Loan Guidelines

Formal requests in writing should be made as early as possible, ideally no less than three months before the exhibition is scheduled to open for UK loans and six months for international loans. Initial formal loan requests should be made in writing to:

Kate Davies
Director
The Roberts Institute of Art
Unit 1, 2 Centric Close
London
NW1 7EP

All requests should include the following information:

  • Full details of the artwork(s) requested for loan
  • Exhibition title, dates and venue(s)
  • Reason for loan request and background to the exhibition
  • Venue Facilities Report
  • Details of how the requested work(s) will be insured

Works from the collection can be loaned to institutions in the UK and internationally, subject to the following conditions:

  • The Borrower must confirm agreement from the artist, or their Estate, prior to requesting a loan. We will not lend a work to a third party without the artist’s consent.
  • Our policy is not to lend to commercial exhibitions or exhibitions in commercial spaces.
  • The work will not be released until loan agreements are completed and signed and insurance certificates have been received.
  • The Borrower is responsible for insuring all loaned works ‘nail to nail.’ We will normally accept Government indemnity on UK-based loans. If the Borrower requires additional provenance information for GIS, requests should be made in writing in advance of the application to allow sufficient time for research.
  • The Borrower must meet all costs associated with the loan which will be set out and agreed in advance. These include packing, customs clearance, transportation and shipping, and any conservation work required.
  • Only accredited Fine Art transport companies must be used to transport the loaned work. We must approve the transport agent and arrangements in advance before transport is finalised.
  • Condition reports, with digital photographs, must be completed in English upon unpacking and repacking the artwork.
  • For certain works, we may ask the Borrower to pay for any display requirements (e.g. framing, glazing, plinths) or courier’s expenses. These requirements will be agreed in advance.
  • Digital installation images, copies of any catalogues and published materials, press coverage and visitor numbers are all to be sent to the Registrar.
  • There is a nominal administration fee for all loans, confirmed upon agreement, to be paid prior to transportation.