Loans Terms and Conditions

RULES AND REGULATIONS ON SHARING THE COLLECTIONS WITH OTHER ENTITIES OUTSIDE THE MSN (LENDING ON LOAN)

1. In order to apply for a loan of MSN collections, an external organisation shall submit a collection loan request in the form of a letter to the MSN Director at least six months before the planned loan date. The request should include: 
1.1. the purpose of the loan with details (e.g. characteristics of the exhibition, research programme);
1.2. a list of objects including their object ID number, author, title, date of creation and medium (a search can be conducted in advance either on the website of the Museum of Modern Art in Warsaw or by sending a search query to loans@artmuseum.pl);
1.3. the intended duration of the loan, indicating the period and place of display;
1.4. a report on exhibition conditions / security (in respect of foreign institutions, a so-called facilities report) concerning the storage and exhibition space for the objects;
1.5. contact details of the organiser and persons responsible for the security of the event (e.g. an exhibition).
2. When applying for an extension of the loan period, the loanee must submit a written request to the MSN Director at least 21 days before the scheduled date of return. The request should include:
2.1. a list of the objects;
2.2. the updated period of extended loan, including the date and of display;
2.3. a report on exhibition conditions / security (in respect of foreign institutions, a so-called facilities report) concerning the storage and exhibition space for the objects, or confirmation that the report already submitted remains valid;
2.4. the updated insurance policy;
2.5. Where the request is approved, the extension of the loan period is be confirmed by means of an agreement containing all the terms and conditions regarding the original request (an annex to the agreement amending the loan period).
3. The key factors taken into account when considering the request are:
3.1. the accessibility of the object, i.e. the MSN plans for the objects and the internally established rules of use of the object;
3.2. the conservation status of the object;
3.3. an assessment of the risks associated with the use of the object and actions of the loanee or users (including the loanee's ability to ensure appropriate security conditions);
3.4. packaging and transport requirements;
3.5. safety considerations;
3.6. environmental considerations;
3.7. acceptability of the loan (including the compatibility of the project for which the object is loaned with the MSN's mission);
3.8. ethical considerations, such as the condition, risk and sensitivity of the data (especially in the case of Archive objects which contain, e.g. private content).
4. Furthermore, the following is taken into account when considering the request:
4.1. the history of previous loans to the requesting entity or exhibition facility;
4.2. the findings of an inspection of the loan conditions at the proposed exhibition facility;
4.3. required expert opinions;
4.4. information on insurance;
4.5. the costs and organisational involvement required on the part of the MSN.
5. The request is considered by the MSN Director. The decision is communicated to the requesting entity no later than 28 days after the date of receipt of the request. If the required data needs to be complemented, the time limit is extended by as long as it takes to provide the missing data.
6. The loanee covers all costs of:
6.1. preparation for loan, e.g. packaging materials and handling;
6.2. shipments carried out by a professional art transport company;
6.3. protection (e.g. armed escort) and security during transport and display in accordance with applicable provisions of law and the MSN's guidelines;
6.4. all-risk "nail-to-nail" insurance, or the loanee shall provide Government Indemnity Guarantees for overseas loans. State museums under the Ministry of Culture and National Heritage may be exempt from the insurance requirement.
6.5. travel and accommodation of a museum courier supervising the transport;
6.6. handling and assembly of the objects at the exhibition site;
6.7. travel and accommodation of the Conservator in the case of certain objects.
7. Before loan and at the loanee's expense, the MSN may inspect the exhibition and storage conditions at the site where the objects are to be exhibited and stored.
8. Detailed cost bearing rules shall in each case be laid down in an agreement between MSN and the loanee.
9. The MSN does not charge loan fees to entities that are statutorily exempt from such fees.
10. Entities exempt from the loan fee are required to reimburse the MSN for the costs incurred in preparing the object to be released on loan. The costs are determined on a case-by-case basis depending on the extent of the work required to secure the works for the duration of transport and exhibition outside the MSN.
11. A loan agreement complete with annexes shall be signed by both parties at least 42 days before the loan date. The exact date for the objects to be collected and returned should be set at no later than 28 days before the planned date of release or return of the objects. The objects are released and returned against a release report (simplified) which contains documentation regarding the state of preservation of the objects.