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The loan case step by step

The loan case begins with a loan application to be received at The National Museum no later than 6-12 months before loan, depending on size and complexity)

Reception and assesment of loan application

Clarification of security, insurance and facilities

Drawing-up of loan agreement

Transport and installation


Submission of loan application

Museums wishing to borrow objects from the National Museum’s collections must submit a written loan application which should include the following information:

• List of objects with object numbers
• Desired term of loan (date to date)
• Exhibition period (date to date)

• A brief description of the exhibition project and a description of and argument for the disciplinary/specialized context in which the National Museum’s objects are to be used.

The loan application is to be addressed to:
The National Museum
Frederiksholms Kanal 12
DK-1220 Copenhagen K

If possible indicate the collection-owning unit to which the objects in the loan list belong. For example Danish Prehistory, Collection of Antiquities, Open-Air Museum etc.

Assessment of application
The loan application will be assessed in terms of several factors:

  • Availability: Whether it will be exhibited used by The National Museum or is reserved for others loans or research projects
  • Security and Insurance: Is the borrower compliant with the terms and conditions posed by the National Museum in the specific case?
  • Condition: Can the object(s) endure the handling and transportation, or are the too fragile?

Refusals of loan application are always justified in writing.

Clarification of security and facilities

The Conservation Department – Lending sends the borrower:

• The National Museum’s loan conditions, stating the general conditions for lending

• The National Museum’s insurance stipulations, to be included in the insurance policy

• The form Facility Report, to be completed and sent back by the borrower. It is used to assess the security and exhibiting conditions at the exhibition locality

The National Museum’s objects must be insured in accordance with the requirements described in The National Museum’s insurance stipulations. The borrower is responsible for obtaining a valid insurance certificate. The date for its reception at the National Museum is specified in the Loan Contract and must not be exceeded.

Loan Contract

The Conservation Department – Lending will draw up a Loan Contract and send it in duplicate to the borrower, who will sign and return one copy.

The Loan Contract states all the loan conditions, including the requirements as to the exhibiting conditions for the objects (climate control, lighting etc.), security requirements and the price of the loan.

The Loan Contract signed by both parties is a legally binding document between the National Museum and the borrower.

Transportation and Installation

The National Museum itself packs the objects involved in the loan. All consignments of the Natio¬nal Museum’s objects must be accompanied by a courier from the National Museum. The choice of transport type, carrier and courier is made by the National Museum.

The objects are released and returned as agreed in the Loan Contract.
The costs agreed in the Loan Contract are to be settled at the beginning of the loan period.