There are 2 different types of loan forms. A commercial one and a non-commercial one.
If it's commercial, you can speak of a CONSIGNMENT. Otherwise, you can use the term LOAN AGREEMENT.
What should be on your document?
Start with mentioning the type of document: CONSIGNMENT or LOAN AGREEMENT.
Secondly you have to mention both parties involved and their contact details. CONSIGNOR (or LENDER if not commercial) Your business name (if applicable) Your first & last name Your address, phone, email CONSIGNEE (or BORROWER if not commercial) Consignee / borrower’s business name (if applicable) Consignee / borrower’s first & last name Consignee / borrower’s address, phone, email
Start & end date of the consignment / loan. Please note that the loan period should be longer than the actual exhibition period as you also need to take in account the transport, set-up and dismantling time. You can also mention the information of the exhibition such as venue, title and dates. This is not absolutely required, but it’s better to be complete. Make sure that the artwork(s) return before the end of the loan date. If this isn't possible the loan date should be extended and the documents should be renewed.
Details of the ARTWORKS involved: Include detailed information of the artwork(s) you’ll be lending. Such as an image, title, date, material, size and edition amount (e.g. unique or 3+2AP). Also specify the specific edition in loan (if applicable) For example: edition in loan: 2. Other important information is the retail price (only for consignment), insurance value (VAT Excl.) and production costs (if applicable). You can specify your courtesy per artwork in the general conditions. The same is true for the financial split. We’ll go deeper into the specifics of this in a later blogpost. If you send the information in a separate list, make sure this is specified on your document (see example on our template).
CONDITIONS: Please check the specific blog we've written on this topic here.
At the end of your document you should include the name, date and signature of both parties involved. For example like this: NAME AND SURNAME OF THE CONSIGNOR (or LENDER if not commercial) DATE AND SIGNATURE NAME AND SURNAME OF THE CONSIGNEE (or BORROWER if not commercial) DATE AND SIGNATURE
And last but not least: don't forget to number and sign all pages.
Here are some examples on what such a document might look like:
Please note that Amy HQ bvba nor its team takes any responsibility for any legal disputes or other that might arise from using the information in this blog. It serves purely as an example and should not be interpreted as any sort of legal advise.