Loan Requests

The Beinecke Rare Book and Manuscript Library makes its collections accessible primarily through its reading room, class rooms, and digital collections. To assure that materials are available for investigation when scholars visit New Haven and to preserve them for future generations, Beinecke Library infrequently lends materials to external exhibitions. 

Beinecke Library is more likely to approve loan requests:

  • from non-profit academic and cultural institutions
  • for unique or rare materials that cannot be borrowed elsewhere
  • for exhibitions that make major contributions to scholarship
  • for a limited number of items
  • for brief periods of time (typically three months), usually to only a single venue

Requests to borrow material from Beinecke Library must be submitted to Lucy Mulroney, Director of Collections, Research, and Education, at least one year before the exhibition installation. Please copy Rebecca Hatcher, Registrar, on all requests.

Formal requests must come from the director of the borrowing institution. Requests from curators, faculty, researchers, or staff who are not the director are not eligible for consideration.

Requests must include:

  • an exact list of the requested items, including title, author or creator, and call number. In addition, requests for books or other printed items must include the page opening, and requests for archival materials must include the box and folder numbers, and description of the items requested
  • the dates of the requested loan
  • a description of the planned exhibition including public programs and publications associated with it
  • names, email addresses and phone numbers of contacts
  • photography needs and approximate deadlines
  • insurance information
  • a detailed facilities report, preferably in the form adopted by the American Alliance of Museums

The borrowing institution will be responsible for all costs involved in a loan, such as insurance and shipping costs.  Transportation and shipping arrangements will be negotiated on a case by case basis to assure the safety and security of any items lent by the library.

Before items are loaned borrowers must provide a certificate of insurance or comparable indemnity. Borrowers will be expected to sign Yale University Library’s loan form.

The Library may at any time revoke the loan agreement and/or retrieve its materials if the borrower does not comply with the terms of the loan. For more information, contact Rebecca Hatcher, Registrar.