Music and playsets are available for loan to groups, societies and educational establishments.

Group registration

An annual subscription will be payable before the issue of all group tickets. Please see below for charges.

Groups should designate a representative who will be responsible for all material borrowed by the group. A group ticket will be issued annually to this representative who will be designated the sole user of the ticket. The ticket is not transferable to any other members of the group.

This ticket must be produced every time material is collected and the ticket holder must accept full liability for all material borrowed.

To register a group, the representative must provide proof of personal identity (including address), plus a letter* (preferably on headed paper) containing the following information:

• Name of group
• Name of representative
• Acceptance of responsibility for the ticket and materials borrowed by named representative

(*or written authorisation from the head of an educational establishment.)

Registration by post

To register by post, the representative must include the following in the envelope:

• A photocopy of proof of personal identity (including address), such as a driving licence or utility bill
• A letter (preferably on headed paper) containing the following information:
  Name of group
  
  
  Name of representative
  
  
  Acceptance of responsibility for the ticket and materials borrowed
• A cheque covering the yearly membership fee, outlined below (hire fees will be invoiced separately), made payable to Surrey County Council

Please address the envelope to the Library Manager and post to the following address:

Surrey Performing Arts Library,
Denbies Wine Estate,
London Road,
Dorking, Surrey
RH5 6AA

Change of group representative

Changes of group representative or personal details should be notified to the Performing Arts Library immediately.

If a group wishes to change its representative, the new ticket holder must produce the following:

• The existing group ticket
• A letter of authorisation from the previous representative
• Proof of current address

The new representative will then become responsible for items already on loan to the previous ticket holder.

Membership subscriptions and charges for music and drama groups from 2nd May 2011

Subscriptions

An annual group membership subscription will be payable as follows:

£25.00 – Surrey and West Sussex groups.
A Surrey group must have a proven 60% of its membership living within the administrative county of Surrey.

£32.00 – Out-of-county groups.

Loan charges (all per one month loan)

Vocal scores

£5.00 per set (4-20 copies) – Surrey and West Sussex groups.

£7.00 per set (4–20 copies) – Out-of-county groups.

Packaged vocal sets

£4.00 per folder – Surrey and West Sussex groups.

£6.00 per folder – Out-of-county groups.

Orchestral sets

£5.00 per set - Surrey and West Sussex groups.

£7.00 per set - Out-of-county groups.

Playsets

£3.00 (4 or more copes of each title) – Surrey and West Sussex groups.

£4.00 (4 or more copies of each title) – Out-of-county groups.

Booking fee

£3.00 per set/title

Inter-library loan fee

£4.00 per application to other library sources.

Loan periods and charges

Material borrowed for performances will be loaned for periods of one month accommodating performance dates of up to 12 months ahead; ie for 1, 2, 3, 4 months etc. This period must be determined at the time of collection or stated at the time of the initial request. As future bookings are made on the basis of these stated performance dates, set material may not be renewed if it is subsequently requested by another group. A non-refundable charge for each monthly loan period is payable. Please see below for details. A further loan charge will be payable on sets returned more than 3 working days beyond the initial due date.

Lost or stolen books must be reported immediately. A replacement charge is payable.

Bookings

Please request material in adequate time. We suggest at least two months in advance of first rehearsal date. Bookings can be made up to six months in advance of this. Please book in writing, by telephone, fax or email, clearly stating edition, number of copies needed and first rehearsal and performance dates, as well as group ticket number and library collection point if material is not being borrowed directly from the Performing Arts Library. A non-returnable booking fee is payable for this service. See below for details.

Sets which have been booked in advance cannot be loaned under any circumstances to another group.

Items borrowed from other library authorities

If a title is not in stock or is unavailable, we can, in some circumstances, try to obtain it from other library services. This is done only at the discretion of the librarian and we cannot offer any guarantee of supply since this is a goodwill facility between library authorities. It is imperative that material borrowed from other authorities is returned complete, intact and within the loan period given by the loaning library.

Our continued use of this facility is dependent on your respect for it. Regretfully, this facility is only available to Surrey based groups.

Use of material

• Items should be returned in the same condition in which they were borrowed. Pencil markings should be removed.
• The number of parts in sets must be checked by the borrower at the time of the loan. Any missing parts identified on return will be the group’s responsibility.
• Orchestral sets must be returned with parts in running number order.
• All orchestral and vocal sets must be returned complete. If parts are lost or badly damaged the group should replace them with new or good condition copies of the same edition. If the music is unavailable a replacement charge will be made. In the case of instrumental, chamber or orchestral material where crucial parts are lost, this charge will reflect the full replacement cost of the work. We can supply publishers' details to help you to replace copies or parts. Unauthorised photocopies or manuscripts are unacceptable.

Please note: In the interests of other library users, please ensure that all sets and parts are returned intact, in the condition in which they were borrowed and within the agreed loan period time.

Performance and royalties

Playsets on loan from the Performing Arts Library are not necessarily released for amateur performance. In your own interest you are advised to apply to the publisher before committing yourself to a production. Similarly, royalty payments are usually payable on any music or play performed publicly and we strongly advise you to contact the publisher or the Performing Rights Society 020 7580 5544 at an early stage.

Copyright

Users of all material borrowed from Surrey libraries are reminded that all unauthorized copies are illegal, whether made by machine or by hand.

And finally…

If you are using our copies for a concert or play production, we would appreciate an acknowledgement in your programme.