2. Principles
2.1 Why we borrow
Wellcome Collection will consider borrowing items from institutions and individuals to realise its exhibition programmes (temporary, long-term and partnerships), in support of our vision of a world where everyone’s experience of health matters.
We no long take items as long-term loans in for our Core Collection and do not accept loans into our Support Collections, apart from inter-library loans, which are managed outside of this policy. Loans will not normally be organised for other purposes, such as events, conservation, or photography, except in exceptional circumstances.
2.2 Responsibilities
The Registrars team is responsible for organising exhibition loans and those made for other purpose. The Collections Development team is responsible for administering existing long-term loans to the Core Collection. No item is to be borrowed or renewed without prior authorisation from the respective team.
2.3 Due diligence
Items will only be borrowed after due diligence has been completed, following the relevant procedure. Loans must be assessed to ensure they are borrowed, imported and exported in accordance with relevant regulations and ethics. This includes, but is not limited to, directives related to human remains (HTA), illicit trade (UNESCO 1970 Convention), endangered species (CITES), controlled substances, hazardous material, and customs regulations.
We will not proceed with a loan if we have cause to believe that:
- The lender is not the owner and / or legitimately entitled to lend the item.
- There is disputed ownership including a risk of spoliation.
- The item was illegally exported or imported from a country since 1970.
- Borrowing the item will contravene any legislation or regulations.
2.4 Immunity from seizure
We are able to offer immunity from seizure for international loans made to temporary exhibitions under Part 6 of the Tribunals, Courts and Enforcement Act 2007. This Act provides protection from seizure for cultural objects from abroad whilst in the UK. Immunity from seizure is only offered when specifically requested and is subject to the following terms and conditions:
- The object is usually kept outside the UK.
- It is not owned by a person resident in the UK.
- Importing the object does not contravene any law.
- It is brought to the UK for public display in a temporary exhibition at an approved museum or gallery.
- The borrowing museum has published information about the object online.
2.5 Environmental sustainability
We consider the environmental impacts of loans when making decisions about what to borrow, from where, and the loan arrangements. We ask our lenders to help support us in making sustainable choices.
2.6 Collections care
We will apply the same levels of care to loans in as we do to any other item in our collections, with items subject to the standards outlined in the loan agreement and our Conservation and Collection Care Policy. The condition of all loan in items will be monitored, and exhibition loans will always have condition reports completed.
Our Quarantine Procedure will be followed for all loans in before they arrive to assess and mitigate the risk of biological hazards and infestation.
Loans and their associated items will be documented and located through our collections management systems, and in accordance with our Collections Information Policy. Any personal data about living individuals will be held and processed in compliance with data protection regulations.
2.8 Period of loan
Loans will be made for an agreed period. For exhibition loans this will be no longer than three years in the first instance, unless the items are covered by immunity from seizure, in which case they can only be borrowed for a maximum of 12 months. Core Collections loans may be renewed for extended periods if appropriate. Loans will be reviewed ahead of their expiry and renewed as necessary.
2.9 Loan agreement
An agreement will be signed between us and the lender before responsibility for the loan is transferred. Agreements will outline the reason for the loan and the terms and conditions that both we and the lender will adhere to. Agreements will be signed as per the Delegation of Authority policy.
2.10 Insurance
Loan in items will be insured or indemnified at an agreed value on a ‘nail-to-nail’ basis, or when appropriate shared liability arrangements may be agreed with the lender.
2.11 Costs
We will meet all reasonable costs of arranging the loan, such as transportation, insurance, conservation, framing or mounting, and courier costs. These will be agreed in advance with the lender.
2.12 Historic loans
If a lender can no longer be contacted, we will make every effort to research the owner to identify descendants or another party that may have taken over legal ownership.
Pre-existing historic loans will in due course be reviewed and if appropriate for retention, every effort will be made to acquire the items or update the agreement using our current terms.