We have an annual exhibit that we loan to quilt guilds, quilt conventions, and public libraries. We have a contract that we use for these. It spells out who is responsible for what, and that we require a Certificate of Insurance for $3,000 for the exhibit. Other than that I have guidelines that I email prospective venues so that they know what I expect of them, and exactly what we provide (quilts, signage, labels, promo material). I’ve attached the contract we use; maybe it will help you.