Form 3135-0094 Application for International Indemnification

National Endowment for the Arts
Arts and Artifacts Indemnity Program

FY2X International Indemnity Application Instructions
Table of Contents

Click a heading below to navigate directly to that section.
International Indemnity......................................................................................................... 3
Eligibility............................................................................................................................ 3
Applicant Eligibility.................................................................................................................... 3
Object Eligibility ........................................................................................................................ 4
Other Important Information ............................................................................................. 4
Apply ................................................................................................................................. 6
Application Calendar ................................................................................................................. 6
Application Part 1: Submit the Application for Federal Domestic Assistance-Short
Organizational Form (SF-424) to Grants.gov ....................................................................... 7
Step 1: Access the Application Package and Create a Workspace ........................................... 7
Step 2: Complete the Form ....................................................................................................... 7
Step 3: Submit the Form via the Grants.gov Workspace........................................................ 10
Step 4: Confirm Part 1 Application Submission ...................................................................... 11
Application Part 2: Submit items through the NEA Applicant Portal (AP) .......................... 12
Step 1: Access the AP .............................................................................................................. 12
Step 2: Upload Items into the AP............................................................................................ 13
Item 1: Indemnity Narrative ................................................................................................ 13
Narrative, Section 1. Title, Places, and Dates of Exhibition .............................................. 14
Section 2. Total Value and Number of Objects Requested for Indemnity ....................... 14
Section 3. Total Value and Number of All Objects in the Exhibition ................................ 14
Section 4. Exhibition Significance ..................................................................................... 15
Section 5. Packing, Shipping, Environmental, and Security Arrangements...................... 15
Section 6. Other Insurance Arrangements ....................................................................... 21
Section 7. Financial Arrangements .................................................................................. 21
Section 8. Previous Loss/Damage .................................................................................... 22
Section 9. Accreditation by the American Alliance of Museums (AAM) ......................... 22
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Section 10. Exhibitions Outside the United States ........................................................... 22
Section 11. Third Party Opinion of Lender Value for Objects Requested for Indemnity . 23
Formatting Guidance for Items 2-4 ..................................................................................... 24
Item 2: List of Non-U.S.-Owned Objects Requested for Indemnity with Values ................. 24
Item 3: List of U.S.-Owned Objects Requested for Indemnity with Values ......................... 26
Item 4: List of Objects Not Requested for Indemnity .......................................................... 27
Item 5: Floor Plans ............................................................................................................... 27
Item 6: Facility Reports ........................................................................................................ 27
Item 7: Visual Documentation of Objects Requested for Indemnity .................................. 28
Item 8: Visual Documentation of Exhibition Highlights ....................................................... 28
Step 3: Submit Part 2 .............................................................................................................. 30
Contact Information:
NEA Indemnity Staff: [email protected]
Access for individuals with disabilities: Contact [email protected] to request an
accommodation or an alternate format of the guidelines at least 2 weeks prior to the
application deadline.
Login.gov, SAM, and Grants.gov Help
Login.gov, SAM, Grants.gov (Part 1), and the NEA’s Application Portal (AP) (Part 2) are separate
online systems. The NEA does not have access to your Login.gov, SAM, or Grants.gov accounts.
If you need assistance with these sites, including questions regarding electronic accessibility,
contact them directly:
• Login.gov Help: Call 844-875-6446, consult the information posted in their Help Center, or
use their online form to submit a question.
•

SAM Federal Service Desk: Call 1-866-606-8220 or see the information posted on the
SAM website at SAM User Help.

•

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

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Program Overview

International Indemnity
These guidelines and instructions are for International Indemnity. U.S. nonprofit museums and
organizations planning temporary exhibitions that involve bringing works of art and/or artifacts
from abroad to the United States or sending works of art and/or artifacts from the United
States abroad may be eligible for International Indemnity coverage. International Indemnity
coverage may also extend to certain eligible items on loan from the United States while on
exhibition at other venues in the United States, if the exhibition includes other eligible items
from outside the United States which are integral to the exhibition.
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.
For information about eligibility, the content of your application, or the Indemnity Program in
general, contact: [email protected].

Eligibility
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
Indemnity.

Applicant Eligibility
The Arts and Artifacts Indemnity Act (P.L. 94-158) as amended (20 USC 971 et. seq.) authorizes
the Federal Council on the Arts and the Humanities (FCAH) to make indemnity agreements with
U.S. nonprofit, tax-exempt organizations, and governmental units for:
1. Eligible objects from outside the United States while on exhibition in the United States.
2. Eligible objects from the United States while on exhibition outside the United States.
3. Eligible objects from the United States while on exhibition in the United States if the
exhibition includes other eligible items from outside the United States which are integral
to the exhibition as a whole.
If an exhibition will be shown at two or more institutions, one institution should apply on behalf
of all participants.
The FCAH requires that the applicant must have previously organized at least one exhibition
with objects borrowed from one or more international public and/or private collections, and
that participating venues have previously organized or hosted at least one exhibition with
objects borrowed from one or more public and/or private collections.

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Program Overview

The FCAH generally limits coverage for a single exhibition to five venues (or fewer, depending
upon the type and condition of the objects) and/or two years or less.
Indemnity should not be requested for inaugural exhibitions in new buildings or substantially
renovated spaces.
Applicants may submit more than one application, so long as the applications are for different
exhibitions. Applicants may not submit separate applications for the same exhibition to both
International and Domestic Indemnity programs.

Object Eligibility
Eligible objects include works of art, artifacts or objects, rare documents, books and other
printed materials, photographs, films, and electronic materials. Such objects must have
educational, cultural, historical, or scientific value.
Exhibitions indemnified under the International Indemnity Program must be certified by the
Secretary of State’s designee as being in the national interest. This certification takes place
during the application review process, before a Certificate of Indemnity is issued.
For concern of risk, the FCAH generally is opposed to indemnifying oil on copper paintings,
objects containing pastel, certain chalk (e.g., synthetic), charcoal, lacquer, certain types of glass
(including enamels), works on parchment or vellum, marquetry, frescoes, other fragile objects,
and objects to be exhibited outdoors. 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 caseby-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 FCAH may determine that objects be moved to the
list of non-indemnified objects.
If a proposed exhibition contains U.S.-owned objects and non-U.S.-owned objects, 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.
Objects owned by the applicant or a participating venue may not be indemnified while on
exhibition at that lender’s location.

Other Important Information
Timing: Applications are first reviewed by NEA staff for eligibility and completeness.
Applications are then assessed by Indemnity Advisory Panels comprised of museum directors,
curators, conservators, and registrars. The Indemnity Advisory Panels deliberate on applications
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Program Overview

and make recommendations to the FCAH. The FCAH typically meets three to six months after
each application deadline to consider panel recommendations, determine whether to
indemnify all or part of an exhibition, set conditions applicants may need to satisfy prior to
approval, or to decline indemnity requests. Conditional indemnity notices, or letters of decline,
are typically sent to applicants within 14 business days following the FCAH meeting. Indemnity
notices may be delayed if the FCAH meeting is postponed or the FCAH requests additional
information. Final Certificates of Indemnity cannot be issued until the conditions required by
the FCAH are met by the applicant. Therefore, if the exhibition is recommended for indemnity,
the applicant's requested start dates for the period of indemnification are not guaranteed.
Immunity from Judicial Seizure: Statute 22 U.S.C. 2459 and Executive Order 12047 authorize
the U.S. 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 FCAH strongly
recommends applying well in advance for this protection for all international loans. To obtain
further information, or to apply for such protection, contact: Office of the Legal Adviser for
Public Diplomacy and Public Affairs, United States Department of State.
PAPERWORK REDUCTION ACT STATEMENT
The public reporting burden for the collection of information is estimated to average 55 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 to
improve the instructions and making them as easy to use as possible. Send comments regarding
this burden estimate or other aspect of this collection of information, including suggestions for
reducing this burden to [email protected]. 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.

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Apply

Apply
Submitting an application is a multi-step process.
• Register with Login.gov, System for Award Management (SAM) at SAM.gov, and
Grants.gov, or renew/verify these registrations. Download the registration guidance PDF
for instructions. Registration can take several weeks.
•

Part 1: Submit to Grants.gov the “Application for Federal Domestic Assistance/Short
Organization Form.” This form collects basic information about your organization.

Part 2: Submit the required application materials through the NEA’s Applicant Portal (AP).
This is where you will upload the majority of your application material (e.g., Narrative,
facility reports, lists, images, etc.).
These instructions provide all the information that you need to apply. We urge you to read
these instructions in their entirety before you begin the application process.
•

Application Calendar
There are two application deadlines for International Indemnity each federal fiscal year. An
application should not be submitted more than one year and three months in advance of the
start date of the indemnity period.
We strongly recommend that you submit your application to Grants.gov several days before the
Part 1 deadline to allow time to resolve any problems you might encounter.
APPLICATION PART

SEPTEMBER DEADLINE

MARCH DEADLINE

Part 1: Grants.gov
Submission Deadline

September X , 202X
11:59 pm ET

March X, 202X
11:59 pm ET

Part 2: NEA Applicant Portal
Opens

September X , 202X
9:00 am ET

March X, 202X
9:00 am ET

Part 2: NEA Applicant Portal
Submission Deadline

September X , 202X
11:59 pm ET

March X, 202X
11:59 pm ET

All deadline times are in Eastern Time. Be sure to double check the deadline time and convert it
to the correct time in your time zone.
Part 1 can be submitted anytime up to the date listed above for Part 1.
Part 2 can be submitted via AP only between the dates listed above for Part 2. You cannot
access the AP until the first day in the window.

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Part 1 Instructions

Application Part 1: Submit the Application for Federal
Domestic Assistance-Short Organizational Form (SF-424) to
Grants.gov
You will use Grants.gov Workspace to complete Part 1 in Grants.gov.

Step 1: Access the Application Package and Create a Workspace
Review the Grants.gov video tutorial on how to create a Workspace.
1. To access the Part 1 application package:
•

On the Indemnity home page, go to the How to Apply section.

Click on the application package link for the appropriate deadline. This will take you
directly to the pre-populated application package for this opportunity. Each deadline
has a separate opportunity package:
o September deadline: Funding Opportunity Number 2027FCAH01
o March deadline: Funding Opportunity Number 2027FCAH02
2. The Grants.gov “View Grant Opportunity” screen will open, click the red “Apply” button.
To create the Workspace application, you must be logged into Grants.gov with a participant
role of either Workspace Manager or Authorized Organization Representative (AOR).
•

If the Apply button is grey or you receive a “bad request” error, please see further
instructions on how to troubleshoot.
3. Create a Workspace application:
•

•

Fill in the Application Filing Name field with your organization name, then

• Click the Create Workspace button.
4. Go to the Manage Workspace page, where you can begin working on the application.
Grants.gov Help: Grants.gov is a government-wide portal, NEA staff does not have control of,
or administrative access to, the site. If you experience technical issues with Grants.gov, please
contact them directly at 1-800-518-4726 or via email [email protected], or consult the
information posted on the Grants.gov website at Support or Help. The Grants.gov Contact
Center is available 24 hours a day, 7 days a week.

Step 2: Complete the Form
All asterisked (*) items and yellow fields are required. Do not type in all capital letters when
completing the form. Enter information directly into the form. Do not copy and paste into the
form.
EMAILS: Due to government restrictions we are not able to send emails to alias addresses that
forward to another email account. Do not enter this type of email address.

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Part 1 Instructions

1. Name of Federal Agency: Pre-populated.
2. Assistance Listing Number & Title: Pre-populated.
3. Date Received: Leave blank; this will be filled automatically with the date that you submit
your application.
4. Funding Opportunity Number & Title: Pre-populated.
5. Applicant Information:
a. Legal Name: Enter the applicant's legal name 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. Do not use your
organization's popular name, if different.
If applying for an exhibition that that will tour to multiple venues, one organization should
apply on behalf of all participants as the lead applicant.
b. Address: Use Street 1 for your organization’s physical street address. This address must
be identical to the physical address shown in your organization’s SAM registration. Only
use Street 2 for your organization’s mailing address if it differs from the SAM physical street
address. In the Zip/Postal Code box, organizations in the United States should enter the full
9-digit zip code that was assigned by the U.S. Postal Service. If you do not know your full zip
code, you may look it up at https://tools.usps.com/zip-code-lookup.htm.
c. Web Address: Provide your organization’s website. Information provided here will be
used for administrative purposes only and will not be provided to panelists for review.
d. Type of Applicant: Select the item that best characterizes your organization from the
menu in the first drop-down box. Additional choices are optional.
e. 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 or a 12-digit
EIN/TIN.
f. Organizational UEI: All organizational applicants for federal funds must have a Unique
Entity Identifier (UEI). Enter your organization’s UEI here. You can find your UEI in your SAM
record. If you cannot locate your UEI, contact SAM for assistance. The UEI you enter here
must match the UEI associated with your organization’s SAM record that was used as part
of your Grants.gov registration. Otherwise, Grants.gov will not validate your application
and it will be rejected.

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g. Congressional District: Enter the number of the congressional district where the
applicant organization is physically located. It must match with the congressional district
shown in the Business Information section of your organization’s SAM record.
Use the following format: 2-character state abbreviation-3-character district number. For
example, if your organization is located in the 5th Congressional District of California, enter
"CA-005." If your state/jurisdiction has a single at-large representative or delegate, enter
your 2-character state/jurisdiction abbreviation and "-000." If you need help determining
your district, go to www.house.gov and use the "Find Your Representative" tool.
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 has a character limit of 1,000, including spaces. Even if you have less than
1,000 characters, Grants.gov may translate special characters (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. Typically, this is one month prior
to the public opening, and one month after the public closing of the exhibition. If additional
time is needed, justify the need for additional time within the Narrative, in Section 1.
The indemnity period begins on the date that the first condition reports are completed and
signed. This typically occurs prior to the initial packing at the lender location and may also
include the time objects are in transit and while they are on exhibition. Indemnity coverage
ends on the date that final condition reports are completed, typically upon return to the
location designated by the lender, or as determined by the FCAH.
7. Project Director: Provide contact information, including an email address that will be valid
through the indemnity period. Optional: Select a Prefix (e.g., Ms., Mr.).
8. Primary Contact/Grant Administrator: Provide the requested information for the individual
who should be contacted on matters involving this application and the administration of any
indemnity that may be awarded. For the Telephone number field, use the following format:
000-000-0000. Optional: Select a Prefix (e.g., Ms., Mr.). If this individual is the same as the
Project Director, you may check the "Same as Project Director" box and not repeat information
already provided. If the Primary Contact/Grant Administrator is the same as the Authorized
Representative, complete all items under both 8 and 9 even though there will be repetition.

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9. Authorized Representative: Enter the requested information for the Authorized Organization
Representative (AOR) who is authorized to submit this application to Grants.gov. Optional:
Select a Prefix (e.g., Ms., Mr.).
The AOR must have the legal authority to obligate your organization (e.g., be a senior member
of the staff such as an Executive Director, Director of Development). Contractors or consultants,
including grant writers, or administrative support staff cannot serve as an AOR. See the NEA's
General Terms and Conditions for who can serve as an AOR for colleges and universities.
By clicking the "I Agree" box at the top of Item 9, this individual certifies that:
• Information contained in this application (including Parts 1 and 2), including all supporting
materials, is true and correct.
•

Valuations for objects requested for indemnity are accurate and represent current values
to the best of his/her/their knowledge.

•

Dated artwork/object loan agreements, including U.S. dollar valuations and the lenders’
agreement to federal indemnity for the items, will be in applicant’s possession 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.

Step 3: Submit the Form via the Grants.gov Workspace
The NEA strongly suggests that you submit your application well before the deadline to provide
time to resolve any problems you might encounter.
Review the Grants.gov video tutorial on submitting an application in Workspace.
When you are ready to submit, navigate to the Forms tab on the Manage Workspace page:
• Once the form is filled out and the Form Status column says "Passed," it will be ready for
submission.
o The status “Forms Passed” does NOT indicate that your application has been
submitted, only that your forms have been filled out. You still need to click the Sign
and Submit button after receiving the “Forms Passed” status. For more information,
review the Forms Tab help article.
•

Click Complete and Notify AOR, which will notify the user(s) with the AOR role that the
workspace is ready to submit.

The AOR must click Sign and Submit to submit the application. Detailed instructions can
be found here.
After the AOR submits the application, they will see a confirmation screen explaining that the
submission is being processed. Take a screenshot and retain the Grants.gov Tracking Number
that you receive in the application submission confirmation screen.
•

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Part 1 Instructions

Step 4: Confirm Part 1 Application Submission
Verify that Part 1 of the application was validated by the Grants.gov system. Take a
screenshot of the validation confirmation for your records. Do not wait until the day of the
deadline to verify your submission in case you encounter any difficulties. Failure to successfully
submit the Application for Federal Domestic Assistance/Short Organizational Form through
Grants.gov will make you ineligible to complete Part 2 of the application process.
You can track the progress of your application submission through Grants.gov in one of three
ways:
• Check the progress bar in Workspace. When your application has been successfully
received, the bar will be green, and a check mark will appear in each bubble.
•

When logged in to Grants.gov, the AOR can click the Check Application Status link under
the Applicants drop-down menu and search for the submitted application.

When not logged in to Grants.gov, go to Track My Application and enter your Grants.gov
Tracking Number.
Information about checking Grants.gov application status and a complete list of statuses.
•

Part 2 of your application will be submitted through the NEA’s Applicant Portal (AP).
Instructions on how to access the AP, including how to find your username and password can
be found on the next page.

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Part 2 Instructions

Application Part 2: Submit items through the NEA Applicant
Portal (AP)
Applicants who successfully submit Part 1 of the application to Grants.gov by the Part 1
submission deadline will have access to the AP for Part 2 during a three-day submission
window. Applicants will not have access to the portal prior to the dates listed in the calendar.

Step 1: Access the AP
The AP is a separate website from Grants.gov. Log on at: https://applicantportal.arts.gov
• AP User ID = Grants.gov Tracking Number (Example: GRANT38906754): The Grants.gov
tracking number will appear on a confirmation screen when you submit Part 1.
•

AP Password = Agency Tracking Number/NEA Application Number (Example: 1425736):
The NEA assigns the number to your application 1-2 business days after you submit Part 1
of your application. The AOR may retrieve the number when logged into Grants.gov:
o Under Grant Applications, select Check Application Status.
o Look for your Grants.gov Tracking Number and select Details in the Actions column.
o The Submission Details screen will show your Agency Tracking#/NEA Application
Number.

The AP User ID and Password are unique to each application you submit. Do not use tracking
numbers from a previous application to login to the AP.
TECH TIPS FOR THE AP
The AP User ID and Password can only be used by one person at a time If multiple people
use the User ID and Password at the same time to work on an application, data will be lost.
Click “Save” and log off if you plan to leave the AP with work in progress. Your session will
deactivate after 30 minutes, which may result in lost content.
Browser issues:
o The AP is best viewed in the following browsers: Chrome 58+, Firefox 54+, or Microsoft
Edge 44+. Cookies and JavaScript may need to be enabled for you to successfully view
the site. You might also need to disable AdBlocker and/or similar software.
o Many problems can be solved by switching to a different browser. However, you should
only open the AP in one browser at a time to enter information.

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Part 2 Instructions

Step 2: Upload Items into the AP
Upload the items listed below to the AP by 11:59 p.m., Eastern Time, on the day of the Part 2
submission deadline listed in the calendar.
• Item 1 PDF: Indemnity Narrative
•

Item 2 Excel Spreadsheet: List of Non-U.S.-Owned Objects Requested for Indemnity with
Values

•

Item 3 Excel Spreadsheet: List of U.S.-Owned Objects Requested for Indemnity with
values

•

Item 4 Excel Spreadsheet: List of Objects Not Requested for Indemnity

•

Item 5 PDF: Exhibition Floor Plans with anticipated Guard Placement

•

Item 6 PDF: Facility Reports

•

Item 7 PDF: Visual Documentation of All Objects Requested for Indemnity

•

Item 8 PDF: Visual Documentation of Exhibition Highlights
IMPORTANT

Password protect each file before you upload it to the AP. This feature is usually located
through the “File” tab of each program. Use the same password for each file. After
completing Part 2, email this password to the Indemnity staff at [email protected].
File names must not: exceed 100 characters; begin with a space, period, hyphen, or
underline; or contain these characters: #%&{}\<>*?/$!‘“:+`=|"@
When you upload your files, you will find a field into which you will have the option to enter
information into a Title and Description box.
• Title: Enter the name of the file
•

Description: Provide a brief overview of the contents of the file

There is a total file size limit of 250 MB for all your Part 2 application materials combined.

Item 1: Indemnity Narrative
Your Narrative must address each section below as they relate to the objects, venues, and
conveyances for which indemnity coverage is requested.
NARRATIVE FORMATTING
• Use the section numbers, sub-numbers, and headings below to organize your responses.
•

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.

•

Convert your file to PDF before uploading.

•

The file name should indicate the name of your organization, or a recognizable acronym

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Part 2 Instructions

followed by “IndemnityNarrative” (e.g., “ABCOrgIndemnityNarrative")
•

Password protect each file (e.g. PDF) before you upload it to the AP. After completing
Part 2, email this password to the Indemnity staff at [email protected].

Narrative, Section 1. Title, Places, and Dates of Exhibition
In your Narrative, for Section 1:
a. List the exhibition title, venue, city, state, and country where the exhibition will be
presented and the dates of each presentation. Include all venues to which the exhibition
will travel, if applicable, even if you are not requesting indemnity for each of the venues.
b. Indicate if indemnity coverage is requested to begin or end at a site other than the lender
location, and if so, include specific site and dates.
c. Indicate if indemnified objects will be placed in temporary storage at any time during the
indemnity period. List the dates and storage facilities to be used, and, within the
applicable Narrative sections below, fully describe how objects will be cared for and
protected at each facility.
d. Explain if indemnity coverage for any object is requested for specific time periods only
(e.g., to not include inbound/outbound/interim transit, or not be shown at all venues).
e. Address whether a foreign indemnity can indemnify transit to or from the U.S. (to begin
or end with completion of condition reports in the U.S.) for exhibitions with a foreign
venue before or after the U.S. venue.
NOTE: Applicants are to report modifications of the exhibition title and/or dates that occur
after application submission to the Indemnity staff at [email protected].
Section 2. Total Value and Number of Objects Requested for Indemnity
In your Narrative, for Section 2, include:
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. Check that these match the number of objects and USD requested in Item 2.
c. Total number and U.S. dollar lender value of U.S.-owned objects requested for
indemnity. Check that these match the number of objects and USD requested in Item 3.
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.
Section 3. Total Value and Number of All Objects in the Exhibition
In your Narrative, for Section 3, include:
a. Total current estimated U.S. dollar value of all objects in the exhibition. Include objects
requested for indemnity and objects not requested for indemnity.
b. Total number of objects in the exhibition.
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Part 2 Instructions

Section 4. Exhibition Significance
Guidance: If coverage is requested for non-U.S.-owned and U.S.-owned objects, you must
demonstrate that the non-U.S.-owned objects are integral and vital to the exhibition to justify
application for International Indemnity, otherwise, approval of objects may be denied. This
information is essential for the FCAH to evaluate the significance and value of objects to be
indemnified and their relationship to the exhibition.
In your Narrative, for Section 4:
a. With curatorial input, describe the nature and theme of the exhibition and its art
historical significance. Discuss the educational, cultural, historical, and/or scientific value
of the exhibition, and for the objects requested for indemnity, as a benefit to the
American public. If the exhibition is co-organized with another institution, briefly describe
the impetus for partnering, and the roles each institution is taking to plan the exhibition. If
the exhibition is touring to multiple venues, describe how and why they were selected to
host the exhibition.
b. Explain how the risk of potential damage 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 staff curator responsible
for the exhibition, at each venue.
d. Indicate if there will be a catalogue or publications and name the author(s).
e. Describe public activities planned in conjunction with the exhibition at each venue.
Section 5. Packing, Shipping, Environmental, and Security Arrangements
Guidance:
• Complete each section with information for each venue, off-site storage facility, and
locations (other than the lender) that may be utilized regardless of the length of time
indemnified objects will be located there during the indemnity period.
•

If a Certificate of Indemnity is awarded it will be based primarily on details provided
here in Section 5. Indemnity is intended to cover objects in exhibitions for which the most
professional and thorough “best practices” care in packing, shipping, handling, climate
control, and security arrangements is provided. This section is a critical part of the
application and will be examined very closely.

•

If a Certificate of Indemnity is awarded, indemnitees must notify the Indemnity staff in
advance of any change affecting the time period, list of objects, or arrangements for
packing, shipping, handling, installation, environment, security, storage, etc. as stated
herein, or subsequently submitted, for approval by the FCAH before the Certificate can be
amended. The FCAH will NOT be responsible for loss or damage to an indemnified object
occurring as a result of an unauthorized change.

•

In this section, describe arrangements related only to the objects requested for
indemnity.

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•

When objects are specifically identified within the Narrative, include their corresponding
numbers from the Items 2 and 3.

•

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.

•

Include descriptive charts, diagrams, and illustrations as applicable. You may embed these
into the Narrative when describing them or include them at the end of the Narrative in
the same Item 1 PDF.

•

Indicate if objects will not be exhibited at all venues (this should also be noted on the Item
2 and Item 3 lists) and provide applicable logistics.

•

If request does not include inbound, outbound, or interim transit for an object(s), provide
general information for packing and shipping of the object(s) to assure the FCAH that
proper protocols will be upheld to prevent possible damage to an object that may become
evident only during the indemnity period.

•

Indicate if objects will be transported from/to a location other than the lender.

•

Narrative responses should be supported by the Floor Plans and Facility Reports uploaded
for Items 5 and 6.

Section 5a. Packing arrangements at locations designated by the lender(s).
Guidance:
• For shipments containing materials subject to the Convention on International Trade in
Endangered Species of Wild Fauna and Flora (CITES), it is recommended to crate CITES
objects separately from non-CITES objects to avoid possible delay in the event of CITES
inspection.
•

It is recommended that Tyvek not be used for wrapping to avoid possible incidents of
“ghosting”, or if Tyvek is used, also use cotton twill or other material to decrease chance
of Tyvek contact with object surface.

•

Turtle crates must be locked while packed.

In your Narrative, for Section 5a:
1. Provide the name of the institution and/or company responsible for the initial packing and
crating from the location designated by the lenders. Fully describe all interior and exterior
packing and crating, citing specific materials and methods, especially for each type of
object. Confirm adherence to EU and U.S. wood regulations. Describe if/how tracking
devices will be utilized inside crates.
2. Indicate which objects will be glazed and whether the glazing for each is “museum glass”.
For objects glazed without “museum glass,” indicate whether it can be replaced with
“museum glass” before the start of indemnity coverage.
3. Confirm that crates will acclimatize for at least 24 hours before unpacking at each
location, including after return to lenders.
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4. 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.
5. Describe the location and conditions where empty crates/packing materials will be stored
during the exhibition, including environmental statistics (depending on conditions, the
FCAH may require that empty crates acclimate to exhibition gallery conditions for 24-48
hours prior to packing).
Section 5b. Shipping and security arrangements during transport.
Guidance:
• The FCAH requires 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.

In your Narrative, for Section 5b:
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 to be used and conveyance vehicle specifications to
be deployed (e.g., dual drivers, never unattended, air ride, alarms, locks, environmental
controls, GPS, devices to track environment and vibration, etc.). If using a coordinator,
forwarder or sub-contractor, provide names of companies operating vehicles in which
objects will be transported. Do not include communication channels to be used between
parties to report tracking.
3. Confirm vehicles will be locked at all times except for un/loading or in the event of an
emergency necessitating access.
4. For air travel, provide anticipated airlines (but not flight numbers) and airports to be
used, names of shipping companies and their duties, and confirm tarmac supervision for
all flights.
5. Describe TSA screening location and procedures (personnel, methods, equipment, etc.)
for crates prior to departing on flights from U.S. airports.
6. Provide titles/positions of anticipated couriers and confirm that a courier will ride on
board each conveyance vehicle.
Section 5c. Packing and shipping arrangements for fragile objects.
In your Narrative, for Section 5c:
Provide additional detail 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.
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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 dimensions beyond 10 feet/120 inches, explain if they
disassemble to under 120 inches for packing, crating, transit, and installation. Provide the
number and size of each disassembled section and additional details as applicable.
4. For oil on wood panel paintings, describe climate conditions at the lender locations as
known, and how the environment will be maintained throughout the indemnity period.
Section 5d. Condition reports.
Guidance:
• All condition reports must be made during the indemnity period. It is preferred that
professional conservators undertake the condition reporting at lender locations and
museum venues.
•

Submission of condition reports with the application is not required. However, applicants
are 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 FCAH.

•

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 FCAH at any time during
the indemnity period that conditions of objects correspond to the initial condition reports.

In your Narrative, for Section 5d:
1. Confirm that 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:
i. Immediately prior to packing and shipping from the location of lender.
ii. Immediately upon delivery, after 24-hour acclimatization, and inspection at each
venue.
iii. Immediately prior to packing and shipping from each venue.
iv. Immediately prior to packing and return shipping to location of lender.
v. 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.
Section 5e. Climate control conditions (at exhibition venues and storage facilities).
Guidance:
• Facility reports included with this application in Item 6 will be used as reference. Answers
provided in this section should correspond with the facility reports. Facility report data
must be completed/verified and dated within six months preceding this application date.
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•

Discrepancies between narrative answers and facility reports may delay the review
process.

•

Applicants must provide climate control conditions for each venue (including specific
places in the building where indemnified objects will be located), and for each storage
facility.

•

The FCAH generally requires maximum light levels not exceed 25 fc for paintings and 5 fc
for works on paper and sensitive materials. The FCAH may require lower light levels for
specific objects.

In your Narrative, for Section 5e, specify the following for each venue and storage facility:
1. The type, operation, and maintenance oversight of the climate control equipment.
i. Explain if chemicals are added to water that becomes steam introduced into the hot
air ducts to humidify the gallery, and if so, what chemicals are used.
2. Temperature to be set: in degrees Fahrenheit and average 24-hour ranges; explain any
recent discrepancies and methods used to correct and monitor.
3. Relative humidity to be set: percentage(s) and average 24-hour ranges; explain any recent
discrepancies and methods used to correct and monitor.
i. Method to maintain RH in display cases, vitrines, etc., as applicable.
4. Light levels to be set: maximum level in foot-candles for each object type.
i. The FCAH requires light meters be calibrated just prior to object arrival to ensure
accuracy. Confirm that the applicant and participating venues will comply.
5. Special precautions to be taken for objects susceptible to damage as a result of
fluctuations or extremes in humidity, temperature and/or lighting (e.g., wood, furniture,
works on paper, etc.).
6. If local construction projects in, at, and/or adjacent to buildings where indemnified
objects will be located are anticipated during the indemnity period, describe the nature of
the projects and how activities that may affect objects (e.g., vibration, light exposure,
heat, dust, etc.) will be avoided.
Section 5f. Security arrangements (at exhibition venues and storage facilities).
Guidance:
• Facility reports included with this application in Item 6 will be used as reference. Answers
provided in this section should correspond with the facility reports. Discrepancies
between narrative answers and facility reports may delay the review process.
•

Applicants must provide security arrangements for each venue, including specific places in
the building where indemnified objects will be located, and for each storage facility.

•

The FCAH requires human presence 24-hours/7-days inside buildings where indemnified
objects are located (except at lender location).

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•

If a Certificate of Indemnity is awarded, each approved venue must provide a final floor
plan with guard placements no less than thirty days prior to the first object arrival at each
venue.

•

If a Certificate of Indemnity is awarded, each approved venue must submit a letter within
the 30 days preceding its opening from its Chief of Security, endorsed by its Director,
certifying that security arrangements remain as stated in the approved application or as
subsequently submitted and approved.

In your narrative for Section 5f, describe the following for each venue and storage facility:
1. Number of guards assigned to this exhibition area while the exhibition is open to the
public.
2. Number of guards on duty in the building 24/7 while the exhibition is not open to the
public.
3. How objects will be protected during delivery/outgoing shipping (e.g. method of transport
from truck to loading dock, to galleries, and guard coverage).
4. How galleries will be protected and if a guard will be present at each gallery entrance/exit
to restrict access during installation and de-installation.
5. Electronic surveillance and monitoring.
6. Fire protection measures, including if exhibition galleries and storage areas have
sprinklers (describe type).
7. Installation plans and related security for objects by type/size/weight/double-sided
objects, etc. Also include:
i. General and specialized installation equipment to be used.
ii. Security hardware such as hanging rods, screws, alarms, and vitrines, stanchions,
pedestals, barriers etc., to be used. For each type of obstacle provide anticipated
depth in inches between the outermost projection of objects and public reach. The
FCAH recommends a minimum protective barrier depth of 30 inches.
iii. Protective measures to mitigate against seismic activity, wherever indemnified objects
will be located (except at lender location). Responses to seismic activity mitigation are
required for all applicants.
8. Confirm that public programming with physical activities (e.g., performance, dance, music,
yoga, etc.) will occur out of range of indemnified objects.
Section 5g. Transit limit per conveyance (vehicle) of transportation.
Guidance: The FCAH permits a maximum of $150 million of indemnified value per conveyance.
In special circumstances, approved limits may be more than $150 million. Value in excess of the
amount indemnified must be insured by the indemnitee or another party.
In your Narrative, for Section 5g:
1. Indicate the maximum value of indemnified objects to be transported in a single
conveyance (vehicle) of transportation.
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Section 5h. Government Regulations, as applicable.
Guidance: The FCAH strongly encourages applicants to apply for all applicable permissions.
In your Narrative, for Section 5h:
1. Indicate if, and by whom, an application will be filed for immunity from judicial seizure
through the U.S. Department of State
2. Indicate if, and by whom, an 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, an application for other specific regulatory
permissions will be filed, as may be required.
Section 6. Other Insurance Arrangements
The maximum amount of international indemnity coverage per exhibition is $1.8 billion.
The Arts and Artifacts Indemnity Act requires the indemnitee be responsible for a deductible
per exhibition of the first:
•

$15,000 for up to $2 million in indemnified value

•

$25,000 for more than $2 million but less than $10 million in indemnified value

•

$50,000 for not less than $10 million but less than $125 million in indemnified value

•

$100,000 for not less than $125 million but less than $200 million in indemnified value

•

$200,000 for not less than $200 million but less than $300 million in indemnified value

•

$300,000 for not less than $300 million but less than $400 million in indemnified value

•

$400,000 for not less than $400 million but less than $500 million in indemnified value

•

$500,000 for $500 million or more in indemnified value

In your Narrative, for Section 6:
a. State the names(s) of the insurance company/ies, or other arrangements, that will cover
the applicable deductible and any value in excess of the amount approved for indemnity.
Section 7. Financial Arrangements
In your Narrative, for Section 7:
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
(excluding general costs of packing, shipping, logistics) in excess of $10,000 for the entire
exhibition with any lender to, or organizer of, the exhibition, or with foreign governments
representing lenders.

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Section 8. Previous Loss/Damage
In your Narrative, for Section 8:
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 instance 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.
Should loss and/or damage be incurred by the applicant, a participating venue, and/or storage
facility after this application is submitted, notify the NEA Indemnity staff immediately.
Section 9. Accreditation by the American Alliance of Museums (AAM)
Guidance: Accreditation is not required to receive an indemnity. However, if an applicant or
participating venue is not accredited, the FCAH may request a statement from that venue
describing its procedures for handling loss or damage, or other pertinent information.
In your Narrative, for Section 9:
a. State whether each participating venue is accredited by AAM, and the date of last
accreditation.
Section 10. Exhibitions Outside the United States
Guidance:
• 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
(e.g., 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.

In your narrative, for Section 10, address the following as applicable:
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.

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b. If no exchange is planned, explain if the country in which this exhibition is to be shown has
an indemnity program.
Section 11. Third Party Opinion of Lender Value for Objects Requested for
Indemnity
Guidance:
The applicant must have lender values vetted by experts qualified to assess values for the
requested objects, who are 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. An expert should
identify any conflicts of interest and recuse themself. 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, or 2) may believe the lender value is low, or
3) may believe the lender value is high. If the Third Party does not concur with the lender value,
they should suggest an alternate value. State the Third Party’s opinion of the values in the Lists
of Objects Requested for Indemnity (Items 2, and as applicable, 3); see instructions, below.
In no case will an approved indemnified value exceed the lender value.
In your Narrative, for section 11:
a. Provide the name and title for each expert and a brief statement that establishes their
expertise and qualifications.

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Formatting Guidance for Items 2-4
•

Submit Items 2-4 as MS Excel spreadsheet files. Do not convert spreadsheets into PDF
format. Use Arial, 12-point font size. Do not type in all capital letters. Pages should appear
in LANDSCAPE format to fully fit onto an 8-1/2 x 11-inch sheet.

•

Name your file before you upload it. The name of the file should indicate the name of
your organization, or a recognizable acronym followed by the Item number (e.g.,
“ABCOrgItem2").

•

Password protect the Excel file before you upload it to the AP. This feature is usually
located through the “File” tab of each program. Use the same password for each file.
After completing Part 2, email this password to the Indemnity staff at
[email protected].

Item 2: List of Non-U.S.-Owned Objects Requested for Indemnity with
Values
Guidance:
• Indemnity does not consider coverage of auxiliary materials, such as frames, cases,
mounts, bases, etc. unless specifically itemized and for which full details, values, and
images are submitted.
•

Location of lender country of residence, and not location of object, determines if object is
included in Item 2 or Item 3.

•

The applicant determines the sort order of the list (e.g., by lender, lender location, artist,
theme, etc.).

For Item 2: Provide a numbered list of all objects requested for indemnity. Follow the
template below, using only these column titles and row numbers.
Sample spreadsheet:
Column
B
A
Number
Object
Type

C

D

E

F

G

H

I

Object
Description

Lender

Lender
Value

Source of
Lender
Valuation

3rd
Party
Opinion
Value

Source
of 3rd
Party
Opinion
Value

Notes

12.1
12.2
12.3
12.4
12.5, etc.

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Include the following information for each object:
A. Number: Start with number 12.1 and number items consecutively. This number must
match the number for the same object when it is described within the Narrative and
presented in the Visual Documentation described below.
B. Object Type: For example: painting, drawing, photograph, ceramic, sculpture, furniture,
jewelry, textile, scientific instrument, manuscript, etc.
C. Object Description: Artist name, nationality and life dates, object title, date, medium,
support, dimensions HxW in inches (adding dimensions of frames is optional), include
HxWxD for 3-D objects, and lender accession/inventory number (if none, state “No Inv. #).
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 FCAH's policy regarding loss of a part of a pair or set (see Clause 7 of the sample
Certificate of Indemnity). Objects considered part of a pair/set must have individual
values.

•

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.

•

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 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.

• For cast objects (e.g., bronze), include casting date.
D. Lender: Full name, city, and state (do not include street or other specific address) of
location or residence of the legal owner (not where the object is located). Private lenders
must be identified by name, city, and state of residence even if represented by an agent
on their behalf (e.g., if a gallery or dealer is listed as owner but is acting on behalf of the
owner, the owner and owner’s place of residence must be included). Objects owned by a
curator associated with this exhibition may not be indemnified and must be included in
Item 4, with the List of Objects Not Requested for Indemnity.
•

Objects owned by the applicant or any participating venue may not be indemnified
while on exhibition at that lender’s location. If traveling, such objects may be included
in Items 2 and 3 for coverage while in transit (starting with condition reports prior to
packing) and/or while on exhibition at other participating venues. However, objects

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owned by the applicant or a participating venue may not be indemnified from that
owner’s U.S. venue to a foreign venue not covered by U.S. Indemnity, or from a
foreign venue not covered by U.S. Indemnity to the owner’s U.S. venue. Objects
owned by the applicant or a participating venue to be exhibited only at that venue
should be included in Item 4.
E. Lender Value: Lender’s value, converted to U.S. dollars, for each object.
•

All values submitted will be considered. Generally, for objects with lender values
greater than $100 million, the FCAH will limit indemnity coverage to no more than
$100 million per object. Values exceeding amounts approved for indemnity must be
insured by the indemnitee or another party.

•

Enter the lender value, rounded to the nearest full U.S. dollar. 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
ITEM 2”. This phrase, and the total value, should be in BOLD.

•

Check your math to confirm that the list total equals the totals stated within the
Narrative (Item 1) Sections 2 and 3.

The list of objects and U.S. dollar values is included in the Certificate of Indemnity and
will be the basis to determine the amount of a certified claim payment.
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 value is confirmed. Values may be
updated for consideration prior to the meeting of the Indemnity Advisory Panel; increased
values will not be considered after the meeting of the Indemnity Advisory Panel. All final
lender values must be provided before an approved Certificate of Indemnity is issued.
3rd Party Opinion Value: Third party opinion value rounded to the nearest full U.S. dollar.
Follow the instructions in (E) Lender Value, above. Do not total the values in this column.
Source of 3rd Party Opinion Value: Name of the Third Party providing the opinion.
Notes: As applicable indicate venues where object will be exhibited, if not at all venues.
•

F.

G.
H.
I.

Item 3: List of U.S.-Owned Objects Requested for Indemnity with
Values
Guidance: Location of lender country of residence, and not location of object, determines if
object is included in Item 2 or Item 3.
For Item 3: Provide a separate numbered list starting with 13.1, of all U.S.-owned objects for
which indemnity is requested. Use the Item 2 formatting instructions.

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Item 4: List of Objects Not Requested for Indemnity
Guidance: This information is necessary for the FCAH to determine the educational, cultural,
historical, or scientific value of the exhibition as a whole. Logistical arrangements and visual
documentation are not required for objects not requested for indemnity.
For Item 4: Provide a separate list of all objects to be included in the exhibition for which
indemnity is not requested. Use the Item 2 formatting instructions. Complete columns A-F only.
• For Number (column A), start with 14.1 and number sequentially.
•

For Lender (column D), if a private lender does not wish to be identified, indicate "private
lender."

•

For Lender Value (column E), applicants are strongly encouraged to provide U.S. dollar
values for objects despite their exclusion from the indemnity request. This information is
reviewed to assess values given in Items 2 and 3. Applicants who do not furnish U.S. dollar
values for objects in Item 4 may be requested to do so.

Item 5: Floor Plans
For Item 5: Include a floor plan of the exhibition galleries for each venue indicating anticipated
guard placement and their possible lines of sight to indemnified objects.
FORMATTING
• Floor plans should be consolidated into a single PDF. The file name should indicate the
name of your organization, or a recognizable acronym followed by “FloorPlans” (e.g.,
“ABCOrgFloorPlans")
•

Password protect each file (e.g. PDF) before you upload it to the AP. After completing
Part 2, email this password to the Indemnity staff at [email protected].

Item 6: Facility Reports
For Item 6: Include a current facility report (if via AAM: version 2019 or newer) with all
sections completed, for each venue, off-site storage facility and other locations (other than the
lender) that may be utilized regardless of the length of time indemnified objects will be located
there during the indemnity period. Facility report data must be completed/verified and dated
no earlier than six months preceding this application date.
FORMATTING
• Facility reports should be consolidated into a single PDF.
•

The file name should indicate the name of your organization, or a recognizable acronym
followed by “FacilityReports” (e.g., “ABCOrgFacilityReports”).

•

Password protect each file (e.g. PDF) before you upload it to the AP. After completing
Part 2, email this password to the Indemnity staff at [email protected].

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Part 2 Instructions

Item 7: Visual Documentation of Objects Requested for Indemnity
Submit digital images in one PDF for all objects requested for indemnity. Provide one image
per page of each object requested for indemnity. Object information must correspond with
information provided with Item 2 and Item 3. On each page, under the image include:
• Object number from the list for Item 2 and Item 3
•

Artist

•

Title

•

Date

•

Medium/support

•

Dimensions

•

Lender accession/inventory number (if none, state “No Inv. #”)

•

Lender

•

Lender value

FORMATTING
• Use consistent image size across all visual documentation.
•

There is a limit of 250 MB for all of your Part 2 application components combined.

•

The file name should indicate the name of your organization, or a recognizable acronym
followed by “ObjectImages” (e.g., “ABCOrgObjectImages")

•

Password protect each file (e.g. PDF) before you upload it to the AP. Use the same
password for each file. After completing Part 2, email this password to the Indemnity
staff at [email protected].

Item 8: Visual Documentation of Exhibition Highlights
Submit digital images in one PDF for the top ten exhibition highlights.
• Provide one image per page of the 10 works that best 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 Item 2, Item 3, or Item 4.
•

Number the highlight images 1-10 in your chosen order and include on each page:
 Object number from the lists provided for Item 2, Item 3, or Item 4
 Artist
 Title
 Date
 Medium/support
 Dimensions

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

•

Part 2 Instructions

Lender
Do not include lender value or explanatory text on the individual highlight pages.

Explanatory text: on a new page following the 10 highlight pages, provide a list numbered
1-10, and for each number include:
 Item number corresponding with the lists provided for Item 2, Item 3, or Item 4
 Artist
 Title
 Date
 Medium/support
 Dimensions
 Lender
 Do not include lender value.
 Up to three CONCISE sentences describing the object, such as its importance to the
exhibition, or to the artist's oeuvre, etc.

FORMATTING
• Use consistent image size across all visual documentation.
•

There is a limit of 250 MB for all of your Part 2 application components combined.

•

The file name should indicate the name of your organization, or a recognizable acronym
followed by “Highlights” (e.g., “ABCOrgHighlights")

•

Password protect each file (e.g. PDF) before you upload it to the AP. Use the same
password for each file. After completing Part 2, email this password to the Indemnity
staff at [email protected].

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Part 2 Instructions

Step 3: Submit Part 2
We strongly urge you to complete and submit Part 2 outside of the hours of heaviest usage,
which generally are 8:00 p.m. to 11:59 p.m., Eastern Time, on the day of the deadline. Staff
will not be available to help you after 5:30 p.m., Eastern Time.
Submit your materials prior to the deadline to give yourself time to resolve any problems that
you might encounter.
Step 1: Click Save and Submit
•

You must click “Save” and then “Submit.” If you do not click the "Submit" button, your
application will not be received.

•

After submitting your application, you may log back into the AP and make changes to your
submission up until the system closes at 11:59 p.m., Eastern Time, on the day of the
deadline. Click “Save” and “Submit” again when you are finished with any edits.

Step 2: Confirm Submission
•

Ensure that your application was received by logging in to the AP. On the first screen it will
say “Submitted” if your application has been received. If your application has not yet been
received, it will say “In Progress.” Maintain documentation of your successful submission
by taking a screenshot.

•

Use the “Print” function in the upper right corner to create a printable version of your
application. You may save this as a separate file by either choosing “Save as PDF” from
your print dialogue box, or by copying and pasting into a separate document. We strongly
recommend that you save a final copy right after you click Submit.

Assistance Listing No. 45.201
OMB No. 3135-0094 Expires TBD

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