Process
The borrowing institution will send a letter to the Director of the Art Bank officially requesting the art work(s) at least six months in advance of the required shipping date (shorter time frames may be possible if work is available). The letter should indicate: the name and contact information for the borrowing institution, the title of the exhibition, and the dates of the exhibition, whether the exhibition will travel, the artist name(s) and title(s) of the work(s) that the institution wishes to borrow. It should also indicate an approximate date for the pick-up of the art work(s). The Art Bank will then send a letter confirming whether the loan is possible or not. If the loan is accepted, the Art Bank will send an invoice for the loan fee and any applicable service charges (as indicated in the Costs section) as well as the loan agreement for signature.
Insurance Value
The borrowing institution shall assume responsibility for insuring the work against all risks and for full value, from the time the work leaves the Art Bank until the time it is returned. A proof of insurance must be provided.
Condition of the work
A condition report will be sent with the work. Upon receipt of the work, the borrowing institution agrees to report any change in condition from the original report; and to report at any other time, any change that is noted. A condition report will also be sent if the work is returned in a damaged condition. Should the work be returned in a damaged condition, the Art Bank will have the work restored at the cost of the borrowing institution.
It is understood that the borrowing institution will not clean, restore, re-frame or otherwise alter the work without the prior consent of the Director of the Art Bank.
Costs
The Art Bank charges a loan fee of $100 per work, per venue. A one-time $60 administration fee will also apply. The borrowing institution is also required to cover the cost of Art Bank staff time at the current rate of $50 per person-hour to prepare the work(s) for shipping, as well as the cost of all materials including crate(s). If a work is currently leased to a client, the borrowing institution is required to cover the cost of services for returning the work to the Art Bank and installing a replacement work at the client.
Copyright
The borrower agrees to notify the artist that his/her work is being exhibited. The borrower agrees to pay all applicable copyright fees.
Framing
All works on paper are framed in Neilson metal frames or wood frames with archival mats behind UF-5 plexiglas.
Photography
The borrowing institution will obtain approval in writing from both the Art Bank and the artist before reproducing the work. The Art Bank has 35 mm slides of most works in the collection which, with the artist’s approval, may be borrowed on the condition that they are returned within a predetermined period. Black and white photographs, larger format colour transparencies and colour separations are not available.
Credit
The borrowed work will bear a label which reads: "Collection of the Canada Council Art Bank / Collection de la Banque d'oeuvres d'art du Conseil des Arts du Canada".
Shipping
The borrowing institution will arrange for shipping of the work(s) in consultation with the Art Bank. All shipping costs will be borne by the borrowing institution. The Art Bank requires a minimum of two months notice of the approximate shipping date in order to complete condition reports, packing specifications, and preparation for shipping.