Orchestra Collection Information and Rules
Information for the 2016-2017 Season
The Orchestra Collection is a fee-based lending library used by community, student and professional performing organizations. The Collection contains scores and parts for orchestral, choral, operatic and solo vocal works. It is part of The New York Public Library for the Performing Arts. The Collection is located on the first floor of the Library at Lincoln Center, and will be open to the public this season from September 1, 2016 to June 30, 2017. Hours are Tuesdays, from 12-2 p.m., and Thursdays, from 6-8 p.m.
The Collection lends materials to organizations rather than to individuals. Each orchestra’s conductor, manager or librarian must register annually with the Orchestra Collection Office. Registration requires a letter of application to the Collection on the organization’s letterhead, a valid library card issued to the orchestra (a personal library card will not suffice), and payment of the applicable borrowing fee. A new letter must be filed, and a new fee paid, each year.
The letter should include the name of the organization, the names of the conductor and/or manager, the librarian or other person(s) in charge of the music, and the name of the person(s) authorized to pick up music.
A registration fee of $75 is required for each season (September through August), and is due at the time of application.
For all organizations, there is an additional fee of $35.00 per title for the use of complete operas and ballets.
Rules of The Collection
- Sets may be reserved one month in advance of the checkout date. Please note that placing a folder on reserve, whether picked-up or not, will count as an item checked-out.
- Materials must be checked out in person during the Collection’s office hours.
- A maximum of five (5) titles may be borrowed at one time.
- Sets are loaned for ten (10) weeks. This will be enforced and fines will be levied.
- Sets may not be renewed. Ten weeks is the maximum check-out period for any item during the regular season.
- Summer loans of approximately twelve weeks are available beginning in June.
- Returns: Materials may be returned directly to the Collection during office hours, or may be returned by mail or other shipping method, provided that the items are wrapped securely and are insured for a minimum of $200.00. Packages should be sent to the address given above; please be sure that the words “Circulating Orchestra Collection” appear in the address. Materials may also be left at the Music Reference Desk in the second-floor reading room of The New York Public Library for the Performing Arts during normal Library hours.
- Materials are due on or before the date shown in the “Date Due” space on the circulation slip. If items are returned after the due date, a fine of $3.00 per item per day will be charged until the complete set is returned.
- It is the obligation of the borrower to replace any and all missing parts and/or scores. These replacements must be either the same edition as the rest of the set or a substitute edition approved by the Orchestra Collection Librarian. The Orchestra Collection may provide guidance in seeking a source for providing the missing material but the actual transaction and payment are the responsibility of the borrowing orchestra. Each replacement part is subject to a $5 processing fee.
- Folders are considered still checked-out (and subject to overdue fines) if returned incomplete – and will only be checked-in after all missing part issues have been rectified.
- There will also be a minimum fine of $100.00 for any missing part for which no replacement can be found.
- All missing parts must be returned/replaced within one week from date of the return of the set. Borrowing privileges are suspended until all missing part issues have been rectified.
- If three (3) or more sets are returned incomplete within one season, then the group’s privileges will be suspended indefinitely. All fines must be paid and missing parts must be returned/replaced or accrued fines and fees will be turned over to an outside collections agency.
- No exceptions to Collection rules and procedures can be made on the basis of an orchestra’s distance from the Library.
- The New York Public Library for the Performing Arts provides this service at its discretion, and reserves the right to cancel the registration of any organization that is unable or unwilling to conform to the rules and procedures of the Orchestra Collection.
- The Collection does not, at any time, guarantee the availability of any music, nor do we vouch for the completeness or physical condition of our holdings.