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 listed on the left.

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 Event Promotion Deadlines

Questions?
Contact CU Presents
Marketing Manager Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844

Below is an outline of the information deadlines for official, publicly promoted College of Music Events. These are final deadlines dictated by the necessary print and work time it takes to create each promotion.

In order to be promoted, events must complete two steps before the deadlines listed below:

Step 1: Be scheduled and approved by the Scheduling Office.

Step 2: Have their promotional information submitted to CU Presents.

Please note: These deadlines do not include Faculty Tuesday events. Faculty Tuesday deadlines will be communicated directly to presenters by the CU Presents team.

Click here to use our Deadlines Calculator

Printed College of Music Calendar (once a semester)

A full-sized poster that folds down to a half-page brochure, listing all of the semester’s events for College of Music.
Deadline for fall semester events: July 1
Deadline for spring semester events: November 1

Weekly Daily Camera Advertisement

A full-page ad run every week in the Daily Camera Friday Magazine, during the fall and spring academic semesters, listing the upcoming week’s events.
Deadline: 1 month before the event date

Imig Building Marquees

There are two outdoor displays at Imig Music where event listings are posted during the fall and spring academic semesters.
Deadline: 2 months before the event date

College of Music Online Calendars

Online calendars feature events on colorado.edu/music, colorado.edu/visit and cupresents.org.
Deadline: 1 month before event date*
*Exception: We will post events to the online calendar as soon after they are scheduled as possible (Step 1) and will update the event with your promotional information as soon after it is sent to CU Presents. Events submitted after the 3 week deadline may not receive full promotion.

Community Online Calendars

Music events are posted to several community calendars, like CPR.org, Boulder County Arts Alliance, Boulder Visitors Center and Facebook.
Deadline: 1 month before event date

Schedule events

I am scheduling a student recital

Scheduling student recitals

Questions?
Contact the
Scheduling Office Coordinator Devin Welch
music-scheduling@colorado.edu
303-735-6352

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 Dr. Elizabeth Farr (farre@colorado.edu) and Ted Mulcahey (Ted.Mulcahey@colorado.edu). 

Scheduling Deadlines

Scheduling for Spring 2018 will be officially closed on April 8, 2018.
Graduate students may begin scheduling Fall 2018 recitals on April 2, 2018.
Undergraduate students may begin scheduling Fall 2018 recitals on April 9, 2018.

2: Choose a location

On-Campus

  • Recitals may be scheduled:
    • Monday - Friday at 7:30 p.m.
    • Saturday and Sunday at 2, 4:30 and 7:30 p.m.
    • Friday at 4:30 p.m. in Grusin Music Hall only.
  • On-campus recitals must be scheduled at least 3 weeks before the requested date. 
  • 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

Scheduling Restrictions

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.

  • 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.  
    • Monday - Friday at 7:30 p.m.
    • Saturday and Sunday at 2 p.m., 4:30 p.m. and 7:30 p.m.
    • Monday - Sunday at 7 p.m. at The Academy only.
  • 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 to create an upgraded environment for off-campus recitals. The space includes a freshly rebuilt stage and a Steinway 7' grand piano, which is maintained by our College of Music piano technicians. Students are invited to hold recitals at St. Aidan's on Wednesday evenings and Sundays at 2 p.m., or by special request for other days (pending availability of church staff and hall). St. Aidan's is located just across the street from campus at 2425 Colorado Avenue. For questions about availability, please email St. Aidan's Director of Music Sara Parkinson at sarakparkinson@gmail.com. Recital receptions are held by request only.
  • The Academy, a retirement community close to campus, has agreed to hold most Saturdays in March and April at 2 p.m. for student recitals (pending availability). No other times will be allotted to CU College of Music students.
  • 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.
  • Additional copies of your recital recording may be purchased at an additional cost through the Audio Services Office.
  • 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, calendar listings and promotion 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.

Recital scheduling form

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

Questions about audio recording?

Contact Kevin Harbison at kevin.harbison@colorado.edu.

Audio Services Office

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.

Recital Recording Request

Recital Staging 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.

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!

Questions?
Contact the
Scheduling Office Coordinator Devin Welch
music-scheduling@colorado.edu
303-735-6352

Recital information

Preview your recital

  • Check with your department about all recital preview requirements.
  • 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!!

Online Scheduling Website

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.

Questions?
Contact the
Scheduling Office Coordinator Devin Welch
music-scheduling@colorado.edu
303-735-6352

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.

I am scheduling a guest artist master class, recital or lecture

Guest artist scheduling request

Faculty should use this form for scheduling all guest artist events. PLEASE NOTE: No guest artist recitals are permitted in the month of April.

  1. Please check the College of Music Planning Calendar prior to requesting space. If you want to have your guest in Grusin Music Hall or the Chamber Hall (C-199), you should also check the performance hall schedules at the bottom of the page.
  2. If you wish 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.
  3. This form will be submitted to John Davis, Associate Dean for Administration, who will approve all guest artist requests.
  4. If you wish to pay your guest you need to fill out the Guest Payment Form and return it to Gayle Boethling at gayle.boethling@colorado.edu.
  5. For Harpsichord usage: One month prior to the event contact Elizabeth Farr at farre@colorado.edu.
  6. For any other special keyboard requests contact Ted Mulcahey at ted.mulcahey@colorado.edu.
  7. Submit your information to CU Presents for promotion, including online calendar listings, see more at "Step 2: Promote your event through CU Presents" on left.
ex: Michael Jones, guitar and Patrick Monty, violin
Recital details
If so, this recital will be promoted by CU Presents. For more information visit "Step 2: Promote your event through CU Presents."
We will follow up with instructions on recital programs, or you can review the process with the link on the left "Step 3: Create your printed program."
Master class details
If so, this master class will be promoted by CU Presents. For more information visit "Step 2: Promote your event through CU Presents."
Lecture details
If so, this lecture will be promoted by CU Presents. For more information visit "Step 2: Promote your event through CU Presents."

I am scheduling a public event other than the above

College of Music only schedules and promotes official college events, please email music-scheduling@colorado.edu with your scheduling request.

Major College of Music events (including Faculty Tuesdays and student ensemble performances) are scheduled by committee each year. Please contact Devin Welch at devin.welch@colorado.edu for more information.

If you are using a venue outside of the Imig Music building for your official event, you will still need to schedule it with the College of Music in order to have it promoted.

I am reserving a room for a non-public event

Room Reservations

Questions?
Contact the Scheduling Office
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

Make a Reservation

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

Note: CU Presents only promotes events open to the public and officially sanctioned by the College of Music, once they have been scheduled with the College of Music Scheduling Office (see Step 1: "Schedule your event" to the left). If you have questions about whether this includes or excludes your event, please email: daniel.leonard@colorado.edu.

Public Events Calendar

Questions?
Contact CU Presents
Marketing Manager Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844

After your concert has been scheduled and confirmed, you will receive an email with this same link as well as the deadline for submission of your event. The description and performer list for your Faculty Tuesday can be submitted at the link below.

For Faculty Tuesday concerts in Fall 2018, the deadline to submit your information is May. 1, 2017.

Click here to submit promotional information

Questions?
Contact CU Presents
Marketing Manager Daniel Leonard
daniel.leonard@colorado.edu
303-492-0844
​

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.

  • All official College of Music events that are open to the public are promoted by CU Presents through local community calendars, email, the Daily Camera print edition and more.
  • As soon as you fill out this form CU Presents will begin promoting your event.
  • Your event will not be promoted to the community calendars until this form is submitted.
  • When you submit your printed program information (see on the left "Step 3: Create your printed program") all events listings will be updated with the information provided, as needed.

Click to submit promotional information

Printed programs

Questions?
Contact the Scheduling Office
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

Program Template

Program Style Guide

Program Note Examples

Sample Programs

Junior Dual Off-Campus

Junior Dual On-Campus

Senior

Master's

DMA - Jazz

DMA - Conducting Practicum

Honors Recital

Studio Recital

Questions?
Contact the Scheduling Office
​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.

Questions?
Contact CU Presents
Publications Specialist Sabrina Green 
Sabrina.Green@Colorado.edu
303-492-4716

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. We are working towards having an online form to make submitting content more convenient, but currently we are emailing the primary contact person from the scheduling entry with information of how and where to send the content.  

If you are the primary person in charge of putting together the program for an event and have not received a reminder email from the CU Presents Publication assistan or another member of the CU Presents staff three weeks prior to your event, please contact Laima Haley.

Programs are produced for official College of Music events. If your event type is not listed above, but you would like to request an exception for a printed program at your event, please email music-programs@colorado.edu

Please note: These Promotional material templates are a resource currently available to faculty presenters only, presenting official College of Music events. If you have questions whether this applies to you, please email daniel.leonard@colorado.edu.

Digital Display

You can promote your event on the digital sign in the Grusin lobby. We’ve created a template for you to design a slide for the Imig digital sign using PowerPoint. Follow the instructions and send your PowerPoint slide (.ppt file - NOT .pptx) to Jessie Bauters jessie.bauters@colorado.edu at least two weeks in advance of your event to have it included in the slide show.

PowerPoint Template

Instructions

Printed Materials

Please note: You should begin your project at least 4 weeks before your required delivery date.

1: Get your print quote - 4 weeks before delivery

Choose, from the examples below, the kind of material you would like to produce. Then select "Quote" to go to the 48HourPrint website, where you can enter the quantity you need and receive a quote on the production cost. You do not have to use 48HourPrint, however, we do suggest it for its low cost, quality and ease of service. 

2: Design your material - 3 weeks before delivery

Design it yourself

From the files below, choose the type of material you want to print. There are Adobe Design files for those with the design software, but there are also Power Point templates. Please do not alter any of the branding on the templates; it has been locked to prevent editing.

Hire a designer

You are more than welcome to hire your own designer, though CU Presents suggests using Mark Schroder of Purple Sage Design. You can email him at mark@purplesage.com or visit purplesagedesign.com. External designers must hold to the CU Boulder style guide. CU Boulder Style and Branding Guide

3: Send CU Presents your material - 2 weeks before delivery

Once you or your designer have completed your materials, send the original files to daniel.leonard@colorado.edu. CU Presents will review your materials and may make suggested design edits, at your approval, to produce the best possible materials for you. 

4: Printing - 1 week before delivery

CU Presents will return to you printer-ready files of your design piece. Select "Print" from the table below; you will then be taken step by step through the ordering process with 48HourPrint.

Media Power Point Templates Adobe Templates    
11"x17" poster .ppt download

.pdf download

 QUOTE PRINT
8.5"x11" flyer .ppt download .pdf download QUOTE PRINT
4"x6" postcard .ppt download .pdf download QUOTE PRINT
3.5"x8" flyer .ppt download .pdf download QUOTE PRINT