Borrowing for an exhibition 

Send your request 6 months ahead of time

Please send a request to borrow for exhibition to Te Papa at least six months prior to the opening of the exhibition.  More advance notice may be needed if the request is of a complex nature and/or you require a large number of items.

The process

These are the steps for any request to borrow a collection item for exhibition you wish to make to Te Papa:

1. Identify the registration numbers of the collection items you would like to borrow

What is a registration number?

2. Prepare your documents
  • Registration numbers for the collection items you wish to borrow
  • Details of your exhibition
  • Your Facilities Report
    For touring exhibitions: an itinerary of the tour and facilities report for all venues
  • A letter of support from the appropriate iwi should you wish to borrow provenanced taonga Māori

What is a Facilities Report? Which standards are accepted?
Why do I need a letter of support from the iwi? 
Can Te Papa help me with my request?

3. Fill in a loan request form

 

Start the online loan request form 

 

If you wish to mail or email the form:
Download a copy of the form (.doc, 64.5 KB)

4. We will process your request

Your loan request will be assessed by curators, collection managers, conservators, and object support staff who will comment on potential risks, make recommendations, and identify associated costs.

Staff will consider the following criteria when making the assessment:

  • Nature of the proposed venue(s) and audience
  • Size and complexity of the proposed loan in relation to conflicting requests and priorities
  • Nature and condition of the collection item
  • Timeliness of the request and length of loan

We will let you know the outcome of the assessment within 40 working days of receiving your request.

We will lend the collection items in an exhibitable condition.

5. Associated costs

The borrower will be responsible for the associated costs of the loan.

These are material costs only and do not include costs of staff time unless the work is contracted out.

Associated costs are likely to include the following:

  • Packing materials including crate construction
  • Matting and framing of artwork
  • Appropriate display mounts
6. Borrower’s responsibilities

The borrower will be expected to arrange and pay for the following (in consultation with Te Papa):

  • Insurance (transit and in-situ)
  • Freight (including customs clearance)
  • Costs of accompanying courier (fares, accommodation and daily allowance)
7. Loan agreement signature

We recognise that there may need to be a period of negotiation and once we have concluded our negotiation both parties will sign a formal loan agreement and adhere to the conditions contained in that document.