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Requirements for loans from Virginia Historical Society Collections

Thank you for your inquiry regarding a possible loan from the collections of the Virginia Historical Society (VHS).  The Museum Registrar is responsible for processing loans at the Virginia Historical Society. 

The VHS charges a minimum fee of $150.00 per loan.  The VHS requires at least six months advance notice on all loan requests.  An additional $250.00 rush fee is applied to loans that can be accommodated with less than six months notice. Loan requests cannot be reviewed until the Borrower has sent a completed AAM General Facility Report.  A staff committee meets monthly to review loan requests and the potential Borrower will be contacted after that meeting has taken place.  

Please see the list below and send information to the attention of Rebecca A. Rose, Registrar; Virginia Historical Society, P. O. Box 7311, Richmond, VA 23221-0311.

  • Loan requests must be received in writing, or by email, on institutional letterhead by a member of the professional staff.
  • Loan requests should be received at least six months in advance of desired date of transfer.  A rush fee will be applied to loans that can be accommodated with less than six months advance notice.
  • The borrowing institution must send an updated copy of their AAM General Facility Report, including a floor plan diagram indicating general receiving, preparation space and exhibition location for loaned object(s).
  • Loan requests should be for specific items, with VHS accession numbers if known, or explain the item needs as specifically as possible.   Please refer to the VHS online catalogue at www.vahistorical.org for collection details.
  • The borrowing institution should state the exhibit title, exhibition dates and loan period dates, and other loan venues, if applicable. 
  • Loan requests should not exceed a three-year period.  Renewals will be considered for no longer than an additional three-year period.
  • The VHS does not generally approve loans to uncompleted building projects.
  • The VHS does not loan to outdoor venues, private residences or individuals.

Please contact the VHS Museum Registrar, Rebecca A. Rose at 804-342-9679 or rrose@vahistorical.org if you have questions about loans from the Virginia Historical Society collections.

Updated July 1, 2016

Fees for loans from Virginia Historical Society Collections

The Virginia Historical Society only lends its collections to other museums or historical institutions that can provide a high level of security, environmental controls and fire protection.  The VHS does not loan objects from its collections to any outdoor venue, private residence or individual for any reason.

Listed below are the standard Outgoing Loan requirements and the fees that may be charged to the Borrower, according to our loan policy.  The Borrower will assume responsibility for expenses incurred by the VHS in packing, crating, transportation, couriers, insurance, photography and all other related costs. Projected Loan Fees will be discussed with the Borrower in advance of loan approval. Loan Fees will be invoiced by the VHS Finance Office prior to release of the loan.

LOAN FEES:

The Virginia Historical Society Loan Fee is $100.00 per loan request

A minimum $50.00 fee for Packing Materials and Supplies is charged to each loan.  If supply costs exceed that amount, the Borrower will be notified.

RUSH FEE:

An additional $250.00 rush fee is applied to loans that can be accommodated with less than six months notice.

CRATING:

The VHS will attempt to retrofit existing crates when possible and a minimum fee of $250.00 will be charged for crate retrofitting.  If the loan requires new crating, the VHS will contract with a fine arts company and add this cost to the loan fees invoice.

TRANSPORTATION:

The VHS requires loans to be transported by an approved Fine Arts Carrier at the expense of the Borrower.  If discussed and approved in advance, loans may be transported via “hand-carry” by the Borrower.  If by “hand-carry,” the Borrower must send two staff members in a vehicle appropriate to the size of the crate or box.  In the event the VHS must deliver the loan, the Borrower will be invoiced for mileage, transportation and staff travel expenses.

CONSERVATION TREATMENT:

The Borrower is responsible for any conservation costs and fees that may be incurred as a result of preparing the material for loan.  All paper-based items will be evaluated for condition by the VHS paper conservator. If stabilization or conservation is required, this work will be billed at a cost of $50.00 per hour.

CONSERVATION EVALUATION/TREATMENT:

The VHS will determine if other artifacts need to be conserved before loan or exhibition.  If an object requested for loan requires conservation or cleaning, the VHS will contract with an appropriate conservator to evaluate and perform the required work.  Some conservators charge a fee for a treatment evaluation and this fee will be passed on to the Borrower, even if Borrower subsequently does not proceed with the loan.  The VHS will apprise the Borrower of conservation evaluation fees before contracting with a conservator.

EXHIBITION MOUNTS:

An Archival Glazed Mat (or plexi-pack) is required on all manuscript materials and may be required on other paper-based materials.  The cost is estimated at $100.00 per item, depending on size.  If the Borrower wants the plexi-pack framed, that cost will be added to the loan fees.

An Archival Glazed Mat (or plexi-pack) is prepared under the direction of the VHS Paper conservator.  The manuscript (or paper item) is matted and placed in a Plexiglas package, from which the manuscript may NOT be removed. The VHS contracts with a professional framer who follows VHS specifications for this work.  The Archival Glazed Mat can then be placed on exhibit “as is” or the Borrower may secure an appropriate frame for the prepared piece from an independent vendor. 

Other possible exhibition mounts required may include book cradles, textile mounts or other specialty mounts.  Costs will be discussed with the Borrower in advance.

APPRAISAL:

The Borrower is responsible for any costs and fees that may be incurred as a result of having an appraisal performed for the purpose of insurance valuation.  The VHS may  require an appraisal of objects requested for loan for insurance valuation purposes.  The VHS will contract with an appraiser once the Borrower has approved the costs of the loan. If an appraisal is required, a $25.00 set-up fee is charged to the loan.

CANCELLATION:

If a loan is cancelled by the Borrower, the Borrower will be responsible to pay loan fees for costs the VHS has already incurred before loan cancellation.

Please contact the VHS Museum Registrar, Rebecca A. Rose at 804-342-9679 or rrose@vahistorical.org if you have any questions about loans from the Virginia Historical Society.

Updated July 1, 2016