The scheduling, promotion and program printing of College of Music events is a coordinated effort between the Scheduling Office and CU Presents. In order to make sure all events are supported correctly, from scheduling to presentation, please navigate through the steps below.
Please note that 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 6 months before the expected time of the event is strongly encouraged.
The final deadline is 1 month before event.
Please note
These deadlines apply to events that are open to the public.
Step 2: Promote your event
Deadlines
Maximize audience reach by scheduling your event and then submitting your promotional information as soon as you are able.
The final deadline to submit promotional information is 1 month before event.
Please note
- Events must be approved and scheduled with the College of Music Scheduling Office (Step 1) before promotion can begin.
- After submission, it requires 1-3 weeks to complete and release promotions to the public, depending on the number of other events in line for promotion.
Step 3: Create your printed program
Final deadline to submit information for printed programs
3 weeks before 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 2019:
Doctoral students may begin scheduling on Monday, Jan. 14, 2019
Master's students may begin scheduling on Jan. 21, 2019.
Undergraduate students may begin scheduling on Jan. 28, 2019
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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Friday at 4:30 p.m. in Grusin Music Hall only.
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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.
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 Chamber Hall (C-199). 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.
- Junior recitals are not 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.
- St. Aidan's Episcopal Church and the College of Music have partnered during the construction to offer an off-campus recital that will be supported by our College of Music recording, staging, and piano crew. The space includes a freshly rebuilt stage and a Steinway 7' grand piano. Students are invited to hold recitals at St. Aidan's at the same times that are offered in Grusin (see on-campus details). St. Aidan's is located just across the street from campus at 2425 Colorado Avenue. For questions or availability, please email the College of Music Scheduling Coordinator Devin Welch (devin.welch@colorado.edu).
- 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.
- Other fees may be charged by the venue.
- We can only accept cash or check made payable to “University of Colorado.”
- 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.
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 Chamber Hall (C-199), 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 (E-172) no later than one week prior to recital.
- Your recording will be available to pick up in the College of Music Operations office (E-172) within five business days of your recital.
- 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 on the door of the Audio Services Office (C-161).
- 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 C-199), Recital Staging Request and fee to E-172.
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: Signing up for a recital does not automatically sign out a reception space. You must reserve the reception room using the online scheduling website.
- Contact music-scheduling@colorado.edu to book your reception.
- The College of Music Conference Room (C-113) may be signed out for post-recital receptions. Check the online scheduling website for availability and to sign out the room (generally, you should plan to book the reception room starting a half-hour before your recital and booking it for a 2-2.5 hour block - exceptions will be considered). Your stage manager will unlock the door one hour before your recital is scheduled to begin. You may not use the room if you have not properly signed it out. You may use the refrigerator in the kitchen area to store food. However, leftover refreshments must be removed from the Conference Room immediately following the reception. You are expected to clean up after your reception. Please contact music-scheduling@colorado.edu with any questions.
- Both the Conference Room and Student Lounge may be reserved at no cost.
- NO alcoholic beverages may be served and candles are not allowed in the building!!
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 Chamber 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.
- Please be aware that if you schedule rehearsal time during the week after 5 p.m. or on the weekends, you will be required to have a College of Music Faculty or Staff member with you.
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.
Event proposal form
This form is REQUIRED to propose a new guest artist recital, lecture, master class or other special event, including recurring events. It consists of questions contributed by each staff area designed to help create a complete picture of your needs. Reviewing and answering all of the questions will help tremendously in both your own and staff members' planning and execution of approved events.
The form is NOT required for events scheduled by committee, such as Faculty Tuesdays and large ensembles. However, many of the details included in the Event Proposal Form are helpful to staff in planning, so you are encouraged to fill out the form for these events as well. Please be sure to include the correct dates and indicate this event is already scheduled in the “please provide an overview of your event” box.
You must be the primary coordinator and contact for the event.
Deadlines
Submitting the form at least 6 months before the expected time of the event is strongly encouraged. This timeframe will ensure that any given event will be fully supported and executed. While events submitted on a shorter timeframe may still be able to be scheduled, staff support may be limited or unavailable. This is determined on a case-by-base basis.
Approvals
Submitting this form does not represent preliminary approval or final confirmation of your event. If necessary, a larger special event proposal will be reviewed by the Dean's Cabinet.
Please review this PDF of the full form prior to filling out to ensure you have as much information as possible. You may submit the form without having definitive answers to all questions. Please plan to be responsive to staff follow-up.
Note: A crucial first step upon completing this form is to insure collaborative pianists can be scheduled for your needs. Please contact Professor Margaret McDonald (margaret.mcdonald@colorado.edu) to arrange collaborative pianist scheduling.
For longer and more in-depth (ea. multi-day, multi-building) special events, also contact John Davis, Associate Dean for Faculty Affairs and Operations (john.s.davis@colorado.edu) after filling out the form to schedule a time to review your event.
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 Chamber Hall (C-199) Music Theatre (N-1B95)
Conference Rooms: Boettcher Seminar Room (C-121) Library Seminar Room (N-285) Conference Room (C-113)
Classrooms: C-125 C-191 N-180D N-1B59 N-1B85 N-1B08 Fink Rehearsal Facility (E-160)
Macky Auditorium Rooms: 102 Classroom 213 Classroom
Event promotion
Please note that CU Presents only promotes events open to the public and officially sanctioned by the College of Music. CU Presents will only begin promoting an event once it is approved and scheduled with the College of Music Scheduling Office (see Step 1: "Schedule your event" to the left).
After your concert has been scheduled and confirmed, you will receive an email with the deadline for submitting the promotional information for your event.
Due to the special curation and promotion of Faculty Tuesdays, we request that you at least submit a description, thematic title, and list of performers for your concert. However, the more information you can provide, the greater the audience our promotional team will be able to reach.
Your student recital must be scheduled and confirmed with the Scheduling Office (see on the left "Step 1: Schedule your event") before you begin promotion.
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 promotional 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.
Attend a promotional workshop
Join the Entrepreneurship Center for Music, Operations and Scheduling Coordinator Devin Welch, Associate Director of Communications Jessie Bauters and CU Presents Marketing Manager Daniel Leonard for a workshop on how to schedule promote your recital.
Upcoming workshops:
Check back soon.
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 hand written 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 promote 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
CU Presents promotion
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 promote 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 promotions to the public, depending on the number of other events in line for promotion.
- Maximize audience reach by scheduling your event and then submitting your promotional 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 promotional team reach more audiences.
Submit promotional 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 promote your event with a poster or flyer, please download and use the design templates below.
8.5x11 (letter) flyer template
11x17 (tabloid) poster template
Printed programs
Scheduling Coordinator Devin Welch
music-programs@colorado.edu
303-735-6352
Note: Completed Microsoft Word document must be emailed to music-programs@colorado.edu no later than 3 weeks prior to your recital! If you fail to meet this deadline, programs will NOT be printed and your program information will NOT be marketed by the College of Music.
- You must use Microsoft Word to create your program using the template provided. Do NOT use Google Docs, Apple Pages or any other software.
- Download the Microsoft Word document.
- Replace all information with your own program information using the same formatting. Do NOT change the fonts; keep bold font bold and use the upper/lower case as provided in the template. You may change the size of the fonts if all your information will not fit. If you have a long program, you should use both sides of the page in place of any bios or program notes.
- If you choose to include a professional photograph, the resolution of your photo must be no less than 300 dpi (and must be in either .jpg or .tiff format). Note: your program will be printed in black and white.
- Please SAVE your document in the format: “2015-01-25-LASTNAME.DOC” (year-month-day) - for the date, use the date of your recital.
- Additional information for completing your program (bibliographical styles, etc.).
- You MUST turn in a program using this template, even if you fail to meet the 3-week deadline. Your grade will NOT be complete until the Dean’s Office receives a printed program.
- If your recital is on-campus, your stage manager will have your programs for you.
- If your recital is off-campus (including The Academy), you will need to come to the Main Office (C103) to pick up your programs prior to your recital.
Documents
Sample Programs
Scheduling Coordinator Devin Welch
music-programs@colorado.edu
303-735-6352
Note: Completed Microsoft Word document must be emailed to music-programs@colorado.edu no later than three weeks prior to your guest’s recital! If you fail to meet this deadline, programs will NOT be printed and their program information will NOT be marketed by the College of Music.
- Download the Microsoft Word document
- You must use Microsoft Word to create the guest artist program using the template provided. Do NOT use Google Docs, Pages or any other program. The formatting will not work properly.
- Replace all information with your guest artist’s program information using the same formatting. Do NOT change the fonts; keep bold font bold and use the upper/lower case as provided in the template. You may change the size of the fonts if all your information will not fit. If you have a long program, you should use both sides of the page in place of any bios or program notes.
- If your guest artist chooses to include a professional photograph, the resolution of the photo must be no less than 300 dpi (and must be in either .jpg or .tiff format). Note: your program will be printed in black and white.
- Please SAVE your document in the format: “2016-10-25-LASTNAME.DOC” (year-month-day of recital)
- If you would like more than 50 programs printed for your guest's recital, please notify music-programs@colorado.edu when you submit the program.
- Additional information for completing your program (bibliographical styles, etc.).
- Your stage manager will have your guest artist’s programs.
For faculty and large ensemble performances, all final content including program details, program notes and performer bios, should be submitted to the CU Presents team three weeks prior to the event date. The contact person for each event will receive an email with instructions to submit content at the beginning of each semester, and again closer to each content deadline. If you have not received any information three weeks prior to your event, please contact Sabrina Green.
Programs are produced for official College of Music events. If your event type is not listed above, please contact Sabrina Green no later than six weeks prior to your event to discuss your needs.