Loans Policy
LOANS POLICY
The mission of MUSAC is to increase knowledge, understanding, diffusion and appreciation of Spanish and international contemporary art. This is possible through MUSAC's program of loans of works from its Collection to other institutions. In this way, the MUSAC Collection reaches a wider range of audiences and supports exhibitions as well as educational programs both in Spain and abroad, fostering collaboration between museums, galleries, artists or art professionals.MUSAC lends works each year to temporary exhibitions in Spain and abroad. All loans are administered at MUSAC under the guidance of the Junta de Castilla y León. Works are loaned to exhibitions that are in accordance with the conceptual framework of MUSAC: be they one-person exhibitions that enhance knowledge of the work of the artist, or group exhibitions that contribute to a better understanding of contemporary art.
Organizers should make a full case for the importance and relevance of the exhibition and why the requested works are sought.
Works in fragile, poor, or unstable condition making them unsuitable for display or transport will not be lent.
Requests will be considered alongside the requirements of MUSAC's exhibition and display program; taking into account the capacity of MUSAC to deliver its program as a whole, including its loan commitments.
PROCEDURE
Initial formal requests for the loan of works should be made in writing to the Director. Requests should be made as early as possible, but with a minimum of six months' notice. Requests are acknowledged by our Registry Department within three weeks of receipt. All requests and approvals are considered at bi-monthly meetings.The Registry Department looks after the administration of loans. Approvals will be communicated within two to three weeks of the meeting at which the request was considered. Formal requests to borrow specific works from the MUSAC Collection should be submitted as early as possible. This is to allow sufficient time for the request to be fully considered, any necessary conservation treatment and preparation to be carried out. The minimum request period is six months for Spanish loans and nine months for international loans.
Costs
Borrowers within Spain do not normally pay an administration fee, but they must pay for all expenses derived from preparing the work for loan, as well as the usual packing, insurance, transport and courier expenses. Borrowers will also be charged if installation by MUSAC staff has been made a condition of loan and they are required to work beyond their normal working hours at the loan venue.
Borrowers from outside Spain must meet all of the above costs. A contribution to the administration of the loan is also payable for loans outside Spain, and is calculated at 280€ per work, per venue, except for single-channel video works, which is calculated at 50€ per work, per venue.
In the case of particularly complex loans or where more than ten works from the MUSAC Collection are required, we may need to charge a special fee to borrowers, whether in or outside Spain.
MUSAC will always endeavour to inform borrowers of any additional costs as early as possible.
Borrowers from outside Spain must meet all of the above costs. A contribution to the administration of the loan is also payable for loans outside Spain, and is calculated at 280€ per work, per venue, except for single-channel video works, which is calculated at 50€ per work, per venue.
In the case of particularly complex loans or where more than ten works from the MUSAC Collection are required, we may need to charge a special fee to borrowers, whether in or outside Spain.
MUSAC will always endeavour to inform borrowers of any additional costs as early as possible.
Security
MUSAC requires all borrowers to provide details of the facilities and security of their venues by submitting their own Facilities Report.
MUSAC then submits details of all loans to the Junta de Castilla y León, through the Fundación Siglo. For loans outside Spain, the exportation papers of the work must also be processed. The loan will only proceed if the security and fire prevention arrangements at the loan venue are approved. If the existing arrangements are not sufficient, recommendations to improve them will normally be made.
Twenty-four hour security is normally required, although intruder-detector alarm systems for use during closed hours may be considered acceptable under certain circumstances.
Confidentiality about security arrangements is maintained by MUSAC.
MUSAC then submits details of all loans to the Junta de Castilla y León, through the Fundación Siglo. For loans outside Spain, the exportation papers of the work must also be processed. The loan will only proceed if the security and fire prevention arrangements at the loan venue are approved. If the existing arrangements are not sufficient, recommendations to improve them will normally be made.
Twenty-four hour security is normally required, although intruder-detector alarm systems for use during closed hours may be considered acceptable under certain circumstances.
Confidentiality about security arrangements is maintained by MUSAC.
Insurance and Government Indemnity
All works lent by MUSAC must be fully covered either by a government indemnity where applicable, or by commercial insurance. In the case of commercial insurance, works must be insured 'nail-to-nail' and in the case of a touring exhibition, a single policy must usually cover all journeys and exhibition venues.
Proof of cover including copies of relevant insurance certificates or indemnities must be deposited with MUSAC at least two weeks before the works are to be collected. Works from the Collection cannot be released without proof of adequate insurance cover or indemnity.
Proof of cover including copies of relevant insurance certificates or indemnities must be deposited with MUSAC at least two weeks before the works are to be collected. Works from the Collection cannot be released without proof of adequate insurance cover or indemnity.
Commercial Insurance: Spanish Loans
MUSAC will accept cover provided by commercial insurance companies in the form of a copy of their certificate, or a letter addressed directly to MUSAC from their brokers, or, in the case of local authorities, letters of confirmation from the City Treasurer. In both instances, cover must be 'nail-to-nail', and both MUSAC and the insured works with their agreed valuations must be named.
Cancellation of Loan
MUSAC recognises that a loan may be cancelled or works withdrawn for valid reasons, but reserves the right to charge the borrower for any conservation or other costs which may have been incurred. Cancellations must be made in writing to the Loans Registrar.
Reproduction and Photography
All queries relating to the supply of photographs and all reproduction rights should be made directly to the MUSAC Registry Department.
Permission for the reproduction of images from the Collection can be obtained and the credit line designated by MUSAC must be used.
Works of art on loan from MUSAC may not be filmed, photographed, video recorded or televised without the prior permission of MUSAC. Requests should be made to the Registry Department. Where permission is granted, MUSAC Filming and Photography Regulations must be adhered to and the operation supervised by a member of MUSAC staff (at the borrower's expense) or agreed appointee.
Collection
At least three weeks' notice must be given of the intended date for collection, to allow sufficient time for the preparation of the work of art and for the approval of the transport arrangements.
Transport Arrangements
Transport arrangements, including appointment of agents, and all routing of journeys must be approved by MUSAC before any work of art will be released for loan. Transportation must be carried out by accredited agents. MUSAC reserves the right to veto any companies which do not comply with its conditions for the transportation of works of art.
Couriers
For loans of works that present particular issues in terms of their condition, handling, transport, and/or importance, MUSAC may wish to send a courier. In addition, MUSAC may wish to send a courier due to specific issues relating to the venue, particularly if it is previously unknown to MUSAC. The courier is the official representative of MUSAC and has the authority to withdraw items from display where the stipulated requirements have not been met, whether for reasons of security or conservation. All travel expenses, as defined by MUSAC, and associated costs incurred by the courier are the responsibility of the borrowing institution.
Customs
Customs formalities are the responsibility of the borrower via their appointed agent; 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 MUSAC Registry Department must be informed immediately.
Returning Loans
The borrowing institution should contact MUSAC at least at least three weeks prior to the close of the loan exhibition to discuss the arrangements for the return of loaned works.
A cased work should be repacked in the custom-made packing case in which it travelled, using the original packing materials and methods unless expressly agreed otherwise. Condition reports must be returned with the work. Works that travelled uncased should be repacked by a method similar to that used for the original journey.
The return shipment will be by the same method and carrier as the outward journey, unless MUSAC specifies otherwise. Any changes must be agreed between MUSAC and the borrowing institution.
A cased work should be repacked in the custom-made packing case in which it travelled, using the original packing materials and methods unless expressly agreed otherwise. Condition reports must be returned with the work. Works that travelled uncased should be repacked by a method similar to that used for the original journey.
The return shipment will be by the same method and carrier as the outward journey, unless MUSAC specifies otherwise. Any changes must be agreed between MUSAC and the borrowing institution.
Credit
Loans from MUSAC must be credited 'MUSAC. Museo de Arte Contemporáneo de Castilla y León Collection'. This applies in all cases where credit lines are listed, including exhibition catalogues, online material and exhibition signage. Please note that specific wording will be required in relation to reproductions of works of art.
General
MUSAC reserves the right to withdraw or cancel a loan at any time.
If a catalogue is published in relation to the exhibition, 3 copies must be sent to MUSAC for archival purposes.
In the event of any dispute in any translation of these Loan Regulations, the Spanish text must prevail.
Loan agreement forms for each loan are issued by MUSAC and must be completed and signed by the borrower and returned to MUSAC at least three weeks prior to collection.
The borrower will providel MUSAC with full attendance figures for all loan venues at the close of the loan.
If a catalogue is published in relation to the exhibition, 3 copies must be sent to MUSAC for archival purposes.
In the event of any dispute in any translation of these Loan Regulations, the Spanish text must prevail.
Loan agreement forms for each loan are issued by MUSAC and must be completed and signed by the borrower and returned to MUSAC at least three weeks prior to collection.
The borrower will providel MUSAC with full attendance figures for all loan venues at the close of the loan.
Reporting Damage or Loss of Loaned Work
In the event of a work of art being lost or damaged or suspected of having been damaged, the borrower must inform MUSAC immediately after the incident has occurred or as soon as the loss is noticed.
CONTACT
RequestsAll loan requests should be addressed to the MUSAC Director in the first instance, through the museum address.
Administration
All subsequent correspondence should be addressed to the Registry Department through the following email of the loans registry service:
prestamos@musac.es