Exhibitions and Loans Department

The Service manages the procedures related to acquisitions and the asset-related aspects of the collections; it designs, directs, organizes, and carries out documentation, inventory, and cataloging work of movable assets and coordinates the related activities in line with the objectives and strategies of the Park, in compliance with ministerial standards and policies; it prepares assessments for the evaluation of authenticity and the value of archaeological artifacts or presumed such, for public bodies and law enforcement.

In particular, it is responsible for:

  • managing the IT system for the registration, inventory, and cataloging of movable assets;

  • maintaining relations with the ICCD (Central Institute for Cataloging and Documentation);

  • carrying out the financial reporting of inventoried movable assets (Form 15);

  • ensuring access to inventory and catalog records by scholars and students from Italian and foreign universities and cultural institutions;

  • ensuring the study, protection, conservation, and enhancement of movable assets on public display, stored in warehouses or open spaces of the Park, including the design and implementation of specific projects for functional adaptation, arrangement, restoration, and exhibition, in close collaboration with the officials in charge of the Park’s museum areas and locations;

  • preparing the documents for Agreements/Conventions/Memorandums of Understanding with Italian and foreign universities and cultural institutions for the study and enhancement of the Park’s movable assets;

  • handling procedures for exhibitions and displays organized by the Park (including those related to the planning and creation of museum installations, with special attention to the concept of a “widespread museum” and the integration of projects into a coherent museum system);

  • preparing documents and managing procedures related to loan requests for works submitted by public and/or private Italian and foreign institutions for high scientific value exhibitions and displays in Italy and/or abroad.

The Office manages the procedures for the organization of exhibitions and displays by the Park and handles loan requests for Park-owned works submitted by public and/or private institutions, both Italian and foreign, for exhibitions and displays. It prepares and oversees the necessary administrative process for the required authorizations, manages relations with the organizing entities and companies, the Ministry for export authorization, and transport companies.

Loan requests for works held at the Park intended for exhibitions by the Organizer, addressed directly to the Park Director via the email pa-oant@cultura.gov.it, must be submitted well in advance—no less than four months prior in the case of exhibitions within Italy, and no less than six months prior in the case of international exhibitions—from the date of the intended movement of the works.

Additionally, the following documentation must be attached:

  • title, venue, and scheduled dates of the exhibition;

  • a detailed scientific and organizational project of the exhibition, including a list of lending institutions and the works expected to be displayed;

  • a complete list of the works requested on loan from the Park, including their respective inventory numbers;

  • standard facility report of the exhibition venue;

  • details and references of the specialized company in charge of packaging, handling, and transport of the works;

  • a declaration of commitment to cover the financial costs related to the packaging and transport of the requested works—including any expenses for couriers/escorts—and for their insurance coverage. All terms and conditions will be included in the “Loan Contract.”

For international loans, the documentation must also include a declaration guaranteeing the extension of the insurance policy and a declaration guaranteeing the return of the work to Italy at the end of the exhibition. These must be signed on specific forms provided by the Park.