Media Services Loan Policy

Who May Borrow

  • Currently enrolled students, faculty, and staff, as well as Five College students enrolled in Hampshire-specific courses, may borrow media production and audiovisual equipment with a valid ID. Restrictions may apply to certain collections. Visitor patrons, students on leave, or field study students do not have borrowing privileges.
  • Patrons interested in borrowing production equipment or using the media lab facilities must be certified by library staff

Resources Offered

  • Gadgets-to-go is a website linked to the Media Services catalog that allows patrons to peruse what is available in real time.
  • Resource Guides are a collection of video tutorials, photos, manuals, and written instructions to support the use of equipment

Additional Resources 

*not associated with the Media Services Office

Loan Periods

  • Most equipment can be borrowed for up to seven days (one week). Event support equipment, such as speakers and microphones, can be borrowed for three days.
  • Due to high demand of certain items, you may be placed on a waiting list if your requested equipment is not available. If this is the case, you will receive an email with a pick-up date range and will be expected to come check out the equipment at that time, otherwise it will go to the next person on the waiting list. If you can’t make it to Media Services during the pick-up window and would like a friend to check it out for you, email us explaining who will be retrieving the item, when they will be arriving, and include your ID number so that we can put the loan on your account.
  • Many items in our collections (cameras, tripods, projectors) require that you make an appointment to borrow equipment, ideally at least five business days in advance. Small items like cables, adapters, and other incidentals do not require an appointment and can be borrowed during open hours.


  • No automatic renewals.
  • Patrons must email to request renewal on any item. Emailing does not guarantee renewal, however, so unless you receive an official confirmation, the original due date still applies.
  • Patrons needing items longer than one week should specify the exact dates up front and clearly in their appointment to borrow equipment request.
  • If the item you have checked out is in high demand, and there are people on the wait list, there will be no renewals for this item. You must return the item by the original due date. Consequences for late returns are detailed in the “Overdue Notices and Bills” section below.
  • Our equipment is a limited resource, and high demand can make some items hard to get, so please be considerate to fellow community members. Make use of what you borrow when you have it and return items as soon as you're done, so that others may have a chance.

Equipment Storage & Return

Always return borrowed items to a staff person at Media Services during office hours. Never leave any equipment unattended, and always store your borrowed items in a locked and secure location.

Overdue Notices and Bills

  • Patron will receive automated messages that warn of an upcoming “return date,” overdue notice, and billing notice. If the item is not returned by the due date, the status of the loan will become “Aged to Lost.”
  • After two weeks, if the item is not returned, the patron will be billed the full price of the item, which also results in a hold on their account, and which may prevent them from signing up for classes and/or graduating. Once the item is returned, the bill will be credited back and the hold will be removed.
  • The price of the item will be disclosed to the borrower up front, and by signing this contract you agree to pay charges in full if it is damaged or lost.
  • Patrons may not borrow more equipment if they currently have billed equipment on their account.
  • If there is a wait list for an item, there will be a loss of borrowing privileges if the patron returns it after the due date. The first time the item is checked in late, the patron will receive a warning. The second time it is checked in late, the patron will be restricted from borrowing high-demand items.
  • If an item is not returned within two months, the patron will be charged for the item's replacement and no longer has the ability to refund this charge. Patrons can be charged for the replacement of damaged or lost equipment.
  • Patrons are responsible for all equipment items checked out in their name from the time the equipment leaves our office until it is returned. Billing for damage, loss, or theft of borrowed equipment is subject to review with Media Services staff and faculty advisors.
  • Please return items on time and be in touch to keep from being billed!

Loan Extension Policy/Exceptional Request Process

  • Media Services does not loan equipment over winter recess or summer break. As stated in the Loan Policy, Media Services does not lend any items to students on leave or field study. Patrons can apply for exceptions to this policy, but as Media Services' collections are in high demand for regular coursework and research, requests for exceptions are considered but not always granted.
  • To apply, please contact your Div III faculty chair and follow these guidelines.