15 FAM 740
OFFICE OF ART IN EMBASSIES (OBO/OPS/ART)
(CT:OBO-113; 12-09-2022)
(Office of Origin: OBO)
15 fam 741 scope
(CT:OBO-113; 12-09-2022)
a. The Office of Art in Embassies, Directorate for Operations, Bureau of Overseas Buildings Operations (OBO/OPS/ART), promotes cultural diplomacy through the visual arts, and provides audiences with a sense of the quality, scope, and diversity of American and host country art and culture. OBO/OPS/ART has oversight authority for all its Chief of Mission Residence (CMR) exhibitions and Capital Security Construction Program (CSCP) permanent collections and ensures quality control of all art exhibitions, collections, artist programming, and publications at overseas posts. OBO/OPS/ART:
(1) Curates, plans, and administers temporary exhibitions of loaned original works of art for the representational spaces of CMRs;
(2) Curates, commissions, procures, places, and installs contemporary art by U.S. and host country artists for CSCP buildings;
(3) Creates and conducts artist exchanges, outreach and educational programs at post and domestically for all CMR and CSCP collections;
(4) Creates multilingual art publications and digital content for CMR exhibitions and CSCP permanent collections.
b. For additional information see OBO/OPS/ART’s intranet website, or the internet website.
15 fam 742 authorities
(CT:OBO-113; 12-09-2022)
Authorities include:
(1) Foreign Service Buildings Act of 1926, as amended (22 U.S.C. 292-302);
(2) Department of State, Deputy Under Secretary of State for Administration Delegation of Authority No. 114, 32 Fed. Reg. 1001 (January 18, 1967); and
(3) The Art in the Embassies Program, 111 Cong. Rec. 23,394 (1965) (statement of Sen. Thomas McIntyre).
15 FAM 743 TEMPORARY ART EXHIBITIONS in CHIEF OF MISSION RESIDENCEs (CMR)
(CT:OBO-113; 12-09-2022)
15 FAM 743.1 General Policy
(CT:OBO-113; 12-09-2022)
a. Each ambassador posted to a United States embassy or international organization is entitled to one exhibition of loaned artwork provided by the Office of Art in Embassies, to be displayed in the representational spaces of the CMR. Every post/ambassador is assigned an OBO/OPS/ART curator and a registrar responsible for curating, consolidating, crating, and shipping each exhibition. CMR exhibitions are displayed for the duration of an ambassador’s tenure at post, and are returned to the United States immediately prior to, or immediately following the ambassador’s departure.
NOTE: Art curators are subject-matter experts professionally trained in the field of art history and have extensive knowledge of contemporary American and international art. Art registrars are subject-matter experts professionally trained in the fields of fine art handling, logistics, conservation, care, and maintenance of fine art.
b. Exhibitions are contingent upon several factors, including regional bureaus policies and budgets, shipping constraints, post facilities, and climatic and security conditions. The majority of artworks are on loan from artists, dealers, institutions, foundations, corporations, museums, and public and private collections. Loans of artworks are contingent upon lender willingness to participate in the exhibition.
c. The standard timeline for receiving art at post is 6-8 months after the newly confirmed ambassador's initial consultation with OBO/OPS/ART. Timing of the shipment is contingent upon the ambassador's response time during the selection process, approval of final checklist and the lender agreement process.
d. An ambassador’s personal artworks, collections, or loans are not considered part of the official OBO/OPS/ART CMR exhibition, and are neither shipped nor insured by OBO/OPS/ART.
e. The curatorial process is the sole responsibility of OBO/OPS/ART curators.
f. OBO/OPS/ART does not provide temporary, loaned exhibitions to chargés d’affaires or deputy chiefs of mission.
15 FAM 743.2 Post Responsibilities
(CT:OBO-113; 12-09-2022)
a. Post's point of contact is the OBO/OPS/ART registrar. Post must adhere to all instructions in the document entitled CMR Exhibition Rules and Regulations for post. This document is customized by ART for each exhibit and provided to post prior to shipping the art exhibition. It outlines detailed requirements for shipping, handling, receiving, and installation and de-installation of artwork.
b. Receiving art at the CMR:
(1) Prior to shipping, OBO/OPS/ART registrar will notify post of the impending artwork shipment;
(2) Once OBO/OPS/ART registrar receives required shipping documentation from the shipper, the registrar will provide post with all required shipping and installation documentation;
(3) Post must arrange customs, collection, and delivery of crates from the final destination airport to the CMR, and secure funding. Funding may be requested from the regional bureau or obtained through post funds;
(4) Once the crates arrive at the final destination airport, post personnel must supervise handling of all the crates at the airport, even if the art shipment is collected by a fine art shipping company;
(5) All directional arrows and markings on crates or packages must be followed;
(6) When the crates arrive at the CMR, they must be brought inside immediately, and allowed to acclimatize for 24 hours. After 24 hours of acclimatization, the crates must be opened for inspection, unpacking, and preparation for installation; and
(7) Crates and packing materials must be retained and kept in climate-controlled storage for the duration of the exhibition. They must be used for the return shipment.
c. Installing art at the CMR:
(1) Artwork must only be displayed in the representational spaces of the CMR;
(2) A post representative must supervise unpacking of all artwork. See CMR Exhibition Rules and Regulations for post for detailed instructions;
(3) Unpacking and installation of artwork must be done by a qualified fine art handling professional or if not available, by a qualified embassy staff member;
(4) Art handlers must wear appropriate gloves when handling artwork;
(5) Artwork must be checked for proper installation hardware. If artwork is missing hardware, please contact OBO/OPS/ART registrar for instructions; and
(6) Once artwork is unpacked, post must complete the condition reports provided by OBO/OPS/ART registrar. Post must retain the original condition reports and provide a digital copy to OBO/OPS/ART registrar. Additional photographic documentation is required for any artwork perceived as damaged.
d. Conditions for installing art at the CMR:
(1) In residences included on OBO's List of Culturally Significant Properties, special care must be taken to avoid damaging historic or high-value wall surfaces, finishes, or architectural elements. Repairs to these surfaces can be expensive and difficult to accomplish. Post and OBO/OPS/ART share the responsibility for ensuring that historic building materials are not damaged by OBO/OPS/ART installations. For non-OBO/OPS/ART installations, post has the sole responsibility for guarding against damage. The Office of Cultural Heritage, Directorate for Operations, Bureau of Overseas Buildings Operations (OBO/OPS/CH), must give written approval to mount any art directly to walls in heritage facilities prior to installation. (See 15 FAM 770);
(2) Do not install artwork outdoors, in bathrooms, bedrooms, or in any non-representational spaces;
(3) When selecting placement for artwork, avoid direct sunlight. If an artwork is regularly exposed to ultraviolet light without protection, post is required to move the artwork or obtain shielding filters;
(4) Avoid proximity to frequently used doorways where temperature may change dramatically, or foot traffic is heavy;
(5) Do not place artwork under hot lights, or in damp, or humid environments;
(6) Do not place floral arrangements against or under unglazed artwork;
(7) Artwork must not be placed over lighted candles or working fireplaces, or over, under, or in close proximity to radiators or air conditioners. Artwork must be protected from pests, moisture, direct light, liquids, foot traffic and sources of heat and smoke; and
(8) Do not install picture lights on artwork.
e. Tracking and safeguarding art during display:
(1) Loaned artwork not owned by the DOS in a CMR exhibition must NOT be entered in the Integrated Logistics Management System (ILMS);
(2) Once the artwork is installed, it must not be moved within the CMR or to another location at post without written approval of OBO/OPS/ART;
(3) Post must notify OBO/OPS/ART registrar of upcoming construction or renovation projects at least a month in advance of project commencement, and artwork must not be de-installed and stored, or relocated without permission of OBO/OPS/ART;
(4) Artworks are not to be cleaned. Plexiglas on framed works or protective bonnets may be cleaned only with specially formulated cleaners, never with soap or ammonia-based detergents. Apply cleaner to paper or fabric designed for cleaning optical lenses and wipe the Plexiglas gently;
(5) Artwork must be monitored during events/receptions at the CMR; and
(6) In the event of damage, post must immediately inform OBO/OPS/ART. Post must not attempt any fixes or repairs without prior approval and guidance from OBO/OPS/ART.
f. Facility report and monitoring temperature and humidity:
(1) Post must provide OBO/OPS/ART with an updated facility report for the CMR every 5 years, or upon request. Contact OBO/OPS/ART registrar for forms; and
(2) Areas where art is installed should ideally be kept at temperatures between 68 and 72° F with a stable relative humidity set at 45% (+/- 10%) for the preservation of artwork of various media.
g. Returning loaned art:
(1) Shipping Preparation:
(a) Post must notify OBO/OPS/ART registrar of an ambassador’s departure at least one month in advance of the expected departure date;
(b) Post must obtain shipping cost estimates and contract a reputable fine art shipping company to de-install, pack, and ship the artwork back to the origin of departure;
(c) If a fine art shipping company is not available, qualified embassy staff will be responsible for de-installation and packing under post supervision;
(d) Post must send cost estimates to OBO/OPS/ART. OBO/OPS/ART. requests funding from the regional bureau and sends fiscal data to post; and
(e) See CMR Exhibition Rules and Regulations for Posts for detailed instructions on return procedures;
(2) De-Installation and Packing of Artwork:
(a) Prior to packing, post must locate the original outbound crates and packing materials and ensure they are in good condition for shipping;
(b) Post must check the original condition reports and complete a blank set prior to de-installation. A digital copy must be sent to OBO/OPS/ART. Any indications of damage or wear must be reported to OBO/OPS/ART in both written and photographic format; and
(c) Packing Procedure is as follows:
(i) Open crates;
(ii) Remove packing material;
(iii) Wrap works of art and place in designated trays/slots;
(iv) Seal crate;
(v) Store upright until loaded onto the truck to the airport following all directional arrows stenciled on the outside of the crate; and
(vi) Mark crates as indicated in CMR Exhibition Rules and Regulations for Posts;
(3) Shipping of Artwork:
(a) Post must provide OBO/OPS/ART registrar and the U.S. Despatch Agency with airway bill and flight details at least three working days prior to shipment;
(b) Export customs clearance must be completed by post before delivery to the airport; and
(c) Shipped crates must be accompanied by an international airway bill issued to terminate at port of entry and consign to U.S. Despatch Agency for customs clearance.
15 FAM 743.3 OBO/OPS/ART Responsibilities
(CT:OBO-113; 12-09-2022)
a. OBO/OPS/ART curators work with the ambassador to create an exhibition for the CMR that reflects the ambassador’s cultural outreach goals. Responsibilities include meeting with the ambassador, research, and outreach to potential lenders. The OBO/OPS/ART curator guides the ambassador through the curatorial selection process.
b. The OBO/OPS/ART curator works within the regional bureau budget parameters, advising the ambassador of the impact their selection has on budget and timeline. In the event the ambassador’s final selection is delayed beyond 240 days of the initial art consultation with OBO/OPS/ART, the availability of specific artworks cannot be guaranteed in order to maintain lender relations.
c. Insurance and loan agreements:
(1) OBO/OPS/ART does not provide insurance for an ambassador's personal artwork, or for a loan of artwork arranged by the ambassador without the involvement of OBO/OPS/ART;
(2) A completed loan agreement signed by lender and OBO/OPS/ART must be in place prior to collecting the artwork for shipment; and
(3) All loaned artworks in CMR exhibitions are fully insured through OBO/OPS/ART for the duration of the loan period. The loan period begins from the moment the artwork is collected and ends when the artwork is returned to the lender, typically a period of three years. If damage occurs to a work of art during transit or while at post, OBO/OPS/ART must be notified immediately before any action is taken.
d. Shipping:
(1) OBO/OPS/ART registrar's responsibilities for shipments to a CMR:
(a) Ensures that all CMR exhibition artworks are fully insured, documented and available for shipment to post;
(b) Coordinates artwork consolidation, crating and shipment to post via a contracted fine art handling and shipping company;
(c) Notifies post of an impending shipment in advance of its arrival and provides post with all required shipping and installation documentation;
(d) Coordinates shipment of artworks to the point of entry, usually at the destination airport;
(e) Provides official guidance to post regarding unpacking, handling, and installation of artwork; and
(f) Determines and advises on appropriate installation arrangements; and
(2) OBO/OPS/ART registrar's responsibilities for return shipments from a CMR:
(a) Provides return shipping instructions and documentation to post, once notified of the ambassador’s scheduled departure date;
(b) Approves return shipping estimates received from post;
(c) Makes arrangements for customs clearance, collection from airport, and return delivery to lenders once the shipment arrives at a U.S. airport.
e. Funding:
(1) OBO/OPS/ART secures funding for outbound/inbound CMR exhibitions from the regional bureaus;
(2) Each post is assigned a fixed shipping budget by their respective regional bureau. The shipping budget is a set amount per bureau which cannot be augmented or altered by OBO/OPS/ART;
(3) For outbound CMR exhibitions (to post), OBO/OPS/ART is responsible for securing funding from the regional bureau for consolidation, crating and shipping/air freight to the final destination airport. Post is responsible for securing funding for country clearance, customs, transportation to the CMR and installation;
(4) For inbound CMR exhibitions (from post), post provides OBO/OPS/ART with costs for de-installation, packing, airfreight, and customs clearance; OBO/OPS/ART secures funding from the regional bureau, and provides fiscal data to post; and
(5) If an ambassador offers to augment a CMR exhibition with their own funding, they must sign an agreement with OBO/OPS/ART committing to provide funds for both outbound and inbound shipments. Curatorial selection cannot be finalized until funds have been received.
15 FAM 743.4 CMR Exhibition Publications
(CT:OBO-113; 12-09-2022)
a. Funding permitting, OBO/OPS/ART creates a multi-lingual illustrated publication to support each curated loaned exhibition. The publication serves as an educational public diplomacy tool for post and an archival record of the exhibition, acknowledging the artists and the generosity of lenders.
b. OBO/OPS/ART manages the overall content including but not limited to text, images, format, graphic design, printing, and shipment of all publications, and approves all associated costs.
c. Only artworks borrowed and insured by OBO/OPS/ART are included in the publication. Ambassador-owned or borrowed art is not an official part of the collection and is not included in the catalog.
d. Standard publications are soft cover, 200mm x 180mm in size, with a maximum funded print run of 550 copies.
e. Post must provide the Ambassador statement to OBO/OPS/ART within 21 days of request. Sample statements will be provided to embassy staff for reference. Ambassador personal portraits are not included.
f. If translation is required, post also must provide translated text to OBO/OPS/ART within 21 days of request.
g. If photography of art is required, post must provide high resolution images to OBO/OPS/ART within 21 days of request.
h. OBO/OPS/ART pre-approves the print production and cost with Global Publishing Services (GPS). Digital copies of the publication are available at art.state.gov. If post requests additional copies, post covers the printing cost.
i. Publications are shipped to post by pouch. If post requests expedited shipment, post covers the courier cost.
15 FAM 744 THROUGH 749 unassigned