Event Planning Process

Please review the full event booking process outlined below to learn how to secure an event date with the production office and submit necessary details. All events must go through the full process individually, even if already scheduled or discussed in a prior planning session.

Following the steps below in an expedient manner will help ensure staff members have sufficient time and availability to activate resources and support your event. Having issues submitting forms or understanding the deadlines? Reach out to the production staff as early as possible for a timely resolution.

As a reminder, student recital scheduling is handled through a different process at the start of each semester. Faculty should not attempt to schedule recitals on behalf of any student(s) during these planning windows.

If an event has not been confirmed prior to the opening of student recital scheduling, support and accomodations cannot be guaranteed. Once student recitals begin filling calendar openings, new requests for events from faculty may be denied by administration.

Current Deadlines

  • February 17, 2023
    Deadline to submit funded guest artist proposals for AY 2023 - 2024.
  • Early-Mid March (estimate)
    Approved guest artist proposals announced for AY 2023 - 2024.
  • March 31, 2023
    Calendar opens for scheduling all non-student recitals (guest artist, faculty, studio) in Fall 2023.
  • April 21, 2023
    Calendar scheduling CLOSES for all non-student recitals in Fall 2023.
  • April 28, 2023
    Deadline to submit marketing information for confirmed events in Fall 2023.

Please refer to the Dates & Deadlines page to view these deadlines in full context with other school activities. All deadlines have an end time of 4:30 p.m. CST on the given date unless otherwise indicated.

Event Planning Phases

November

Initial Ensemble Director's Planning Meeting

December and January

Ensemble directors submit dates, production manager works out conflicts.

February

Dates submitted to Union Theater.

No faculty, guest, or studio event planning until ensemble and opera planning is complete.

No student event planning until ensemble and opera planning is complete.

February

For events with a guest artist, submit a Guest Artist Request Form.

Guest Artist Request Form

March and April

If guest is approved, submit Music Payee Request Form.

Music Payee Request Form

Union Theater reservations confirmed. Adjustments made to scheduling as-needed.

February

For events with a guest artist, submit a Guest Artist Request Form.

Guest Artist Request Form

March and April

If guest is approved, submit Music Payee Request Form.

Music Payee Request Form

Submit Event Request form to secure event dates for fall events.

Event Request Form

No student recital planning until faculty, guest, or studio event planning is complete.

May or November

Submit the Marketing Information Form.

Marketing Information Form

*Failure to submit marketing information may result in loss of promotional support.

May or November

Submit the Marketing Information Form.

MARKETING INFORMATION FORM

*Failure to submit marketing information may result in loss of promotional support.

No student recital planning until faculty, guest, or studio event planning is complete.

 

No changes or additions to events are permitted.

No changes or additions to events are permitted.

First Two Weeks

Degree-required recitals are open for scheduling.

Third Week

Non-degree recitals are open for scheduling.

Submit Event Information Form to confirm production details and provide program information.

Event Information Form

Submit Event Information Form to confirm production details and provide program information.

Event Information Form

Design program and submit to Music Programs Office for approval.

Program Template