- My NYPL
Tools and Services
- Using the Library
I am a...
- Classes & Events
- Support the Library
Loan Program Guidelines
This outreach program enables approved cultural institutions to borrow works from the New York Public Library's collections for display in their own exhibitions.
Submission of Loan Request
An official letter of request must be sent to the appropriate Library curatorial division, no less than six months prior to the borrower’s exhibition opening date. Loan requests are then subject to approval by the Library’s Loan Committee, which meets quarterly. High-value objects will also be subject to Board of Trustees approval.
Borrower must provide the following information in the loan request letter:
a) Exhibition title
b) Opening and closing dates
c) Brief description of exhibition content
d) Full description of requested objects, including title, author/artist, NYPL division, and classmark
e) Institution names and dates for additional venues to which objects may travel
Borrower will also be asked to provide a completed American Association of Museums (AAM) Standard Facilities Report.
NYPL Registrar must approve packing and transportation arrangements for the borrowed objects. An NYPL courier may be required to oversee the transportation and/or installation of loans as needed. The Library’s Shipping Requirements document will be sent to borrowers during the course of the loan process, which further details NYPL’s policies.
Borrower must provide wall-to-wall fine arts insurance coverage for the full value of the loaned works, without deductible. NYPL Registrar will review borrower’s insurance policy and reserves the right to decline it if not suitable. In that event NYPL will provide insurance coverage and borrower will be responsible for the premium. A certificate of insurance must be sent prior to the release of the loan, naming The New York Public Library, Astor, Lenox and Tilden Foundations as “Loss Payee” and The City of New York and The New York Public Library, Astor, Lenox and Tilden Foundations and its Trustees, officers, agents and employees as “Additional Insured”. The certificate shall include a waiver of subrogation by Borrower’s insurer with respect to NYPL and the above-referenced additionally insured parties. NYPL does require terrorism coverage.
Should the Library be unable to provide a current insurance appraisal, borrower is responsible for fees for an independent appraiser.
NYPL will prepare all objects, including fabricating book mounts, so that the borrower receives them "exhibition ready". All preparation of loans must be performed by NYPL. Any costs incurred for the display of loans and any preparation or conservation treatment required to enable the objects to be safely lent are the borrower’s responsibility.
In the event an independent conservation consultant is required, NYPL will notify the borrower in advance and provide an estimate. Borrower is responsible for all relevant fees.
Lighting levels shall not exceed 5 foot candles or 50 lux for works on paper; incandescent lighting is preferred. Borrowed objects may not be exposed to natural or unfiltered artificial light. If fluorescent lighting is used, all bulbs must be fitted with ultra-violet filters.
At all times, whether in storage or on display, borrowed objects shall be maintained in a monitored environment that meets the following parameters:
Temperature: 67°F ± 2° or 20°C ± 2°
Relative Humidity: 45% ± 5%
Borrower may be required to provide evidence of proper environmental conditions.
Any loss, damage, or deterioration of borrowed objects occurring in transit or on exhibition shall be reported immediately to the NYPL Registrar's Office. All incidents must be documented in photograph and written form. Except in the case of emergency, objects shall not be removed from the display cases, repaired, conserved, mended, or otherwise treated without NYPL's prior written approval.
All photographic reproduction requests for borrowed objects should be directed to the curator of the appropriate division in a timely manner. Please refer to NYPL’s Permissions and Reproduction Services for information about how to submit a photography request and fees.
Borrower may make a photographic record of the exhibition cases and installation.
Flash photography and photography of objects by the public is not permitted.
NYPL will provide the credit line to be used in all instances when referring to the borrowed objects.
Borrower must provide NYPL with two complimentary copies of the exhibition catalogue/publication which should be sent directly to the Registrar’s Office.
In the event the borrower cancels the loan request, borrower is responsible for a cancellation fee for each object as well as any exhibition preparation costs already incurred.
Borrower is responsible for all loan costs, including but not limited to: insurance, loan fee, preparation fee, framing, book mounts, conservation treatment, transport, crate construction/packing, shipping, customs brokers/documentation, and courier expenses (flights, hotel, per diem).
Please note that the Loan Fee of $250.00 per object/per venue is not negotiable. Each page or part of an object that is prepared for loan is counted as one object for loan fee purposes. (For example, a manuscript with three pages, all of which are borrowed and prepared for exhibition, equals three objects: $250.00 x 3 = $750.00).
|Loan Fee||$250.00||per object/per venue|
|Preparation/Conservation Treatment||$60.00||per hour|
|Fabrication - Book Mount||$150.00||per mount|
|Fabrication - Oversize Book Mount||$200.00||per mount|
|Fabrication - Platform Mount||$75.00||per mount|
|Cancellation Fee||$50.00||per object|
|Wire Transfer||if applicable|
|Backing Boards||$15.00||per object|
|16 x 20 inches (or smaller)||$20.00||per object|
|22 x 28 inches||$25.00||per object|
|24 x 30 inches||$30.00||per object|
|30 x 40 inches||$40.00||per object|
|Oversize frame (32 x 42”+)||$80.00||per object|
|16 x 20 inches (or smaller)||$20.00||per object|
|22 x 28 inches||$30.00||per object|
|30 x 40 inches||$35.00||per object|
|Oversize mat (32 x 42”+)||$55.00||per object|
|Conservation Consultant||(See above)|
|Packing, Transportation, Courier||(See above)|
For further information, please contact:
The New York Public Library
476 Fifth Avenue
Registrar’s Office, Room 56
New York, NY 10018