Scheduling, publicizing and creating programs for College of Music events is a coordinated effort between the Scheduling Office and CU Presents. To ensure all events are supported correctly, from scheduling to presentation, please navigate through the steps below.
Can't find what you need on this page? Please reach out to Daniel Leonard, Assistant Director of Marketing at daniel.leonard@colorado.edu.
Note: Imig Music Building venues are not open for rental by outside groups. If you're interested in renting Macky Auditorium, please call 303-492-2736.
College of Music public event deadlines
Please note that steps need to be completed by the following deadlines. However, we recommend initiating and completing each step as soon as you are able. This is especially important if this is your first time presenting an event, or if your event is new or unusual for the College of Music.
Step 1: Schedule your event
New for this year: There is now a form for scheduling events, replacing the former method of emailing the Scheduling Office with your event information. Schedule your event and find more detailed information here.
Deadlines
Scheduling events at least six months before the expected time of the event is strongly encouraged.
The final deadline is one month prior to the event.
Please note
These deadlines apply to events that are open to the public.
Assistant Director of Marketing Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844
Step 2: Promote your event
Deadlines
Maximize audience reach by scheduling your event and then submitting your publicity information as soon as you are able.
The final deadline to submit publicity information is one month before the event.
Please note
- Events (whether or not using a College of Music venue) must be approved and scheduled with the College of Music Scheduling Office (Step 1) before publicizing can begin.
- After submission, it takes 1-3 weeks to complete and release publicity, depending on the number of other events in line to be publicized.
Step 3: Create your performance program
Final deadline to submit information for programs
Three weeks prior to the event.
Please note
Events must be approved and scheduled with the College of Music Scheduling Office (Step 1) first.
Schedule events
Scheduling recitals
Note: Recitals are to be scheduled three or more weeks before your recital. No recitals will be scheduled until payment and completed recital scheduling form are received. No exceptions will be made.
1: Choose a date
- Check the College of Music Planning Calendar. Use this to be aware of other recitals and events happening that may impact your preferred recital dates. (Note the restrictions below.)
- Recitals may only be scheduled for the current and following semester. The requested recital date must fall during the semester beginning and end.
- Be sure to choose at least two alternate times for your recital, as the time you choose may be booked already by the time you schedule your recital.
- Recitals involving use of the harpsichord must take place in Grusin Music Hall and be approved by both Robert Hill (Robert.S.Hill@colorado.edu) and Ted Mulcahey (Ted.Mulcahey@colorado.edu).
Scheduling for Fall 2021:
Doctoral students may begin scheduling on Thursday, Jan. 14, 2021.
Master's students may begin scheduling on Monday, Jan. 18, 2021.
Undergraduate students may begin scheduling on Monday, Jan. 25, 2021.
2: Choose a location
On-Campus
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Recitals may be scheduled:
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Monday - Friday at 7:30 p.m.
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Saturday and Sunday at 2, 4:30 and 7:30 p.m.
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On-campus recitals must be scheduled at least 3 weeks before the requested date.
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Pianists: If you are planning to perform a prepared piano piece, you may only do so after booking a recital in Grusin and speaking with our Senior Piano Technician, Ted Mulcahey. Prepared piano can not be accommodated in any other situation.
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Pianists: If you are planning to perform music requiring two pianos, you may only do so after speaking with our Senior Piano Technician, Ted Mulcahey, and booking a recital in Grusin. If any lid removal is required, this must be pre-approved by Ted and can only take place Monday through Thursday.
Rental fee for on-campus
Recitals may not take place during final exams, school breaks, during Holiday Festival Weekend or on University Holidays. Additionally, if a Faculty Tuesday or Takács Quartet performance is being held in Grusin Music Hall, no recital may take place in the Recital Hall (S102). The week prior to final exams is considered Dead Week. No recitals may occur beginning the Monday of Dead Week.
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A $100 fee is due at the time of scheduling. This includes programs, marketing, recording, CDs (one for you and one for the library archives), and stage managing as well as a reception space if you choose to use it. Submit your fee via the link below.
- Junior recitals are not required to be recorded.
Off-campus
Recitals may be scheduled at venues outside of the College of Music.
- Note: College of Music does not maintain pianos at off-campus sites.
- These recitals must take place at the same times as the on-campus recitals.
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Monday - Friday at 7:30 p.m.
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Saturday and Sunday at 2 p.m., 4:30 p.m. and 7:30 p.m.
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- Off-campus recitals are also bound by the restrictions above.
- Off-campus recitals must be scheduled with the venue as well as with the College of Music Scheduling Office.
- Below is a list of some possible venues. Check with the venue for available dates and times. Additional fees/requirementst may apply for these or other venues.
Fee for off-campus recitals
- $20 fee is charged for marketing and programs. Submit your fee via the link below.
- Other fees may be charged by the venue.
- No recording services are provided by the College of Music for off-campus recitals.
- Off-campus recitals require the performer to arrange for a high-quality CD sound recording with appropriate labeling of the recital to be provided to the music library.
- Only recital programs are provided by the college.
Submit your fee for your recital here.
3: Get your recital approved
Use the links below, fill out the Recital Scheduling Form and obtain all required faculty and dean signatures via DocuSign.
Once form has been signed by all parties (through DocuSign) and payment has been made, the event will go into the college's schedule of events IF the form and payment are completed no more than three weeks prior to the date of the recital.
4: Arrange to have your recital recorded and staged
Contact Kevin Harbison at kevin.harbison@colorado.edu.
Copies of your recital recordings are required for archival purposes.
If your recital will be held in Grusin Music Hall or the Recital Hall (S102), use the link below to fill out the Recital Audio Recording Request.
On-Campus
- You must turn in the Recital Staging Information form to the College of Music Operations office (S213) no later than one week prior to recital.
- You will be notified when your recording is ready.
- Additional copies of your recital recording may be purchased at an additional cost through the Audio Services Office.
Off-campus
- A professional-quality recording of your recital is required. Your recital grade will not be complete without it.
- A list of recommended, professional recording technicians is available outside of the Audio Services Office (S218).
- Your CD cover must be properly formatted and the CD must be turned in to the College of Music Library Archives.
5: Final Steps
After completing all steps, please bring the Recital Recording Request (only if in Grusin or S102) and Recital Staging Request to S213. The forms can also be mailed to kevin.harbison@colorado.edu.
Note: No date will be held without signed forms and full payment!
Recital information
Preview your recital
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Check with your department about all recital preview requirements.
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Recital previews are scheduled with your department.
Print your program
See the information to the left ("Step 3: Create your printed program") for building and printing your program.
Plan an after-show reception
Note: Because of campus COVID-19 restrictions, after-show receptions are not current allowed.
Your dress rehearsal
On-campus
- You are entitled to two hours in the hall of your recital for your dress rehearsal. This is subject to availability of the hall. As the halls are quite busy throughout the semester, it is recommended that the performer communicate with his/her collaborators and find a dress rehearsal time as soon as possible. The two hours of dress rehearsal time do not have to be consecutive. They may be broken up into two one-hour intervals. If your recital is in Grusin Music Hall or the Recital Hall, check the Performance Hall Schedule by looking at the College of Music Planning Calendar. Then email music-scheduling@colorado.edu to sign out a time.
Off-campus
- Check with your venue about scheduling a dress rehearsal.
Cancellations
The scheduling office must be notified by email at music-scheduling@colorado.edu if a recital needs to be cancelled so that it can be removed from marketing materials and others can use the space. If the recital is off-campus, the venue must also be notified.
A $50 fee will be charged for cancelling your recital within 60 days.
Illness
- If the recital is cancelled due to illness, documentation from a doctor must be provided.
- In this case, the cancellation fee will not be a charged.
All student recitals will be live streamed during the Spring 2021 semester due to COVID-19 concerns. However, students are permitted to invite 10 attendees to their degree recitals. Please submit your RSVP list to Rojana Savoye, Rojana.Savoye@colorado.edu and Kevin Harbison, Kevin.Harbison@colorado.edu ONE WEEK prior to your recital date. More information is available on the COVID-19 Resources page. Currently, recitals can be scheduled beginning March 1 with rehearsals beginning February 14, subject to change (based on campus return to in-person activity date confirmation).
Master classes, recitals or lectures with a guest artist
Faculty should use this form for scheduling all guest artist events. This form is submitted to the Operations Office, which will approve all guest artist requests. PLEASE NOTE: No guest artist recitals are permitted in the month of April.
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Please check the College of Music Planning Calendar prior to requesting space. If you want to have your guest in Grusin Music Hall, you should also check the performance hall schedule at the bottom of the page.
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If you wish to enlist the services of a collaborative pianist, you must first contact Margaret McDonald and Alexandra Nguyen at collaborativepiano@colorado.edu prior to completing this form.
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If you wish to use a harpsichord, you must email Robert Hill at robert-s-hill@colorado.edu one month before the event.
Once your event is approved, submit your information to CU Presents to be publicized, including inclusion in online calendars, at "Step 2: Publicize your event" to the left.
Public master classes and lectures without a guest artist
Faculty should email music-scheduling@colorado.edu, and the Operations Office, will approve all requests.
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Please check the College of Music Planning Calendar prior to requesting space. If you want to have your guest in Grusin Music Hall, you should also check the performance hall schedule at the bottom of the page.
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If you wish to enlist the services of a collaborative pianist, you must first contact Margaret McDonald and Alexandra Nguyen at collaborativepiano@colorado.edu prior to completing this form.
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If you wish to use a harpsichord, you must email Robert Hill at robert-s-hill@colorado.edu one month before the event.
Once your event is approved, submit your information to CU Presents to be publicized, including inclusion in online calendars, at "Step 2: Publicize your event" to the left.
Special and new events
Special events it new events that cover multiple days, locations or other special considerations that affect the wider department require Dean's Cabinet approval. Please make an appointment with Alex George to speak with cabinet as soon as possible. This does not apply for one-time guest recitals, master classes, Faculty Tuesdays or large ensemble performances.
Scheduling Coordinator Devin Welch
music-scheduling@colorado.edu
303-735-6352
For classroom and conference room reservations only College of Music faculty, staff, and students will be able to access the room schedules.
Reservation System Instructions
Note: You will be notified in approximately two business days from your first login that you have been granted access to view College of Music rooms. Only College of Music faculty, staff and students will be able to access the room schedules.
For all other requests, please email music-scheduling@colorado.edu.
Room Schedules
Performance Halls: Grusin Music Hall Recital Hall (S102) Music Theatre (N-1B95)
Conference Rooms: Boettcher Seminar Room (C-121) Library Seminar Room (N-285) Conference Room (C-113)
Classrooms: C-125 N-180D N-1B59 N-1B85 N-1B08 Fink Rehearsal Facility (E-160) Ensemble Rehearsal (S134) Choral Practice Room (S118) Small Lab (S201) Large Lab (S246)
Macky Auditorium Rooms: 102 Classroom 213 Classroom
Publicize your event
Please note that CU Presents only publicizes events open to the public and officially sanctioned by the College of Music. CU Presents will only publicize an event (whether or not using a College of Music venue) once it is approved and scheduled with the College of Music Scheduling Office (see Step 1: "Schedule your event" to the left).
Assistant Director of Marketing Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844
Your student recital must be scheduled and confirmed with the Scheduling Office (see on the left "Step 1: Schedule your event") before you begin publicizing.
Spreading the word about your performance is a great way to fill the audience at your degree recital, while also getting some great experience in self-promotion. In today's market, personal invitations and testimonials sell performing arts events better than anything else, so no one can better promote your performance than you can.
Here are some publicizing activities you can start on today!
Consider a dual recital
Presenting a dual recital with a fellow musician means dual promotional efforts, dual fun and dual audience. Visit Step 1 (on the left) for more information on how to partner with a fellow classmate on producing your student recital. Please note that dual recitals are only available to Junior undergraduate students.
Share a link with us (due 1 month before)
Recitals are listed on the College of Music website at colorado.edu/music/student-recitals. Send us a link to a page of more information so that interested patrons can learn more about your concert. You can send us a link to your Facebook event (just make sure you have it set to "Public") or a link to your personal website.
Links are due at least 1 month before your recital. Links can be sent to cup-marketing@colorado.edu.
Build a Facebook event page
Go to facebook.com/events and click "Create Event" and follow the instructions to build your event page (note: this will require first creating a Facebook profile). Consider adding to your event page:
- A biography about you
- The pieces you will perform
- Your insights into the work you will be performing
- An attractive cover photo
Once you have created your Facebook event page, be sure to invite friends and family. Also, post to the wall of your event page to build excitement and remind people that your event is coming up.
Take over @CUBackstage
Have you visited @CUBackstage on Instagram? It's a live feed run by performers like you, giving the world the inside scoop on being an artist at CU Boulder. Sign up to take over the account yourself at cupresents.org/instagram.
Send personal invitations
Whether it's a handwritten note, a text message or an email, sending a personal invitation to the people in your network is one of the strongest promotional tools you have. A good time to send invitations is one week before your concert, and be sure to follow up in the days just before.
Print Posters
Campuses like ours are filled with opportunities to publicize concerts on public bulletin boards. Below, there are examples of the kind of posters you can make. We suggest printing them at 48HourPrint.com. Remember to include:
- The title of your concert
- Date and time of your concert
- Location of your concert
Assistant Director of Marketing Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844
CU Presents publicity
Your event must be scheduled and confirmed with the Scheduling Office (see on the left "Step 1: Schedule your event") before CU Presents is able to publicize it.
- Events must be approved and scheduled with the College of Music Scheduling Office (Step 1) first.
- After submission, it requires 1-3 weeks to complete and release information to the public, depending on the number of other events in line for publicity.
- Maximize audience reach by scheduling your event and then submitting your publicity information as soon as you are able, or at least 1 month before your event.
- While you may not be able to answer all of the requested information, the more that you can provide helps the publicity team reach more audiences.
Submit publicity information
You will need to log into your CU Boulder Google account.
Username: "IDENTIKEY @colorado.edu"
Printed materials
New this year! If you would like to publicize your event with a poster or flyer, please download and use the design templates below.
8.5x11 (letter) flyer template
11x17 (tabloid) poster template
Performance programs (updated for Fall 2020)
Did you know that we keep digital archives for many of our programs? You can view programs from archived past events on the CU Presents website. The archive shows the current year by default; you can change the month and year by filtering the search terms.
Looking for a program not available in the archives? Email Publications Specialist Sabrina Green at sabrina.green@colorado.edu.
Questions about other aspects of your student recital? Contact Elise Campbell at elise.campbell@colorado.edu
At this time, performance programs will be distributed digitally only; no programs will be printed. With the move to digital, programs are formatted for digital-first viewing, which is reflected in the current template.
Use the provided Microsoft Word template to populate your recital program information. The formatting and fonts are all pre-set; all you need to do is add your details.
Please submit your completed program, as a .doc or .docx file, by using this form, no later than two weeks prior to your recital date. Your program will be processed and uploaded to your recital listing approximately seven days prior to your event. If your recital date falls at the beginning of a semester and, as a result, your program will be completed less than two weeks prior, please submit it as soon as you can.
Students: At this time, submit programs via this process only for recitals that are scheduled and promoted to occur at on-campus venues. If your recital is occurring off-campus, you may still need to create a program for your faculty advisor or the Dean's Office; be sure to clarify expectations with your faculty advisor.
Submit recital program here
Download the program template
View a sample program
- The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
- Please proofread your program thoroughly before submitting and follow the provided formatting. The publications specialist reserves the right to make alterations to your program as needed.
- Be sure to follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
- Save your program document with the file name formatted with the eight-digit date and your last name. Here’s an example of what that looks like: 20191119_LASTNAME.DOCX
- You must turn in a program using this template, even if you fail to meet the two-week deadline. Your grade will not be complete until the Dean’s Office receives your program.
- See the sample program provided for style formatting examples.
At this time, performance programs will be distributed digitally only; no programs will be printed. With the move to digital, programs are formatted for digital-first viewing, which is reflected in the current template.
Please submit your completed program, as a .doc or .docx file, by using this form, no later than two weeks prior to your recital date. Your program will be processed and uploaded to your recital listing approximately seven days prior to your event.
Submit recital program here
Download the program template
View a sample program
- The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
- Please proofread your program thoroughly before submitting and follow the provided formatting. The publications specialist reserves the right to make alterations to your program as needed.
- Be sure to follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
- Save your program document with the file name formatted with the eight-digit date and the guest artist’s last name. Here’s an example of what that looks like: 20191119_LASTNAME.DOCX
- See the sample program provided for style formatting examples.
At this time, performance programs will be distributed digitally only; no programs will be printed. With the move to digital, programs are formatted for digital-first viewing, which is reflected in the current template.
Please submit your completed program, as a .doc or .docx file, by using this form, no later than seven days prior to your event date. Your program will be processed and uploaded to your event listing approximately two days after your program is received.
Submit event program here
Download the program template
View a sample program
- The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
- Please proofread your program thoroughly before submitting and follow the provided formatting. The publications specialist reserves the right to make alterations to your program as needed.
- Be sure to follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
- Save your program document with the file name formatted with the eight-digit date and title. Here’s an example of what that looks like: 20191119_CHAMBER.DOCX
- See the sample program provided for style formatting examples.
At this time, performance programs will be distributed digitally only; no programs will be printed. With the move to digital, programs are formatted for digital-first viewing.
The College of Music uses Google Docs to collect program content for student ensembles and Faculty Tuesdays concerts. Directors and presenters will receive links to submit content (list of works, program notes, biographies, ensemble rosters, etc.) at the beginning of the semester as well as periodic reminders to submit content as needed. Deadlines and proofing procedures will also be provided.
If you haven’t received information about your upcoming performance program by three weeks prior to your event date, please contact Publications Specialist Sabrina Green at sabrina.green@colorado.edu.
Special event types can include, but are not limited to:
- Commencement
- Competitions
- Outreach events
- Donor events
The College of Music produces programs for special events in the above listed types, among others. If you’d like to request a program for your event and have not already been contacted by six weeks prior to your event date, please contact Publications Specialist Sabrina Green at sabrina.green@colorado.edu.