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The loan case step by step

The loan case begins with a loan request. The course of the caseworking is as follows

Loan application (no later than 6 months before loan)

Reception of oan application


Assessment of application

Clarification of security and facilities

Drawing-up contract

Loan object

Implementation of loan





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 the National Museum’s own exhi¬bition plans for the period to which the application refers, who the applicant is and what the loan is to be used for. 
Once the application has been assessed it is taken over by the Conservation Department – Lending, which then deals with contacts with the borrower.

The Conservation Department – Lending ascertains the state of preservation of the objects and whether they are available.

Why are loan applications sometimes refused?
Refusals of loan applications are always justified in writing.
The typical reasons for refusals are that the borrower has proved unable to meet the loan conditions, that the objects are not available in the period in question, or that the state of preservation of the objects does not permit lending.

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.

Insurance amounts for each object are listed in the Loan Contract and must be treated in confi-dence.

The above documents can also be downloaded from the Fact Box on the homepage.

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.

Implementation of the loan

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.