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Community Services Fine Arts Program

14321 Yale Avenue Irvine, CA 92604


Group Artwork Loan Agreement

Completed applications may be submitted electronically. If you have any questions, please contact us at 949-724-6880 and or

Exhibition Start Date

Exhibition End Date

Click next to provide information on artwork. 

Artwork Information

Student/artist artwork to be provided and included in this Loan Agreement are as follows:

Do you have more student/artist artwork to list?

Do you have more student/artist artwork to list?

Do you have more student/artist artwork to list?

Click next to sign the Group Artwork Loan Agreement. 

Group Artwork Loan Agreement

All artwork must be framed unless alternatives have been approved by staff at the appropriate site. All artwork, including canvas, must be prepared to hang on a nail or hook. Drawings and paintings must be free of scratch marks, eraser and/or pencil marks; no torn or ripped edges. All artwork must be completely dry; no exceptions. 

Artwork must have a label on the BACK of each piece with information as specified by staff. Any items without a label will not be accepted. 

Staff will provide an Artwork Inventory List to be completed by lender prior to delivery. Artworks may not be altered once accepted into the exhibition. City reserves the right to reject the display of artwork(s) due to poor condition or if the objects contain content deemed inappropriate for the exhibition. Location of artwork within the exhibition will be at the discretion of staff in accordance to aesthetic design and available space.


Artwork will be delivered and picked-up by the lender on mutually agreed upon date and will be at the expense of the lender, unless otherwise arranged and mutually agreed upon. Delivery and pick-up should be conducted by one representative who will sign for the artwork (as one group per school). Any object loaned to the City of Irvine shall be picked up by the lender within 30 days or upon a reasonable notice after the close of the exhibition. Reasonable notice is considered seven to thirty days. If work cannot be picked up within 30 days through no fault of the City of Irvine, the work shall be deemed an unrestricted gift to the City of Irvine.


Every effort is made to ensure the safety of all artwork, however, exhibiting in public places is done at the risk of each participant. Artwork may be handled by many individuals during the delivery, judging, display, and return process. The City of Irvine is not responsible or liable for lost, damaged or stolen artwork. No insurance coverage is provided.


Artists, lenders, and other individuals who enter into this agreement (and their employees, agents or contractors) agree to release, indemnify, defend and hold harmless the City of Irvine and its officers, clients, agents, and employees from and against any and all liabilities, claims, penalties, losses, or expenses incurred (including attorney’s fees), of any kind or nature whatsoever, whether related to bodily injury or loss whether or not caused by negligent act or omission of the City of Irvine or its officers, clients, agents, or employees, arising out of or in any way related to participation in activities related to this agreement.


Staff will place, install, light and provide signage for the artwork as needed. Artists might be asked to assist in the event of unusual or complex installations. Supplies, equipment or props not part of the City of Irvine’s regular inventory must be supplied by the artist.


The Irvine Fine Arts Center maintains a motion sensor detection security system throughout all exhibitions areas. The Great Park Gallery does not maintain a security system, nor dedicated staff to the exhibition area.


Objects will be visually inspected upon receipt and any noticeable damage will be documented on the shipping receipt. Evidence of damage to objects while in the Fine Arts Program’s custody will be reported immediately to the lender.


The City of Irvine assumes the right to photograph and reproduce photographs of the loan for educational and publicity purposes and for use in any printed material produced related to the exhibition.


Artwork cannot be withdrawn from an exhibition by the lender at any time during its exhibition.


The lender acknowledges that she/he has the full power to make this loan and has read the conditions above and agrees to abide by said conditions. Any arrangements other than the above must be agreed to in writing at the time of the contract performance. Participation in exhibit is voluntary and acknowledges terms of agreement.

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The City of Irvine takes your privacy seriously. This form asks you to provide the City with certain personal information. Such information is being requested and will be utilized by the City for the specific and limited purpose of future City correspondence regarding the subject matter of this form. Pursuant to Measure S, an initiative ordinance passed by City voters in 2008, the personal information noted by an asterisk (*) on this form will be kept confidential. Unless you expressly indicate to us otherwise or unless compelled by a court order, it will not be shared with other agencies, business, or individuals.