Assumption of care:
CUL expects the borrowing institution to adhere to its loan conditions and accepted professional standards at all stages of the exhibition process, including such matters as security, installation methods, and maintenance of proper environmental controls at all times. If the conditions outlined below cannot be maintained throughout the exhibition, the borrower must notify CUL promptly to discuss appropriate next steps.

Insurance:
CUL requires that the Borrower maintain commercial general liability, fine arts and (if applicable, automobile, workers compensation, employers liability) insurance policies with reputable insurers as stated in the Insurance section of the CUL Loan Agreement during the period of the loan.

Borrower must insure objects loaned for exhibition during the period of the loan for the total value of the loaned work in U.S. dollars without any deductible stated on the face of the CUL Loan Agreement under an all risk fine arts including terrorism, wall to wall insurance policy, which may contain certain standard exclusions of loss or damage due to such causes as wear and tear, gradual deterioration, insects, inherent vice, war, hostilities, insurrection, nuclear reaction or radiation and for damage resulting from any authorized repairing, restoration or retouching process.

All of Borrower’s insurance policies required in the CUL Loan Agreement, except workers compensation, must include The Trustees of Columbia University in the City of New York, its trustees, officers, agents and employees as additional Insured and loss payee and shall include a waiver of subrogation by the Borrower’s insurer in favor of CUL and the above referenced additional insured parties.

CUL agrees to U.S. Government indemnity, if applicable to the loan, at U.S. dollar value as of the date of this loan agreement

Prior to commencement of the Loan Agreement, the Borrower must deliver certificates of insurance to CUL providing evidence of the coverage required in the CUL Loan Agreement.  Each certificate of insurance shall provide for a 30-day written notice of cancellation or material change and, with the exception of Workers’ Compensation and Employers Liability Insurance, shall name The Trustees of Columbia University in the City of New York, its trustees, officers, agents and employees as additional insured under its fine arts, CGL and automobile insurance policies and name CUL as loss payee under Borrower’s fine arts insurance as stated above. Certificates of insurance are to be sent to the Director of Service Agreements, Columbia University, Purchasing Office, 615 West 131st Street, 3rd Floor, New York, NY 10027.

Check the following on the certificates of insurance CUL: Additional Insured/Loss Payee status, coverage, policy limits, deductible and exclusions with the insurance section of the CUL Loan Agreement to make certain it meets the insurance required.

Any lapses in coverage or any failure to secure insurance and/or any inactions by CUL regarding notice will not release the Borrower from liability for loss or damage.

Packing and transportation:
CUL will specify packing requirements for each item, and will require that all items be repacked for return in exactly the same manner as when they were sent to the borrowing institution. For most items, packing will need to be done by a fine arts handler engaged by the borrower at the borrower’s expense. Any changes in repacking should be discussed in advance between the Borrower and CUL and must be expressly approved by CUL.

CUL will specify how the material is to be transported and will ask the borrower to make appropriate transportation arrangements. An approved fine art mover is required for transport of CUL’s property. Full details of transportation should be discussed as early in the procedure as possible. In some instances, CUL may require that items be accompanied to and from the loan site by a courier. The courier’s presence will be required at all times during the transport, unpacking, installation, de-installation, and repacking of the borrowed material.

International loans:
Loans to countries outside the United States will require the assistance of a reputable customs broker who should be contacted well in advance of the loan arrival date. Customs formalities and the provision of export licenses to and from the exhibition site are the responsibility of the borrower. Objects should not be unpacked in transit for customs inspection, but passed through in bond to the exhibition site. It is the international borrower’s responsibility to meet any courier upon arrival, to have a customs broker on hand, and to escort the courier and the loaned works to and from the exhibition site. Overseas loans must be transported by air.

Condition checks:
When the material is received, the borrower should inspect it upon unpacking, compare it with the condition report provided by CUL, and record its condition. Any damage or discrepancies must be reported immediately by telephone and subsequently in writing to CUL. Unless specific advance permission has been obtained from CUL, the borrower must not alter, clean, or repair items, frames, or mounts in any way. The inspection and condition reporting process should be repeated at each venue for traveling exhibitions.

Exhibition environment and lighting:
CUL reserves the right to specify the conditions for any individual item, and to verify that the required conditions can be maintained at the loan venue.  The loan period for light-sensitive items may be restricted to a short period, or CUL may require that items or pages be rotated at set intervals during the exhibition.

For most paper-based materials, CUL requires that the temperature in exhibition, packing, and storage areas be maintained at 70 degrees F, with fluctuations of no more than 3 degrees F in any 24-hour period. The relative humidity in the exhibition, packing, and storage areas should be kept at 50% with fluctuations of no more than 5% in any 24-hour period. For some loans, dated records from a hygrothermograph or datalogger may be required before the loan is approved; the borrower may be required to send environmental reports periodically throughout the loan period.

Lighting in the exhibition area should adhere to the following general guidelines:

• All ultraviolet (UV) radiation must be excluded and CUL materials may not be exposed to natural light sources. Artificial lighting that excludes UV is preferred; if fluorescent light is used, all bulbs must be fitted with ultraviolet filters.

• Any sources of natural light in the galleries where the loaned work is installed are subject to prior approval by CUL. In most cases, natural light sources shall be completely covered with opaque materials to totally exclude light from those sources, or shall be at a sufficient distance that the light level on the objects is not affected by changes in outdoor conditions.

  CUL reserves the right to establish light level requirements specific to each loaned work. The following levels are provided for general guidance.

  Sensitivity	Material Types	Visible Light Levels
  Highly Sensitive	Watercolors, pastels, colored inks and papers, textiles, ethnographic items, ivory, plastics, and non-silver-gelatin photographs	Max 50 lux / 5 foot-candles
  Sensitive	Other paper-based items, silver-gelatin photographs, leather, wood, oil paintings	Max 100 lux / 10 foot-candles
  Less Sensitive	Paintings and painted surfaces (ceramics, glass, metal and stone)	Max 150 lux / 15 foot-candles
  Least Sensitive	Unpainted ceramics, glass, metal and stone	Max 250 lux / 25 foot-candles

Installation requirements:
CUL will require that all items travel framed and ready to hang, or with a mount prepared before the object travels.  Requests to prepare mounts or frame items from special collections on the borrower’s premises will not normally be granted.

The following special requirements relate to specific types of loaned works from CUL:

• Bound materials: The page/folio opening must be specified at the time of requesting the loan.  The CUL Conservation Department will determine the opening angle and mount requirements. The mounted book must be displayed in a vitrine of adequate dimensions and strapped according to CUL’s requirements. Position of the book within the mount may not be modified.
• Unbound works on paper or parchment will be either framed at the borrower’s expense, displayed mounted to rigid supports, or shown matted and unframed in a vitrine.
• Photographs: will be displayed overmatted, unless otherwise agreed by CUL.
• Framed works: Most framed works will be outfitted with two D-rings. The framed work must be hung from these D-rings utilizing picture hooks sufficient in size to accommodate the weight of the work.  Small framed works must be similarly installed and further fitted with security plates or other appropriate security measures to ensure preservation and safety of the framed work while on view.
• Three-dimensional works: Three-dimensional objects may require special installation arrangements.  All proposed designs must be approved by CUL.  In most cases three-dimensional objects should be installed in locked cases with archival-grade mounting clips and Plexiglas vitrines, which must have UV-filtering for light-sensitive objects.