Reviewed as of 28 September 2026.
Lending a work to a museum means putting in writing who is organising the loan, where the piece will be, how it will travel, what cover it will have and which uses are authorised. The institution's prestige is no substitute for the agreement.
Identification
The contract must identify the work, the owner, the lender, the organiser, the venues, the dates and any tour. If the lender is not the owner, they must show that they have authority to lend.
Condition and conservation
Agree on outgoing and incoming condition reports, environmental conditions, lighting, installation, handling, couriers and the right to intervene. No restoration or physical alteration should be presumed to be authorised.
Transport
Define packing, carrier, couriers, routes, storage, customs, permits and the point at which risk passes. The return deserves the same level of detail as the outward journey.
Insurance and indemnity
Ask for a certificate or other evidence of cover, the agreed value, excess, exclusions, loss of value and the claims procedure. The Spanish State Indemnity applies only to institutions and exhibitions covered by its rules, and combines a privately insured excess with state liability above that threshold. Do not assume that any museum or loan is covered.
Rights and images
Distinguish between ownership of the work, copyright and the rights in the photographs. Clarify the catalogue, press, website, social media, archive, advertising, broadcasting, duration and credits.
Costs
Agree who pays for transport, packing, insurance, prior restoration, couriers, photography, permits and the return.
Incidents
Set out immediate notification, preservation of evidence, loss adjustment, involvement of a conservator and dealings with the insurer.
Return
The work must come back to the agreed place, person and date, with a condition comparison and the paperwork closed. Keep the contract, reports, photographs, insurance, transport documents and correspondence.
On the open conversation
Each institution uses its own contracts and protocols. Read the whole agreement and ask for changes before you hand over the work.
If you spot an error, a broken link or a relevant change, write to me.