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Download our loan guidelines as a pdf by
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The Auckland Art Gallery supports the exhibition programmes of other public
art galleries and museums throughout New Zealand and overseas by making its
collection available for loan.
Borrowers should contact the relevant Curator or the Assistant Registrar
prior to the loan application for assistance in identifying, selecting, or
viewing collection items.
Requests
To borrow a work from the collection for exhibition, please send a formal
letter of application to the Auckland Art Gallery's Director at least six months
prior to the beginning of the proposed loan period. More advance notice is
always helpful particularly if the request is of a complex nature or if it
involves more than one venue or a large number of works.
Your loan request should include the following information:
Name and address of the borrowing organisation and contact person for the
loan
Exhibition title, venue(s), dates, and an outline of the exhibition content
and aims
Loan period (allowing time for delivery, installation, deinstallation, and
return)
Full details of the work(s) including the Auckland Art Gallery's accession
number
A Facilities Report for your venue and any additional venues
You will receive an acknowledgement of your request within 4 weeks of
receipt, and we may request additional information at this stage.
Late requests may be declined due to the Gallery having insufficient time to
assess and prepare works for loan around other loan and exhibition commitments.
If approved, late loan requests will attract a 50% surcharge on recoverable loan
costs.
Assessment
Your loan requests will be considered by Curatorial, Registration,
Conservation and Preparatory staff who will assess the work's availability and
ways of managing any potential risks arising from lending the work(s). We will
also estimate the costs of preparing the works for transport and exhibition.
We will consider the following criteria when making the assessment:
Nature and suitability of the proposed venue(s)
Nature and condition of the work(s) of art
Timeframe of the loan in relation to the work's fragility, the complexity
of the loan and competing requests and priorities
Special requirements to ensure safe transport, installation and display of
the work(s)
The loan will be approved, or declined, by a formal meeting of the Gallery's
Acquisitions Committee. If your request is approved you will be notified by the
Assistant Registrar and sent loan agreements to complete along with an estimate
of costs. If your request is declined, you will be notified by letter from the
Director with reasons for the requested work(s) being unavailable.
We endeavour to conclude the assessment and approval within 90 days from
receipt of the request.
Agreement
We recognise that there may be a period of negotiation in which dates,
management of risks and special conditions will be discussed. Once we have
concluded our negotiation the Gallery will issue a final loan agreement for both
parties to sign. The conditions contained in that document must be strictly
adhered to and modified only by prior written agreement of both parties.
Costs
The borrower will be expected to pay for the following costs:
Condition Report preparation
Packing materials and labour
Preparation of loan agreements, coordination and transport liaison
Insurance (transit and in-situ) – to be arranged by the borrower
Freight – to be arranged by the borrower
The borrower will also be responsible for all or part of any other associated
costs of the loan, which may include the following (as advised during the loan
approval and agreement process):
- Conservation treatment
- Photography
- Matting, framing, glazing and display mounts
- Security devices
- Travel frames, crate construction and fit-out
- Fumigation (if required for international loans)
- Customs clearance
- Costs of accompanying courier (fares, accommodation, and daily allowance)
The necessity of an accompanying staff courier will be assessed based on the
loan involving risks associated with works of high financial or cultural value,
fragility, or having complex installation or freight logistics.
A separate schedule of loan charges is available on request.
Contact details
Further information about borrowing from the Gallery's collections is
available from:
Jennifer Hale
Assistant Registrar
Auckland Art Gallery Toi o Tamaki
PO Box 5449
Wellesley St
Auckland 1141
New Zealand
Ph: +64 (0)9 307 7407
Fax: +64 (0)9 302 1096
Email: jennifer.hale@aucklandcity.govt.nz
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