Institutional Loan Policies
The Margaret Herrick Library loans materials to other recognized institutions, such as libraries and museums, provided they have established exhibition programs and professional staff qualified to handle the materials requested.
General Loan Policy
As part of the educational, cultural and preservation arm of the Academy of Motion Picture Arts and Sciences, the Margaret Herrick Library will lend materials from its collections to recognized institutions, such as libraries and museums, provided they have established exhibition programs and professional staff qualified to handle the materials requested. The library’s loan policies have been established to ensure the safety and security of the objects in its collections. Materials are not loaned to individuals. Traveling exhibitions will be considered but the Library reserves the right to limit the loan to the original venue.
Each loan request is judged on its own merits and the final decision to loan an item is based on the following criteria:
- the condition of the items
- the nature and length of the exhibition
- the educational value of the exhibition
- the anticipated need of the items for the Academy’s own research or exhibition purposes
Some objects in the Library’s collections are not available for loan, including those judged too fragile or too environmentally sensitive to travel. The Library’s department heads and conservator will review the list of requested objects and determine their suitability for travel.
Borrowers or assistants working on their behalf must conduct their own research at the Library and should be able to provide clear and specific descriptions of the items being requested.
Guidelines Regarding Library Materials
While all objects requested will be considered on an item-by-item basis, the following general guidelines outline the Library’s policies regarding loans:
- Graphic arts (production and costume design drawings, posters and other two-dimensional art) These items are sometimes loaned for exhibition. When approved, graphic arts objects are limited to a six-month exhibition period and must be framed or housed in an appropriate case or cradle at the borrower’s expense and to the Library’s specifications. In cases where originals are not available for loan, facsimiles may be obtained with approval and at the borrower’s cost.
- Manuscript materials (including original correspondence, production documents, screenplay drafts, storyboards, etc.) These items are rarely loaned. In order to borrow an original letter or other manuscript item, the borrower must present a compelling case for displaying the original. When approved, manuscripts are limited to a three-month exhibition period, and they must be framed or housed in an appropriate encapsulation, mat, frame, case or cradle at the borrower’s expense and to the Library’s specifications. If the loan of originals is not approved, the borrowing institution has the option of requesting high-quality facsimiles through the Special Collections Department. These requests are almost always approved, provided the facsimile can be made without putting the original at risk.
- Photographs As a general rule, the Library does not loan its photographs for exhibition. However, institutions may order photographic reproductions from the Photograph Department.
- Published materials (books, periodicals, pamphlets, clippings and pressbooks) These materials are only loaned when the Library has a duplicate copy available. When approved, published materials are limited to a six-month exhibition period. However, facsimiles for exhibition may be obtained with the approval of the Library Director.
- Artifacts (three-dimensional objects such as pre-cinema devices and cameras) Requests to borrow artifacts will be considered but will be approved only for major exhibitions. When approved, artifacts are limited to a three-month exhibition period and if necessary must be housed in an appropriate case or cradle at the borrower’s expense and to the Library’s specifications.
Loan requests must be submitted in writing to the Library Director at least six months before the requested loan date. Loan requests received less than six months before the requested date are considered but subject to additional fees. Loan periods do not exceed one year.
The proposal should include the following:
- The exhibition title and dates, and a description of the museum or library making the request.
- The name and affiliation of the curator and/or designer of the exhibition.
- A brief description of the exhibition including its intellectual content and its educational value as well as the importance of the objects requested to the overall exhibition.
- A detailed list of items requested for loan and the proposed loan dates.
- Information about an exhibition catalog and/or a web version of the exhibition.
Borrowers requesting original materials must follow the standards of the American Association of Museums and when requested, be able to provide the Library with a copy of their latest Facilities Report. Once a loan agreement is signed, the borrower must provide proof of insurance covering the Academy’s objects during the duration of the loan period. Borrowers may be required to pay the costs of appraising materials for insurance purposes.
- An administrative fee of $50 will be charged for each original item borrowed. Loan requests received less than six months before the requested date are subject to additional fees determined by the scope of the request.
- The borrower will be charged for all costs necessary to make the objects ready for exhibition, including matting and framing, and when necessary the manufacture of special boxes and display cradles. All preparations for exhibition will be performed by the Library staff and to its specifications.
- The borrower assumes all responsibility for the cost of transportation, including packing and crating, freight costs, customs charges, broker’s fees, and courier costs. All preparations for shipment will be performed under the direction of the Library staff and to its specifications.
- The borrower will also be charged for any conservation procedures that may be necessary in order to prepare an item for loan, or for photographing an item for conservation purposes. These additional fees will be disclosed to the borrower before a loan agreement is signed.
If an exhibition is cancelled after a loan agreement has been signed, the borrower will be responsible for paying any costs incurred for conservation and preparation, as well as a cancellation fee of $25 per item.
The borrower will provide full credit to the Academy in all text related to the exhibition, including labels, catalogs, press releases and announcements. When an exhibition catalog or pamphlet is published, the borrower will forward two copies to the Library. Written permission is necessary when the borrower publishes images from the Academy’s collections. Please note that additional permissions from third parties may be required when the borrower publishes images from the Academy’s collections. The borrower assumes the responsibility for obtaining all necessary permissions from copyright holders before publishing photographs or facsimiles of any items borrowed from the Library.
For more information, contact the office of the Library Director at (310) 247-3036, extension 2200.