Travelling Exhibitions

General Guidelines

Price structure
The fees for the majority of travelling exhibitions range from $500 to $1200. Please see specific exhibition descriptions for further details. Shipping costs are to be paid by the venue.

Please Note: To assist with shipping costs for borrowers outside of Ontario, we encourage you to investigate support funding through the Exhibition Circulation Fund (ECF), facilitated by the Museum's Assistance Program (MAP). For more details, please visit the MAP website.

Loan prerequisites
Prerequisites for borrowing an exhibition include completion of a Facilities Questionnaire and the ability to satisfy the necessary space, security and environmental requirements which are outlined in individual exhibition Description Sheets and on the Loan Agreement.

Booking periods
Bookings are for pre-determined periods of time. These are noted in the exhibition Description Sheet. A maximum of two successive periods may be booked for display at a single institution at an additional cost.

Insurance
Exhibitions are insured by the ROM and are covered by an all risk, wall-to-wall fine arts insurance policy. The ROM does not insure against public liability.

Transportation
Exhibitions are transported between venues by a commercial carrier. The ROM will make arrangements and will provide specific shipping instructions to all borrowers. When an exhibition arrives, please check for external damage before signing for receipt and/or clearly mark on the shipper's waybill "received, but not checked for damage to contents".

Protection & Security
ROM staff members do not travel with the exhibition. Borrowers must provide staff or other qualified persons to unload, unpack, install, dismantle, pack and reload the exhibition. Please read handling instructions provided with the exhibition. All exhibitions, including the packing crates, must be protected by security surveillance acceptable to the ROM, and against all physical hazards including fire, theft, vandalism, dirt, insects and extremes of light, heat and relative humidity. Do not clean, open frames, make repairs or alterations, or fumigate without the ROM’s permission. Borrowers are responsible for the careful handling of all materials and storage.

Damage & Condition
Borrowers must complete the checklist/travelling condition report on all loan material within 48 hours of unpacking. Any change in condition which is noted upon arrival must be reported to the ROM immediately. Borrowers must also report any loss or damage which occurs while the exhibition is at the borrower’s location, regardless of whose fault it may be. Please document with photographs any visible damage to objects and/or improper packing before any object is removed from its crate. Severe external crate damage should also be documented.

Reports
Failure to file a condition report or to notify the ROM of damage or loss may result in the borrower being considered negligent, and liable for the full cost of the damage or loss.

Credits
The ROM must be properly credited in all acknowledgments, press releases, publications, leaflets, printed matter, and catalogues, and at the point of the exhibition. Borrowers must also credit lenders, organizers, and sponsors of the exhibition, as specified. Copies of all press clippings and promotional materials must be sent to the ROM.

Supplementary materials
At least one month before the exhibition’s scheduled arrival date, the ROM will send materials to help borrowers plan.

Evaluation
All borrowers must complete and return the Evaluation Form. This form is critical to the effectiveness of the ROM’s travelling exhibition program.