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Library guidelines for drama and music groups

If you do choose to use our copies for a play production or concert, we would appreciate an acknowledgement in your programme.

Group membership enables your drama/music group or educational establishment to borrow play or music sets at competitive rates.

To subscribe and be registered as a Surrey based group, your group must rehearse and perform mainly within the administrative area of Surrey.

Subscription membership is available to groups outside the administrative area of Surrey although different rates apply.

Registering your group

a) Designate a representative

You must designate one group member to act as your representative. Your representative will take full responsibility for any items on loan to your group, making sure that sets are returned complete and all charges are paid. Please note that, if you are the designated representative, you will be expected to coordinate and make payment of any fees, charges incurred and replace any damaged or missing items prior to the return of the set.

Your representative is the sole user of the card and must produce it every time material is collected. The card is not transferable to any other member of the group and the PIN must be kept securely.

b) Provide the relevant information

To give us all the details, complete the online registration form.

Your membership becomes active as soon as your card is registered on our system and your subscription has been paid. Your new card will be posted to you.

Keeping your details up to date

Once you have subscribed, please make sure your representative keeps all the details up to date by amending your online account profile or letting us know about any changes.

Any change of your designated representative must be notified to Surrey Performing Arts Library immediately by using our change of representative online form. Your group will be issued with a new card which will be posted to you.

Group loans and requests

Material is loaned for periods of one month up to a maximum of 12 months. The length of time you require the material must be agreed either at the time of collection or at the time you put in your request. Future reservations are made on the basis of stated performance dates. Sets which have been reserved in advance cannot under any circumstances be loaned to another group.

Please request material in adequate time. We suggest you make your reservation between 2 and 6 months in advance of your first rehearsal date. You can do this by completing the appropriate online set request form or in person at Surrey Performing Arts Library. If you wish to telephone your request, please have the relevant information ready.

How to make a request

A non-refundable reservation fee is payable in advance for this service.

Care of sets

Items should be returned in the same condition in which they were borrowed:

  • Pencil markings must be removed
  • The number of parts in sets must be checked by you, 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 a replacement copy cannot be obtained then a replacement charge will be made
  • In the case of instrumental, chamber or orchestral material where crucial parts are lost, the charge will reflect the replacement cost of the full work
  • To help you to replace copies or parts we can supply publishers' details. Unauthorised photocopies or manuscripts are unacceptable
  • If a set becomes unusable due to missing items, the responsible group will be expected to pay hire charges until they replace the items.

Items borrowed from other library authorities

If a title is not in our stock or is unavailable we may try to obtain it from other library authorities. This service is available to Surrey based groups only and is done at the discretion of the staff. Please note that we cannot offer any guarantee of supply since this is a goodwill facility between library authorities.

In addition to the non-refundable fixed ILL request fee, a variable ILL fee is payable for this service. Material borrowed from other authorities must be returned complete, intact and within the loan period given by the lending library. Our continued use of this facility is dependent on your respect for it.

Performance and royalties

Play sets on loan from Surrey 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 at an early stage.


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

Charges, fees and payments

All charges are non-refundable. Always check our website for the most current charges. For groups collecting at SPAL or any other Surrey library, if you haven't paid in advance, you will need to pay at the point of collection. For groups collecting at a West Sussex library, you will need to pay before your items are dispatched.

Hire charges

once we know what title and how many copies you want to borrow, we will tell you the total charge so you will be fully aware of the costs before you agree to borrow the material. If you haven't paid beforehand, your group will need to pay the hire charges at the point of collection or dispatch if collecting from a West Sussex library.

Reservation charges for in stock material

These must be paid before your request is processed. This excludes any hire charges.

Charges for reserving items from outside Surrey library stock

(Available to Surrey based groups only):

Fixed reservation fee which covers the search plus a variable charge which covers other costs including handling fees and courier charges. You will be given a minimum cost, which you must agree to pay before we can proceed with your request. The final total will depend upon supply. This excludes any hire charges.

How groups can pay

Payment can be made in person by cash, cheque or debit/credit card. You can also pay by debit/credit card online through your borrower account.