Agreement to Loan Art to CU Library
Lender/Exhibitor:
df 11-12
Affiliation:
Address:
Phone:
FAX:
E-mail:
Purpose of Loan:
Dates of Loan – from:
to:
This loan agreement, made on [date]:
between the Regents of the University of Colorado, a body corporate, on behalf of the CU Library, as
Borrower and Lender/Exhibitor in accordance with the “Terms and Conditions for Loan of Art to the CU
Library,” attached to, and made part of, this loan agreement. The Lender/Exhibitor agrees to loan the Art
Work(s) listed below for the above specified loan period.
Total insurance value for loan:
The Lender/Exhibitor hereby agrees to loan to the CU Library the property described herein for the
purpose stated above and subject to the “Terms and Conditions for Loans of Art to the CU Library”
below. The Lender/Exhibitor acknowledges that s/he has full authority and power to enter into this loan
agreement, and that s/he has read the terms and conditions below, and that s/he agrees to be bound by
them. The Lender/Exhibitor further warrants that lending the loan property will not infringe upon or
violate the rights of any person or entity. Signature indicates acceptance of the “Terms and Conditions
for Loans of Art to the CU Library.”
__________________________________________________
Signature of Lender/Exhibitor
____________________
Date
__________________________________________________
Approved by: Signature of CU Library Representative
____________________
Date
_________________________________________________
Signature of Borrower
Russell Moore, Provost and Executive Vice Chancellor
for Academic Affairs (required for non-University affiliates)
_____________________
Date
Art Works for Loan to the CU Library from
to
:
Artist:
Title:
Medium/Dimensions:
Date /Edition/Series/Portfolio:
Framing/Mounting:
Condition Notes:
Insurance Value:
________________________________________________________________________________________
Artist:
Title:
Medium/Dimensions:
Date /Edition/Series/Portfolio:
Framing/Mounting:
Condition Notes:
Insurance Value:
________________________________________________________________________________________
Artist:
Title:
Medium/Dimensions:
Date /Edition/Series/Portfolio:
Framing/Mounting:
Condition Notes:
Insurance Value:
________________________________________________________________________________________
Artist:
Title:
Medium/Dimensions:
Date /Edition/Series/Portfolio:
Framing/Mounting:
Condition Notes:
Insurance Value:
________________________________________________________________________________________
Artist:
Title:
Medium/Dimensions:
Date /Edition/Series/Portfolio:
Framing/Mounting:
Condition Notes:
Insurance Value:
________________________________________________________________________________________
REPRODUCE AND ATTACH ADDITIONAL SHEETS AS NEEDED
Terms and Conditions for Loans of Art to the CU Library
DF 11-12
1. Delivery: The Lender/Exhibitor shall make arrangements for the delivery and pick up of all loaned
art. Directions for delivering art will be provided as required. Arrangements may be made with
the Library for using the Norlin loading dock. A special permit is required to drive a vehicle
anywhere other than designated driving streets, and violators will be ticketed
(http://www.colorado.edu/parking/parking/regulations/permits.html#business).
2. Installation
Art must be provided MOUNT READY. The highly recommended mounting technique for art
works is wire attached 1/3 down from the top of the picture frame (see Hardware Recommendations
at http://ucblibraries.colorado.edu/p&p/info.htm.)
A show title and artist(s)’ statement are required. Labels provided by the Lender/Exhibitor or
content for labels to be produced by the Library should include the work’s title, year produced, media,
and artist’s name (see Guidelines for Exhibit Case Installations at
http://ucblibraries.colorado.edu/p&p/info.htm).
3. Hours of Access: Access to the displayed art by the Lender/Exhibitor or the public is provided only
during established building hours, available as posted at
http://ucblibraries.colorado.edu/hours/index.cfm.
4. Insurance
a. Fine Arts on loan to CU are covered by a comprehensive University fine arts policy, subject to
standard exclusions.
b. Insurance will become effective upon receipt of the object(s) from the Lender/Exhibitor by the
Library after arrival at Norlin. CU insurance will terminate upon release of the object(s) by the CU
Library to the Lender/Exhibitor (or an agent of the Lender/Exhibitor) and will not be effective in
transit to and/or from the CU Library.
c. Should a Lender/Exhibitor require proof of insurance, please see the section on ordering a Fine Arts
insurance certificate at:
https://www.cu.edu/content/outsidethirdpartyrequestcertificateinsuranceuniversitycolorado
d. Lender/Exhibitor is strongly encouraged concurrent with this agreement, to provide photos,
documentation, estimated value, and condition statements of exhibited pieces (see form above), which
will be provided to the University Risk Management Office and the Fine Arts Insurance adjuster as a
record and/or if a loss occurs (see also #6 b. and c. below). If condition notes are not supplied by the
Lender/Exhibitor, the CU Library will assess the condition when the works are received and this
assessment will establish the condition of the works at the time of the loan.
5. Promotion and Reproduction
a. The CU Library promotes art in a variety of ways, which can, unless otherwise requested, include:
flyers, Libraries web site, Buff Bulletins, social media, campus and local media online calendars,
press release.
b. Except as listed below in “Exceptions from reproduction,” the Lender/Exhibitor agrees to permit, the
reproduction of the works of loaned art for CU Library publications, documentation and publicity,
including:
~ Film or videotape, including cropped or detailed images, or images with text overlay.
~ Slides or videotape for educational use.
~ Use of images of the loaned works on the CU Library web site for publicity and archival purposes,
including cropped or detailed images, or images with text overlay.
Exceptions from reproduction:
6. Security
a. Care: Art will not be intentionally modified under any conditions without written consent of the
Lender/Exhibitor. The CU Library will not mark, clean, repair, restore, re-frame, re-glaze, alter,
fumigate or make casts of the works without written consent of the Lender/Exhibitor. The Library
will conform to the handling, storage, security and exhibit practices applied to the Library’s own
works unless other methods are specified by the Lender/Exhibitor and agreed upon by the Library.
b. Damage: The Libraries shall not be held liable for any damage unless detailed condition
documentation is provided prior to installation (see 4. d. above). We strive to preserve the good
condition of all works on exhibit with the understanding that maintaining archival conditions for art
cannot be guaranteed in a public venue devoted to information storage, retrieval, and facilitating
research by faculty, students, and community members. Any damage will be reported to the
Lender/Exhibitor as soon as possible, who may choose to reclaim, repair, or leave the piece in place
as is. Damaged art shall not be cleaned, repaired, conserved, restored, modified, or altered in any way
without the written consent of the Lender/Exhibitor.
c. Theft: Norlin Library Security staff provide regular building rounds and exit/entrance oversight. Any
theft will be reported to the Lender/Exhibitor, campus police, and Risk Management as soon as
possible
7. Extensions and Final Dispensation without Extension:
The loan term may be extended prior to the expiration date. The CU Library may request an extension
in writing, and the Lender/Exhibitor may give written consent. The Lender/Exhibitor may request an
extension in writing, and the Library may give written consent. Any such extensions shall be subject
to these Terms and Conditions unless expressly stated otherwise.
After this Agreement has expired, if no extension is in effect, the Library may exercise the option to
move or remove the art works. A Library representative will attempt to contact the Lender/Exhibitor
in order to provide the option of reclaiming the art works if desired. If Lender/Exhibitor fails to
reclaim the art works, the Library shall not be responsible for storage or any damages or loss that may
occur after this Agreement has expired. Lender/Exhibitor releases, waives, indemnifies, holds
harmless, and discharges Borrower from all claims and damages incurred after the loan period.