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 for the purposes of exhibition, research, public programming and education. All loans are subject to approvals in accordance with ROM policy.

All loan requests should be submitted on letterhead to the attention of Josh Basseches, 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 requested letter:

Title of the exhibition, exhibition dates and requested loan period
Description of the exhibition
Explanation on how the objects contribute to the exhibition. If not for an exhibition, explain the reason for the loan request
List of the requested object(s), with ROM accession number(s) if possible (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 with proposed exhibition floorplan
Details, dates and standard Facility Report for any subsequent venues (if applicable)

Loan requests should be submitted at least twelve (12) months prior to the opening of the exhibition.

Once receiving the request, ROM will send a letter of acknowledgement. The requesting institution will be provided with loan conditions and object requirements. They may also be asked to provide additional information throughout the process.

All loan requests are subject to an internal approvals process which includes a review of the requested objects to ensure their availability for the proposed period, suitability for the proposed project, physical integrity to withstand transit, handling and exhibition. Immunity from seizure may be required in certain circumstances. The approval process also includes a review of the requestor’s Facility Report and other aspects of the loan request. All loans are subject to approval in accordance with ROM’s loans policy.

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. This loan agreement between ROM and the borrower outlines all conditions, obligations and expectations with regard to the loan and loan material.

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