FAQs

SPG recommends loans last for a minimum of 1 year and are fixed for this time meaning the artwork should not be removed from its loan until the year term is up – unless there are extenuating circumstances as outlined in the contract. 

4 weeks before the end of the 1st year loan, both parties should get in touch to agree whether the loan will be extended for a second loan or if they wish to terminate the loan.

Artists should give Hosts as much notice as possible, but at least 8 weeks notice if they wish the artwork to be returned to them before the end of first year.

1. Artists retain ownership and copyright of the artworks included in SPG Loan.
   
   
2. If an artwork is sold or otherwise becomes unavailable, the artist is required to remove the artwork listing from SPG’s loan catalogue.
   
   
   
3. Insurance for the artwork will be undertaken by the host Organisation, unless this obligation has been waived by the artist. Often artworks can be added to existing insurance policies. If specific insurance is required specific artwork insurance can be sought from:
   
   Hencilla Canworth
   
   Anderson Smith
   
   
4. Insurance should be secured for the remake value only. If there is any doubt about the insurance value, a valuation will be requested by an external party such as Lyon & Turnbull, and the cost of this shared 50/50 between the host and the artist. (Estimated cost of valuation £100)
   
   
5. Please note that it is usually extremely difficult to insure outdoor works except for extreme events such as lightning or fire. Insurance against willful or accidental damage will therefore need to be waived in the case of outdoor work.
   
   
6. In the instance of the above the remake value can be agreed to be provided by the Host on a discretionary basis in the event of willful or accidental damage.

• Specialist art handling transport is often prohibitively expensive and can be out of reach for most community groups, organisations and small businesses. SPG where possible also tries to avoid incurring the cost of specialist art transport and we have found safe alternative ways of transporting works. Please note that no transport arrangements are without risk to the artwork. Some artists may be amenable to arranging uplift and delivery of work by other mainstream couriers such as DPD, Parcelforce or Fed-ex. Caution should be taken with particularly delicate works as sometimes these can be damaged in transport. These types of couriers will not take as much care as specialised art transporters so it will not be suitable for all kinds of work. 

Aardvark 

Art Link Transport 

Fed-ex 

Parcel Force 

• Aardvark offers affordable transport of small pieces of art across the country. This can include small sculptures that can be lifted by one or two people. You will need to provide dimensions and weight of the packed work and its location. They do a couple of trips across the UK a week so a degree of flexibility is required to accommodate uplift and drop off dates. Please note that Aardvark’s insurance cover does not cover delicate or easily breakable items such as glass or ceramics – separate insurance can be arranged via one of the insurance brokers outlined above. 

• Often technicians being paid to install work can be called upon to collect and transport the work at the same time. This will incur additional costs to include the added time for uplift and vehicle costs. 

• If artists are based near the location that their work is to be installed, they may be able to transport and install it themselves. Artists should be paid for undertaking this work. 

• The artist is required to package the artwork adequately for delivery, the cost of this should be covered within their fee unless specified.

• Artists can arrange delivery of the artwork to the Host organisation and employ and instruct technicians to install the artwork in its new location. 

• Artists may install their own work if suitable, and with an agreed fee paid to them by the Organisation.

• The Organisation can arrange the uplift and installation or artwork from the artist, whereby the artist should approve the delivery and installation arrangements in advance to ensure that they are suitable.

• Host organisations should consult with the artist to agree installation requirements. With the artists’ prior agreement these could be undertaken by: the artist (artists should be paid for their time), a freelance technician, the organisation’s in-house technical staff. Artists often have networks of contacts who are able to undertake installation work

• SPG can be contacted to make recommendations of freelance technical staff, or listings may be found here. 

• Packaging materials will be stored by the Host organisation to be reused on return of artwork.

• Delivery of the artwork back to the artist will be handled similarly.

• If the artwork achieves another loan directly after another it may be sent directly to the new leasing organisation.

• If the artwork requires a plinth, shelf or case, this will be provided by either the artist or host and will remain the property of the artist or host at the end of the loan. 

• Plinths and display cases can sometimes be borrowed from SPG via ARMS

• Plinths etc can be commissioned specially, and cost should be covered by Organisation, who will retain at the end of loan.

• Outdoor artworks may need significantly more planning for installation, and SPG recommends longer loan agreements to justify this.
  
  
• Outdoor artworks may need planning permission, particularly if placed in a publicly accessible site. Host organisation should check with their local authority if planning permission is required.
  
  
• Specialist expertise may be required to install artworks, for example if foundations are required to be put in the ground. Advice can be taken from the artist or external specialists such as engineers, fabricators, estates staff.
  
  
• (as per Insurance section 2) Please note that it is usually extremely difficult to insure outdoor works except for extreme events such as lightning or fire. Insurance against willful or accidental damage will therefore need to be waived in the case of outdoor work. 

• In the instance of the above the remake value can be agreed to be provided by the Host on a discretionary basis in the event of willful or accidental damage.

• The artist is required to update any changes to the condition or availability of the artwork for loan, via the SPG Loan Catalogue, e.g. the artwork is sold or damaged.
  
  
• The artist is required to update on availability of artworks, by for example removing from catalogue when out on loan, and resubmitting to catalogue when returned. 
  
  
• If an organisation requests to lease their artwork, the artist has every right to refuse. They do not need to give a reason or explanation for the refusal. 

• Loans can only happen with full agreement of the artist and should not be facilitated by a third party without their agreement.

• Artworks should be credited with appropriate label or signage as agreed between artist and organisation, and provided by Host.
  
  
• Images of the artwork should be used with the permission of the artist and credited appropriately. 
  
  
• Images should not be used for other – particularly commercial purposes – without the agreement of the artist and appropriate remuneration paid to artist.

SPG recommends that the following process is undertaken to ensure that all parties are clear on the parameters of the loan: 

1. Artist/Organisation make contact
   
   
2. Artist and organisation meet at proposed site and discuss the following: 

• suitability of work for the site 
• practical considerations for delivery and installation
• agree installation method and personnel
• any additional engagement activity that may be commissioned/required 
• timescale for installation 
• length of loan period 

3. Artist agreement including fees drafted and reviewed by both parties, then signed and shared (NB once installed, agreements should be considered valid even if sight of the signed agreement is not available. If agreement document is lost, terms will revert to SPG standard agreement found on SPG Website)

4. Artist/Org arrange transport and installation 

5. Artwork is installed

6. Organisation stores packing materials 

7. One month before loan period is up organisation/artist are in touch to extend or end loan

8. If the loan is ending, arrangements should be made for return to the artist. Artwork will need to be de-installed and packed in accordance with how it was delivered. The artist may need to advise on this.

Any additional help should be outlined to:

• Megan Williams, Engagement Officer: megan@sculptureplacementgroup.org.uk 
• Kate Robertson, Co Director: kate@sculptureplacementgroup.org.uk
• Michelle Emery-Barker, Co Director: michelle@sculptureplacementgroup.org.uk
• Or info@sculptureplacementgroup.org.uk