Royal Museum of the Armed Forces and of Military History
Parc du Cinquantenaire 3
B-1000 Brussels
Belgium
Tel.: + 32 2 737 78 11
+ 32 2 737 78 33
Fax: + 32 2 737 78 02
Loan Agreement for Temporary Exhibitions
1. Introduction
1.1. A “temporary exhibition” is an exhibition limited in time (a period of
minimum 1 month and of maximum 1 year) but with continuous public access.
1.2. The lender is the Royal Military Museum, which loans collection pieces
belonging to its heritage.
1.3. The borrower is the person wishing to borrow collection pieces on behalf
of an association or an institution and assuming complete responsibility for the
pieces during the entire term of the loan.
1.4. For each loan, an “Agreement for temporary loan” will be drawn up,
mentioning the conditions for loan and containing a list of the items loaned and
their insurance values. Both the lender and the borrower sign this document in
agreement.
2. Request
2.1. Both the list of the requested items and the correspondence about the
loan are to be directed to the Senior Curator of the Royal Museum of the
Armed Forces and of Military History (from now on called the lender), who will,
after conferring with the heads of the concerned departments or sections, grant
permission or refuse.
2.2. The list with the requested items is to be transmitted to the Royal Military
Museum at least eight weeks prior to opening. For exhibitions abroad, this
period is to be extended to at least four months.
3. General terms and conditions
3.1. Each loan, approved by the lender, is valid for one single exhibition only.
In no case are the loaned items to be transferred to a venue other than the one
mentioned in the request.
3.2. The borrower is in no case and under no circumstances to pass on the
items entrusted to his care to a third party (be it loan, temporary safe-keep,
sublet,…).
3.3. The exhibition is to be set up in a solidly built room, which can be locked
and guarded.
3.4. The borrower will pay careful attention to safety, environment and
presentation and will closely follow the guidelines enclosed. He is to consider
each loaned item as a museum piece and is to treat it according to the
nationally and internationally prescribed museum rules.
3.5. The items are to be presented in the condition in which they are delivered
and according to the lender’s specifications. They are to be displayed in locked
showcases. Items too large to be placed in showcases are to be exhibited out
of visitors’ reach.
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3.6. A condition report for all items is drawn up and added to the list of objects
referred to as annex 1 of the Agreement for Temporary Loan.
3.7. The collection pieces are under no circumstances to be cleaned, restored
or taken apart, unless a prior written agreement stipulates otherwise. This
possible agreement will then be seen as a part of the Agreement for
Temporary Loan.
3.8. The borrower will avoid exposing delicate objects made from organic
materials and works of art on paper to direct sunlight or to harsh artificial light
(max. 200 Lux).
3.9. Cooking and smoking are absolutely prohibited in the galleries where the
objects are exhibited.
3. 10. Live (i.e.: not neutralized) firearms for military purposes and live
defensive firearms cannot be loaned unless under specific terms and in
agreement with the Royal Decree of September 20, 1991 administering the law
of January 3, 1933 on the fabrication, the trade and the carrying of weapons
and the trade in ammunition. The organizers of an exhibition are invited to
contact our “Firearms” department for additional information.
3.11. If, for any reason, an item –included in the loan- cannot be displayed, it
is to be returned to the lender without delay, with due attention paid to
packaging and shipping (cfr. point 5).
3.12. The lender will not perform any research concerning the item to be
exhibited and will not write the entries for the exhibition catalogue.
3.13. Publications about the exhibition, as well as the catalogue, are to
mention the origin of each loaned piece. The origin is also to be mentioned in
the exhibition itself, viz. in the references of the object, as follows: “Collections
of the Royal Military Museum, Brussels”.
3.14. Two invitations, two entrance tickets and two posters (in each of the
languages used) are to be presented to the lender. Moreover, the lender is to
receive two copies of the catalogue (in each of the languages published), as
soon as possible after the opening of the exhibition.
4. Insurance
4.1. The loaned items are to be insured against all risks (fire, damage,
vandalism, theft, misplacement, loss, also during strikes and riots) from the
moment the items are transferred to the borrower and until the lender retrieves
them after the exhibition. In other words, the insurance has to provide a “nailto-nail” coverage, in which limitations in the liability of the insurer are not
accepted.
4.2. The amounts for which the items are to be insured are fixed unilaterally by
the lender.
4.3. The following special clause has to be included in the policy: “The
insurance company explicitly commits to accepting the given insurance
amounts as accepted value and to paying these in full to the lender in case of
theft or total loss, net and without costs”. This clause is also to appear on the
insurance certificate the insurance company sends the lender prior to the
event. (cfr.: 4.4.).
4.4. The borrower can select an insurance company (recognized in Belgium)
of his choice. However, the lender has to be notified about this choice and has
to give his consent.
4.5. The lender has to receive proof of cover through a copy of the insurance
policy at least three days prior to the removal of the pieces.
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Conditions of Loan- RMM – Brussels
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4.6. The borrower is to notify the lender without delay in the event of damage,
theft, misplacement, loss or any other irregularity. In case of theft,
misplacement or loss, the lender should always be notified about the date and
record number of the official police proceedings as well as about the address
of the verbalizing authority.
4.7. Damage is to be established and estimated by an expert appointed by the
lender. Both parties are to receive a copy of this report. The borrower can ask
for a second opinion by an expert of his choice. Both parties also are to receive
this written report.
4.8. The lender is unilaterally and unquestionably to appoint the restorer or
repairer. The borrower commits to paying all costs for restoration and / or
repair (including transportation costs and all other costs pertaining the event),
in so far as these do not exceed the insurance values.
4.9. In case of theft, misplacement or loss of the items, the borrower has to
settle the insurance amounts completely and in full, within 60 working days
after ascertaining the disappearance. If the objects are recuperated ultimately,
the net sum will be refunded after deduction of possible costs for
administration, repair or restoration. The borrower cannot claim interests.
4.10. The borrower is to inform the insurance company about these conditions
before signing the contract.
5. Collecting and returning the items – Packaging
5.1. The date of removal of the loaned items is set in mutual agreement.
5.2. The transport of the collection pieces (both out and in) is to be arranged
and paid for by the borrower, who first contacts the lender and follows the
instructions provided by the lender. The borrower takes all necessary
precautions for a safe transport.
5.3. In some cases (e.g. with very fragile or exceptional collection pieces), the
lender may demand transport by a specialized company. The borrower is
advised in due time.
5.4. Upon request of the RMM, a RMM staff member will be present during
transport, unwrapping, setting up and / or dismantling of the exhibition and
again during the wrapping of the items after the exhibition. Costs for travel,
accommodation and travel insurance are to be borne by the borrower.
5.5. The loaned out items are to be returned to the lender within six working
days of the end of the exhibition.
5.6. Framing and packaging:
- Prints are only loaned after mounting and framing. The lender is
responsible for the implementation. The costs are to be borne by the
borrower, who will receive an invoice, drawn up in accordance with
rates mentioned in annex 2.
- Maps and floor-plans are framed or protected with Perspex. The rates
mentioned remain applicable.
- Other objects are packed either by the lender or by a specialized firm.
Costs are to be borne solely by the borrower.
5.7. After the exhibition, the objects are to be returned in the original
packaging. With one-way wrapping materials, the borrower is to use similar
materials when returning the loans.
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6. Termination and renewal of the loan
6.1. If an exhibition does not meet the above requirements, the lender is
authorized to demand immediate withdrawal of the pieces. If the borrower does
not comply with the recommendations, the lender can retrieve the pieces
without any other restriction than the drawing up of an official police report
establishing the identity and the condition of the pieces, the costs of which are
to be borne by the borrower. In the event of dispute, the Brussels court is the
sole possible arbitrator.
6.2. In order to obtain an extension of the agreement, the borrower should
submit a substantiated request at least four weeks before the normal end of
the loan out period. The lender then notifies the borrower about his decision in
writing. The terms of the agreement remain unchanged until the end of the new
period. A proof of cover for the new period is to be submitted as soon as
possible.
7. Copyright and photographic recording
7.1. A complete or partial reproduction through photomechanical or electronic
means (including film, video, television, cd-rom, dvd and computer image) for
publication in whatever form by the borrower is only possible upon written
permission of the lender. The borrower is to ascertain that possible third parties
respect this engagement.
7.2. A borrower wishing to receive images for reproduction and / or publication
needs to contact the Photographic department of the Museum (+32 2 737 7811
or repro@klm-mra.be). The Royal Military Museum’s photographic department
will provide the prints, the costs of which are to be borne by the borrower.
7.3. When published, each photograph has to bear the caption “Collections
Royal Military Museum, Brussels” followed by the inventory number.
7.4. Current regulations on copyright and royalties are to be respected. The
lender cannot be held responsible in this respect.
November 2008
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Annex 1
Data Form
(to be completed and returned as soon as possible)
Title of the exhibition : ..................................................................................................
.....................................................................................................................................
.....................................................................................................................................
2.- Venue : ........................................................................................................................
.....................................................................................................................................
Address :......................................................................................................................
.....................................................................................................................................
Tel.:.................................................................Fax:………………………….
3.- Name of organizer and / or of person in charge: .........................................................
.....................................................................................................................................
Function : .....................................................................................................................
Address :......................................................................................................................
Tel.:..................................................................Fax:…………………………
4.- Dates of exhibition :......................................................................................................
5.- Desired loan period (to be determined upon mutual agreement) : ................................
6.- Is a catalogue planned ?
YES NO
number of pages: ......... Illustrations?
YES NO
Will the requested objects be depicted?
YES NO
7.- Are firearms part of the loan out?
YES NO
8.- A. Type and description of the safety and surveillance system: ....................................
.....................................................................................................................................
.....................................................................................................................................
B. Showcases (type of showcase, description, dimensions): ........................................
C. Fire prevention:........................................................................................................
.....................................................................................................................................
.....................................................................................................................................
D. Air conditioning and heating:....................................................................................
.....................................................................................................................................
.....................................................................................................................................
E. Lighting system (type of luminous sources, intensity):..............................................
.....................................................................................................................................
.....................................................................................................................................
9.- A. Proposal for transport : ............................................................................................
B. Name of driver and conveyor if any : .......................................................................
.....................................................................................................................................
10.- A. Proposal by insurance company: ......... .....................................................................
.....................................................................................................................................
B. The special clause (art. 4.3) is included in the insurance policy :
YES NO
Remark: we will in any case demand to include the clause in the
insurance certificate and to receive this certificate at least 3 days
prior to removal of the pieces.
Date: .........................................
Signature: …………………………………………………………………………………
1.-
The borrower declares having taken notice of the “Conditions for temporary exhibition
loans ”. In the event of a positive evaluation, this information will be used for drawing
up the Agreement for Temporary Loan.
November 2008
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Annex 2
Rates for framing and packaging
Cfr. 5.6. Framing and packaging
1.-
Framing. Following rates apply:
Size:
2.-
Quarto
Folio
Plano
Maximo
(max. 35 cm)
(max. 48 cm)
(max. 65 cm)
( + 65 cm)
5€
8€
10 €
15 €
Packaging
Set costs apply for packaging by the Museum:
7 € per item < 1 m3
13 € per item between 1 and 2 m3
upon quote if the item exceeds 2 m3
3.-
If packaging is to be executed by a specialized firm, invoice will be sent
directly to borrower.
November 2008