Rules for the maintenance of keyboard instruments

Version 2020-03-22
Please sign both pages and send a scan to: schutte@muziekinstrumentenfonds.nl

General
The condition, playing quality and lifespan of each keyboard instrument are to a great extent
dependent on proper care being provided by the person who has undertaken to be
responsible for the instrument as a user. These maintenance rules serve as a guideline for
the use, positioning, transport and maintenance of a keyboard instrument from the NMF
collection. The NMF is ultimately responsible for managing the instrument. For this reason,
the NMF will supervise compliance with the maintenance rules and the other loan
conditions. Prior to each loan, the NMF will check whether the future user has made all the
preparations necessary in order to comply with the following rules.

Positioning
When positioning a keyboard instrument it is important to ensure that the instrument is
protected against all external influences that could cause damage. Sunlight, heating, floor
heating, air conditioning, rising damp, changes in temperature, etc. are factors that may
cause damage. However, persons who enter the room may also cause damage by striking or
knocking against the instrument, by placing objects on top of or against the instrument, or
by improper use. The user is obliged to take all necessary measures to adapt the room in
which the instrument is positioned in such a way that the above-mentioned factors do not
pose any risk to the instrument. Information about the risks involved and measures that can
be taken is available from the NMF.

Use
- due to the risk of oxidisation, strings are not to be touched with the bare hand (unless
otherwise agreed upon)
- no objects may be placed directly on top of or against the soundboard. Even sheet music
can cause scratches in the varnish over time (tip: a textile cloth can provide extra protection,
preventing sheet music and other lightweight material from causing wear/damage)
- the instrument is only to be used by keyboard players belonging to the NMF target group
(professional musicians or music students training to become professional musicians). The
word ‘use’ is understood to mean: practice, concert performances, giving music lessons
- the instrument’s lid (both the main lid and the keyboard cover) is always to be kept closed
when the instrument is not in use
- improper use of the instrument is prohibited, even if a composition requires this (unless
otherwise agreed upon). ‘Improper use’ is understood to mean playing in a manner that may
cause damage to a part of the instrument, for instance, striking the keys with the fists,
placing materials inside or upon the instrument’s mechanical system, etc.

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 Rules for the maintenance of keyboard instruments
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Transport
All external transport is to be carried out by a transport company designated by the NMF.
Internal transport is to be limited as much as possible. In the case of regular internal
transport the instrument is to be provided with the available accessories, such as
professional caster cups, a transport cover, transport trolley, etc. In the case of use (and/or
transport) by third parties, the user is obliged to follow a protocol for internal transport.
Information about risks involved and measures to be taken is available from the NMF.

Maintenance
- the keyboard instrument is only to be tuned and maintained by a technician/tuner
designated by the NMF (unless otherwise agreed upon)
- each year an inspection will be carried out by a technician/tuner designated by the NMF.
The inspection also checks whether these maintenance rules are being complied with.
- grand pianos and upright pianos must be tuned at least twice per year. The user is required
to submit the relevant invoices to the NMF.
- each instance of defect or damage must be immediately reported to the NMF
- any advice given by the technician/tuner must be followed by the user

What are the consequences of non-compliance with the maintenance rules?

If the maintenance rules are insufficiently complied with, this may result in the user being
required to return the instrument to the NMF.

Agreement with maintenance conditions

By signing this document, the user declares that he/she has read all the above rules and
agrees with them.

Place:………………………………… Date: ….. / ………………….. / 2018

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 Rules for the maintenance of keyboard instruments
Version 2020-03-22
APPLICATION FORM NMF
Personal details
Name: .................................................................................................................. M / F

Address: ..........................................................................................................................

Postal code: ......................................... City: ..................................................................

Country: ..........................................................................................................................

Phone number(s): ...........................................................................................................

E-mail: ............................................................................................................................

Date of birth: .......................................... Place of birth: ...............................................

Nationality: ....................................................................................................................

Social security number: .................................................................................................

Account number (IBAN)................................................................................................

Suitability and accessibility study room/building

- the space where the grand piano should be placed must meet a number of conditions to ensure the
safety of the instrument. Please read carefully the attached maintenance rules. Please confirm whether
you can comply with those regulations by signing the maintenance regulations on page 1 and 2 and
including a scan of the document in your attachments.

- It might be the case that your building or study room is not sufficiently accessible to place a grand
piano. You will have to be able to assure in advance about the possibility of placing a grand piano. We
can put you in touch with the transport company in order to discuss the details. Describe below how
you estimate the accessibility of your study room.

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Cost
The NMF will not charge you any costs for this temporary 'emergency' loan.

Attachments
See page 2 for required attachments. Incomplete applications will not be processed.
 Rules for the maintenance of keyboard instruments
Version 2020-03-22
Attachments (everything by e-mail to schutte@muziekinstrumentfonds.nl)
1. Motivation
In any case, your motivation must clearly show why there is a need for you to be able to get a grand
piano on loan temporarily.

2. Curriculum Vitae
Please give us a clear resume of your study progress and of your (most important) musical activities.
Please include relevant upcoming events.

3. Confirmation circumstances
Confirmation in writing by the conservatory head of the department or management regarding your
circumstances.

4. Recommendation (at least 1)

We would like to receive at least 1 recommendation from a teacher who supports your application and
endorses the specific need. Please send recommendations directly to
schutte@muziekinstrumentenfonds.nl

5. Photo
We would like to receive a photo of your face.

6. Signed Maintenance Form

Please read carefully the attached maintenance rules. Please confirm whether you can comply with
those regulations by signing the maintenance regulations (on page 1 and 2) and including a scan of the
document in your attachments.