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 phases below in a timely manner will help ensure staff members have sufficient time and availability to activate resources and support your event.
Current Deadlines
February 25: Deadline to submit guest artist funding proposals.
March 11: Calendar opens for scheduling of guest artists.
March 25: Deadline to schedule guest artists.
Please refer to the Dates & Deadlines page to view these deadlines in full context.
Event Planning Phases
November
Initial Ensemble Director's Planning Meeting
December / 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.
March
If guest is approved, submit 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.
March
If guest is approved, submit Music Payee Request Form.
Submit Event Request form to secure event dates for fall events.
No student recital planning until faculty, guest, or studio event planning is complete.
May / November
Submit the Marketing Information Form.
*Failure to submit marketing information may result in loss of promotional support.
May / November
Submit the 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.
Submit Event Information Form to confirm production details and provide program information.
Design program and submit to Music Programs Office for approval.