Exhibition Loans Policy

Introduction

The London Archives (TLA) aims to provide as wide an access to its holdings as possible and therefore welcomes applications from other institutions, both in the United Kingdom and further afield, to borrow items from its collections for exhibition. The Exhibition Loans Policy aims to balance The London Archives’ desire to reach a wider audience through external displays and exhibitions with responsibility for the physical integrity and security of the items within its care while they are on loan.

This policy outlines The London Archives’ standard external exhibition and display loans conditions and is a guide to making requests for loans of items in its care for external exhibition and display. It does not relate to the temporary withdrawal of deposited collections by their owners.

Making a loan request for exhibition or display

To make a loan request please submit a completed Loan Request Form (available to download from this page). Once the loan has been reviewed further UK registrars Group (UKRG) documents will need to be submitted, information of these can be found on the UKRG website.

The signed TLA Display Loan Request Form acts as a loan agreement, so borrowers are advised to read this Exhibition Loans Policy carefully before submitting the loan request. Failure to abide by the conditions of this Policy will jeopardise the loan.

We usually require six months’ notice before the loan is to take place. For more than 15 items requested for display, eight months' notice is required. This is so that the necessary evaluation, paperwork and any conservation treatments can be fitted into our work schedules. A formal request must be made for each exhibition. We do not encourage displaying one item at various venues within a touring exhibition. Instead, we encourage borrowers to identify a different item for each venue for which a separate request must be made.

Some of the items in our care belong to the City of London Corporation, but many do not and in these cases it may be necessary to obtain written permission from the owner before the items can be borrowed. Please note: All information about donors and depositors held by TLA is confidential, access to this information is at TLA’s discretion and requires permission of both.

TLA must be informed immediately if any changes are made or proposed to be made to the agreed loan arrangements.

TLA reserves the right to refuse to lend items, to withdraw items from an agreed loan list, or to recall items on loan at any time, without being required to provide a reason for such actions.

If you wish to discuss a possible loan request in person please contact our enquiry service.

Feedback

Please contact The London Archives if you wish to give feedback on this policy. This policy will be reviewed at least every two years to make sure it remains timely and relevant. The policy was last reviewed in July 2026.