Conditions of Outward Loan

1. The loan period and documentation

1. Any loan made for a Temporary Exhibition is for a maximum of one year and must be returned to the National Army Museum (NAM) at the end of the agreed period of loan. Items on long-term loan for all other displays will be for a maximum of five years.
2. The NAM reserves the right to recall immediately at the Borrower's expense any item at any time if there is any failure to adhere to these Conditions. Otherwise any item may be recalled before the expiry of the period of the loan by one month's notice in writing.
3. All documentation relating to loans will be written in English and valid at the date of issue, but the NAM reserves the right to vary the content of the Conditions of Loan and any associated documentation at any time.
4. Loans are made in accordance with the laws of England, and any disputes shall be determined in the English Courts.
5. All loans will be made and agreed using NAM documentation. The NAM will not sign a loan-in form provided by the Borrower as this may invalidate the agreed loan conditions.

2. Borrower responsibilities and NAM expenses

1. The Borrower shall be responsible for paying all costs associated with the preparation, transit and return of loan items: including but not limited to framing/de- framing, mounting/de-mounting and dressing; the preparation of pre and post-display condition reports; transport and packaging, insurance and Customs clearance to and from NAM, and the expenses of a Museum courier if, in the NAM's view, it is necessary for the item(s) to be accompanied.
2. Any costs incurred by the NAM in preparing items for loan will be met by the Borrower if the loan is cancelled before installation takes place.
3. In the case of loans overseas the NAM reserves the right to charge an administration fee.
4. The Borrower must exercise 'due care' in the custody of the loan. Where the NAM has not provided a courier this will include 'due care' in handling, transport, unpacking and repacking of the item(s).
5. When NAM items are displayed in cases with other property the NAM must be advised in advance of any intention to move or remove them. NAM reserves the right to have its representative present during such changes, at the Borrower's expense.
6. Should at any time during the period of the loan the NAM consider that the item, or the venue in which it is placed, requires examination by a member of its staff or a NAM-designated agent, the expenses thus incurred will be met by the Borrower.

3. Packing and transport of exhibits

1. The NAM will ensure that the loan is securely packaged and, for return, the loan must be packed in exactly the same manner using the same materials or crating.
2. The Borrower and the NAM will mutually agree to the transport arrangements in advance, including dates for the collection and return of the loan. Unless otherwise agreed the itinerary must be direct from the NAM to the Borrower and back again. The NAM reserves the right to specify the type of transport and to decline a specific contractor.
3. Where the NAM sends a courier they have absolute discretion to withdraw and remove items on loan if dissatisfied in any way with the exhibition venue. Where the NAM does not send a courier, the Borrower must provide a detailed log of the movements of the item(s) from the arrival at the exhibition to installation, and from de-installation to departure from the venue.
4. In the event of any unusual occurrence or damage to a loan while in transit or during an exhibition, the NAM must be informed immediately even if NAM property is not directly affected.
5. The Borrower must make formal acknowledgement of the receipt of the loan, by signing the NAM's Exit Form.
6. On the return of the loan to the NAM, the Museum will formally acknowledge receipt to the Borrower, by signing the relevant part of the Exit Form.

4. Condition Report and Monitoring

1. The NAM will produce a Condition Report on all loans, which will accompany the items so that Borrowers may satisfy themselves that no undue risks are being incurred. Items on long-term loan will be inspected by NAM staff annually and a condition report produced, at the Borrower's expense.
2. On receiving a loan, a Borrower will check the Condition Report and must notify the NAM at the earliest opportunity if there has been any evident change in the condition of an item.
3. The condition and (where relevant) conservation reports must also be supplied for all other item(s) which are displayed in the same case as NAM exhibits.

5. Treatment of exhibits

1. In no circumstances may the loan be moved during the course of the exhibition, and neither may it be transferred to any other Borrower or location without the NAM's express prior written permission.
2. Items which are to be placed in display cases at the exhibition venue must not have any additions made to them by the Borrower, nor may anything be removed. Specifically, the dressing and the mounting of all textiles is to be undertaken only by, or under the supervision of, NAM staff or a NAM-designated agent.
3. No items may be de-framed, worn, or used.
4. Any cleaning, conservation or repairs to items borrowed, their mounts or their frames, is to be undertaken solely by NAM staff or a NAM-designated agent at the NAM's discretion and the Borrower's expense.

6. Insurance

1. All Borrowers must provide and pay for all-risks commercial insurance acceptable to the NAM. If this is not possible insurance will be arranged by the NAM at the Borrower's expense. The NAM does not accept UK Government Indemnity. Borrowers must supply written evidence of insurance cover (i.e. policy details and copies of Certificates of Insurance) before loan items will be released.
2. The insurance shall be 'nail-to-nail', covering the loan from the time of its release from the NAM, during transit to and from the Borrower, and for the period while it is in the Borrower's care, until it is returned direct to the NAM and its receipt acknowledged using the Museum's Exit Form.
3. In the case of road and rail vehicles, artillery pieces and other large items, the NAM makes no claims and neither grants any warranty about their suitability or fitness for any purpose. The Borrower shall be responsible for any statutory insurance for public liability, engineering, boiler insurance, etc.
4. In the event of total loss policies must provide payment of the full declared value of the item as specified by the NAM on the Outward Loan Form. The NAM reserves the right to vary such valuation and the Borrower will be notified in writing of any changes. Where the loan forms part of a pair or set the policy must cover of any reduction in the value of the remaining and or undamaged part. All policies must allow for the right of the NAM Council as owner to 'buy back' any damaged item.
5. In the event of partial loss or damage to the item, the policy must provide for the cost of replacing or repairing the item, at the NAM's discretion, any repair to be carried out to the NAM's specification.

7. Environment

1. The NAM requires the Borrower to complete a Facility Report (see Guide to Borrowing from the National Army Museum).
2. A Borrower shall undertake to maintain constant and adequate protection of the loan to minimise the risks of theft or vandalism, damage from the hazards of fire and flood, insect and vermin attack, pollution, exposure to excessive light levels or harmful radiation, and extremes of temperature and relative humidity. The NAM reserves the right to stipulate security measures for specific items.
3. The Borrower must maintain levels of light, temperature and relative humidity specified by NAM.
4. The environmental conditions specified by the NAM throughout the period of the loan must be monitored and evidence of their maintenance made available if requested. Any deterioration of a loaned item must be notified to the NAM without delay.

8. Photography and acknowledgement

1. The Borrower is responsible for ensuring that the items loaned by the NAM are not photographed, filmed, televised or reproduced without the prior written permission of the NAM.
2. Subject to the restrictions of paragraph 8.1, Borrowers or members of the public requiring images for research or publication must contact the NAM Picture Library for further details, copyright permissions and scale of charges.
3. Acknowledgement must be made in labels, display or exhibition notices and publications to the effect that items loaned under these conditions are the property of the Council of the National Army Museum, London.
4. The Borrower must provide for the NAM Collection one copy of any exhibition catalogue or other publication associated with the loan.

Janice Murray
Director

Revised August 2011