Loan Policy

UHM Historic Costume Collection Loan Policy

General Guidelines

         Loans of objects from the Costume Collection to organizations are possible if the items are to be used for educational purposes. Objects are not loaned to individuals for personal use.

       The condition of each item and importance to the UHM Costume Collection are prime considerations in approving a loan. Objects must be able to withstand handling, climatic changes, exhibition conditions, and transit.

     Loans will be made for a specified period of time. A contractual agreement must be made between the Costume Curator, Collection Manager, and borrower prior to a loan. Extensions must be approved in writing by the Costume Curator, who reserves the right to recall any object at any time and to examine loaned objects during regular hours on the borrower’s premises.

      The exhibition area must provide constant and adequate protection of borrowed objects from hazards of fire, exposure to high light levels, extremes of temperature or humidity, insects, dirt, theft, and handling or touching by unauthorized or inexperienced persons. Installation of an exhibit must be done by a trained person.

      The Costume Curator and Collection Manager must approve arrangements for packing and transport of objects. The staff may choose to deliver an object. All expenses of packaging, insuring, and transporting borrowed objects must be paid by the borrower unless other documented arrangements are made with the Costume Curator.

     Borrowed objects must not be sublet or otherwise transferred to another party or institution. The Collection name should not be connected with any commercial product endorsement without written agreement from the Costume Curator.


     Borrowers must secure permission from the Costume Curator to photograph borrowed objects. They may not reproduce objects in any media for purposes of pecuniary gain without written permission of the Costume Curator. The manner in which photographs of objects are to be used must be specified in the agreement. The Costume Curator must approve the description of objects in photographs to be  published. Borrowers must credit the University of Hawaii Historic Costume Collection and include the object’s donor and accession number with any photograph.

     The Costume Curator and Collection Manager must authorize loans of objects from the Collection. They and the borrower must sign the loan agreement.

     Before any items are released, the Costume Curator or Collection Manager must evaluate and record the condition of each object. They should assign a value to each object based on replacement cost. The Collection Manager is responsible for record keeping. Likewise, when objects are returned, the staff will check for any changes in condition. They will note minor changes in the Display Record. Serious changes will merit special attention, and the Costume Curator will notify the borrower to negotiate a satisfactory settlement.

The Costume Curator, Collection Manager, or departmental faculty will transport, exhibit, and supervise use of objects loaned to other departments on campus.

II. Borrower’s Responsibilities

 Loaned objects from the Collection should remain in the condition in which they were borrowed. They shall not be dismantled, cleaned, repaired, or otherwise altered in any way except with written permission from the Costume Curator. If damage or deterioration is noted in an object on loan, the borrower must notify the Costume Curator at once.

     If the garment needs conservation, the Costume Curator must approve the conservation before it is altered. The conservation must be done by a professional or member of the UH Costume Collection. Borrowers will be responsible for paying the conservator for the hours that are taken to conserve the garment. Any altering without Curators consent will be fined. 

     The borrower signing the loan agreement and the institution the borrower represents are responsible for insuring that the conditions for loans are met. If an item is damaged or lost, the signer and the institution are responsible for the cost of repairs or replacement.

     Non-UH borrowers must indicate in writing that sufficient insurance or coverage will be provided.

     May it be noted that once the garments are displayed, they will not be allowed to be shown for 3 years prior to the end of exhibit day. This is done in order to slow down the aging process of the garment due to climate change and light exposure. 

     We also ask that we are provided a secure place to display a donation/suggestion box during all hours at the location of the exhibition. This ensures that the UHM Historic Costume Collection is noted in the production of the exhibition, as well as letting the public respond to the items that are being shown.