Library Policies & Procedures: Library Use Reservation Policy

Reservation Policy for Special Events and Receptions

College groups, including MVC divisions, offices, and sponsored student organizations, may apply to use the Reading Room or the Coffee Room lounge on the first floor of Murrell Library or the Library Commons for educational, cultural, or fund-raising events. Please contact library personnel to reserve facilities. Reservations are subject to the approval of the Library Director.

Times for Events

 All events must end two hours before the library closes. Non-library-provided food must be put away at this time, and must be cleaned up at least one hour before the library closes. Library-provided popcorn will be put away two hours before the library closes.
 The Reading Room and the Commons is not available the week before and the week of Midterms, or the week before and the week of Finals, except for events sponsored or co-sponsored by the library. Any events during these peak study times is restricted to the Coffee Room lounge room on the first floor of Murrell Library. Other blackout dates may be imposed, as necessary, depending on campus activities and student needs.

Space

 Computer and projection equipment is available, as are DVD and VHS players. However, equipment requests should be made with your event reservation. Films may be shown subject to copyright restrictions, and may only be shown in the Coffee Room lounge.
 Presentations and lectures may be made in either the Coffee Room Lounge or the Reading Room on the first floor of Murrell Library, or in the Library Commons. The use of amplification equipment in event rooms is discouraged due to the disturbance it creates for those using the Library for study and research. Any other entertainment activities that may include an above normal speaking level volume, e.g. a musical performance, must be approved by the Library Director.

Food and Catering

 Event coordinators are responsible for all arrangements with campus catering in accordance with College food service and alcohol policies. Catering service may be requested through Fresh Ideas. Catering set-up must be coordinated with Library personnel. Catering service is responsible for the removal of food immediately after events. Catering table requests should be made when the reservation is booked with the Library.
 Upon request in the reservation, the Library will make popcorn or coffee for events. However, the sponsoring organization will be responsible for paying the library for the popcorn or coffee.

Furniture

 It is the responsibility of event organizers to coordinate furniture arrangements and set-up beforehand with Library personnel. This will ensure that plans meet fire and safety codes.
 It is the event coordinator’s responsibility to make arrangements for the delivery of any furnishings to the Library. The Library does not have or provide linens or other table decorations. Outside delivery of furnishings and equipment must be approved by the Library Director. All decorating, signage and related activities are the responsibility of the event organizer(s), and must be in accordance with fire and safety codes.
 Existing furniture and furnishings may not be removed from any space without prior authorization from the Library Director.

General Rules

 Reservations must be made at least 72 hours in advance of the event.
Missouri and College alcohol laws and regulations apply to the use of Library space. Tobacco products are not permitted on campus. This includes vape, chew, etc. Open flames, hot plates, space heaters, and electrical appliances also are prohibited.

 Event organizers are responsible for the financial cost of any damage to the facility or furnishings by an event organizer(s), staff, or attendees.

 Before making an audio or video recording of a speaker or performance, you must obtain written permission. A sample form is found at the end of this policy.

 In the event of severe weather or another emergency which causes a delay or cancellation of classes or closure of offices, events in the Library during that period will be canceled.

Violation of these policies may result in denial of future requests.

Copyright Policies for Library Event Use

The College and the Library are bound by the restrictions of copyright law found in Title 17 of the United States Code. This includes rules dealing with performances and displays (17 U.S. Code Section 101). All performances and displays in the library must adhere to these rules.

Performances, as defined by the copyright act, include showing films, playing music, performing a dance, or reading out loud plays, novels, or poetry. According to the statute, “To ‘perform’ a work means to recite, render, play, dance, or act it, either directly or by means of any device or process or, in the case of a motion picture or other audiovisual work, to show its images in any sequence or to make the sounds accompanying it audible.”

Display is similarly defined by copyright law. Displays include using kits, photographs, slides of artwork, charts in a PowerPoint, etc. To “display” a work means: “To show a copy of [a work], either directly or by means of a film, slide, television image, or any other device or process or, in the case of a motion picture or other audiovisual work, to show individual images nonsequentially.”

Groups sponsoring musical performances must ensure that public performance rights have been obtained before the event takes place. There are several performing rights organizations that handle this material, including ASCAP (American Society of Composers and Producers), BMI (Broadcast Music, Inc.), SESAC, and SoundExchange. Failure to obtain prior clearance will result in the event being canceled.

Film events, plays, choreography, etc. must also adhere to public performance requirements. Copyright rights must be obtained in advance. In order to remain legal, sponsors must either obtain a public performance license, or fall under the limited copyright exception for educational purposes

Copyright Exception for Education

There is an education exception for copyright, but it is limited. 17 U.S. Code Section 110(1) allows MVC employees or students to perform or display a work “in the course of face-to-face teaching activities of a nonprofit educational institution, in a classroom or similar place devoted to instruction. . . .” The Library falls under the definition of a “similar place devoted to instruction.” However, this is a limited exception, and there are restrictions. Divisions, clubs, and the library are permitted to show films outside of class, as long as the performance is accompanied by a lecture explaining the historical, cultural, or educational purpose of the film. In order to be legal, the performance or display must:

1. Have an educational purpose, or be part of classroom instruction.
2. Must be accompanied by a lecture explaining the historical, cultural, or educational purpose of the film.
3. Must allow an opportunity for discussion and questions.
4. May NOT be used for entertainment or reward purposes.
5. Films that are shown must be a legal copy that was legally made. Illegal (pirated) copies are strictly prohibited. The film must be owned by the college (i.e. the library or a specific division) or by the campus organization that is showing the film. Rented films may also be shown, subject to the requirement that they be shown for a genuine educational purpose.
6. The Library will not allow videos recorded from broadcast, satellite, or streaming programs to be shown. You may show items found on the web or via satellite, but you may not show items from streaming websites such as Netflix.
7. You may use multimedia materials (videos, music, etc.) that are included in databases that the Library has licensed, such as Films on Demand. Please note that there must be a genuine pedagogical reason for the performance or display.

Please contact the Library Director if you have any questions. Failure to adhere to these policies will  cause the cancellation of the event, and may in denial of future requests.

Updated September 11, 2019

Release and Authorization Agreement [for video, replace “podcast” with “video”]
 
I, ____________________________________ understand, consent to, and agree that Missouri Valley College may reproduce my presentation or lecture on ______________________ for broadcast via a podcast, and that the College may utilize said podcast for educational, non-profit purposes in its sole discretion, including, but not limited to, use in College and non-college publications and broadcasts, and that Missouri Valley College shall own and retain all rights to said podcast(s). Missouri Valley College shall also own and retain the rights to authorize reproduction, prepare derivative works, transmit, perform publicly, display, and authorize public performances.

Missouri Valley College hereby grants _____________________________________ a worldwide nonexclusive perpetual license to use this work for his/her/their own purposes, including, but not limited to, use in his/her/their publications, broadcasts, and podcasts. He/she/they shall own and retain all rights to said podcast(s). This nonexclusive license shall allow him/her/them to authorize reproduction, prepare derivative works, transmit, perform publicly, display, and authorize public performances.

Signed________________________________                     Date________________________
 
Witness________________________________                   Date________________________