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.
Note: Imig Music Building venues are not open for rental by outside groups. If you’re interested in renting Macky Auditorium, call 303-492-2736.
College of Music public event deadlines
Please note the 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 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 6 weeks (42 days) prior to the event.
- Complete the Staging Information form at least 4 weeks prior to your event (return the form to S213).
Please note
- These deadlines apply to events that are open to the public.
- Scheduling events can take up to 3 weeks to find a venue, schedule a date and confirm College of Music resources to support it. Please contact the Scheduling Office early so that this process can be completed in time to meet the 6-week (42 days) deadline.
Director of Marketing and Public Relations Laima Haley
laima.haley@colorado.edu
303-492-4247
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 4 weeks (28 days) before the event. Information submitted after this deadline will be used on any remaining publicity opportunities, if possible.
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
2 weeks (14 days) prior to the event.
Please note
Events must be approved and scheduled with the College of Music Scheduling Office (Step 1), first. As well, please be sure to proof your program with your applied professor before submitting your final, fully-proofed program.
Schedule events
Contact the Scheduling Office
music-scheduling@colorado.edu
303-735-6352
Scheduling a student recital
Please review the whole process and review the “need to know” section below. Your recital is not scheduled until you receive final confirmation as indicated below.
Step 1: Planning
Before you reserve a date for your recital, please take the following planning steps:
- View available recital slots here. The availability of these slots is updated in real-time. Please note that you cannot reserve a slot until you submit payment for your recital and receive an invitation to reserve.
- We recommend having at least 3 potential dates/times to bring to your studio professor and collaborative pianist as part of your planning process.
- Please note that recital slots cannot be held in advance of payment.
- There are no recital dates available on football home-game days or Holiday Festival performance days.
- Obtain approval from your studio professor and other recital graders for the date you would like.
- Secure a collaborative pianist if needed.
- Review the available recital slots link above to confirm that your chosen slot is still available before proceeding to Step 2.
Step 2: Payment
When you are ready to reserve your recital slot submit payment for your recital here.
Note: You will receive an email confirmation of your payment—this is not confirmation of your recital slot scheduling.
Step 3: Slot selection + confirmation
Look for an email from the Scheduling Office with an invitation to reserve your recital date.
Note: This step requires staff overview and is not automatic—we will do our best to process this step as quickly as possible.
Once you have reserved a slot, you will receive both an email from the signup website that your selection went through and a final confirmation email from the Scheduling Office that your recital is in the books—this email includes the next steps for you to take.
Student recital “need to know”
Juniors
A junior recital is a half recital only. Juniors are required to find a partner to share the recital slot with as a dual recital. Please work with your applied professor to find a partner. One person from a dual recital can complete the signup process and be sure to include the other person's information.
Scheduling
Recitals must be scheduled at least 6 weeks (42 days)* before the recital date. Scheduling earlier is highly encouraged!
Recitals may take place during the following times:
- Wednesday, Thursday and Friday: 7:30 p.m.
- Saturday and Sunday: 2 p.m., 4:30 p.m., 7:30 p.m.
Your reservation will begin 1 hour before your recital time and end 30 minutes after the scheduled time ends.
*Scheduling events can take up to 3 weeks to find a venue, schedule a date and confirm College of Music resources to support it. Please contact the Scheduling Office early so that this process can be completed in time to meet the 6 weeks (42 days) deadline.
Fees
On-campus recital fee with audio recording and livestream: $100
Keyboardists
If you are planning to perform a prepared piano piece, you may only do so after receiving approval from Senior Piano Technician Ted Mulcahey at ted.mulcahey@colorado.edu or in E152. A prepared piano cannot be accommodated without confirmation from Ted.
If any piano lid removal or harpsichord use is required, this must be pre-approved by Ted Mulcahey and can only take place Monday-Thursday.
If you are planning to perform music requiring two pianos or harpsichord: Your recital must be booked in Grusin Music Hall. Two pianos or harpsichord can not be accommodated in other halls.
Advanced staging + sound
If your recital requires any sound reinforcement or other audio needs beyond basic audio playback, email kevin.harbison@colorado.edu at least two weeks before your recital date.
Using the Ensemble Hall (S134)
If you would like your recital to take place in Ensemble Hall (S134), email music-scheduling@colorado.edu for policies and potential times.
Cancellation + refund policy
To receive a full refund, you must cancel your recital at least 30 days beforehand—within 30 days, a $50 fee will be withheld from your refund. In case of illness or injury, no fee is withheld.
Rescheduling
Please email music-scheduling@colorado.edu and your applied professor if you need to reschedule your recital.
Dress rehearsal
You may schedule up to two hours for your dress rehearsal in the hall in which your recital has been scheduled. This may be broken up into two 1-hour time slots. This is scheduled only on a space-available basis. Dress rehearsals must be scheduled during the same semester of your recital. We advise scheduling that time as early in the semester as possible as halls are heavily used. You can review room availability at ems.colorado.edu and email music-scheduling@colorado.edu to reserve a time.
Program
A program is required for your grade to be complete. See “Step 3: Create your performance program.”
Receptions
For information on holding a reception, email the Scheduling Office (music-scheduling@colorado.edu).
Scheduling recitals outside of Imig Music Building
In order for your recital to be promoted on the CU Presents and College of Music websites, contact the Scheduling Office (music-scheduling@colorado.edu) to add your recital to the calendar.
Public master classes, recitals or lectures with a guest artist for public, in-person attendance
Contact the Scheduling Office
music-scheduling@colorado.edu
303-735-6352
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. All public events must be scheduled 6 weeks (42 days)* before the event.
No guest artist recitals are permitted during the months of November or April.
For any event that includes the community in the audience, complete this form. This form is to be filled out by the host.
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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, visit this page for more information.
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If you wish to use a harpsichord, you must email Robert Hill (robert-s-hill@colorado.edu 4 weeks (28 days)* 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.
*Scheduling events can take up to 3 weeks to find a venue, schedule a date and confirm College of Music resources to support it. Please contact the Scheduling Office early so that this process can be completed in time to meet the 6 weeks (42 days) deadline.
Public master classes or lectures without a guest artist for public, in-person attendance
Faculty should email music-scheduling@colorado.edu, and the Operations Office will approve all requests. All public events must be scheduled 6 weeks (42 days)* before the event.
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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.
-
If you wish to enlist the services of a collaborative pianist, visit this page for more information.
-
If you wish to use a harpsichord, you must email Robert Hill (robert-s-hill@colorado.edu) 4 weeks (28 days) 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.
*Scheduling events can take up to 3 weeks to find a venue, schedule a date and confirm College of Music resources to support it. Please contact the Scheduling Office early so that this process can be completed in time to meet the 6 weeks (42 days) deadline.
Please note
For any event that includes the community in the audience, complete this form. This form is to be filled out by the host.
Special + new events
Special events with special considerations that affect the wider department—for example, events that cover multiple days or locations, are presented with or by other organizations, or are otherwise non-standard or new at the college—require Dean's Cabinet approval. This does not apply to one-time guest recitals, master classes, Faculty Tuesdays or ensemble performances.
Please note
For any event that includes the community in the audience, you must fill out the following form. This form is to be filled out by the host.
Scheduling livestream events
Supported livestreams
A College of Music livestream is only supported by the Operations Team for college ensembles, Faculty Tuesdays, student degree recitals, and other pre-approved events (such as competition finals) during normal recital time slots. The Operations Team does not livestream guest artist recitals, even if they're being audio recorded, because of video copyright and guest contract limitations.
Self-produced livestreams for in-person events
If you are self-producing a livestream for an event that is scheduled (Step 1) for public attendance, then you must submit your publicity information (Step 2) at least one month before your event, including a link to where the livestream can be accessed and any special instructions for how to access the stream.
Self-produced streams for virtual-only events
If you are self-producing a stream for a virtual-only event, please schedule your event (Step 1) and provide your publicity information (Step 2) at least one month before your virtual event, including a link to where the public can access the stream and any special instructions for how to access the stream.
Self-produced Zoom streams
For Zoom virtual events with the public, you must also set up advanced registration to control attendance or limit viewer interaction to prevent “Zoom bombing.”
Please keep in mind
Before beginning any stream, you must confirm that you have broadcast rights for all copyright materials (including music, images, text, etc.) used in the stream. For music, CU holds broadcast rights under BMI/SESAC/ASCAP.
You will be responsible for any technical issues that may occur during a self-produced stream, and public complaints or questions will be forwarded to the email you provide when scheduling and submitting publicity information for you to address in a timely manner.
Renting streaming equipment from the Operations Team
The A/V office has cameras and microphones available for checkout free of charge for 48 hours at a time, including audio/video conversion for a user to use for a livestream through their computer/laptop.
Email dustin.rumsey@colorado.edu with questions or to check availability and arrange video equipment orientation and check-out.
For classroom and conference room reservations, only College of Music faculty, staff and students have access to room schedules.
Reservation system instructions
Note: You will be notified in approximately 2 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 have access to room schedules.
For all other requests, please email music-scheduling@colorado.edu.
Room schedules
Performance halls: Grusin Music Hall Chamber Hall (S102) Music Theatre (N-1B95)
Conference rooms: Boettcher Seminar Room (C121) Library Seminar Room (N285) Conference Room (C113)
Classrooms: C125 N-180D N-1B59 N-1B85 N-1B08 Fink Rehearsal Facility (E160) 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).
Director of Marketing and Public Relations Laima Haley
laima.haley@colorado.edu
303-492-4247
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 4 weeks (28 days) 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 4 weeks (28 days) before your recital. Links can be sent to Laima Haley.
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 1 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
Director of Marketing and Public Relations Laima Haley
laima.haley@colorado.edu
303-492-4247
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.
- Maximize audience reach by scheduling your event and then submitting your publicity information as soon as you are able, or at least 4 weeks (28 days) before your event.
- 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.
- 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.
- Information submitted after this deadline will be used on any remaining publicity opportunities, if possible.
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
Posters for social media
Generally, we do not recommend creating text-on-image posters for concerts to share on social media. They can be difficult to retract if they contain out-of-date or incorrect information, they do not necessarily fulfill accessibility standards for people with sight disabilities, and they are not optimal content for social media algorithms. Instead, we recommend sharing the cupresents.org event page through social media. Alternatively, a picture (especially one from rehearsal) with the details of the concert in the description field also works well.
Performance programs
Archived programs
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? Contact Publications Specialist Sabrina Green, sabrina.green@colorado.edu.
Do you need to update your faculty bio?
Update your faculty bio for your program using the form at this link.
Program deadlines overview
- Student and guest recitals: Programs are due two weeks before your event
- Chamber music: Programs are due seven days before your event
- Ensembles and Faculty Tuesdays: Program content is due two weeks before your event
- Special events not listed above: Custom deadlines for each program; contact Publications Specialist Sabrina Green, sabrina.green@colorado.edu
Questions about other aspects of your student recital? Contact the College of Music Scheduling Office at music-scheduling@colorado.edu
Distribution
Recital programs are distributed and viewed in digital (paperless) format. They can be printed as needed and are posted to your event listing approximately seven days prior to your event date; additionally, a link to recital listings is provided at cupresents.org/programs. View a sample program. Feel free to announce at your event that there is a digital program available.
Preparing + proofing your program
Program template: Use this Microsoft Word template to create your program. You may also open this template in Pages and submit a Pages file. The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
The template is also pre-loaded with formatting specific to font type and size for style consistency with other College of Music programs. Final, distributed programs will be formatted to match the style of college programs as needed.
Text style guide: To the best of your ability, follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
File name: Save your program document with the file name formatted with the eight-digit date (year/month/day) of your recital and your last name. Here’s an example of what that looks like: 20191119_LASTNAME.docx.
Proof your program before submitting: Proofread your program thoroughly with your faculty or recital advisor. We are unable to make revisions to your program after it has been posted to your recital listing.
If you are including texts + translations: If you’re comfortable formatting texts + translations directly in the program document, you are welcome to do so! Alternatively, you may submit an additional Word document which will be formatted for you. Some languages may require the use of a font other than Arial to render properly in your program; choose the font that best fits your needs.
How to submit your program
Submit your recital program (and supplemental documents such as texts + translations) using the recital programs submission form.
Proof your program before submitting: Proofread your program thoroughly with your faculty or recital advisor. We are unable to make revisions to your program after it has been posted to your recital listing.
Format for submission: Submit your completed and proofed program as a .doc or .docx file, or as a Pages file. Presenters who submit a PDF or program not in template will be asked to resubmit their program.
Deadlines: Submit your program no later than two weeks prior to your recital date. Your program will be processed and uploaded to your recital listing approximately 7 days prior to your event. If your recital date falls at the beginning of a semester and, as a result, your program is completed less than two weeks prior, please submit it as soon as you can.
Please note: We are unable to make revisions to your program after it has been posted to your event listing.
Downloads + links
Distribution
Recital programs are distributed and viewed in digital (paperless) format. They can be printed as needed and are posted to your event listing approximately seven days prior to your event date, as well as to the programs landing page (cupresents.org/programs). View a sample program. Feel free to announce at your event that there is a digital program available.
Preparing + proofing the program
Program template: Use this Microsoft Word template to create your program. You may also open this template in Pages and submit a Pages file. The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
The template is also pre-loaded with formatting specific to font type and size for style consistency with other College of Music programs. Final, distributed programs will be formatted to match the style of college programs as needed.
Text style guide: To the best of your ability, follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
File name: Save the program document with the file name formatted with the eight-digit date (year/month/day) of the recital and the presenter’s last name. Here’s an example of what that looks like: 20191119_LASTNAME.docx.
Proof your program before submitting: Proofread the program thoroughly, ideally with the presenter. We are unable to make revisions to your program after it has been posted to your event listing.
If you are including texts + translations: If you’re comfortable formatting texts + translations directly in the program document, you are welcome to do so! Alternatively, you may submit an additional Word document which will be formatted for you. Some languages may require the use of a font other than Arial to render properly in your program; choose the font that best fits your needs.
How to submit your program
Submit the recital program (and supplemental documents such as texts + translations) using the recital programs submission form.
Proof your program before submitting: Proofread the program thoroughly, ideally with the presenter. We are unable to make revisions to your program after it has been posted to your event listing.
Format for submission: Submit your completed and proofed program as a as a .doc or .docx file, or as a Pages file. Presenters who submit a PDF or program not in template will be asked to resubmit their program.
Deadlines: Submit the program no later than 2 weeks prior to your recital date. The program will be processed and uploaded to the event listing approximately 7 days prior to your event. If the event date falls at the beginning of a semester and, as a result, your program is completed less than two weeks prior, please submit it as soon as you can.
Please note: We are unable to make revisions to your program after it has been posted to your event listing.
Downloads + links
Distribution
Chamber Music Showcase programs are distributed and viewed in digital (paperless) format. They can be printed as needed and are posted to your event listing within a couple days of being submitted, as well as to the programs landing page (cupresents.org/programs). View a sample program. Feel free to announce at your event that there is a digital program available.
Preparing + proofing the program
Program template: Use this Microsoft Word template to create the program. You may also open this template in Pages and submit a Pages file. The template is pre-loaded with comments providing instructions and recommendations. These comments will not appear in your final, distributed program.
The template is also pre-loaded with formatting specific to font type and size for style consistency with other College of Music programs. Final, distributed programs will be formatted to match the style of college programs as needed.
Text style guide: To the best of your ability, follow the CU Boulder text style guide, which is the style guide the College of Music uses in its programs.
File name: Save the program document with the file name formatted with the eight-digit date (year/month/day) of the event and event title marker (in this case, “chamber”). Here’s an example of what that looks like: 20191119_CHAMBER.docx
Proof your program before submitting: Proofread the program thoroughly. We are unable to make revisions to your program after it has been posted to your event listing.
If you are including texts + translations: If you’re comfortable formatting texts + translations directly in the program document, you are welcome to do so! Alternatively, you may submit an additional Word document which will be formatted for you. Some languages may require the use of a font other than Arial to render properly in your program; choose the font that best fits your needs.
How to submit your program
Submit the recital program (and supplemental documents such as texts + translations) using the recital programs submission form.
Proof your program before submitting: Proofread the program thoroughly. We are unable to make revisions to your program after it has been posted to your event listing.
Format for submission: Submit your completed and proofed program as a as a .doc or .docx file, or as a Pages file. Presenters who submit a PDF or program not in template will be asked to resubmit their program.
Deadlines: Submit the program no later than 7 days prior to your event date. The program will be processed and uploaded to the event listing approximately within 2 days of submission. If the event date falls at the beginning of a semester and, as a result, your program is completed less than seven days prior, please submit it as soon as you can.
Please note: We are unable to make revisions to your program after it has been posted to your event listing.
Downloads + links
Distribution: Performance programs are distributed and viewed in digital (paperless) format. Your program is posted to your event listing and to the programs landing page (cupresents.org/programs) approximately seven days prior to your event. View a sample program. Feel free to announce at your event that there is a digital program available.
Content collection: 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 (lists of works to be performed, 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.
Timeline: Your deadline to submit program content is 2 weeks prior to your event date. If you haven’t received information about your upcoming performance program by 3 weeks prior to your event date, please contact Publications Specialist Sabrina Green, 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 6 weeks prior to your event date, please contact Publications Specialist Sabrina Green, sabrina.green@colorado.edu.