Self-Assessment Tool - Canada Travelling Exhibitions Indemnification Program

Introduction

This self-assessment tool is designed for first-time applicants as well as returning applicants who may no longer be familiar with indemnification or who are unsure if indemnification is appropriate for their exhibition project. This tool will help you understand and prepare for the indemnification application process.

Once you have finished answering the questions, you should be able to:

  1. Determine whether your organization requires a Facilities Report.
  2. Determine if it is in your organization’s best interest to apply for indemnification.
  3. Determine what key documents you will need in order to apply.

What you should know

The Canada Travelling Exhibition Indemnification Program is intended for exhibitions where the high cost of insurance can constitute an obstacle to its presentation. In order to minimize overall risk, Program staff may request additional measures that will add costs and abate potential savings gained through indemnification. It is therefore recommended that institutions consider these potential costs before applying. These costs can include but are not limited to:

  • Deductible (based on the overall value of the exhibition, your venue will be required to obtain insurance coverage of a deductible);
  • Commercial insurance for certain exclusions not covered by the Program;
  • Crating (the construction of quality museum-standard crates, or additional packing measures);
  • Transit (direct exclusive transfers instead of multi-stop trips);
  • Conveyances (the cost of insurance for transit exceeding the Program’s conveyance limit of $100,000,000 – or additional conveyances to remain under this limit);
  • Security (the addition of security devices or personnel)

Please note that, based on Program experience, indemnification is better suited for exhibitions with a value of at least $20 million. This is because the Program may impose additional requirements that will minimize savings for lower-value exhibitions.

Instructions

Answer "Yes" or "No" to the questions below and read the analysis that follows.

Note

This is a self-assessment tool intended for your own use and reference. Please do not submit this document with your application.

A. What is indemnification and is your organization eligible to apply?

Indemnification is a process through which the Government of Canada assumes financial risk for objects and appurtenances in a travelling exhibition, and provides compensation for their damage or loss, should these occur. Its purpose is to reduce insurance costs associated with the presentation of travelling exhibitions through a government/state guarantee. The program shares the risk with the applicant or host institution who is responsible for first loss through a deductible.

Please answer the following questions to determine if indemnification is right for you:

  1. Is your organization planning an exhibition that is either:
    1. organized domestically and shown at venues in at least two Canadian provinces?
    2. composed of objects borrowed from sources outside Canada where the total fair market value exceeds that of the total fair market value of objects borrowed from within Canada?
  1. Is the total fair market value of all objects and appurtenances in the exhibition requiring indemnification at least $500,000 CAD?

Analysis:

If you answered "no" to questions #1 and #2, the exhibition is not eligible for indemnification and there is no need to continue completing the self-assessment tool.

If you answered "yes" to questions #1 and #2, then the exhibition may be eligible for indemnification. Please continue to the next section of the self-assessment tool.

B. Before applying

Ensure your organization has completed the following:

  1. Has your organization submitted a Facilities Evaluation Form and been approved by the Canada Travelling Exhibitions Indemnification Program within the last five years?
  1. Have you reviewed the Canada Travelling Exhibitions Indemnification Act and its Regulations?
  1. Have you familiarized yourself with the Model Indemnity Agreement including the exclusions, and shared with the prospective lenders who have agreed to its conditions?
  1. Have you reviewed the claims process in the event of damage or loss to an indemnified object?

Analysis:

If you answered "no" to any of the above, we recommend reviewing these documents to familiarize yourself with the Program requirements and exclusions. This will prevent any misunderstandings between lenders’ conditions and the coverage offered by the Program. Please note that the Program may request proof of lender acceptance of indemnity conditions before commencing review of application.

To obtain the Facilities Evaluation Form, please send a request to PCH.dgpindemnisation-dghbindemnification.PCH@canada.ca or call: (819) 997-8409. The program recommends submitting the Facilities Evaluation Form a minimum of six months before applying for indemnification.

  1. Some lenders may request that as a hosting institution you apply for immunity from seizure for all objects imported into Canada. Are you prepared to do so if requested?
  1. Will you be applying for a temporary Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) import permit for any objects containing material from CITES listed species?

C. Summary Checklist

To be eligible to apply for indemnification, an organization must submit a completed application including the following supporting documents:
  • -include its cultural and academic significance, educational programming, and marketing plan
  • one list for all objects from Canadian lenders to be covered under indemnity
  • one list for all objects from International lenders to be covered under indemnity
  • third party must not be a staff member of the applicant institution or
  • representatives of lending institutions or of private lenders
  • a floorplan indicating placement of guards and security monitoring systems
  • plan for security measures during transit and overnight storage
  • include dates (tentative if undetermined), mode of transportation, and routes
  • include information regarding overnight stops and warehouse locations
  • indicate name of transportation company(ies) used
  • describe materials and construction specifications of packing crates including any special precautions for fragile objects
  • indicate placement of works, vitrines, moveable walls, and flow of visitor traffic
  • include environmental controls and lighting set points in use for the exhibition
  • indicate if any works require treatment before travel
  • ensure all agreements are signed, counter-signed, and dated

Analysis:

Only applications that provide thorough answers to each question will be considered for indemnification and no Indemnification Agreements will be issued unless an application is complete.

Now that you have completed the self-assessment tool, you should be able to determine whether you require indemnification and what documents you need to apply. We encourage you to contact The Heritage Policy and Programs Directorate to discuss your project and to ask any questions that you may have.

Thank you for taking the time to complete this self-assessment tool.

Contact Us

By mail:
Canada Travelling Exhibitions Indemnification Program
Department of Canadian Heritage
25 Eddy Street (25-9-N)
Gatineau, Quebec
K1A 0M5
Phone:
(819) 997-8409
Toll-FreeFootnote 1:
1-866-811-0055
TTYFootnote 2:
1-888-997-2123
Fax:
(819) 997-8392
Email:
PCH.dgpindemnisation-dghbindemnification.PCH@canada.ca
Web:
Canada Travelling Exhibitions Indemnification Program
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