Last updated: 9 May 2012
The Council of the National Army Museum (NAM) welcomes requests to borrow its items for inclusion in exhibitions at other UK Accredited or Registered museums and galleries (or a recognised overseas equivalent), seeing this as an important way of improving access to the Museum's Collection by reaching new audiences and inspiring learning and enjoyment.
This guide explains how to make a loan request and outlines how the Museum will arrange and administer the loan. The Conditions of Outward Loan, which state the specific responsibilities and obligations of the borrower, should be read in conjunction with this page.
Institutions considering the loan of items from the NAM should complete the online Loan Enquiry Form in the first instance or email loans@nam.ac.uk.
Please note that items on display in our permanent galleries may not always be available and increased standards of security will be required for high-value, portable items such as Victoria Crosses.
Once you have finalised your list, please write on your institution's headed notepaper to the Assistant Director (Collections) at NAM formally requesting the loan. Please ensure that you tell us:
Borrowers in the USA may submit a completed Standard Facility Report adopted by the Registrars Committee of the American Association of Museums.
To allow enough time to administer the loan, the Museum requires the final list of items needed to be received a minimum of six months in advance of the start date of the exhibition.
The NAM will inform you in writing within 20 working days whether your request has been successful.
The decision to lend is based on a number of factors such as the availability of the item; its condition; and environmental and security conditions. The NAM will not lend to any exhibition that is likely to include illicitly traded or spoliated items.
Please note that the requesting institution must be prepared to meet the costs of any inspection or other investigation by the NAM of the proposed exhibition venue as part of its consideration of the loan request.
The Director of the NAM formally approves all requests or extensions to loan periods.
Once approved, we will send you an estimate of the total costs involved in fulfilling your loan within 20 working days. These include but are not limited to framing, mounting, the preparation of condition reports, transport, packing and insurance. However, the Museum will work with the borrower to keep these costs to a minimum such as not sending a courier unless a clear need is identified; undertaking only essential conservation; and sharing transport with other lenders if possible. The NAM does not charge a loan administration fee, but reserves the right to do so for overseas borrowers. Where appropriate, we will discuss any customised or specific aspects of the NAM Conditions of Outward Loan.
Once the costs are finalised, a NAM Outward Loan Form will be sent. This form must be signed, showing acceptance of our conditions together with the estimate and returned. Then work can begin on preparing the items requested for your exhibition.
The NAM will always clearly state the reasons for refusing a loan but may suggest alternative objects or other institutions that the borrower can approach.