Cultural or educational nonprofit organizations interested in applying to Smithsonian Affiliations need to submit a proposal to the Smithsonian. A proposal is typically reviewed within 4-6 weeks. The MOU allows the Smithsonian museums to formally entertain the requests submitted by the affiliate. The affiliate and the Smithsonian museum engage in discussions concerning the feasibility and cost of implementing the proposal. If the terms of the loan and the costs associated with the project are accepted by both parties, the agreement is carried out.
Costs vary depending on the loan and programmatic requests submitted by the affiliate.
The affiliate compensates the Smithsonian for costs incurred in executing the proposal it submitted. Expenses typically incurred by the Smithsonian on artifacts loaned to affiliates include insurance, packing and shipping, appraisals, photography, conservation, copyright clearances, installation and de-installation of exhibits, security, and travel. If the proposal is accepted, the affiliate reimburses the Smithsonian for administrative and processing expenses incurred by the Smithsonian in evaluating the proposal. The Smithsonian will notify the applicant in writing if the proposal is not accepted and will explain the reasons why it was not accepted. Three copies of the complete proposal should be submitted to the Smithsonian for review and consideration.