Loan request process

Please read our Information for Borrowers (PDF - 123KB) or Information for Borrowers (DOC - 49KB) 

The Cadbury Research Library is a Special Collections facility not a lending library. The material in our care is preserved in environmentally controlled, secure stores. It is made accessible to registered researchers in the environmentally controlled, invigilated surroundings of the search room.

Making a loan request

We will consider requests by other venues to borrow material for exhibition purposes. This applies to all other venues within the University of Birmingham. We require six months' notice for loan requests. Letters must be addressed to the Director of Special Collections:

Susan Worrall
Director of Special Collections
Cadbury Research Library
University of Birmingham
Birmingham  B15 2TT

If you would like to request material the letter should include:

  • item details including the accession number;
  • exhibition dates and any tour venues and dates;
  • reason for the loan and the exhibition context;
  • completed (1) UKRG Facilities Report (2) UKRG Security Supplement (3) UKRG Display Case Supplement. Blank copies of these three documents can be downloaded from the UK Registrars Group;
  • environmental charts for the exhibition period one year before the proposed dates;
  • contact details for the borrower's registrar or loan administrator;
  • confirmation that your organisation will meet insurance costs;
  • confirmation that your organisation will meet transport costs from one of our approved transport agents: C'ARTMomart or Constantine.

Assessment of loan requests

Loan requests will be discussed at our Exhibitions Group meetings. Final decision rests with the Director of Special Collections. If your request is successful you will receive a loan agreement to sign and return. Loans are agreed subject to:

  • the condition of the item requested;
  • the context of the exhibition;
  • whether the item is already committed for loan;
  • whether the item is required for teaching or research;
  • whether the item has recently been on display.

We have a strong track record of lending material to other organisations and venues for exhibition. We will endeavour to facilitate loans for public exhibition whenever possible.

Loan duration

Loans are normally for a period of three to six months. 

Credit line

Each loan item must be credited in the exhibition caption: 'Lent by the Cadbury Research Library, University of Birmingham'.

Exhibiting reproductions

To request permission to display reproductions of Special Collections material in exhibitions, or publish images in exhibition catalogues, please complete the Reprographics order form for publication.

Loan enquiries

For enquiries about potentially borrowing special collections material for exhibition please contact:

Sarah Kilroy
Head of Conservation and Programming
Cadbury Research Library
University of Birmingham
Birmingham  B15 2TT

Or send an initial enquiry to the Cadbury Research Library through the online form.