Equipment and Facilities Use

All of our members (“you”) are eligible to use Holyoke Media’s equipment and production facilities free of charge, provided you have either completed one of our training courses on how to use and protect the equipment from damage, or, at the staff’s discretion, have demonstrated proficiency with the field production equipment. We will make field production equipment available on a nondiscriminatory, first-come, first-served basis, provided the following requirements are met. 

Equipment:

Use of Holyoke Media’s equipment is intended for producing noncommercial media content that can be broadcast through any Holyoke Media medium unless a rental agreement is in place.

When you request field production equipment:

1. Equipment can be reserved for 24 hours, or over a weekend. For weekend use, we ask that equipment be picked up on Friday and returned on Monday. If you need a longer reservation, they are approved on a case-by-case basis, contingent on availability. 
2. All equipment must be reserved with, and checked in and out by, Holyoke Media staff. Please observe Holyoke Community Media’s posted hours and pre scheduled reservation times for check-out and check-in of equipment. 
3. An Equipment Check-Out /In Form must be filled out and signed prior to taking the equipment. If the member signing out the equipment is under 18 years of age, unless a parent or legal guardian has provided permission as part of the membership application, a parent or legal guardian must also sign the Equipment Check-Out/In Form.
4. Cameras may only be checked out one at a time. Requests for multiple cameras will be evaluated on a case-by-case basis, contingent on availability.
5. You can make up to two (2) simultaneous reservations for gear or facilities-use at a time. 
6. Holyoke Media will make every reasonable effort to ensure equipment is in properly working order, but can make no guarantee as to the operating quality of equipment. You may wish to set up and test the equipment before leaving the facility. 
7. If you had problems with the equipment functioning correctly, or something was broken while it was in your care, please let us know upon returning the equipment to Holyoke Media. 
8. If you need to cancel your reservation, please let us know as soon as possible so we can make the equipment available to other people. If you are more than 30 minutes late for pick-up without notification and approval, the reservation may be cancelled.
9. Please return the equipment at the agreed-upon time. If equipment is habitually returned late, you may lose access to using it.
10. Equipment must not be left unattended or left overnight in a car or in any manner that might damage the equipment. 
11. Equipment may not be used in hazardous situations, or in any abnormal or uncommon way that could be reasonably expected to fatally damage the equipment if something were to go wrong. 
12. Members are responsible for returning all equipment in working order and are responsible for payment of any repairs or replacements needed.

Members who volunteer to cover public productions that are the responsibility of Holyoke Media are not responsible for accidental damage of equipment. However, normal care and precautions should be taken during the set-up, recording, and dismantling of the equipment. The equipment should be returned to the studio after the shoot or locked in a pre-approved designated area at the site of the shoot. 

Editing or Studio Production Equipment:

When you request use of on-site editing or studio-production equipment:

1. You can reserve two (2) sessions of up to four (4) hours each at a time.
2. Your crew members for any studio productions must be trained, or have demonstrated proficiency in the equipment they are using, and be approved by the staff.
3. You must show up on time, and complete your production and cleanup within the scheduled time allotted.
4. Don’t try to fix anything. If something is not working correctly, or you want to change how something is connected, the staff will be happy to help you.
5. If you reserve the space and do not call or show up within 30 minutes of your reservation time, you will forfeit the time. 
6. There is no dedicated storage space available on site. Any set pieces, such as furniture or backgrounds, left on site will be considered abandoned and will be disposed of.
7. The Executive Director must pre-approve any live broadcasts. Live broadcasts may be subject to additional restrictions.
8. You must alert staff in advance if any part of your production will impact the ability of other members to use any part of the facility (e.g., excessive noise, etc.).
9. No food or drinks are allowed on or near any of the production or editing equipment. 
10. You must keep the facilities neat and clean. Cables and equipment should be wrapped properly, following posted signs, and put away, and trash should be placed in a receptacle.
11. Before you leave, inform the staff when you’re done using the studio or editing equipment.