Form 3135-0094 Arts and Artifacts Indemnity Program International Indem

Arts and Artifacts Indemnity Program
International Indemnity

OMB 3135-0094
Exp. xx/xx/xxxx

CFDA Number: 45.201
Funding Opportunity Number: 2017FCAH01

How to Apply
Please read these instructions carefully before completing your application. No
indemnification agreement may be entered into unless a completed application has
been received in accordance with the provisions of Public Law 94-158 (20 USC 973).
Only applications that provide thorough answers to each question can be considered for
a Certificate of Federal Indemnity.
If you have questions about eligibility, the content of your application, or the Indemnity
Program in general, contact:
Patricia Loiko
Indemnity Administrator
National Endowment for the Arts
Telephone: 202-682-5541
Fax: 202-682-5721
E-mail: [email protected]

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Laura Bramble
Assistant Indemnity Administrator
National Endowment for the Arts
Telephone: 202-682-5035
Fax: 202-682-5721
E-mail: [email protected]

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How to Prepare and Submit Your Application for Indemnity
Applicants must submit applications electronically through Grants.gov, the federal
government’s on-line application system. The Grants.gov system must receive your
validated and accepted application no later than 11:59 p.m., Eastern Time, on the
deadline date (September 15, 2016 for Certificates of Indemnity that may be issued as
early as January 1, 2017).
We strongly recommend that you submit by September 5, 2016 to allow time to resolve
any problems you might encounter.
In addition to the material you submit through Grants.gov, you must submit visual
documentation. You will upload these materials electronically through the NEA
GrantsOnline™ System (NEA-GO), which is administered for the NEA by the Western
States Arts Federation (WESTAF). Details on this process are found at the end of these
instructions.
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Register or Renew/Verify Your Registration with Grants.gov
NOTE: Grants.gov has implemented security requirements for its use. Applicants
are required to change their passwords every 60 days. See www.grants.gov for
more details.
It is your organization's responsibility to create and maintain a regularly updated
registration with Grants.gov. This includes registration with the System for Award
Management (SAM), where your organization's information must be renewed
annually. Finalize a new, or renew an existing registration at least two weeks
before the application deadline. This should allow you time to resolve any issue that
may arise with Grants.gov or SAM. Failure to comply with these requirements may
result in your inability to submit your application.
If your organization is not yet registered, go to Grants.gov's Get Registered. Allow a
minimum of two weeks for this multi-step, one-time process. If your organization already
has registered, renew your registration with SAM and verify that your registration with
Grants.gov is current.
If you have problems with registration:
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SAM Assistance Center: call 1-866-606-8220, send a message through the website
at www.sam.gov, or see the information posted on the SAM website at Help.

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Grants.gov Contact Center: call 1-800-518-4726, e-mail [email protected], or
consult the information posted on the Grants.gov website at Support. The
Grants.gov Contact Center is available 24 hours a day, 7 days a week.

Maintain documentation (with dates) of your efforts to register or renew at least two
weeks before the deadline.
You do not need to complete the registration process to download the application
package and to prepare your material. However, you will need your Username and
Password that you obtain during the registration process to submit your application.

Prepare your application materials
1. Verify your software.
You must have a version of Adobe Reader (a small, free software program)
that is supported by Grants.gov installed on your computer before you
download your application package from Grants.gov. Non-compatible versions
of Adobe Reader or other Adobe products will lead to errors and prevent you from
submitting your application. If more than one computer will be involved in the
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preparation of the application package, ensure that the same version of Adobe
Reader is used on each.
Go to “Download Software” to see the compatible versions of Adobe Reader and,
where necessary, to download and install the appropriate Adobe Reader software.
Please see important information about versions of Adobe Reader DC here.
2. To apply under the September 15, 2016 deadline, click on the DOWNLOAD link
below to go to the application package on Grants.gov.
DOWNLOAD
Funding Opportunity Number: 2017FCAH01
This will bring you to the “Selected Grant Applications for Download” screen.
Download the application package and follow the instructions below. It is not
necessary to download the instructions from Grants.gov as you will merely be
directed back to the instructions in this document.
If you have a compatible version of Adobe Reader and experience difficulty
downloading the application package, try using a different Internet browser.
Do not open a Grants.gov “Workspace” environment to create, prepare, or submit
your application materials.
3. When you download the application package, the Grants.gov "Grant Application
Package" screen will open. Click on the "Save" button at the top of the form and
save the application package to a location on your computer or network where
you can find it readily. Save your application each time you work on it. You will get
the message "The file already exists. Replace existing file?" Click "Yes" to ensure
that you always save the most recent version.
4. Open the application package. In the “Application Filing Name” box, enter your
organization’s legal name.
You can access each Mandatory form by clicking on it OR you can scroll down your
screen and you will come to each form in succession.
These forms are:
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Application for Federal Domestic Assistance/Short Organizational Form (SF-424)

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Attachments Form, to which you will attach:
- Attachment 1: Indemnity Narrative, including floor plans, facility reports, etc.
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- Attachment 2: Identification and U.S. Dollar Value of Non-United States-Owned
Objects Requested for Indemnity
- Attachment 3: Identification and U.S. Dollar Value of United States-Owned
Objects Requested for Indemnity
- Attachment 4: Identification of Objects Not Requested for Indemnity
5. Complete the application based on the instructions outlined below.

Instructions for the Application for Federal Domestic Assistance/Short
Organizational Form (SF-424)
NOTE: All asterisked (*) items and yellow fields on this form are required and must be
completed before you will be able to submit. Do not type in all capital letters. Enter
information directly into the form; do not copy from an old application or other document
and paste into the form. Items 1 and 2 have been pre-populated. Item 3, Date
Received, will be filled in automatically with the date that you submit your application;
leave this field blank. Item 4 has been pre-populated.
SF-424 Question 5. Applicant Information:
a. Legal Name: Enter the legal name of the U.S. nonprofit organization or
government entity applying for indemnity as it appears in the current IRS
501(c)(3) status letter or in the official document that identifies the organization
as a unit of state or local government, or as a federally recognized tribal
community or tribe. If an exhibition is being shown at several venues, one
organization should apply on behalf of all participants. The Federal Council on
the Arts and the Humanities requires that the applicant must have previously
organized at least one museum-caliber exhibition containing objects borrowed
from one or more non-U.S. public and/or private collections.
b. Address: Use Street 1 for your street address or post office box number,
whichever is used for your U.S. Postal Service mailing address. Street 2 should
be used only when a Suite, Room Number or other similar information is a
necessary part of your address. In the Zip/Postal Code box, enter your full 9-digit
zip code (you may look it up at www.usps.com/zip4/).
a.
c. Type of Applicant: Select the item that best characterizes your organization
from the menu in the first drop down box. Additional choices are optional.
d. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number
that was assigned by the Internal Revenue Service; do not use a Social Security
Number.
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e. Organizational DUNS: All organizational applicants for federal funds must
have a DUNS number, which is recognized as the universal standard for
identifying organizations worldwide. The number that you enter here must agree
with the number (either 9 or 13 digits) that you used with the SAM as part of the
Grants.gov registration or your application will not be validated by Grants.gov
and will be rejected.
f. Congressional District: Enter the number of the Congressional District where
the applicant organization is located. Use the following format: two-character
State Abbreviation-three-character District Number. For example, if your
organization is located in the 5th Congressional District of California, enter "CA005." If your state has a single At-Large Representative or your territory has a
single Delegate, enter your two-digit state/territory abbreviation and “-000.” If you
need help, visit the House of Representatives website at www.house.gov and
use the "Find Your Representative" tool.
SF-424 Question 6. Project Information:
a. Project Title: Enter the title of the exhibition.
b. Project Description: In two or three brief sentences, provide a concise
description of your exhibition. Include the subject matter, type of objects to be
included (paintings, sculpture, manuscripts, etc.), those responsible for
organizing the exhibition, and catalogue author(s).
NOTE: This field on the form has a character limit of 1,000, including spaces. Even if
you have less than 1,000 characters, Grants.gov may translate special charges (e.g.
apostrophe, question mark) in a way that will cause your application to be rejected. We
strongly encourage you to write a succinct project description and double check the
number of characters.
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for
the total period for which you are requesting indemnity coverage (this is usually
one month prior to the public opening, and one month after the public closing, of
the exhibition; if additional time is needed, justify the extended dates within the
narrative, Question 1). The indemnity time period begins on the date that
condition reports are prepared and signed, typically prior to initial packing at the
lender premises, and may include the time objects are in transit and while on
exhibition. Indemnity coverage ends on the date that condition reports are
completed upon return to the location designated by the lender, or as determined
by the Federal Council.
Note: The Federal Council rarely approves coverage for a total indemnity period
greater than two years.

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SF-424 Question 7. Project Director: Enter the name for the person responsible for
organizing the exhibition. Select a Prefix (e.g., Ms., Mr.) even though this is not a
required field.
SF-424 Question 8. Primary Contact/Grant Administrator: Enter information for the
person who should be contacted on all matters involving this application and the
administration of an indemnity agreement that may be awarded. Select a Prefix even
though this is not a required field. If this individual is the same as the Project Director,
you may check the "Same as Project Director" box.
SF-424 Question 9. Authorized Representative: Enter information for the Authorized
Organization Representative who will submit this application to Grants.gov. The AOR
must have the legal authority to obligate your organization. If the Primary Contact/Grant
Administrator is the same as the AOR, complete all items under both 8 and 9 even
though there will be some repetition.
By clicking the "I Agree" box at the top of Item 9, this individual certifies that:
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Information contained in this application, including all attachments and supporting
materials, is true and correct.
Valuations for objects requested for indemnity are accurate and represent current
fair market values to the best of his/her knowledge.
Dated loan agreements, including U.S. dollar valuations and agreement to
federal indemnity, will be in his/her hands prior to completion of the first condition
report of each indemnified object to start the indemnity period.

The "Signature of Authorized Representative" and "Date Signed" boxes will be
populated by Grants.gov upon submission of the application.

Instructions for the Indemnity Narrative (Attachment 1 of the Attachments Form)
How to Use the Attachments Form
Use the Grants.gov Attachments Form to attach your Indemnity Narrative. You can
create your narrative using any word processing software.
Please follow these instructions:
1. Label all pages clearly with your organization’s legal name and “Indemnity
Narrative.” No page format should exceed 8 1/2 x 11 inches. Do not reduce type
below 12-point font size. Do not type in all capital letters. Number pages
sequentially.
2. Convert your file to PDF before attaching, which allows you to preserve the
formatting of your document so it can be presented to reviewers exactly as you
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intend.
3. Name your file before you attach it. The name of the file should indicate the
name of your organization or a recognizable acronym followed by “Indemnity
Narrative” (e.g., “ABCOrganizationIndemnityNarrative.pdf"). Limit file names to
50 characters and use only the following characters when naming your
attachments: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, and period. You
cannot change the name of a file on the Attachment Form. Therefore make
certain that each file is named correctly before you attach it. If you use special
characters, your application may be rejected.
4. When you open the Grants.gov Attachments Form, you will find 15 attachment
buttons, labeled "Attachment 1" through "Attachment 15." Incorporate ALL
materials, including facility reports and floor plans, and as applicable charts,
diagrams, etc., into the Narrative, and attach to Attachment Button 1 (do not use
buttons 5-15); see instructions for Questions 12 (Attachment 2), 13 (Attachment
3), and 14 (Attachment 4), below. Click on this button and you will be able to
choose the file from your computer that you wish to attach.
5. If you try to view your attachment by clicking the "View Attachment" button on the
Attachments Form but are unsuccessful, check the bottom of the screen for the
message: "Pop-ups were blocked on this page." If you see this message, press
"Ctrl" and "View Attachment" to see the attachment.

Attachment 1: INDEMNITY NARRATIVE
Your narrative must address each of the following items. Use the boldfaced
numbers and headings below to organize your response.
1. Title, Place(s) and Dates of Exhibition
(a) Include the exhibition title, and specific venue, city, state, and country, and dates,
where and when it will be viewed. If indemnity coverage is requested to begin or
end at a site other than the lender premises, indicate specific site and dates. If
indemnified objects will be placed in storage at any time during the indemnity
period, give dates and the facility to be used, and within the applicable Narrative
sections fully describe how objects will be cared for and protected (the Federal
Council may determine storage periods to be ineligible for indemnity coverage).
(b) Explain if indemnity coverage is requested for specific time periods only (i.e. to
begin with condition reports at the first venue but not include inbound transit).
NOTE: The Federal Council generally limits indemnity coverage for a single
exhibition to five venues (or fewer, depending upon the type and condition of the
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objects) and/or two years or less. The Federal Council requires that participating
venues must have previously organized or hosted at least one museum-caliber
exhibition, with loans from public and/or private collections. Indemnity should not be
requested for inaugural exhibitions in new buildings or substantially renovated
spaces.
NOTE: Report modifications of the exhibition title and/or dates that occur after
application submission to the Indemnity Administrator, even if the change is
applicable to individual venues.

2. Total Number and Value of Objects Requested for Indemnity
(a) Total current U.S. dollar lender value of all objects requested for indemnity.
(b) Total number and U.S. dollar lender value of non-U.S.-owned objects requested
for indemnity.
(c) Total number and U.S. dollar lender value of U.S.-owned objects requested for
indemnity.
(d) Estimate of private/commercial insurance premium which would be required to
cover objects requested for indemnity, if indemnity was not approved.
(e) Source of the insurance premium estimate.

3. Total Number and Value of the Entire Exhibition
(a) Total current U.S. dollar valuation for all objects in the entire exhibition (include
objects requested for indemnity, and objects not requested for indemnity).
(b) Total number of objects in the entire exhibition.

4. Exhibition Significance
(a) State the significance and the educational, cultural, historical, and/or scientific
value of the objects requested for indemnity, and for the entire exhibition.
(b) Explain how the risk to the objects is justified by the purposes of the exhibition.
(c) Provide the name of the organizer, and the name and title of the curator
responsible for the exhibition at each venue.
(c) Indicate if there will be a catalogue or publications and name the author(s).
(e) Describe related public activities planned in conjunction with the
exhibition at each venue.
If coverage is requested for non-U.S.-owned and U.S.-owned objects, demonstrate
that the non-U.S.-owned objects are integral to the exhibition as a whole. This
information is essential for the Federal Council to evaluate the significance and
value of objects to be indemnified and their relationship to the exhibition.

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5. Packing, Shipping, Environmental, and Security Arrangements for Objects
Requested for Indemnity

IMPORTANT: NOTE ON IMMUNITY FROM SEIZURE
Public Law 89-259 and Executive Order 12047 authorizes the Department of State to
issue notices in the Federal Register to immunize certain cultural objects from seizure
by judicial process. The objects must be imported into the United States pursuant to an
agreement between the non-U.S. owner or custodian and a U.S. cultural or educational
institution for a non-profit exhibition or activity. Prior to publication of the immunity
notice, the Department of State must determine that the exhibition of objects is in the
national interest, and that the objects are of cultural significance. The Federal Council
strongly recommends applying for this protection for all international exhibitions.
To obtain further information, or to apply for such protection, contact:
Office of the Legal Advisor for Public Diplomacy and Public Affairs
United States Department of State
301 Fourth Street, S.W.
Washington, D.C. 20547
202-453-8050
www.state.gov
NOTE: If a Certificate of Indemnity is awarded it will be based primarily on details
provided in Question 5. The indemnitee must notify the Indemnity Administrator IN
ADVANCE to any change affecting the time period, list of objects, arrangements for
packing, shipping, handling, installation, environment, security, storage, etc. as
stated herein or subsequently submitted, for approval by the Federal Council before
an awarded Certificate can be amended. The Federal Council will NOT be
responsible for loss or damage to an indemnified object occurring as a result of an
unauthorized change.
Indemnity is intended to cover objects in exhibitions for which the most professional
and thorough care in packing, shipping, climate control, and security arrangements
is provided. This section is a critical part of the application and will be examined very
closely. If coverage is requested for both non-U.S. and U.S.-owned objects, describe
arrangements for the non-U.S. first, followed by the U.S. For these arrangements to
be assessed it is essential that you state as completely as possible the policies,
procedures, techniques, and methods to be employed with respect to the following
categories (use the headings below to organize your response). Include descriptive
charts, diagrams, and illustrations as applicable.
NOTE: Indicate if objects will not be exhibited at all venues (this may be noted on
the lists for Questions 12 and/or 13), and provide applicable logistics.

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NOTE: At the end of the Narrative include a current facility report for each venue,
off-site storage facility or other location (other than the lender) that may be utilized
regardless of the length of time indemnified objects will be located there during the
indemnity period.
NOTE: When objects are specifically identified within the narrative, include their
corresponding numbers from lists 12 and 13.
(a) Packing arrangements at premises designated by the lender(s).
1. Provide name of the institution and/or company responsible for the initial
packing and crating from the location designated by the lenders, and fully
describe all interior and exterior packing and crating specifications (materials
and methods), especially for each type of object (these may differ by lender).
2. Confirm that crates will acclimatize for at least 24 hours before unpacking at
each location.
3. Confirm that pack/crate notes, with applicable photographs, will be recorded
upon initial unpacking at the first venue and will be shared with participating
venues.
4. Describe the location and conditions where empty crates/packing materials
will be stored during the exhibition, including environmental statistics
(depending on conditions, the Federal Council may require that empty crates
acclimate to exhibition gallery conditions for 24-48 hours prior to packing).
(b) Shipping and security arrangements during transport.
NOTE: The Federal Council requires that each conveyance vehicle containing
indemnified objects be accompanied by a courier on board. Vehicles must never
be left unattended.
Generally, shipment of objects by "hand carry" is not approved.
DO NOT INCLUDE DATES OF TRAVEL FOR SHIPMENTS/COURIERS.
1. Fully describe the shipping and security arrangements for the objects during
transport, including the initial assemblage, transfer between sites, and return
to the lenders.
2. Provide names of shipping companies (if using a coordinator, forwarder or
sub-contractor also provide the names of companies operating the vehicles in
which the objects will be transported), and conveyance vehicle specifications
(i.e. dual driver, environmental controls, alarms, GPS, etc.), to be used for all
shipments.
3. For air travel provide anticipated airlines (but not flight numbers) and airports
to be used, names of shipping/customs companies and their duties, and
confirm tarmac supervision for all flights.
4. Describe TSA screening location and procedures (methods, equipment, etc.)
for cargo departing on passenger flights from U.S. airports.
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5. Provide anticipated titles/positions of couriers, and confirm that couriers will
ride on board each conveyance vehicle.
(c ) Packing and shipping arrangements for fragile objects (see also 12(B) NOTE).
For objects considered to be fragile and/or vulnerable to the hazards of loan,
such as large and/or heavy works, oil on wood panel paintings, or objects
comprised of multiple media:
1. Give accurate descriptions of present conditions, including name and
qualification of person(s) responsible for making the assessment, and your
means of verifying the satisfactory condition of these objects prior to the initial
packing.
2. Describe special precautions to be taken for packing, shipping, handling, and
installation to minimize the risk of damage.
3. For objects with one or more dimension beyond 120 inches, explain if they
disassemble to under 120 inches (give number of sections and size of each)
for packing, crating, transit, and installation, and provide specific details as
applicable.
5. For oil on wood panel paintings, describe climate conditions at the lender
premises as known, and how the environment will be maintained throughout
the indemnity period.
(d) Condition reports.
NOTE: All condition reports must be made during the indemnity period.
Submission of condition reports with the application is not required. However, an
applicant is encouraged to provide a condition report for an especially fragile
object as evidence of its stability. In the event of a claim for loss or damage
condition reports must be available immediately for inspection by the Federal
Council.
If a Certificate of Indemnity is awarded, the indemnitee is responsible for
confirming the stability of the objects for travel and, if necessary, to assure the
Federal Council at any time during the indemnity period that conditions of objects
correspond to the initial condition reports.
1. Confirm if a qualified professional has determined that objects are able to
withstand the rigors of packing, shipping, and installation.
2. Indicate provisions for providing condition reports at the following points,
giving the name and/or title of the person(s) responsible for filing the report:
2i. Immediately prior to packing and shipping from the location of lender.
2ii. Immediately upon delivery, after 24 hour acclimatization, and inspection at
each venue.
2iii. Immediately prior to packing and shipping from each venue.
2iv. Immediately prior to packing and return shipping to location of lender.
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2v. Immediately upon delivery, after 24 hour acclimatization, and inspection at
location of lender.
3. If storage facilities will be used, indicate provisions for providing condition
reports, as applicable.
(e) Climate control conditions (at exhibition venues and storage facilities).
Facility reports will be used as reference only. For each venue (include
specific places in the building where indemnified objects will be located), and at
each storage facility, provide:
1. Specifications of the type, operation, and maintenance oversight of the
climate control equipment.
2. Temperature: degrees in Fahrenheit and average 24-hour ranges.
3. Relative humidity: percentage(s) and average 24-hour ranges.
3i.Method to maintain RH in display cases, vitrines, etc., as applicable.
4. Light levels: maximum level in foot-candles to be set for each object
type.
5. Special precautions to be taken for objects susceptible to damage as a result
of fluctuations or extremes in humidity, temperature and/or lighting (such as
wood, furniture, works on paper, etc.).
NOTE: For objects considered light sensitive the Federal Council recommends
that light levels not exceed ten foot-candles.
(f) Security arrangements (at exhibition venues and storage facilities).
NOTE: The Federal Council requires human presence 24-hours/7-days inside
buildings where indemnified objects are located.
Each approved participating venue must submit to the Indemnity Administrator a
letter from its Chief of Security, endorsed by its Director, within 30 days
preceding the opening of the exhibition at that venue, to certify that security
arrangements remain as stated in the approved application or as subsequently
submitted and approved.
Facility reports will be used for reference only. For each venue (include
specific places in the building where indemnified objects will be located), and at
each storage facility, describe:
1. Number of guards assigned to this exhibition area while the exhibition is open
to the public.
AT THE END OF THE NARRATIVE INCLUDE A FLOOR PLAN of the
exhibition galleries for each venue, indicating anticipated guard placement
and their possible line of sight to indemnified objects.
2. Number of guards on duty in the building 24/7 while the exhibition is not open
to the public.
3. How galleries will be protected, and if a guard will be present at each gallery
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entrance to restrict access, during installation and de-installation.
4. Electronic surveillance and monitoring.
5. Fire protection measures, including if exhibition galleries and storage areas
have wet or dry sprinklers.
6. Installation plans, and related security, for objects by type/size/weight, etc.
Also include:
6i. general and specialized installation equipment to be used.
6ii. security hardware such as hanging rods, screws, alarms, and vitrines,
stanchions, pedestals, barriers (for each type of obstacle provide
anticipated depth in inches between the outermost projection of objects
and public reach), etc., to be used.
6iii. other protective measures, especially to mitigate against seismic activity.
(g) Transit limit per conveyance (vehicle) of transportation.
NOTE: The Federal Council generally permits a maximum of $80 million of
indemnified value per conveyance. In special circumstances, approved limits
may be less than, or more than, $80 million. An applicant may request a waiver
of up to $100 million of indemnified value per conveyance, and should provide
justification for the request beyond that of financial relief. Value in excess of the
amount indemnified must be insured by the indemnitee or other party.
1. Indicate the maximum value of indemnified objects to be transported in a
single conveyance (vehicle) of transportation.
(h) Government Regulations, as applicable.
1. Indicate if, and by whom, application will be filed for immunity from judicial
seizure through the U.S. Department of State.
2. Indicate if, and by whom, application will be filed for CITES permits through
the U.S. Department of the Interior, Fish and Wildlife Services.
3. Describe, and indicate if, and by whom, additional permissions will be filed, as
may be required.

6. Other Insurance Arrangements
NOTE: The maximum limit of indemnity coverage per exhibition is $1.8 billion.
The Arts and Artifacts Indemnity Act provides for a deductible per exhibition of:
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$15,000 for up to $2 million in indemnified value;
$25,000 over $2 million up to $10 million in indemnified value;
$50,000 over $10 million up to $125 million in indemnified value;
$100,000 over $125 million up to $200 million in indemnified value;
$200,000 over $200 million up to $300 million in indemnified value;
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$300,000 over $300 million up to $400 million in indemnified value;
$400,000 over $400 million up to $500 million in indemnified value;
$500,000 over $500 million in indemnified value.

(a) State the insurance or other arrangements, including name(s) of the
insurance company, to cover the deductible and any value in excess of the
amount approved for indemnity.

7. Financial Arrangements
(a) List the source(s) of assured or anticipated support to be used to cover the
general expenses of organizing the exhibition.
(b) Describe the nature and amount of loan fees or other contractual arrangements
in excess of $10,000 for the entire exhibition with lenders to the exhibition or with
foreign governments representing lenders.

8. Previous Losses/Damages
(a) Describe any loss or damage over $5,000 to permanent collection or borrowed
objects (whether or not a claim was filed) incurred by the applicant, a
participating venue, and/or storage facility named herein, during the three years
prior to this application.
For each loss/damage include:
1. Location and date of the event.
2. Nature and cause.
3. Description and appraised value of the object(s) before and after the event.
4. If litigation determined blame or negligence.
5. Measures taken to prevent reoccurrence.
Note: Should loss and/or damage be incurred by the applicant, a participating
venue, and/or storage facility after this application is submitted, notify the Indemnity
Administrator immediately.

9. Accreditation by American Alliance of Museums (AAM)
NOTE: Accreditation is not required to receive an indemnity. However, if an
applicant or participating venue is not accredited, the Federal Council reserves the
right to request a statement from that venue describing its procedures for handling
loss or damage, or other pertinent information.
(a) State if each participating venue is accredited by AAM, and date of last
accreditation.

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10. Exhibitions Outside the United States
The Arts and Artifacts Indemnity Act permits U.S.-owned objects to be indemnified
while on exhibition outside the U.S., preferably when they are part of an exchange of
exhibitions between a foreign country and the U.S.
For exhibitions from the U.S. on exhibition abroad, priority will be given: 1) if an
exchange of exhibitions is planned, and 2) if the responsibility for indemnity will be
shared between the U.S. and foreign institution(s). An exchange of exhibitions can
be conceived and planned concurrently by the U.S. and foreign institutions, or
created in response within five years (i.e., the time lapse between the end of the first
exhibition and the beginning of the second should not exceed five years). Both
exhibitions should be of comparable importance.
a) If this exhibition will take place outside the U.S., describe in detail the nature of
the exchange, information about the exhibition being shown in the U.S., and any
other insurance arrangements.
b) If no exchange is planned, explain if the country in which this exhibition is to be
shown have an indemnity program.
If a single exhibition contains objects U.S.-owned and non-U.S.-owned, and is to be
shown at sites both in the U.S. and abroad, indemnity can be requested for the U.S.owned and non-U.S.-owned objects while on exhibition in the U.S., and for the U.S.owned objects only while on exhibition abroad. However, priority for coverage will be
given to joint exhibitions in which the responsibility for indemnity is shared by the
U.S. and foreign institutions.
c) If this application is for coverage of a single exhibition, with non-U.S.- and U.S.owned objects on exhibition in the U.S., and U.S.-owned objects on exhibition
abroad, include a statement to that effect in Question 6(b) of SF-424, and:
i.

Include all relevant application information (e.g. places and dates of
exhibition; packing, shipping, security, environmental information;
provision of condition reports, facility reports, floor plans, etc.) for all
venues in the appropriate application questions of the Narrative.

ii.

Include Question 12 (Identification and Valuation of Non United StatesOwned Objects Requested for Indemnity) for coverage of non-U.S.-owned
objects while on exhibition in the U.S.; and Question 13 (Object
Identification and Valuation for United States-Owned Objects Requested
for Indemnity) for coverage of the U.S.-owned objects while on exhibition
in the U.S. and abroad.

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Note: indemnity under these guidelines does not cover exhibitions consisting solely
of U.S.-owned objects on exhibition in the U.S., or solely of non-U.S.-owned objects
on exhibition abroad.

11. Third Party Opinion of Lender Value For Objects Requested for Indemnity
The applicant must have lender values assessed by experts other than staff of the
applicant, participating venues, lenders, or anyone directly involved with the
exhibition. An expert may be, for example, personnel of an auction house or dealer,
or an outside curator unaffiliated with the exhibition. If requested objects are of two
or more types, cultures, time periods, etc., it may be necessary to consult more than
one expert (they do not need to be from the same source). The Third Party 1) may
agree with the lender value as fair market value, or 2) may believe the lender value
is lower than fair market value, or 3) may believe the lender value is higher than fair
market value. If the Third Party does not concur with the lender value he/she should
suggest an alternate value. State the Third Party’s opinion of the values in the
Identification and U.S. Dollar Value of Objects Requested for Indemnity
(Attachments 2 and 3, and as applicable, 4); see instructions, below.
(a) Provide the name and title for each expert and a brief statement that establishes
his/her expertise and qualifications (see Question 12(g)).
NOTE: In no case will an approved indemnified value exceed the lender value.

Instructions for the Question 12: "Identification and U.S. Dollar Value of NonUnited States-Owned Objects Requested for Indemnity” list (Attachment 2 of the
Attachment Form), Question 13: "Identification and U.S. Dollar Value of United
States-Owned Objects Requested for Indemnity” list (Attachment 3 of the
Attachment Form), and Question 14: "Identification of Objects Not Requested for
Indemnity” list (Attachment 4 of the Attachment Form):
Use the Grants.gov Attachments Form to attach your listings, following these
instructions:
1. Submit Attachments 2, 3, and 4 as separate MS Excel spreadsheet files as
specified in sections 12, 13, and 14, below. Do not convert spreadsheets into
PDF format. Use Arial, 12-point font size. Do not type in all capital letters. Do not
insert numerical formulas into spreadsheets. Pages should appear in
LANDSCAPE format to fully fit onto an 8 1/2 x 11 inch sheet.

2. Name your file before you attach it. The name of the file should indicate the
name of your organization or a recognizable acronym followed by “Attachment 2"
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or "Attachment 3 or 4" (e.g., “ABCOrganizationAttachment2.xlsx"). Limit file
names to 50 characters and use only the following characters when naming
your attachments: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, and period.
You cannot change the name of a file on the Attachments Form. Therefore make
certain that each file is named correctly before you attach it. If you use special
characters, your application may be rejected.
3. When you open the Grants.gov Attachments Form, you will find 15 attachment
buttons, labeled "Attachment 1" through "Attachment 15." Attach "Attachment 2"
to Attachment Button 2; likewise, attach "Attachments 3 and 4" to Attachment
Buttons 3 and 4. Click on the button(s) and choose the file from your computer
that you wish to attach.
4. If you try to view your attachment by clicking the "View Attachment" button on the
Attachments Form but are unsuccessful, check the bottom of the screen for the
message: "Pop-ups were blocked on this page." If you see this message, press
"Ctrl" and "View Attachment" to see the attachment.

12. Attachment 2: Identification and U.S. Dollar Value of Non-United StatesOwned Objects Requested for Indemnity
NOTE: Country of ownership is determined by the residence of the legal lender and not
by the location of the object.
Provide a numbered list of all objects for which indemnity is requested in spreadsheet
LANDSCAPE format. Follow this template, using only these column titles and row
numbers (information must match information provided with the visual documentation;
see instructions for Electronic Submission of Visual Documentation, Visual
Documentation Preparation, below):
A

B

Number

Object
Type

C

D

Object
Lender
Description

12.1

12.2,
etc.

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E
Lender
Value

F

G

H

Source of
Lender
Valuation

3rd Party
Opinion
Value

Source of
3rd Party
Opinion
Value

NOTE: The applicant determines the order of the list (by lender, lender location,
artist, theme, etc.).
Include the following information for each object:
(a) Number: Start with number 12.1 and number consecutively. This number must
match the number for the same object in the visual documentation that you
submit, and also where the specific object is described within the narrative text.
(b) Object Type: For example, painting, drawing, photograph, ceramic, sculpture,
furniture, jewelry, textile, scientific instrument, manuscript, etc.
Indemnity does not consider auxiliary materials, such as frames, cases, mounts,
etc. unless specifically itemized and for which full details, value, and image are
submitted.
NOTE: For concern of risk, the Federal Council is generally opposed to
indemnifying oil on copper paintings, objects containing pastel, chalk, charcoal,
lacquer, certain types of glass (including enamels), works on parchment or
vellum, marquetry, frescoes, and other fragile objects. Oversized objects
(exceeding 10 feet/120 inches in any direction, or of an excessive weight) and oil
on wood panel paintings will be reviewed on a case by case basis. Oil on single
wood panels larger than two feet by three feet (with one dimension no greater
than 24 inches) will not be indemnified. The Federal Council may determine that
objects be moved to the list of non-indemnified objects.
(c) Object Description: Artist name, nationality and dates, title, date, medium,
support, dimensions in inches (include HxWxD for 3-D objects), and lender
accession/inventory number. If the borrower does not agree with a lender's
attributions, explain.
Indicate if an object contains more than one part (e.g., a pair of earrings). If an
object is described as a pair or set, it is the applicant's responsibility to advise the
lender of the Federal Council's policy regarding loss of a part of a pair or set (see
Clause 7 of the Certificate of Indemnity).
In addition:


For objects directly on or mounted onto panel, wood or board, include the type of
wood.



For collages and mixed media, identify the medium/materials (and support, if
applicable) of each element.

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

For manuscripts and sketchbooks, indicate the entire number of pages, and the
number and size of illuminations or illustrations. Give page number(s) to be
exhibited.



For books, give the number and date of the edition and, if possible, the rarity
(e.g. the number of known copies), and describe annotations or associations.
Give page number(s) to be exhibited.



For prints and photographs, give the date of the print, indicate if the print was not
made by the artist or photographer, and note if it is the only state, or which state
it is, if known.



For large and/or particularly heavy objects, give the weight in pounds.

(d) Lender: Full name, city, state, and country of location or residence of the legal
owner. Private lenders must be identified by name, city, state, and country of
residence, even if represented by an agent on their behalf (i.e. if a gallery or
dealer is listed as owner but is acting on behalf of the owner, the owner and
place of residence must be included). Objects owned by a curator associated
with this exhibition must be listed under Question 14 “Identification of Objects Not
Requested for Indemnity” (Attachment 4).
NOTE: Objects owned by the applicant or participating venues may not be
indemnified while on exhibition at that lender’s premises. If traveling, such
objects may be included in Questions 12 and 13 for coverage while in transit
(starting with condition reports) and/or while on exhibition at other participating
venues. Objects owned by the applicant or participating venues to be exhibited
only at that venue should be included in Question 14.
(e) Lender Value: Lender's value, converted to U.S. dollars, for each object.
NOTE: All values submitted will be considered. Value in excess of amounts
approved for indemnity must be insured by the indemnitee or other party.
Generally, for objects with lender values greater than $100 million, the Federal
Council will limit indemnity coverage to no more than $100 million per object.
Provide U.S. dollar value rounded to the nearest full dollar. Convert foreign
currency values into U.S. dollars; indemnity claims are paid only in U.S. dollars.
Reasonable currency fluctuations anticipated to occur during the indemnity
period should be reflected and justified in the valuations.
Enter the lender value. Set Excel “decimal places” to 0, to avoid including cents.
Then enter the total of these lender values in the cell directly under the last
lender value. For example, if the list ends at 12.34, enter the total value
requested in the cell under the Lender Value for 12.34. In the cell directly to the
left of this total, type the phrase “TOTAL REQUESTED INDEMNITY FOR
19

QUESTION 12. This phrase, and the total value, should be in BOLD.
NOTE: The list of objects and values is included in the Certificate of Indemnity
and will be the basis to determine the amount of a certified claim payment. All
final lender values must be provided before an approved Certificate of Indemnity
will be issued.
(f) Source of Lender Value: If value is provided by the lender, write "Lender" (do not
include a person’s name); or, if lender value is unconfirmed at the time of the
application, write name and title (e.g. John Doe, curator) of the individual
estimating a temporary value to be considered for the application until the lender
is confirmed. Values may be updated for consideration prior to the meeting of the
Advisory Panel; increased values will not be considered after the meeting of the
Advisory Panel.
(g) 3rd Party Opinion Value: Third Party opinion value rounded to the nearest full
U.S. dollar (see Question 11). Follow the instructions in (e) Lender Value, above.
(h) Source of 3rd Party Opinion Value: Name of the Third Party providing the
opinion.

13. Attachment 3: Identification and U.S. Dollar Value of United States-Owned
Objects Requested for Indemnity
NOTE: Country of ownership is determined by the residence of the legal lender and
not by the location of the object.
Using the instructions for Question 12, provide a separate numbered list, starting
with 13.1, of all U.S.-owned objects for which indemnity is requested.

14. Attachment 4: Identification of Objects Not Requested for Indemnity
This information is necessary for the Federal Council to determine the educational,
cultural, historical, or scientific value of the exhibition as a whole.
Using the instructions for Question 12, provide a separate list, starting with 14.1, of
all objects to be included in the exhibition for which indemnity is not requested.
Complete columns A-F only. For (d) Lender: if a private lender does not wish to be
identified, indicate "private lender." For (e) Lender Value: applicants are strongly
encouraged to provide U.S. dollar values for objects. This information is reviewed to
assess values given in Questions 12 and 13. Applicants who do not furnish U.S.
dollar values for objects in Question 14 may be requested to do so. Logistical
arrangements and visual materials are not required for objects not requested for
indemnity.
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Submit Your Electronic Written Application
1. Check the size of your electronic application. The total size should not exceed 10
MB.
2. To begin the submission process, click the "Save & Submit" button. This button
will not become active (and turn from light to dark gray) until you have saved your
application with all required fields completed. Clicking this button will prompt you
to save your application package one last time. When asked if you want to
replace the existing file, click "Yes." You will then be reconnected to Grants.gov
and the Internet. You will be prompted to provide your Grants.gov Username
and Password that you obtained during registration. (REMINDER: You must
have successfully completed the registration process in order to receive your
Grants.gov Username and Password.)
3. Click the "Login" button. This will bring you to the "Application Submission
Verification and Signature" screen, which provides a summary of the Funding
Opportunity for which you are applying. Click the "Sign and Submit Application"
button to complete the process. Be sure you are satisfied with your
application before you click this button. No revisions are possible through
Grants.gov once it is submitted.
If you have difficulty submitting, go to Adobe Reader Error Messages or
Applicant Resources for several tools and documents to help you.
4. Ensure that your application was validated and accepted by the Grants.gov
system. Go to Track My Application to track the validation and progress of your
application submission through Grants.gov.
You cannot make revisions to your application through Grants.gov once it is
submitted. After the application is submitted, you must inform the Indemnity
Administrator directly of changes.

Submit Your Electronic Visual Documentation
In addition to the material that you submit through Grants.gov you must submit
the visual documentation as detailed below. Your application package will not be
considered complete without it.

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You will use the NEA GrantsOnline™ System (NEA-GO), which is administered for the
NEA by the Western States Arts Federation (WESTAF). Proceed as follows:
1. Complete the Grants.gov application process as detailed above.
2. On September 28, 2016 NEA will email you the login information (URL, User
name, and Password) for accessing NEA-GO.
3. NEA-GO will open for you to submit visual documentation beginning on
September 28, 2016.
You will have until 11:59 p.m., Eastern Time, on September 30, 2016, to upload,
preview/check, and submit your visual documentation electronically.
You will access NEA-GO for detailed instructions and to upload your visual
documentation.
The NEA-GO system is optimized for use with the following web browsers: Mozilla
Firefox, Safari, and Google Chrome. Internet Explorer will also work, but you must have
at least version IE 8.
NEA staff will be available to address questions you may have.

Visual Documentation Preparation
NOTE: Prepare your visual documentation well in advance of the deadline and be
ready to upload once NEA-GO becomes available to you.
Acceptable Format
Upload images in the format described below. There is a limit of 250 MB for all of your
visual documentation combined.
Digital images
Submit images (see next) in a two separate PDF files: one PDF for the objects
requested for indemnity, and one PDF for the highlight images. Image size should be
consistent. To avoid unnecessarily large files, each image/file has a size limit of 1 MB.
NOTE: object information provided for each image must match information provided
with Lists 12 and 13; see instructions for 12 and 13. Attachments 2 and 3:
Identification and U.S. Dollar Value of Objects Requested for Indemnity, above):
Submit:
22

1.

One image per page of each object requested for indemnity, and include:


Number matching the number used in the lists for Question 12/Attachment 2
and Question 13/Attachment 3
 Artist
 Title
 Medium
 Dimensions
NOTE: DO NOT INCLUDE LENDER OR VALUE.
2.

Twelve images, one object per page, to highlight the exhibition. Preference
is that the images represent objects requested for indemnity. The applicant
determines the order of the images, which should best present the exhibition
by theme, or chronology, nature, significance, rarity, etc. The order of the
images does not need to follow the numerical order used in the lists for
Question 12/Attachment 2 and Question 13/Attachment 3.
Number the highlight images 1-12 (these are NOT the same numbers as in
the Attachment 2 and 3 lists), and include on each page:







Number matching the number used in the lists for Question 12/Attachment 2
and Question 13/Attachment 3
Artist
Title
Medium
Dimensions
NOTE: DO NOT INCLUDE LENDER OR VALUE.

Then, at the end of the PDF provide a list numbered 1-12, and for each number
include:








Number matching the number used in the list for Question 12/Attachment 2
and Question 13/Attachment 3
Artist
Title
Medium
Dimensions
NOTE: DO NOT INCLUDE LENDER OR VALUE.
Up to three CONCISE sentences describing the object, such as its
importance to the exhibition, or to the artist's oeuvre, etc.

Visual Documentation Information
When you upload the PDFs electronically, you will find a descriptive field into which you
will have the option of entering information into a Title and Description box. Since you
have already included detailed information with each image in the PDFs, each
23

descriptive field for the file should provide a brief overview of the group of images as a
whole.
NOTE: Do not use an apostrophe in the Title box (if you do, your item will not upload).

**********************************REPORTING BURDEN**********************************
The public reporting burden for the collection of information is estimated to average 45
hours per response, including the time for reviewing instructions, searching existing
data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information. The Federal Council on the Arts and the
Humanities welcomes suggestions on improving the instructions and ease of use. Send
comments regarding this burden estimate or other aspects of this collection of
information to Patricia Loiko at the address above. Applicants are not required to
respond to the collection of information unless it displays a currently valid Office of
Management and Budget (OMB) control number.

24