Canada Travelling Exhibition Indemnification Program

Instructions for Completing an Application for Indemnification

Only applications that provide thorough answers to each question will be considered for indemnification under the Canada Travelling Exhibitions Indemnification Program. Any questions concerning the application should be directed to

Send two copies of the application form and attachments to the address above. After the application is submitted, the Canada Travelling Exhibitions Indemnification Program must be informed in writing of any changes.

1. General Information

1. Name and address of applicant
   The "applicant" must be an institution situated in Canada that organizes or hosts a travelling exhibition in Canada. For an exhibition that will be shown at several institutions in Canada, one institution must apply on behalf of all participants and the application must list all venues. Include coordinates and preferred language of correspondence for the Director of the applicant institution and for another contact person.
   
   
2. Title of exhibition
   Include the working title of the exhibition if a final title has not yet been decided upon. Inform the Indemnification Program once a title has been finalized.
   
   
3. Project Director
   Include the name, title, address, telephone number, fax number, and e-mail address of the individual responsible for organizing the exhibition, and attach a brief curriculum vitae.
   
   
4. Schedule of exhibition
   Submit a detailed exhibition itinerary including all venues in and outside Canada. If objects and appurtenances are to be placed in storage between exhibition sites, indicate dates and the facilities to be used.
   
   
5. Time period of indemnity requested
   An Indemnity Agreement covers the period of time beginning when a participating institution assumes responsibility for the safeguarding of the indemnified object or appurtenance and ending when that responsibility ceases, excluding any period during which the exhibition containing the object or appurtenance circulates outside Canada. Indicate the dates and places at which indemnity coverage is requested to begin and end.
   
   
6. Abstract/summary of the exhibition
   Summarize the theme or story line of the exhibition in one short paragraph.
   
   

Objects and Appurtenances

7. Description and ownership of objects and appurtenances borrowed from inside Canada for which indemnity is requested

   Using the format supplied, provide a typed or word-processed, clearly legible list of objects and appurtenances borrowed from inside Canada for which indemnity is requested. Lists submitted in any other format will be returned. The format may be downloaded in PDF format (download PDF version).

   Objects and appurtenances owned by the applicant or participating institutions will not be indemnified while on exhibition at the owner's own premises. Such objects and appurtenances may be included on this list for coverage while in transit or while on exhibition at other participating institutions.

   Include the following information for each object and appurtenance borrowed from inside Canada for which indemnification is requested:

   1. Identification
      1. name or title of the work
      2. artist (please indicate if the borrower does not agree with the lender's attribution to an artist)
      3. type of object or appurtenance (e.g., painting, drawing, photograph, ceramic, sculpture, furniture, jewellery, clothing, manuscript)
      4. accession or catalogue number
      
      
   2. Creation date or age (please indicate if the borrower does not agree with the lender's attribution of date or age)
      
      
   3. Material or medium of the object and of its support
      
      
   4. Dimensions (please indicate unit of measurement used)
      Notes:
      • Indicate if an object is part of a pair or set (i.e., consists of more than one part, such as a pair of earrings). Please note the policy regarding pairs or sets, as set out in the Model Indemnity Agreement.
      • For manuscripts, also include the number of pages and the number and size of illuminations or illustrations.
      • For books, also include the date of the edition and, if possible, the rarity (i.e., the number of known copies), and describe any annotations or associations.
      • For photographs, also include the date of the print and, where known, indicate whether or not the print was made by the photographer.
      • For reasons of risk, the Government of Canada is generally opposed to indemnifying oil on copper paintings, pastels, lacquer objects, certain types of glass (including enamels), works on parchment or vellum, marquetry, frescoes, and other very fragile objects. Oversized works and oil on wood panel paintings will be reviewed on a case-by-case basis.
      
      
   5. Fair market value
      Each object and appurtenance must be assigned a value. If this value is not in Canadian currency, then indicate the currency specified, the Bank of Canada's exchange rate to Canadian currency on the date of the application, and the value in Canadian currency.

      The term "fair market value" is defined as being the highest price an item might reasonably be expected to bring if sold by the owner in the normal method applicable to the item in question in the ordinary course of business in a market not exposed to any undue stresses and composed of willing buyers and sellers dealing at arm's length and under no compulsion to buy or sell.

      The owner or applicant must arrange for an arm's-length appraisal if they are unsure of a valuation. This appraisal ensures that the object or appurtenance is indemnified for its true fair market value. If it is believed that a value is overstated, the Indemnification Program may verify the fair market value or else the amount of indemnity coverage may be reduced or denied.

      Even when an expert opinion is provided, however, assessing owner-given values can be problematic. Some objects for which indemnity is requested will have been classified as "cultural property of outstanding significance and national importance," so valuations will reflect historical significance as well as intrinsic value and artistic merit. Monetary valuation is difficult because their rarity and uniqueness often mean that these objects have not recently, if ever, been offered on the market and there is no meaningful replacement value. The owner's willingness to lend the object and the benefits to the Canadian public to have access to very valuable, otherwise inaccessible works must be weighed against the risk to the Government of Canada.

   6. Source and justification of fair market value
      The owner or applicant must confirm that the fair market value for each object or appurtenance is reasonable. This may be established through confirmations by an independent third party (e.g., a curator not involved in the exhibition) or with regard to recent sales catalogues, other standard references, etc.
      
      
   7. Owner
      List the name and address of the individual, corporation, partnership, association, trust, government, or other entity that holds full and unconditional title to an object or appurtenance, or the owner's designated representative. This is important since an Indemnity Agreement is with an owner, or anyone duly authorized by an owner, and incorrect owner details could render an Indemnity Agreement invalid. In cases where an agent acts on behalf of an owner, written confirmation may be required from the owner, countersigned by the agent, confirming that the agent is authorized to act as the owner's agent.
      
      
   8. Owner's statement
      Include written evidence from each owner that they are willing to lend the object or appurtenance to the proposed travelling exhibition and are prepared to be bound by the terms of an Indemnity Agreement (e.g., a signed statement or letter, a copy of the loan agreement).
   
   
8. Total fair market value of objects and appurtenances borrowed from inside Canada for which indemnity is requested
   If this value is not expressed in Canadian currency, then indicate the currency specified, the Bank of Canada's exchange rate to Canadian currency on the date of the application, and the value in Canadian currency.
   
   
9. Description and ownership of objects and appurtenances borrowed from outside Canada for which indemnity is requested
   Using the format supplied, provide a typed or word-processed, clearly legible list of objects and appurtenances borrowed from outside Canada for which indemnity is requested. Follow the instructions provided in section 1.7. The format may be downloaded in PDF format (download PDF version).
   
   
10. Total fair market value of objects and appurtenances borrowed from outside Canada for which indemnity is requested
    See instructions in section 1.8.
    
    
11. Total fair market value of objects and appurtenances for which indemnity is requested
    See instructions in section 1.8.
    
    
12. Description of objects and appurtenances for which indemnity is not requested
    This information is necessary to determine the significance of the exhibition as a whole. Using the format supplied, provide a typed or word-processed, clearly legible list of objects and appurtenances to be included in the exhibition for which indemnity is not requested. Follow the instructions provided in section 1.7. The format may be downloaded in PDF format (download PDF version).

    Applicants are strongly encouraged to provide Canadian dollar valuations and the source and justification of these values for all objects and appurtenances. This information is reviewed to help confirm values given in sections 1.7 and 1.9. Applicants who do not furnish Canadian dollar valuations for non-indemnified objects and appurtenances may be requested to do so.

13. Total fair market value of all objects and appurtenances in the exhibition
    See instructions in section 1.8.
    
    

Insurance

14. Other coverage
    Describe any other insurance or indemnification coverage that will apply to indemnified objects and appurtenances during the period when an Indemnity Agreement will be in place.
    
    
15. Previous losses
    Describe all losses or damage over $5,000 that occurred at the premises of the applicant or other participating institution that involved an object or appurtenance, whether or not an insurance claim was filed, during the three years prior to submitting this application. Include the following information on each such case:
    1. date of loss or damage;
    2. nature and cause of loss or damage; and
    3. appraised value of lost or damaged object(s) and/or appurtenance(s) before and after the loss or damage.

    Should additional loss or damage be incurred at the premises of the applicant, host institutions, or storage facilities after this application is submitted, please notify the Canada Travelling Exhibitions Indemnification Program to update this section.

2. Assessment Criteria

1. Significance
   Attach statements demonstrating how the proposed exhibition will meet the following criteria:
   1. When the theme and contents of the exhibition are primarily of Canadian significance, they will enable present and future generations of Canadians to be exposed to their human, natural, artistic, and scientific heritage, and thereby enhance their awareness, understanding, and enjoyment of the richness of that heritage.
      
      
   2. When the theme and contents of the exhibition are of a global significance, the exhibition will display objects of cultural property that are of significance in the areas of archaeology, prehistory, history, sociology, ethnography, art, or science.
      
      
   3. The exhibition will further knowledge concerning the theme or material presented. Indicate whether any articles, papers, or other scholarly publications are anticipated in connection with the exhibition.
      
      
   4. The exhibition will maintain high museological standards.
   
   

   Transportation and Display
   Indemnity is intended to cover objects and appurtenances in exhibitions for which the most professional and thorough care in packing, shipping, storage, environmental control, and security arrangements is provided. It is necessary that the Government of Canada be assured of adequate security and environmental controls at each exhibition site, and of plans for the care and handling of the exhibition at each venue. All information related to shipping, transportation, and security arrangements will be treated as strictly confidential.

2. Facilities Report
   State the most recent date of approval for each institution's Facilities Report under the Canada Travelling Exhibitions Indemnification Program. Indicate if a proposed host institution has not yet completed a Facilities Report.
   
   
3. Packing, handling, shipping, installation
   1. Describe packing specifications. Include the names of persons, institutions, and companies responsible for the packing, crating, and installation of objects and appurtenances.
      
      
   2. Describe shipping and transportation arrangements, including at points of transfer between sites and for forwarding items to the place designated by the owner at the end of the loan period. Provide information on mode of travel (by land, sea, or air), names of shipping companies or their agents to be used, and any proposed use of couriers.
      
      
   3. For objects or appurtenances considered to be especially fragile and vulnerable (e.g., oversized works, oil on wood panel paintings, objects comprising multiple media), specify what special precautions will be taken with respect to packing, handling, shipping, and installation to minimize the risk of damage.
   
   
4. Enhanced security arrangements
   Describe any enhanced security arrangements that will be in place while objects and appurtenances are in transit, at each venue, and at each storage facility, such as:
   • the number of guards assigned to the exhibition area;
   • the number of guards on duty while the exhibition is not open to the public;
   • electronic surveillance;
   • fire protection measures; and
   • any other pertinent security arrangements.
   
   
5. Special environmental arrangements
   1. Describe any special environmental controls that will be in place while objects and appurtenances are in transit, at each venue, and at each storage facility in terms of
      • temperature (give degrees and range);
      • relative humidity (give percentage and range);
      • light levels (give range in foot candles); and
      • means of controlling the environment.
      
      
      
   2. Describe any special precautions to be taken for objects and appurtenances most susceptible to damage as a result of fluctuations or extremes in humidity or temperature (e.g., wood objects, furniture). If any objects are light sensitive (e.g., works on paper, textiles), indicate the estimated number of foot candles of lighting to which they will be exposed at each site.
   
   
6. Maximizing public awareness and access
   Describe measures that are planned for ensuring that the greatest number of people are aware of and have access to the exhibition at each venue (e.g., advertising campaign, package tours, symposia, Internet sites, community outreach programs).

3. Other Information

1. Additional information
   Include any other information that is relevant to determine whether an Indemnity Agreement should be entered into under the Canada Travelling Exhibitions Indemnification Program.
   
   
2. Other applications
   If the applicant or any of the participating institutions has applied to other programs of the Department of Canadian Heritage for financial support during the 18 months preceding the date of this application, list the name of each program, the amount requested, and the purpose of the application.

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