Acquisitions& Loans

The Registration section works in collaboration with the curatorial departments for all object transactions including acquisitions, loans and Canadian Cultural Property Export Review Board grant and certification applications. We draft and negotiate copyright agreements for acquisitions and loans, as well as perform physical examinations and condition reporting of all outgoing ROM object loans, incoming loans and exhibitions. Our role as project team members for special exhibitions includes being the central contact with the lending institution, and negotiating contracts, insurance coverage/Government Indemnity and Immunity from Seizure for all incoming objects. We liaise with curators, senior management, board committees, donors, outside lenders and borrowers to ensure the effective coordination of all transactions.

As a coordinator and information provider for object transactions, the Registration section monitors and updates the collections database records, maintains all primary and original contractual and transfer of title documentation and insurance for the Museum’s vast collections. Registration protects the Museum’s interests, and mitigates risks for the objects and the Museum.

Registration Department
Royal Ontario Museum
100 Queen’s Park
Toronto, ON
M5S 2C6

Tel: 416.586.5670
Fax: 416.586.5668
E-mail: registration@rom.on.ca

ROM (Royal Ontario Museum) actively supports and participates in a vibrant national and international loans program. Ensuring ROM's collections are seen and enjoyed widely throughout Canada and around the world is an integral part of our mission.

ROM welcomes requests for loans from its collections from recognized professional institutions in Canada and internationally. All loans are subject to approvals in accordance with ROM policy.

All loan requests should be submitted on letterhead to the attention of: Director & CEO, Royal Ontario Museum, 100 Queen’s Park, Toronto, Ontario, M5S 2C6 or director@rom.on.ca.

Please include the following information in the request letter:

Exhibition title and dates, and requested loan period
Description of the exhibition and how the objects contribute to its thesis. If not for an exhibition, explain the reason for the loan request
List of the requested object(s), with accession number(s)
- (refer to ROM on-line collection for accession numbers or reach out to registration@rom.on.ca)
Contact information for the Borrower’s loan coordinator or representative
Recent copy (within 2 years) of the Borrower’s standard Facility Report

For requests of 1-9 objects, loan requests must be submitted at least twelve (12) months prior to the opening of the exhibition.

For requests of 10+ objects, loan requests must be submitted at least eighteen (18) months prior to the opening of the exhibition.

Requests submitted with shorter lead times cannot be guaranteed and rush fees will apply.

Upon receipt of the formal loan request, ROM will send a letter of acknowledgement. A member of the Registration team will work closely with the requesting institution to provide loan conditions and object requirements, and to gather additional information throughout the process.

All loan requests are subject to review and approval of the requested objects to ensure their availability, suitability for the proposed project, and physical integrity to withstand transit, handling and exhibition. Additionally, display plans, environmental readings, insurance coverage, security measures, and case designs are subject to review and approval. Immunity from seizure may be required in certain circumstances.

The requesting institution will be notified in writing about the decision of their loan request. If successful, a formal written loan agreement will be issued between ROM and the requesting institution.

The Borrower is responsible for all costs associated with the loan which may include, but are not limited to, packing, crating, conservation, framing, mounting, photography, shipping, insurance, and administration and rush fees.

Administration Fees:

Canadian Institutions: $125 for the first object ($75 for each additional object)
International Institutions: $250 per object

Rush Fees:
(for requests submitted less than 12 months in advance for up to 9 objects and less than 18 months for 10+ objects)

Canadian Institutions: $250 per object
International Institutions: $500 per object

If the Borrower cancels the loan after the internal review process has begun, a cancellation fee of $150 per object may be charged to the Borrower, in addition to any costs incurred.