Loan for exhibitions

One of the main objectives of the Sancho el Sabio Vital Fundazioa Foundation is to guarantee access to and dissemination of its collections as a means of cultural, social and economic enrichment. For this reason, it collaborates in exhibitions organised by other Basque institutions and groups, temporarily lending works and materials from its bibliographic, documentary and archival collection to complement and document other collections and expressions of Basque cultural heritage.

The loan of documentary collections for exhibitions is a way of contributing to the wider dissemination of the Basque cultural heritage preserved by the Sancho el Sabio Vital Fundazioa Foundation. The Foundation establishes the following procedure for the loan of documentary heritage collections for external exhibitions:

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1. Request for loan by the requesting institution, by means of a letter addressed to the Management of Fundación Sancho el Sabio Vital Fundazioa, which must be received at least 3 months before the opening date of the exhibition. This request must include the following identifying details: title of the exhibition, requesting institution and name and address of the person in charge.
The loan of any work shall be subject to scientific or technical considerations and in any case subject to the state of conservation of the work, which must be assessed by the Foundation.

2. A report detailing the purpose and content of the exhibition, specifying, in any case, the following points:

• Reason for the exhibition and the opportunity to include the requested works in the exhibition.
• Complete list of the works requested, for which the details of the references published in the online catalogue must be provided (call number, author, title, publication or printing details, volume number, year/month/day and number in the case of periodicals, pages, in the case of articles, ...).  The Foundation reserves the right to request their inclusion in the exhibition credits when their participation exceeds 20% of the total number of works exhibited in the exhibition. Applications in which the works are not fully identified will not be authorised.
• Venue and dates of the exhibition, and opening and closing dates. Any change of venue and/or dates must be communicated in due time to the Management of Fundación Sancho el Sabio Vital Fundazioa, who must expressly authorise the aforementioned changes. 
• Information on the environmental conditions of the rooms and a plan of the same, specifying: relative humidity and temperature values, light intensity (lux) and characteristics of the lighting planned for the room and display cases, and a description of the air conditioning and lighting infrastructures that guarantee the required conditions for the conservation of the Heritage collections. The Foundation may request for certain works, due to their value or condition, special conservation conditions related to the characteristics of the display case (individual, air-conditioned, etc.).
• Security conditions. An insurance contract must be signed between the parties.
• Details of the transport and assembly companies.

3. Duration of exhibitions: the loan will be for one venue only, only one roaming will be authorised. The books may be open on the same page for a maximum of 90 days. Once this period of time has elapsed, the page will be changed, which must always be done by a courier from Sancho el Sabio Fundazioa. The loan period of a single work will not exceed 180 days (6 months) of effective exhibition per year. Once this period has elapsed, the works may not be loaned for 4 years. In the case of drawings, 19th century photographs, one-page manuscripts and handwritten maps, they may only be loaned for a maximum of 90 days.

4. Loan agreement: a loan agreement will be signed between the parties, which will include the information mentioned in the previous points.