Hosting an event

Every year, many events occur on campus outside of the classroom. These events frequently feature movies, music and public lectures. Each of these materials may present unique copyright considerations.

If you plan to show videos or play music for non-educational purposes, you must get permission from the copyright owner. Non-educational purposes can include:

• entertainment
• marketing
• public concerts
• dining establishments
• exercise classes

UVic does not have campus-wide media licenses to cover the use of videos and music during these activities.

Showing movies on campus for a club or society event

Movies may be shown on campus for educational or training purposes where:

1. the primary audience consists of students,
2. the copy of the movie is legally obtained (purchase, rental or library copy),
3. the event is free to attend (there is no cover charge), and
4. advertising for the event is limited to the campus community.

Events outside of the above purposes require permission. Please contact Music and Media Librarian Bill Blair to learn more.

Playing music at public events

Music played to a public audience on campus typically does not qualify for educational exemption. UVic does not hold campus-wide licenses for these uses.

According to the University Policy on Booking of University Space (BP3440), it is the organizer’s responsibility to obtain a license or permission from the copyright owner to play or perform copyright-protected music in a public venue.

For live or pre-recorded music, including background music, consult the venue booking manager to determine if they have an existing license that covers your intended use. To apply for a license, please contact Entandem.

If you have any other questions, contact Music and Media Librarian Bill Blair for assistance.

Public lectures on campus

UVic hosts many public lectures on campus, showcasing the insights and contributions of distinguished individuals across various academic and research fields. These lectures are typically sponsored by specific departments or units within the university.

To find details on upcoming lectures or talks, browse the UVic events calendar. Examples of lectures include:

• President's Distinguished Lectures
• UVic's Public Lecture Series
• Astbury Public Lecture Series
• City Talks Lecture Series
• Lansdowne Lectures (find Lansdowne Lectures online)

Many public lectures are archived on UVicSpace. You can browse by series or lecture title.

Copyright protection for public lectures

Public lectures and talks are protected by copyright. Each sponsoring unit is responsible for acquiring permission to:

• record talks
• archive talks
• post talks to the internet or institutional repository

Typically, authors grant UVic a non-exclusive, royalty-free right to materials produced for the public lecture.

Release forms

Here are some sample photo and video release forms for speakers:

• City Talks lecture series
• Lansdowne lectures
• UVic Libraries lecture series
• Provost's Diversity Research Forum

Educational use of public lectures

You can show recordings of a public lecture in class. When embedding the video in a slide or on a course website, make sure to include a citation. Learn more about using materials in the classroom.

Questions?

If you have any questions, please contact the Copyright Office at copyright@uvic.ca.