packing during the loan period.

§ 8. Reproduction

Borrowed item(s) may not be filmed, photographed, digitized, or TV or video filmed, without previous permission from The Royal Library.

All kinds of reproductions require previous permission form The Royal Library.

Photographs for reproduction in catalogues and PR-material must be acquired through the Royal Library, at the expense of the borrowing institution.

Reproductions that are publicly distributed must have a copyright notification.

The items, or any reproduction, should be credited “The Royal Library, Copenhagen”.

One copy of the exhibition catalogue should be sent to the Royal Library.

Copenhagen, 18 September 2007

Erland Kolding Nielsen
Director General