Loans Out Policy
 
1.      Introduction
 
Royal Society of Painters in Water Colours (Royal Watercolour Society (RWS)), established in 1804, began its collection as a Diploma Collection. These diploma works are paintings donated by artists upon their election as Members of the Royal Watercolour Society. This significant collection spans from 1860 to the present day, showcasing not only watercolour pieces but also contemporary water-based media on paper, illustrating the evolution of these art forms over 200 years.
 
The current RWS collection comprises approximately 1100 works, including Helen Allingham, Edward Robert Hughes, David Jones and Samuel Palmer.
 
Loans are made for the following purposes:
  • to broaden access to the RWS Collection and engage with new audiences.
  • to lend items for display, fostering a deeper appreciation and understanding of the exceptional examples of water-based works on paper within the collection.
  • to contribute to distinctive exhibitions, offering valuable learning opportunities and presenting fresh interpretations.
  • to support academic research.
 
The RWS Collection is accessible at the following sites, serving as a primary source of information for potential borrowers:
 
 
2.      Criteria and Assessment of Loans Request
 
Loans will be formally agreed by the Custodian Trustees of the Royal Society of Painters in Water Colours, if the prospective borrower is able to demonstrate that:
  • The requested item will fit into the context of the exhibition
  • The exhibition proposal is well thought through
  • The loan will meet the RWS objectives
  • The environmental and security conditions at the proposal venue can be met
 
The meeting will also consider whether:
  • The physical condition of the requested work is fit to lend
  • The requested item has any prior commitments
 
 
3.      Procedure
 
Formal Requests
 
Prospective borrowers are encouraged to make informal contact with the RWS to discuss proposed loans.
 
Prospective borrowers should submit, at least six months in advance of the exhibition opening, the following information in a formal request to the Custodian Trustees of the Royal Society of Painters in Water Colours:
 
  • Exhibition/display title
  • Venue
  • Exhibition/display open and close dates
  • Main exhibition display theme
  • Full details of the items requested, including artists’ names and work titles
  • Explanation for how the requested items fit into the exhibition display and concept
  • Contact details
  • Insurance/indemnity plans for the requested items
  • Facilities reports
 
The RWS requires borrowers to provide details of the facilities and security of the venues by completing UKRG Facilities Report and UKRG Security Supplement.
 
Lending decisions are made by the Custodian Trustees of the Society in consultation with curatorial and conservation colleagues.
 
 
Loan Conditions are briefly outlined below:
 
Security and Access
 
Each venue is assessed in terms of security, as well as the arrangements for public access. The suitability of the venues will be reviewed through an assessment of the UKRG Facilities Report and its Security Supplement.
 
The RWS reserves the right to specify additional security measures, which the borrower must provide at their own cost.
 
Insurance and Transport
 
The borrower is responsible for organising insurance and transport arrangements for the loan, which must be discussed and approved by the RWS.
 
Display Methods
 
If items require mounting or framing, the borrower is responsible for arranging and carrying out, as the RWS has limited resources.
 
Environmental Conditions
 
The RWS Collection consists of light-sensitive materials, all on paper. Loaned items should not be exposed to fluctuations in temperature or humidity. They must be kept away from radiators or any other heating or air-conditioning device. The following ranges are considered acceptable:
 
Relative humidity        40-60 %
Temperature                18-24 ℃
Lighting                       Maximum 50 Lux
 
 
Charges and Costs
 
The borrower is responsible for covering all expenses associated with the loan, including:
 
  • An administration fee, which covers costs such as staff time for communications, preparation, packing, and unpacking of the loan
  • Condition reports
  • Transport of the loan, including the use of couriers
  • Insurance for the loan
  • Packing materials and crating costs for loans, necessary for the safe transport of the work according to conservation requirements
  • Display costs including mounts, plinths, glazing, frames, and framing
  • Condition photography if an external photographer is hired
 
In the event of a late cancellation of a loan by a prospective borrower, the RWS will pass on the costs already incurred for the loan’s preparation to the prospective borrower.
 
Loan Agreement
 
The RWS does not have its own Loan Agreement form. Therefore, the borrower is required to provide the form.
 
 
4.      Refusal
 
Occasionally, the RWS may find it necessary to refuse a loan request, for example:
 
  • If the RWS lacks internal resources to prepare the item for the loan
  • If there is insufficient time to consider and prepare the loan
  • When suitable environmental or security conditions cannot be provided
  • If the requested item has conservation issues or is too fragile to lend
 
5.      Photography
 
Photography and filming of items on loan for commercial purposes are not permitted. Visitor photography for non-commercial purposes is permitted, provided images are taken using existing light only (without any self-stick, tripods or other equipment) and without flash.
 
High-resolution images can be purchased through Bridgeman Images, please contact:  uksales@bridgemanimages.com
 
 
For further information, please contact info@royalwatercoloursociety.com
 
 

Approved: 23 November 2023

Revised: 18 June 2024