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I agree with Shannon. I make out a Loan Agreement whcich would stipulate all of the items mentioned above and make it renewable annually. This way, even if people change, the Loan Agreement will not change. I would also mark each item that is “on Loan” and catalog it as a Loan. We use an “L” for a prefix to indicate an item loaned to us, and I would make the item and use a paper tag. If the current owner will not sign the Loan Agreement first, and renew annually, I would not accept the items. Then I set a date and mark it on my calendar for renewing the loan, with a reminder to do it.