Book Media Equipment & Spaces

Camera equipment booking policies

These policies are regarding any camera equipment (cameras, tripods, lavalier mics) which can be booked to leave the Centre. Camera equipment held within the Media Production Studio has a separate set of policies.

• All equipment bookings require approval from staff.
• Request equipment bookings at least 24 hours in advance (for weekend and Monday bookings, book by Friday morning).
• Last minute booking requests are not permitted.
• Bookings are limited to one (1) camera, one (1) lavalier (lapel) mic, and one (1) tripod at a time.
• Bookings are 48 hours or less, with one day minimum between bookings.
  • Check your confirmation email for full details.
  • Equipment is not booked unless you receive a confirmation email

Things to remember for returning equipment

• Recharge the camera before returning it.
• Remember to grab your files from the camera's SD card before returning it.
• Ensure all pieces are present in the carrying cases before returning equipment.
• Anyone can return the equipment.
• All equipment should be returned to the Lyons Service Desk. Returning to the Library Services Desk on the first floor of mills is a last resort only.
• Be prompt in returning equipment.
• Report any broken equipment immediately to the Manager.

Other information

• Cameras have one SD card. Lyons does not provide additional or larger SD cards for use with our camera equipment.
  • The responsibility to provide additional storage falls upon the borrower.
  • Another option is to film at a lower quality to fit more on the provided SD card.
  • Yet another option is to pause filming when the SD card fills up & transfer your footage to a computer or other external media, then wiping the SD card to film more.

Media spaces - general policies

• No eating/drinking is permitted in the media rooms.
• You will need your MacID & password to book a resource. You will also need your valid McMaster ID card to check out these resources from Lyons.
• A "no show" for rooms after 15 minutes of the booking time will result in the loss of your complete booking. It will be deleted so that others can book the resource.
• Bookings for all rooms in Lyons are 2 hours per day per group max except the VR Room, which is 1 hour per day per group.
• Keys to rooms, equipment and games can be checked out at the Services Desk in Lyons.
• All rooms close 30 minutes prior to the Centre closing.

Maximum capacities

Maximum capacities for each media space:

• Media Production Studio: 6 people
• Small Audio Recording Booth: 1 person, standing only
• Large Audio Recording Booth: 2 people
• Podcast Studio: 6 people
• VR Room L415: 3 people

Booking a resource

• Most bookings must be pre-approved by Lyons staff, including:
  • Camera equipment
  • Media production studio 
  • Large audio booth
  • Podcast studio
  • VR studio
• Last minute/same day booking requests are not permitted for these resources.
• The only thing that can be booked without staff approval is the small audio booth.

If booking equipment for Friday to Monday, be sure to add a note that you wish to keep the equipment over the weekend otherwise it will be due before the Centre closes on the Friday.

Basic policies

• The person who books a room or camera equipment is the one who must sign them out and is responsible for these resources.
• This person must also remain in a room they've booked for the duration of the booking.
  • If that person is unable to be present to pick up the camera equipment or to be present for a room booking a secondary person may be added in the booking (provide full name & McMaster email for this person).
• Bring your Mac ID card to sign equipment/rooms out!
• All other equipment not listed on the bookings site can be asked for at the Lyons Services Desk upon arrival.
• All other rooms do not need to be approved, so these can be booked moments before a desired booking time.

• This space's bookings require approval from staff.
• Request studio bookings at least 24 hours in advance (for weekend and Monday bookings, book by Friday morning).
• Last minute booking requests are not permitted.
• When booking the Media Production Studio, please note the equipment you wish to use in the “Accessories” list. Failure to do so slows down the review process.
• All equipment from the Media Production Studio must stay in the studio room, no exceptions.

General

• Bookings are a maximum of 2 hours per day per group/individual.
• Be kind to all equipment and their cables - cables in particular are fragile and prone to breakage, so please do not crimp/fold or pull hard on the cords. We do not have immediate replacements, so a broken cable means that equipment will be out of circulation until a replacement arrives.
• Return all equipment/keys at the end of your booking.
• Be prompt in vacating the booth/room.

Audio Booths

• Bookings can be made up to five minutes prior to needing the small audio booth.
• The large audio booth requires at least 24 hour notice and needs staff approval.
• Booths are close to but not 100% soundproof because of the glass doors, so be mindful of others recording while you move through and utilize this space.

Podcast Studio

• Bookings need to be approved by staff, so at least 1 business day's notice is needed.
• If additional microphones are needed (more than two), please book additional mics in the Accessories area of the booking form.

• This space's bookings require approval from staff.
• Request VR Studio bookings at least 24 hours in advance (for weekend and Monday bookings, book by Friday morning).
• Last minute booking requests are not permitted.
• When booking the Virtual Reality Studio, please note that Health & Safety Training must be successfully completed, before your booking can be approved. Enroll in the Avenue to Learn course "Lyons New Media Centre Training" and complete the "Virtual Reality (VR)" training module.
• All equipment from the Virtual Reality Studio must stay in the studio space, no exceptions.