Exhibition loans

An exhibition loan belongs to a parent loan and an operating organization. Its event text, ticket quantity, registration date and check-in date describe the exhibition activity. The exhibition record has its own draft, submitted, approved, rejected and completed states. That separate status lets the team review exhibition use without confusing it with the broader custody state of the parent loan.

Submission freezes the version the reviewer sees. The team checks copy availability and supporting evidence before moving the exhibition scope forward. The decision belongs to an independent reviewer and is recorded against the linked parent and source revision. Completion follows persisted copy availability and verified provider payment effects, which are checked as separate conditions.

• Exhibition request. Staff link an event and ticket quantity to the correct loan and organization.
• Independent review. A reviewer records approval, rejection or return with the source revision and a reason.
• Completion evidence. Check-in, copy availability and payment evidence support a completed exhibition record.

Define who enters the event description and how ticket quantity is interpreted for each exhibition. Agree what copy availability means for the institution’s holdings and who checks it before submission. The review team should know which attachments must be visible to it and what a return decision requires the preparer to fix. Confirm which provider event establishes a verified payment effect for completion.

Rehearse a changed exhibition request after submission. The reviewer should see the new version and should not approve an earlier revision by accident. A rejected request should keep its reason and parent link so the owner can understand the result without reconstructing the case from messages. The coordinator can then prepare a revised request for a fresh decision.

An Admissions Coordinator links a gallery event to an approved parent loan and records the planned ticket quantity. The preparer checks the available copies and adds the handling evidence. The Independent Reviewer records a decision on that revision. The coordinator then records admission on the relevant loan-event line. Before exhibition completion, the Finance Reviewer checks the provider capture and the Operations Analyst confirms that the action receipt matches the persisted effect. A missing capture leaves completion waiting for review instead of claiming payment occurred.

• Exhibition loans by status — Follow draft, submitted and decided exhibition requests under their parent loans.
• Exhibition review inbox — Show the submitted cases awaiting a reviewer decision.

See exhibition review and reservation and admission.