The specimens in the collections may be displayed or studied off museum premises. Loans of collections are loans for use subject to the conditions laid down by the museum. Loans are approved by the museum management, and are only agreed when there are guarantees that they will be properly looked after, used and returned.
The process may last from weeks to months following the formal request, depending on its complexity and on the availability of the people dealing with it. August and December are not considered working months for the purposes of processing loans.
For any enquiries and agreements regarding the specimens to be requested, you can contact those responsible for the museum collections department.
Scientific loan
This is the loan of specimens from collections for research purposes. It is governed by the scientific loan conditions.
How to apply for a scientific loan:
- Make a written request to the person responsible for the collection. Application form.
When the request has been approved:
- Read and agree to the scientific loan conditions, which may include specific conditions if appropriate.
- Complete and sign the loan for use contract which will be sent by the department granting the loan.
Cultural loan
This is the loan of specimens from collections to be displayed in exhibitions outside the museum. It is governed by the conditions stated below, depending on the length of the loan.
If the loan is for less than 4 years
The loan is governed by the cultural loan conditions.
How to apply for the loan:
- Make a written request to the person responsible for the collection, specifying the full name of the person responsible for receiving the loan and their professional position; name of the institution, postal address, telephone number, email address and full name of the legal representative; title of the exhibition, dates and location; list of material agreed; period the loan is to last (the whole period, including shipment, must be covered by the insurance policy); provision for meeting the financial commitments stipulated in the loan conditions (insurance, transport, conservation, etc.).
When the request has been approved:
- Send the report on the exhibition venue (facility report).
- Read and agree to the cultural loan conditions, which may include specific conditions if appropriate.
- Complete and sign the loan for use contract which will be sent by the department granting the loan.
- Send the insurance policy.
If the loan is for more than 4 years
The loan is governed by the cultural loan conditions
How to apply for the loan:
- Make a written request to the museum management, specifying the full name of the person responsible for receiving the loan and their professional position; name of the institution, postal address, telephone number, email address and full name of the legal representative; title of the exhibition, dates and location; list of material agreed; period the loan is to last (the whole period, including shipment, must be covered by the insurance policy); provision for meeting the financial commitments stipulated in the loan conditions (insurance, transport, conservation, etc.).
When the request has been approved by the museum:
- Send the report on the exhibition venue (facility report).
- Read and agree to the cultural loan conditions, which may include specific conditions if appropriate.
- Proof of taking out the insurance.
The Heritage Directorate (ICUB) and the ICUB Legal Services will process, approve and announce the final decision to the parties: the museums granting and receiving the loan.