Eligibility and application details – Canada Travelling Exhibitions Indemnification Program
On this page
- Eligibility
- Application process
- Assessment process
- Acknowledgement
- Post-Exhibition Report
- Application guidance
Eligibility
Institutions that wish to apply to the Program for indemnification must meet the definition of an institution as set out in the Canada Travelling Exhibitions Indemnification Act. An institution means a museum, art gallery, archives or library that is publicly owned, operates for educational or cultural purposes, operates solely for the benefit of the public and exhibits objects to the public.
In addition, both the host institution’s facilities and the exhibition must be eligible before indemnity can be granted.
To determine whether your exhibition project is eligible to the Program, please review the information below and complete the online self-assessment tool.
Facilities eligibility
As a prerequisite for indemnification, the facilities of each Canadian institution applying to host an indemnified exhibition must be approved by the Program. If a proposed host institution is not currently approved by the Program, an application for a facilities evaluation must be submitted by that institution. Applications can be found online here. Facility evaluation applications should be submitted at least 9 months prior to applying for indemnity.
Facilities assessments are conducted by the Canadian Conservation Institute (CCI). The assessment focuses specifically on the temporary exhibition and storage spaces where indemnified objects will be displayed or stored. The general facility is also assessed for security, fire safety and facilities management. For new heritage collection facilities, CCI provides a checklist of the preventive conservation features that are required for indemnification under the Program (see in particular Appendix C). This checklist may also be a useful reference for any institution who wishes to apply for facilities approval. Applicants will receive a copy of CCI’s facility evaluation report.
Once approved, the facilities approval will remain in effect for 5 years, provided that the facilities remain as assessed.
Exhibition eligibility
Institutions that plan to organize or host either of the 2 following types of exhibitions are eligible for indemnification under the Program:
Domestic exhibitions: Exhibitions that are organized by a Canadian institution and shown in at least 2 provinces within Canada (note that there is no requirement for the exhibition to be indemnified at each venue)
International exhibitions: Exhibitions where the total fair market value of objects borrowed from sources outside Canada exceeds that of the total fair market value of objects borrowed from inside Canada and have at least one Canadian venue
Furthermore, the total fair market value of all objects and appurtenances in an exhibition must be at least $500,000 CAD to be eligible for indemnification.
Application process
Before applying, applicants are encouraged to review the eligibility requirements and complete the self-assessment tool.
Deadlines
Applications are accepted twice a year:
- April 1 – for exhibitions requiring indemnity coverage by July 1
- October 1 – for exhibitions requiring indemnity coverage by January 1
Letter of Intent
6 to 12 months before the application deadline, interested applicants are asked to submit a Letter of Intent to apply, which should include the following:
- proposed title and a brief description of the exhibition
- exhibition itinerary
- dates for indemnity request
- approximate number of lenders and objects to be covered under indemnity
- approximate amount of indemnity to be requested
Facilities
If the Program has not approved the applicant institution’s facilities, or if Program approval of those facilities has expired, a Facilities Evaluation Form must be completed and submitted to the Program (see section on Facilities eligibility for additional information)
Application form
The application form, as well as the templates for Appendices 2, 3 and 9, are available online. Please download the form and submit the completed copy, along with any required appendices, to the Program electronically though a secure channel by one of the deadlines.
Only applications that provide thorough answers to each question will be considered for indemnification and Indemnification Agreements will not be undertaken unless an application is complete.
Assessment process
The Program will review each application on a case-by-case basis. All aspects of a travelling exhibition that require indemnity will be assessed to ensure that the risks associated with the exhibition are well managed. These aspects include packing and crating, transportation, installation, security, environmental controls, conservation, and display. The Application Form – Canada Travelling Exhibition Indemnification Program specifies the minimum Program requirements related to these aspects of the exhibition.
As part of the assessment, the Program may convene a panel of experts in museum conservation, security, transportation and exhibitions management to assess potential risks and identify appropriate mitigation measures. Applicants may be asked to address any risks that are identified by the expert panel, or it may be requested that additional measures be put in place to minimize specific risks before recommending that an exhibition be indemnified.
It is possible that after the Program’s assessment that some objects in an exhibition may be excluded from coverage. For reasons of risk, the Government of Canada will only consider indemnification of friable objects, such as oil on copper or oil on wood paintings, pastels, lacquered objects, certain types of glass (including enamels), works on parchment or vellum, marquetry, frescoes, oversized works and very fragile objects, if sufficient risk mitigation has been implemented to assure their safety. Furthermore, at the Minister’s discretion, the Program may choose to deny indemnification or award only partial indemnification.
Acknowledgement
Exhibitions for which indemnification is granted must acknowledge the role of the Government of Canada in supporting and facilitating the exhibition. Unless it is agreed otherwise, the following bilingual acknowledgment must appear in all published material and announcements regarding the indemnified exhibition:
Supported by the Government of Canada / Avec l'appui du gouvernement du Canada
Please consult the Guide on the public acknowledgement of financial support – Canadian Heritage for more information
Post-Exhibition Report
Once the exhibition has ended and the indemnification period has expired, the Program will send recipients of indemnification a questionnaire that they are required to complete and submit to the Program. The Post-Exhibition Report provides useful information for the Program and is also an opportunity for applicants to submit any relevant comments to the Program.
Application guidance
The following guidance offers information on specific questions found in the application form. Applicants are encouraged to contact the Program at dgpindemnisation-dghbindemnification@pch.gc.ca if they have any questions about the application form or required appendices.
| Field Numbers | Instructions |
|---|---|
| - | Applicant Institution Information The applicant must be an eligible institution situated in Canada that is organizing or hosting a travelling exhibition in Canada. |
| - | Contact Information for the Project Director / Exhibition Manager This is the person to whom all follow-up questions will be directed. This individual must attach their CV to the application as Appendix 1. |
| - | Contact Information for the Director of the Applicant Institution This person, or someone authorized on their behalf, must sign the application form. |
| - | Exhibition Title Provide English and French versions of the exhibition title. If the final title has not yet been decided at the time of submission, include the working titles of the exhibition. Inform the Program once titles have been finalized. |
| - | Exhibition Schedule Provide the name of the institution, the city and the start and end dates for all Canadian and international venues to which the exhibition will be touring, including venues that will not be applying for indemnification. |
| - | Indemnity Request Indicate the indemnity start and end dates. These dates are specific to the present application and the applicant institution. Note that the maximum time period of coverage for indemnity is 2 years; however, this period may be extended for an additional year once the agreement is in effect should opportunities for further venues for the exhibition or delays in transit occur. Requests for changes in time period or in participating institutions must be made with sufficient time to allow for review. |
| - | Objects and Appurtenances Indicate the fair market value for all objects and appurtenancesFootnote 1 in the exhibition, including those for which indemnity is not being requested and those belonging to the host institution that will be presented in the exhibition. The deductible will be calculated from this value. Indicate how many objects within and outside of Canada are included in the application for indemnification and how many lenders will be requiring indemnification. Attach as Appendix 2 a list of all borrowed objects from within Canada for which indemnity is being requested. Attach as Appendix 3 a list of all borrowed objects from outside Canada for which indemnity is being requested. It is recommended that the applicant use the Program template for Appendices 2 and 3. An accessible version of the template for Appendices 2 and 3 is available here. An excel template is available by contacting the Program at dgpindemnisation-dghbindemnification@pch.gc.ca Objects and appurtenances owned by the applicant or participating institutions will not be indemnified while on exhibition at the owner institution's premises, but these objects and appurtenances may be included on this list for coverage while in transit and while exhibited at other venues. |
| - | Third-Party Review and Fair Market Value Each object and appurtenance must be assigned a fair market value in Canadian dollarsFootnote 2 that has been justified by a third-party reviewer. Attach an independent third-party review of the fair market values as Appendix 4a and the curriculum vitae (CV) of the reviewer or a statement of qualification as Appendix 4b. Reviewers must have expertise with respect to the objects they are evaluating. The CV or short statement of qualification should highlight the reviewer’s experience or expertise in relation to the objects under review. Where an exhibition contains a diverse range of objects, more than one specialist may need to be consulted. Third-party reviewers may include art dealers or auction houses, or an outside curator unaffiliated with the exhibition who has direct knowledge of the subject matter. Anyone directly involved with the institution or the exhibition, such as the staff of the applicant institution, another hosting venue, or lenders to the exhibition, cannot provide a fair market justification. |
| - | Insurance Indicate if the applicant institution will purchase additional insurance or indemnification coverage for risks not covered by Canadian indemnity, as well as the deductible. It is important to note that there are certain limitations to the coverage provided by the Program, most significantly:
In addition, the Program’s Regulations stipulate that the applicant institution must cover a deductible based on the total fair market value of the exhibition. |
| - | Facilities List the name or ID number for each building or gallery space and/or storage space that will be used to exhibit or store indemnified objects during the exhibition. Note that all facilities must have received approval from the Program (See Facilities eligibility) and the date of approval must be indicated on the form. If there have been any significant changes, such as renovations, additions or damages to the facility, gallery spaces or storage spaces since the last facility evaluation, provide details of the changes. Note in particular any changes or improvements impacting environmental conditions, security (cameras, locks and fire or alarm systems) or lighting systems. Indicate and describe any renovations or construction (including hot work) that may be taking place in the facilities while indemnified objects are on site. |
| - | Loss and Vandalism For each act of vandalism or loss or damage over $5,000 CAD, please include the following information:
|
| Field Numbers | Instructions |
|---|---|
| 1 | Part 2 outlines the minimum requirements for condition reporting indemnified objects. If the requirements cannot be met, the applicant must explain in detail how and why the requirements cannot be met. |
| 4 | Indicate if any objects require special precautions with regards to crating, transportation, storage and/or display. Be sure to indicate in Appendix 2 and/or 3 the special precautions required for specific objects. |
| Field Numbers | Instructions |
|---|---|
| 7, 9 & 21 | Part 3 outlines the minimum requirements for crating, transportation and unloading and reloading of indemnified objects. If the requirements cannot be met, the applicant must explain in detail how and why the requirements cannot be met. |
| 11 | The Program Transport Table (Appendix 9) must be completed for each incoming and outgoing conveyance. If transportation details have not been finalized, provide the Program with as much detail as possible at the time of application submission. Once transportation arrangements are finalized, applicants are expected to send the updated details to the Program. For outgoing transport, the finalized information must be provided before the exhibition closes. The template for Appendix 9 can be downloaded here. |
| 19 | Canada is a party to the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES), which sets controls on the international movement of threatened animal and plant species. If any objects contain material from CITES listed species, regardless of their age, it is strongly recommended that applicants complete a permit application form to obtain temporary import permission from Environment and Climate Change Canada. |
| 20 | It is strongly recommended that applicants obtain immunity from seizure for all objects imported into Canada. Immunity from seizure legislation has been passed in British Columbia, Alberta, Manitoba, Ontario and Quebec. |
| Field Numbers | Instructions |
|---|---|
| 22 & 23 | Provide an exhibition and security floorplan as Appendices 10 and 11. The Program will accept a combined exhibition/security floorplan, providing it includes all the elements listed in questions 22 and 23. |
| Field Numbers | Instructions |
|---|---|
| 37 | Part 5 outlines the minimum requirements for facility security where the indemnified objects will be displayed. If the requirements cannot be met, the applicant must explain in detail how and why the requirements cannot be met. |
| Field Numbers | Instructions |
|---|---|
| 66 | All Loan Agreements must be provided to the Program before the Indemnity Agreements are signed. The dates for the loan period on the Loan Agreements should match those for the indemnity requested. |