Ben Uri welcomes requests to borrow works or items from its collections that will increase access to them. This policy is designed to safeguard works and/or objects while on loan.
In line with Collections Trust guidelines, we are happy in principle to loan from our collection to other registered museums or venues which can provide equivalent museum-approved conditions.
Loan Requests
Requests should be made as early as possible in writing, with a minimum of six months’ notice for UK loans and nine months for international loans. In exceptional circumstances we will entertain shorter time periods.
Loan requests should be addressed to Sarah MacDougall, Director.
This is to allow sufficient time for the request to be fully considered, any necessary conservation treatment and preparation to be carried out, security and environmental checks at the loan venue to be made, and other loan commitments to be taken into account.
We aim to confirm decisions and to set out the implications of borrowing specific works in writing as soon as possible after the Collections Committee meetings. Most decisions will be communicated within six weeks of the meeting at which the request was considered, although multiple or complex loans may take longer to administer.
Conservation and preparation
All Ben Uri works must be fitted with 4 point 'Spring-Lock' security fixings.
No extra holes may be drilled to frames of either Ben Uri Collection works or Ben Uri-initiated loans without the specific permission of the lender. All frames and works must be photographed on unpacking and deinstallation.
For objects which present particular issues in terms of their condition, handling, transport, and importance, Ben Uri may wish to send a courier. In addition, Ben Uri may wish to send a courier due to specific issues relating to the venue, particularly if it has not previously been borrowed from Ben Uri. All travel expenses, as defined by Ben Uri, and associated costs incurred by the courier are the responsibility of the borrowing institution.
Ben Uri will supply condition reports and detailed images with the loan. Condition checking and updating the reports must be overseen by a Ben Uri representative or (if previously agreed) by the borrower’s trained staff.
All packaging and cases will be commissioned by Ben Uri and built to Ben Uri specifications, at the borrower’s expense and returned to Ben Uri with the work at the cessation of the loan period.
Costs
Borrowers within the UK are asked to pay a small administration fee of £100 per art work to contribute toward the cost of preparing works for loan (up to a maximum of £1,000). In addition, borrowers must pay for the following:
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Nail to nail insurance (Government Indemnity or commercial)
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Conservation treatment, where required
- Any mounting / framing / glazing related costs, where required
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Plinths / bases and covers for sculpture, where required
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Packing cases / crates / packing materials
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All transport and handling costs by museum-approved agents
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Licensing of high-resolution photographs supplied by Ben Uri
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Where installation by Ben Uri is a condition of loan and Ben Uri staff are required to work beyond their normal working hours at the loan venue, borrowers will also be charged
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Courier costs including travel and per diem
In the case of particularly complex loans, or where more than 10 works from the Ben Uri collection are required, Ben Uri may need to charge a special fee to the borrower. Ben Uri will always aim to inform borrowers of any additional costs as early as possible.
Overseas borrowers must meet all of the above costs, and also pay for any additional materials required for preparing works for loan.
Security
The loan will only proceed if the Secuirty Adviser approves the security and fire prevention arrangements at the borrowing venue. If the existing arrangements are not sufficient, recommendations to improve them will normally be made.
Twenty-four hour invigilation is normally required, although intruder-detector alarm systems for use during closed hours may be considered acceptable under certain circumstances.
In the event of a work of art being lost, suspected of having been damaged or an incident happens in the exhibition space during the loan period, the borrower must inform Ben Uri immediately after the incident has occurred or as soon as the loss is noticed by emailing the Director.
Insurance
All works lent by Ben Uri must be fully covered either by a government indemnity where applicable, or by commercial insurance.Proof of cover including copies of relevant insurance certificates or indemnities must be deposited with Ben Uri at least three weeks before the works are to be collected. In the case of a touring exhibition, a single policy must cover all journeys and exhibition venues.
For international borrowers: Where an indemnity is not available, commercial cover will be taken out by Ben Uri, at the borrower’s expense, with a London-based broker nominated by Ben Uri. The Trustees do not accept international commercial insurance cover.
Cancellation of loan
Ben Uri recognises that a loan may be cancelled or works withdrawn for valid reasons but reserves the right to charge the borrower for any and all costs which may have been incurred. Cancellations must be made in writing to Ben Uri.
In the case of an emergency that puts loan objects at risk, Ben Uri reserves the right to terminate the agreement with immediate effect.
Reproduction and photography
Permission for the reproduction of images from the collection can be obtained. A fee is normally charged for this service and the credit line designated by Ben Uri must be used.
All queries relating to the supply of photographs and all reproduction rights should be made by email, please email admin@benuri.org for further information.
It is the responsibility of the borrower to clear copyright.
Art on loan from Ben Uri may not be filmed, photographed, video recorded or televised without the prior permission of Ben Uri. Please contact us, clarifying the circumstances and whether there is financial gain to be had by the borrowing institution as a result.
Where permission is granted, Ben Uri regulations must be adhered to and, if Ben Uri so decides, the operation supervised by a member of Ben Uri staff (at the borrower’s expense) or agreed appointee.
Transport arrangements
Transport arrangements, including appointment of agents, and all routing of journeys must be approved by Ben Uri before any work of art will be released for loan. Ben Uri reserves the right to veto any companies which do not comply with its conditions for the transportation of works of art and appoint an approved contractor at the borrowing institution’s expense.
Loaned works must not be unpacked for customs inspection en route. In the event of a work being requested to be unpacked by Customs whilst in transit, the borrowing institution must be informed and arrange for professional supervision and handling.
The borrowing institution should contact Ben Uri at least at least four weeks prior to the close of the loan exhibition to discuss the arrangements for the return of loaned works. Condition reports must be returned with the work.
