Exhibition Loan Guidelines : Introduction
The University of Iowa Special Collections and Archives considers loan requests for rare books and archival material originated from cultural and educational institutions located in the United States, its territories, and internationally, in accordance with the highest conservation and preservation standards and procedures. The loaning of items from our distinctive collections helps fulfill our outreach mission of public education and promotes the cultural legacy of our collections.
Requests for borrowing materials should begin with UI Libraries Special Collections Lead Outreach and Instruction Librarian, Elizabeth Riordan at elizabeth-riordan@uiowa.edu. Curators are welcome to conduct research by viewing the online catalog or through a scheduled visit to the Special Collections & Archives Reading Room. All researchers and borrowers are required to create an Aeon account to request and view materials. Research is the responsibility of curators, although our subject specialist librarians are happy to schedule an appointment to advise and consult about UI collections.
Loan Period & Required Documents
The University of Iowa Special Collections and Archives require a period of 12 months to process all loan requests. This time will allow us to gather all necessary documentation, complete conservation and stabilization, and prepare transportation logistics well in advance. Our loan period is 4-6 months, depending on the item and its condition.
A formal loan request letter is required and should include:
- Title of the exhibition
- Purpose or main thesis of the exhibition
- Detailed list of works requested (call number, title, creator, date)
- Name of the gallery or exhibition space
- Dates of the exhibition: loan and exhibition dates
Requested materials typically require a current appraisal for insurance evaluation purposes. This is a necessary component to complete a signed Loan Agreement.
Costs & Borrower’s Responsibility
The standard loan fee is $200 per item for US loans, and $300 per item for international loans. There is no loan fee for Iowa institutions. Upon receiving a loan request, staff will review the requested items to determine what items can be loaned and will inform the borrower as to the estimated cost and timeline before proceeding with the loan.
In addition, the borrower is also responsible for the following:
- Cost for a current appraisal.
- All transportation costs, including packing and crating, freight, customs charges, and brokers’ fees, as well as courier expenses, if applicable.
- Any incurred costs for conservation treatment, conservation photography, framing, matting, and fabrication of custom mounts.
- Insurance coverage of the loan material; a copy of the certificate of insurance must be provided prior to the loan and is typically done in tandem with the Loan Agreement.
- Depending on the number of images, some photography costs associated with publications or facsimiles may be incurred by the borrower.
- Two copies of associated exhibit publications should be provided to UI Special Collections and Archives prior to the conclusion of the exhibit.
Credit & Citation
UI Special Collections and Archives must approve reproduction of borrowed materials in any way for publicity or other purposes while under the care of the borrowing institution.
As owner of unique and valuable cultural artifacts, UI Special Collections and Archives require that surrogates of these objects — in print, media, digital, and other formats — reproduce the qualities of the original items as accurately as possible. Reproductions of items may not be altered by cropping, colorizing, reversing, bleeding, overprinting, digital editing, or any other method without prior permission.
Updated: August 2026