How to Order Educational Exhibitions for Loan
HOW TO ORDER AND RETURN EDUCATIONAL EXHIBITIONS AND GENERAL GUIDELINES
Who May Borrow Exhibitions?
Any nonprofit organization in Virginia that is a current Statewide Partner and is able to meet the Virginia Museum of Fine Arts’ security requirements (outlined below) is eligible to borrow Educational Exhibitions for FREE.
To display these limited security educational exhibitions, the following minimum conditions must be met:
1. On arrival, the exhibition must be kept in a secure location until it is ready to be installed.
2. A responsible person must be present to supervise the handling, unpacking, and repacking of the exhibition.
3. The exhibition must be displayed indoors in an area that minimizes the possibility of theft or vandalism.
4. The display area must be securely locked when not open to the public.
5. The exhibition must not be displayed in direct sunlight.
6. The exhibition must be hung on a wall or display panel, not propped up or on easels.
Liability and Insurance:
Statewide Exhibitions are insured by the Commonwealth of Virginia, Division of Risk Management in transit and while at the venue. Borrowing organization is responsible only for the deductible of up to $250 worth of damage or loss.
Free and Open Admission Required:
No fees may be charged for viewing Statewide Exhibitions from the Virginia Museum of Fine Arts and they must be available to the general public for viewing. For some organizations that are not normally open to the public, such as schools, there needs only be made an accomodation for a specially requested viewing of the exhibition if received from members of the public.
Publicity and Sponsor Credit:
Publicity materials are supplied for each exhibition. All publicity must credit the Virginia Museum of Fine Arts as follows: This program has been organized by and is circulated through the Virginia Museum of Fine Arts Statewide Partnership Program. Please send copies of any electronic publicity, press clippings, flyers, posters, etc. to the VMFA Statewide office. Our continued funding depends on such tangible evidence of our usefulness to your community.
Transportation and Charges:
Borrowers inside the Richmond metropolitan area must (and borrowers outside the metropolitan area may choose to) provide their own transportation, but they must do so in an appropriately sized, enclosed locked vehicle. Alternatively, exhibitions are sent COLLECT from the Museum to borrowers outside the Richmond area by a trucking line that services the borrower’s area. Borrowers must return exhibitions PREPAID to the Virginia Museum of Fine Arts via the same trucking line. Transportation payments must be made directly to the trucking line. Borrowers will be billed for freight charges on any exhibitions returned to the Museum COLLECT. Exhibitions may be picked up from and returned to the loading dock of VMFA, Monday through Friday from 7:30 am to 4:00 pm sharp.
Educational Exhibitions are loaned for periods of 4 to 6 weeks. Longer or shorter loan periods will be considered, schedule permitting.
Make cancelations at least two business days in advance of your listed SHIPPING DATE. Cancellations may be made by calling the Statewide Partnerships Office at 804.204.2681. A borrower failing to cancel an exhibition in the stated time will be responsible for transportation costs if the exhibition has been shipped.
The Museum agrees to lend exhibitions with the explicit understanding that the borrower must display all title and information panels, even if panels of art have to be omitted because of lack of space. Works not displayed must be stored inside the crate, and the crate must be kept in a secure area. Borrowers must receive advance permission from the Statewide Partnership office to show an exhibition in more than one location. Titles of related audiovisual resources, such as DVDs available through the Statewide Educational Media Resources Program, are listed for many exhibitions.
Borrowers may check the availability of and reserve time slots for an exhibition by phone (804.204.2681), fax (804.204.2675) or e-mail email@example.com at least two weeks in advance of the exhibition’s opening date. Your request should contain as follows:
1. The TITLE and CODE NUMBER of the exhibition.
2. These 4 dates: picking up/receiving, opening, closing, and returning. If possible, give a choice of dates.
3. Give full contact information: your name and daytime phone number and e-mail address.
5. Organization’s name and mailing address for paperwork.
6. Street address (if different) for exhibition delivery.
If mailed in, send your request to:
Educational Exhibitions Dept. of Statewide Partnerships
Virginia Museum of Fine Arts
200 North Boulevard
Richmond, VA 23220
For further assistance, call 804.204.2681.
You will receive through the mail a printed goldenrod confirmation form within a week of your request. Make careful note of the information on this receipt and advise the office if you must make a change.
Paperwork You Will Receive within 24 Hours of the Exhibition Arrival (If you do not receive these forms call the Statewide Partnership Dept. at 804.204.2681):
Upon receipt of the exhibition use the checklist when inspecting the contents of the exhibition to note the condition of the exhibition to absolve the borrower of responsibility for loss or damage. Any missing items or noticeable damage must be written on this checklist and then returned to VMFA in provided pre-addressed envelope. Any serious or major damage to panels, frames, or crates must be reported immediately by phone. Do not open frames or make repairs without permission from VMFA. Call 804.204.2681. Any damage or theft occurring after you have returned the checklist must be reported immediately to Statewide Partnerships Dept. by phone and in writing.
Bill of Lading
If using a professional freight trucker, VMFA will supply a filled-out bill of lading for the return shipment. All exhibitions must be returned PREPAID. Should you not receive this form from VMFA, the truck driver can provide one, however, be sure to indicate that the insured value is $.50 per pound on the correct line.
Loan Use Report and Evaluation Card
Please fill out the attendance figures on green sheet, including attendance at the actual exhibition and attendance at any programs held in conjunction with the exhibition (lectures, workshops, film or video showings, etc.). Please also include any comments you may have about the exhibition’s content, quality of presentation, usefulness to your audience, etc. on the evaluation card.
Call the trucking company to arrange a time for pickup of the exhibition on the return date indicated on the goldenrod confirmation receipt. THE RETURN DATE MUST BE OBSERVED. Failure to do so may result in loss of borrowing privileges. Negligence can cause cancellation of the exhibition to the next scheduled venue. Contact the Statewide Partnerships Dept. if you anticipate difficulty in honoring your scheduled return date: 804.204.2681 or firstname.lastname@example.org