Through the acquisitions supported, we help to develop and strengthen the quality and standards of collections, enabling museums and record offices to improve the representation and diversity of the stories they preserve and present.
The V&A administers the Fund with a grants budget from Arts Council England's National Lottery funding. The budget is set each financial year.
What is supported?
Objects, collections or archives of any date relating to the arts, literature or history with a minimum purchase price of £500 to a maximum of £500,000. This includes but is not limited to:
Archaeological material
Items that have been found during archaeological excavations or by amateur detectorists and have been reviewed through the Portable Antiquity Scheme (PAS) and declared as treasure. We will also consider items that have not been declared treasure if they possess a genuine historical or ethnographic narrative.
Decorative art objects
Objects with a highly decorative or expressive material aesthetic quality that demonstrate a particular period, style, movement, design or craft. This may include but is not limited to sculpture, pottery, ceramics, metalwork, glassware, textiles and furniture.
Historical or contemporary art
Painting, drawing, photographic, sculptural, mixed media or digital artworks that have a significant historical or critical impact. For contemporary artworks that are site specific (outdoor or public) and/or require continued care and maintenance we would require a detailed collection care plan to support the application. See Acquisition of Digital Media.
Archival material and rare books
Documents and letters with good historical content, maps, writers' manuscripts and archival photographs. The proposed purchase must have good historical content and be relevant to your existing collections. We are not able to support the purchase of items bought for the autograph value alone. See Acquisition of manuscripts and archives.
Objects illustrating social and/or popular culture
This covers a broad range of objects from posters and banners to memorabilia, fashions, costumes and product design that have a local or national historical significance. These items may have a highly decorative quality however the aesthetic appeal may come second to the cultural impact they have had on communities and histories. See Collection Care and Access.
Ineligible objects
- Objects which have already been purchased; there must be no financial commitment to buy until an offer has been made
- Artificial grouping of objects individually priced at less than £500
- Items intended for circulating exhibition services, loan schemes or handling collections
- Reproductions, facsimiles, current publications, museum or library equipment
- Conservation costs
- Associated costs such as delivery, framing or valuation charges
- Value added tax where this may be reclaimed by the applicant
- We are unable to consider applications in respect of commissioned items. These are covered by Arts Council England's National Lottery project grants.
Grant funding
The exact level of grant offered to an applicant is subject to a number of factors such as the availability of funds, the comparative strength of the argument made for the acquisition, whether the object is considered to be reasonably priced, and the level of support from other sources.
- The maximum grant is 50% of the purchase price
- No applicant is likely to receive more than £50,000 in any one financial year
If buying at auction:
- Buyer's premium, agent's commission and artists' resale right (excluding VAT) are all considered part of the eligible costs
- If your museum cannot reclaim VAT, buying within the 'Margin Scheme' may be more cost-effective; if your museum can reclaim VAT, bidding outside the scheme may be preferable despite the higher initial cost. Applicants are advised to always check the auction terms to understand the VAT treatment before bidding.
Local financial commitment is essential. Grants are calculated on the level of local contribution. Up to £10 of grant aid may be given for each £1 of locally raised funding. Local sources might include the applicant's own funds, special appeals, contributions by friends' organisations, local business or private donations. The balance may be sought from other nationally administered grant giving bodies such as the Art Fund, the Friends of the National Libraries, the Beecroft Bequest, the National Heritage Memorial Fund and the National Lottery Heritage Fund. We do not expect to co-fund with other Arts Council grant schemes.
Contact the Purchase Grant Fund office if you are unsure as to the exact nature of any potential fund source.
Who can apply?
Museums, galleries, record repositories and specialist libraries in England and Wales that are not funded by central government and maintain a permanent collection in suitable conditions for public benefit. More specifically, our applicants are:
- A permanent collection covered by legal safeguards to prevent its dispersal
- Premises suitable to a records office's or museum's needs, providing adequate space for the display of a permanent collection and/or secure storage facilities
- Efficient security systems and environmental controls
- A formally adopted acquisitions/collections development and disposals policy
- At least one suitably qualified member of staff with specific responsibility for the collections
- Guarantee of sufficient long-term funding to enable the museum to continue to operate
- The museum itself must not form part of a profit-sharing organisation
- Regular opening hours providing reasonable and inclusive public access for at least six months in the year
- Access should be easily available and not dependent on appointments or special assistance
- A range of visitor services appropriate to the size and nature of the institution
- Have an acceptable constitution and financial basis
Unless administered by a local authority or university, institutions should be governed by a charitable trust ensuring the future security of the collection so that, in the event of the closure of the museum, the collection would pass to another institution with similar aims and safeguards.
As a basic requirement eligible museums and galleries should be accredited under the Arts Council England scheme and record repositories and libraries be accredited under the Archive Service accreditation scheme, or have formal 'working towards' status. Organisations not eligible for accreditation, e.g. libraries, will be asked to provide supporting information that demonstrates how good collection care standards are met
The eligibility of your organisation to receive grant aid from the Fund will be assessed when you first apply to the Fund and will continue to be monitored. To determine eligibility, we will request detailed information on your organisation's governance, funding, staffing and collecting policy. We may also wish to visit your venue. See Collection Care and Access.
Exclusions
Applications from nationally funded organisations, friends' organisations or other third parties. A list of those nationally funded organisations which are ineligible for support is available from the Purchase Grant Fund office.
These criteria are intended as guidelines, and we are happy to discuss individual points with prospective applicants.
Application process
For standard or treasure purchases and private treaty sales you can apply at any point during the financial year, although please be aware fund availability is likely to be limited towards the end of each funding round (usually the end of March).
For auction sales, please contact the Purchase Grant Fund office at least 10 days before the auction to discuss potential interest. We will give you a deadline to submit your application. This will be at least a week before the auction.
You may apply as often as you like although we will want to see that you are taking a strategic approach to developing your collection.
We are aware that several opportunities to make good acquisitions can arrive at the same time. If you would like to submit multiple applications, please contact us to discuss the best way for us to consider these applications. If there are no time deadlines we would generally advise that you stagger your applications. As always, you will need to explain how each purchase is a priority for your organisation and complements your collection development policy.
How to apply
Contact the ACE/V&A Purchase Grant Fund office by email with brief details of your proposed purchase. You will either receive a link to our application portal or we will contact you for further information.
Your application must include:
- Details of your organisation, including where the object will be kept
- A description/title of the item/work/object(s) being purchased
- Price excluding VAT (in pound sterling). You are expected to have established that the price is reasonable and are responsible for providing valuations when required. It is our policy not to encourage the purchase of unduly expensive material. We expect you to negotiate a museum discount wherever possible and investigate a reduction in price through any available tax exemption scheme.
- Requested grant amount. It is always recommended that you request the maximum (50% up to £50k) although, if successful, it is not guaranteed that you will receive the full requested amount.
- Provenance and due diligence details, see Provenance and due diligence.
- A compelling acquisition statement that outlines your reasons for buying the object and emphasises the impact the object will have for your collection/organisation and your audiences
- A condition report or confirmation that the object has been inspected and is in good condition
- Good quality photographs of the object(s). We use the images for record, reporting and publicity purposes, you must therefore ensure that the appropriate copyright clearance has been obtained.
- For manuscript purchases (that are not decorative) an inventory and condition report can be included instead of images
Auctions
We are not always able to support auction purchases, especially at short notice, therefore it is important that you:
- Contact the ACE/V&A Purchase Grant Fund office as soon as you are aware of the sale and at least 10 days before the auction date
- Submit your completed application to us by the deadline we give you. This will be at least a week before the auction.
- Include a link to the catalogue entry, an independent note or report of condition (unless we agree that this can be sent on later), ideally an independent valuation, and detailed images as necessary
- Have your organisations agreement on a proposed maximum hammer bid
- Provide details of additional costs e.g. buyer's premium, agent's commission, artists' resale right and VAT
- If your museum cannot reclaim VAT, buying within the 'Margin Scheme' may be more cost-effective. If your museum can reclaim VAT, bidding outside the scheme may be preferable despite the higher initial cost. Applicants are advised to always check the auction terms to understand the VAT treatment before bidding.
- Inspect the object(s) for condition and verification before the sale
- Check if any other relevant organisations have a declared interest in the object
Decision making
We will look to support museums and record offices that want to acquire items which enable them to better reflect and respond to their audiences through their collections. We want museums to be able to provide a more accurate, balanced and inclusive interpretation of their collections, therefore becoming more relevant and sustainable as a result.
Applications will be assessed on how you have demonstrated:
- The significance of the proposed purchase in the context of your organisation's collections/purpose
- The impact it will have on the organisation and its audiences (visitors, learners, researchers)
- How it will be used/displayed to help further your organisations activities and objectives
We will also take into consideration:
- The quality of the work
- Value for money
We do not normally ask you to bring the objects to the V&A for assessment, but should our advisers need to examine the object, we will ask you to make the object available for inspection and to meet associated costs.
Grant offers
Competition is very strong and not all deserving cases will be successful. In some cases, we may offer a grant less than requested.
For standard and treasure cases we aim to give decisions within four weeks of receipt of all the necessary information, apart from purchases costing over £50,000 for which we normally give decisions within two months.
For auction sales we will telephone/email you with the decision before the sale. Our grant offer will be expressed as a percentage up to an agreed maximum bid. If the lot is secured at less than £500 including premium (the minimum eligible price level) it will no longer qualify for grant aid. You must tell us the outcome of the auction as soon as possible after the sale, whether or not the bid was successful.
We will confirm all grant offers in writing, stating the exact level of grant and the terms of grant offer, and email this offer letter to you with instructions on how to claim your grant.
How to claim your grant
The Purchase Grant Fund operates on a reimbursement scheme for new acquisitions and no monies will be transferred in advance. Once you have received a grant offer you should pay the vendor and then you can claim your grant by submitting proof of purchase along with a grant claim form.
The grant payment will be processed through V&A accounts and paid via BACS to your organisation. This payment process can take up to 40 days to complete after receiving all required information from the grantee. Please ensure the relevant colleagues at your organisation/trust are aware of this process and are willing and able to acquire a new object in this way.
Once you have taken safe delivery of the object and you are ready to claim the grant:
- Sign into your account via the online application portal
- Complete the grant claim form and upload a copy of a receipt or alternative proof of payment which must include:
- details of the item(s) bought
- a breakdown of the price
- the date paid
The grant claim form sets out the terms and conditions attached to the grant and its completion constitutes a formal contact. Before completing the form, you must ensure that you have financial responsibility for museum purchases and the authority to enter into such agreements.
Your grant claim will be processed by the Purchase Grant Fund office via the V&A Finance system. As part of the museum's fraud prevention plan, the financial contact listed on the grants claim form may be contacted by the V&A Finance team before the payment can be processes and/or completed. Please ensure that the financial contact listed on the grant claim form has been briefed before submitting the claim.
Acknowledgement of support
Acknowledgement of support from the Arts Council England/V&A Purchase Grant Fund and National Lottery is a condition of grant aid, formally accepted when the grant is claimed.
Support must be correctly acknowledged in all forms of publicity, display and documentation, including online catalogue entries and references. Logos and details on how to acknowledge support will be provided alongside your grant offer letter.
Acknowledgment of support on websites should include a link to the Arts Council England/V&A Purchase Grant Fund.
Where a purchase has been jointly funded, credit should appear in the order of magnitude of grant.
Credit line
Arts Council England/V&A Purchase Grant Fund and National Lottery support must be acknowledged in text as:
- Purchased with support from the Arts Council England/V&A Purchase Grant Fund
Logo
Only artwork supplied by the V&A may be used. The logo can be requested as a file from the Purchase Grant Fund office. Please email: purchasegrantfund@vam.ac.uk.
The logo must have:
- a minimum size of 15mm (height); there is no maximum size
- a minimum of 15mm around the logo into which no other text, logo or imagery must intrude
- a black and white or a grey tint
Social media
Connect to us by using:
- X: @V_and_A and @ace_national
- Instagram: @vamuseum and @acegrams
- Facebook: @victoriaandalbertmuseum and @artscouncilofengland
Press releases
The following must be included in the notes to editors for all press releases:
The Arts Council England/V&A Purchase Grant Fund is a government fund that helps regional museums, record offices and specialist libraries in England and Wales to acquire objects relating to the arts, literature and history. It was established at the Victoria and Albert Museum (V&A) in 1881 and continues to be part of its nationwide work.
The annual grants budget, currently £725,000, is provided by Arts Council England National Lottery Funding. Each year, the Purchase Grant Fund considers some 150 applications and awards grants to around 100 organisations, enabling acquisitions of over £3 million to go ahead. Find out more on the V&A website.
Complaints
We are committed to being as clear as possible, including being clear about how we assess your application and make funding decisions. Should your application be unsuccessful, we will endeavour to give clear and constructive feedback.
If you are unhappy with the way your application has been processed, please contact the Purchase Grant Fund office.
If this does not resolve the problem, we'll send you a guideline on making a complaint. Written complaints will be assessed by a senior member of V&A or Arts Council England staff unconnected with the original application. We will respond within 21 days.
Data protection
We will use the information provided in your application to administer the grant application. This includes sharing details with assessors from the V&A, other national museums and The National Archives, and preparing anonymised statistical information. Please ensure you have any relevant consent from third parties to share any personal data with us.
It is important that the personal data we hold about you is accurate and current. Please contact us if your personal data changes during your relationship with us. Find out more about the V&A's privacy policy.
Contact us
Email: purchasegrantfund@vam.ac.uk
Tel: 0207 942 2536
Appendix
Collection care and access
Details of provision for collection care and access will be requested as part of an organisation's eligibility review and initial application. This will be monitored as part of the Fund's continued interest in the objects it has supported.
If an applicant is applying to purchase an item that has non-standard care and access requirements for their type of organisation, details of provision for collections care and access will be requested specific to the proposed acquisition and will form part of the Fund's decision-making process.
Continuing interest in items acquired with grant aid
The Arts Council England/V&A Purchase Grant Fund retains an interest in the items it has helped to acquire and monitors compliance with the terms of grant aid. Should an applicant be unable, at any time, to meet the grant conditions or eligibility criteria, including the loss of Accreditation status, the Fund is entitled to reclaim any grants made.
Access and display
The Fund normally expects acquisitions to be made available for public display within six months of the grant claim, unless otherwise agreed.
Access should be easily available and not dependent on appointments or special assistance. Regular opening hours should provide reasonable and inclusive public access for at least six months in the year.
The Fund would like to stay informed about supported acquisitions and organisations. Please let us know when the object/item/work is on display, share invitations to relevant exhibitions, and keep us informed of any funder networking opportunities or related events.
Share press coverage on your supported acquisition and add PGFacquisitions@vam.ac.uk to your mailing list.
Permanent location
Grant aid is awarded in the context of specific organisation sites that have met the Fund's eligibility criteria, the proposed location of an acquisition must therefore be declared at the time of application. The acquisition must not be intended for long-term loan to a premises not governed by the applicant authority and/or which would not be considered eligible.
Acquisitions must be permanently housed in secure and acceptable conditions. This may extend to works intended for display in unconventional locations if there is a robust care plan. This includes but is not limited museum grounds, foyers or corridors, and public spaces such as town squares.
Temporary loans
The temporary loan of an ACE/V&A Purchase Grant Fund object is at the discretion of the curator responsible for the collections. However, the Fund expects that a loan of the object will be limited to venues that can provide comparable levels of physical and environmental security and curatorial input as the permanent location. If the function of the building is not primarily that of a museum, we ask that you update the fund with care plan arrangements for the site.
Disposing of objects
The Fund accepts that deaccessioning in certain circumstances is a valid collections management tool, provided it is carried out within the terms of an acceptable collections management policy and recognised professional and ethical guidelines. The transferral of items from core collections to handling collections, which are outside the Fund's remit, will be deemed to be a disposal.
In line with the terms of the grant offer, the ACE/V&A Purchase Grant Fund must be contacted to discuss any considerations for disposal. In the event of disposal being permitted, the Arts Council England/V&A Purchase Grant Fund is entitled to repayment of the grant or, if greater, a sum equal to the percentage of the grant from any monies received.
Organisations intending to sell objects purely to generate funds for revenue purposes are unlikely to receive grant aid in the future.
Transfer of ownership
Grants are awarded to those who have demonstrated how the acquisition complements the existing collection and helps meet the institution's objectives. Should the situation change, and a different home be considered more appropriate, you should consult the ACE/V&A Purchase Grant Fund at an early stage.
In the case of transfer of ownership, if the proposed recipient is an organisation which meets the Fund's eligibility criteria, transfer of the award may be considered.
Loss or damage to objects
The Purchase Grant Fund office must be notified at once if an item acquired with grant aid is lost, stolen or irreparably damaged.
In the event of a total loss, the Arts Council England/V&A Purchase Grant Fund is entitled to repayment of the grant or, if greater, a sum equal to the percentage of the grant from any insurance claim or compensation.
Acquisition of manuscripts and archives
Record repositories and libraries are expected to adopt The National Archives' Standard for Record Repositories, published by The National Archives, 2004.
Museums seeking to acquire manuscripts and archives are expected to follow the Code of Practice for Museums in the United Kingdom, issued by the Standing Conference on Archives and Museums, 1996.
You must be able to provide a high standard of care comparable to that of a repository approved against The National Archives' Standard for Record Repositories and should have:
- Facilities for the storage of documents in secure and climatically stable conditions in accordance with the guidelines set out in British Standard BS5454 Recommendations for the storage and exhibition of archival documents (2000).
- Documents would be systematically stored in strong room security and not subjected to significant fluctuations in temperature and relative humidity.
- Removal of documents from controlled conditions should only take place for bona fide research and temporary display purposes.
- Provision for public access to the collections through adequate recording and cataloguing. There should be a designated, supervised study area for examination of original material adjacent to the storage area.
- Temporary display facilities which can provide physical and environmental security in accordance with the British Standard BS5454. Display damages documents and the Purchase Grant Fund discourages their acquisition mainly for exhibition purposes.
- Suitably qualified professional staff. Where no qualified archivist, librarian or curator is employed, the Fund would expect the institution to make direct use of the advice of an approved record office, or the Historical Manuscripts Commission in all matters concerning the care of archival material.
Useful publications
Acquisition of digital media
There are many unique issues to consider when acquiring digital media. Each acquisition will have its own precise requirements, but in general we expect digital media applicants to:
- Define what is being acquired and why
- Determine the legal rights related to the acquisition
- Ensure a preservation plan is in place
This can be determined by answering the following questions:
1. Is the acquisition a:
Digital media file
- a single file that may be downloaded or provided on physical media
- have an associated physical output for display
Digital media package
- the purchase is artwork produced from a package. It is a set of files in a folder structure
- have a self-running software file
- be downloaded or provided on physical media
- require physical components to produce the artwork
- have an associated physical output
Software package
- a set of files in a folder structure
- produce data through use
- be downloaded or provided on physical media
Physical object with software
- the purchase is a physical object that includes some form of software
2. Is the acquisition unique or is there an edition?
- how many versions exist/likely to be produced?
3. What rights do I need/have?
- licence to use agreement
- ongoing legal costs or copywrite
- Is approval required to change the format?
4. What preservation requirements need to be taken into account?
- Is there both a plan and permission to preserve/update the digital media?
- Is/are the file(s) in a format that can be preserved?
- Can this be updated as technology advances?
- What software is required to read the file?
- What platform is needed to use the software?
- Are any physical components (such as monitors) replaceable?
- Does your museum have a Digital Asset Management Plan, is your IT team aware of the acquisition and have all ongoing preservation costs been considered?
Useful resources
Provenance and due diligence
In accordance with good practice, the Purchase Grant Fund expects all applicants to have exercised due diligence in establishing the ownership history of the object to be purchased.
Potential acquisitions should:
- have, as far as can be traced, a full history of ownership, especially for the years 1933 – 45
- not be the subject of a claim by anyone else
and, if appropriate:
- have been exported legally from its place of origin and imported legally into the UK
- have been legally excavated
This can be determined by:
1. Acquiring documentary proof that the vendor has legal title and has the authority to transfer it. If no documentary proof exists (for example, if an object has been handed down through a family) a signed statement from the owner confirming these points should be obtained.
2. Checking that the item has not been stolen by:
- seeking from the vendor, or other relevant sources, such as the Art Loss Register or Commission for Looted Art in Europe, confirmation that to the best of their knowledge and belief there are no third-party claims, actual or anticipated, on the object
- confirming that the object does not appear on ICOM's Red Lists
3. Obtaining the fullest possible history of the ownership of the object, particularly (if appropriate) for the years 1933 – 45 by:
- requesting full information in writing and copies of any documentation on the history of the item from the vendor or executors
- checking whether the item has ever been published or exhibited
- checking the Art Sales Index or other relevant records for details of the item going through auction salesroom
4. Obtaining documentary proof that the necessary export and import documentation is in place and no law has been contravened in the export of the object from its country of origin by:
- obtaining documentary evidence that the item was imported into the UK before 1970. (As agreed under the Unesco Convention on the means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property, 1970.)
- confirming that any necessary CITES licences have been issued.
- checking that archaeological material was recovered legally by:
– obtaining written confirmation from the landowner of permission for the right to search and to dispose of the object
– obtaining details of the findspot
– obtaining evidence that the find was reported to the appropriate authorities as necessary
– checking that there is no indication that the recovery involved deliberate destruction or damage to a known archaeological site or ancient monument
Last updated: 10 July 2025