Other Ensemble Programs Most UT Ensembles use the following process to create concert programs. An extensive list of ensembles that use this process includes: AIME African American Vocal Ensemble Bereket CLUTCH Concert Chorale Concert Bands Conjunto Ensemble Harp Ensemble Hispanic Caribbean Ensemble Horn Choir Gamelan Jazz Orchestra & Ensemble Indian Classical Music Longhorn Jazz Band Mariachi Ensemble University Chorus Percussion Ensemble Saxophone Ensemble Small Batch Steel Pan Ensemble Trombone Choir Studio Recitals and unofficial student ensembles do not use this process. See Masterclasses, Studio Recitals, Lectures, &. Student-Run Events. Digital Programs Beginning in Fall 2024, all programs for these ensembles in BSOM facilities will be fully online digital programs. Full programs will be posted on your event page on the BSOM event calendar. Audience members will access the program by scanning a QR code upon entry into the hall, or before they arrive. Streaming audiences will also have access to the full program online. The upgraded digital programs are fully interactive programs written in native html and optimized for small screens that will provide a better experience for concert goers than the previous .pdf paperless programs. See an example of a digital program. Point of Contact All ensembles should have an assigned contact person that will be the sole contact person for the marketing designer. In most cases this is the faculty sponsor or director of the ensemble, but the director may choose to assign the role to a TA or other student to run the programs process, so long as there is only one contact per ensemble. Ensembles that provide joint concerts with other ensembles should stillselect only one point of contact that will handle correspondence with the programs office for the entire program. Submitting Information Ensembles should submit concert information to the marketing designer using the proper submission form: CLUTCH download submission form Ethnomusicology Ensembles download submission form All other Ensembles download submission form Only official forms in Word (.docx) format will be accepted. We will not accept: Submissions in your own form or template Google doc links or Apple Pages documents PDFs Submit your form by uploading it here. Do not email it. Submit artist bios INSIDE the submission form. Submit artist headshots separately, by clearly naming the file with the Artist’s name. See Bios & headshots below for more info. WORKFLOW & DEADLINES The workflow for receiving a final program is as follows: From ConcertAction 37 Days Programs office will email your contact a reminder with a new submission form. 30 daysProgram submission is due. This is a hard deadline. Programs that are not submitted by the deadline will not be produced by the programs office. If you are missing some information, e.g. your roster is incomplete, you should submit as much information as possible by the deadline. and plan to update the rosters during the proofing process. 26 days from concert: You will receive a first Draft of your program. 27 DaysFirst draft is published to your event page on the event calendar. It is immediately available to view for the public. 27-7 DaysRevision Period: Contact should solicit & collect revisions and submit them to the programs office promptly. For each round of changes received, the programs office will supply new drafts within 3 business days. The number of drafts you receive is entirely dependent on how promptly you submit corrections. It is the ensemble’s responsibility submit revisions in a timely manner. The programs office will not send reminders. 7 Days Your final set of corrections is due. After 7 Days, the programs office will consider this version of your program the final version. 7-0 DaysBecause programs are now online, last-minute changes and corrections may now be possible. Corrections to your program during this time should generally be minor changes. The Programs office will make every effort to make the changes, but changes to your program after the 7-day deadline are not guaranteed. Event DateYour event Manager will bring QR codes to your event and display them at entrances to the hall. Reminders The only reminder you will receive from the programs office is the initial email with the included submission form. the programs office will not send follow up emails to remind you to proof your programs. It is your responsibility to ensure the program is finished by the 12-day deadline. Please note that while the programs office makes every effort to send a 37-day reminder email, all reminders from the programs office are courtesy reminders. The deadline for each concert is the same, and it is ultimately the responsibility of ensemble leadership to make sure to submit program information in time regardless of whether a reminder was received. Program Notes The school does not provide or print program notes for these ensembles. If the audience for your event would benefit from some general explanation to help them better appreciate the performance, you can include an optional general program note of up to 300 words about the nature or context of your program; most concerts do not require this. Texts & Translations For choral and vocal performances, the school will print text and translations in your program, but does not provide them on your behalf. You must provide any texts you wish to include according to these guidelines: Digital programs are formatted to be easily readable on small mobile devices. Side-by-side columns that display both original texts and translations are not possible in this format. Our programs will run texts for works performed in English, and will run only English translations for works performed in other languages. We can not run original text and English translations side-by-side. All translations must be clear of copyright issues. This means they must meet one of the following criteria: original translations by someone on your team in the public domain covered under a Creative Commons license you must have written permission from the copyright holder to run the translations in your program. The programs office will not run any translation if proof of copyright clearance can not be established. Texts & Translations take extensive time to layout properly, and so they must be included in your initial submission by the 30-day deadline. They can not be added during the revisioning process, and requests to do so will be rejected. View the complete guidelines for including text and translations Bios & Headshots We include program bios and photos for conductors, guest conductors, and featured soloists or guests. Faculty Artists & TAs The program office keeps program bios & headshots for BSOM Faculty and TAs on file for use in programs. If you are a new faculty member or TA, you should provide a 170-word bio and headshot to nathan.russell@austin.utexas.edu. Bios must be 170 words or less. Longer bios will be truncated and may not reflect the information that is most important to you. BSOM Faculty and TAs may update their program assets at any time by emailing new photos or bios directly to nathan.russell@austin.utexas.edu. Guest Artists If your program has featured guest conductors or soloists who are not BSOM Faculty or TAs, we will require a bio and headshot from the performer for the program. You should submit artist bios by including them in the submission form. Bios must be 170 words or less. Longer bios will be truncated and may not reflect the information that is most important to you. Featured Bio If your concert includes an especially celebrated or honored guest performer, you may choose to submit a Featured Bio of up to 300 words for that guest performer. There is a limit of 1 Featured Bio per program. Featured bios should be used sparingly for high-profile guests. Photos Please only send high-resolution photos. Photos should be a minimum of 2000 pixels on the vertical side. In general, vertical headshots are preferred for programs to horizontal photos. Please name the file with the artist’s first and last name. Making Corrections Your ensemble team may choose who should be involved in the proofing process. Have your point person distribute the proofs to your selected team, and collect edits from the team. Before sending corrections to the marketing designer, the point person should collate all the changes into a single document, and ensure that none of the changes contain conflicting information. If there is a conflict, resolve the conflicting data internally before sending corrections. Your digital program is published to your Event page on the calendar at music.utexas.edu, and as such the initial draft of the program becomes available to the public when it is published. You should make every effort to ensure your submission form is free of typos and errors. Additionally, you should proof the first version of your program as soon as possible after it has been published to the web.
