Agreements & Contracts

Curators, conservators, registrars, and media technical managers from New Art Trust, MoMA, SFMOMA, and Tate have formed the Matters in Media Arts consortium to establish best practice guidelines for care of time-based media works of art (for example, video, slide, film, audio, and computer-based installations). The first phase of this project focused on the loan process for media installations. The following are a number of documents produced by the consortium, which are linked here with the permission of Matters in Media Arts. They include guidelines and templates for institutions to follow when borrowing and lending time-based media, including a condition report, facilities report, installation document, budget and loan agreement. These documents update existing practice by incorporating the new requirements of time-based media.

The Single-channel Video and Computer-based Arts sections of this Guide include additional useful documents relating to installation media components.

For more information about Matters in Media Arts, visit

Facilities Report Template

This facilities report takes the form of a questionnaire and touches upon issues critical to the exhibition of media art. Some of the topics addressed include structural and electrical concerns, handling and installation of media art, and the competency of technical staff.


Installation Template

This comprehensive outline could easily serve as an overall guide to the exhibition of media art. It includes information about the nature of the exhibition space, the artist's statement, electrical and maintenance requirements, and even health and safety details.


Budget Guidelines

This document provides a budget template in Excel specific to the expenses incurred by the lender and borrower. Categories include: receipt of artworks, shipping, installation, and return of loaned works.


Loan Agreement Guidelines

This comprehensive loan agreement document covers general conditions of a loan as well as details specific to the care, handling, and installation of loaned works; condition reports; facilities and security; shipping and transportation; insurance; rights and reproductions; and other important categories which accompany the loan of installation works for exhibition.


Loan Condition Report Template

This report outlines basic information about exhibited works of art: a general description of the artwork and its condition, basic installation instructions, and the lender's contact information.


Condition Report Template Addendum: Discs

This form includes detailed information about the status of the disc (DVD-Rom, DVD, CD) including a means of noting any defects including scratches and fingerprints.


Condition Report Template Addendum: Tape

This form is used in conjunction with the condition report, and includes detailed information unique to videocassettes.


Condition Report Template Addendum: Equipment

This form is used in conjunction with the condition report, and includes detailed information unique to equipment.


Condition Report Template Addendum: Hard disc drive

This form is used in conjunction with the condition report, and includes detailed information unique to hard disc drives.