This page contains information about our procedures and policies for getting an ensemble concert on its feet. The main takeaway is that most details about a concert need to be communicated to staff 30 days in advance of a performance, with a couple exceptions that need a longer runway.
Scheduling
All scheduling of ensemble concerts and dress rehearsals take place a year+ in advance. Drafts are created by Page Stephens (Assistant Director for Operations) and reviewed / revised over several meetings by faculty representatives in the Ensemble Committee. By March of the preceding academic year, all scheduling for ensemble concerts and dress rehearsals should be finalized.
Programming Deadlines
June 1 is the deadline for top-tier ensembles to submit repertoire for season announcement publicity (Wind Ensemble, Symphony Orchestra, New Music Ensemble, Opera, Concert Chorale, Jazz Orchestra if applicable).
The first and second rotation concerts need to be complete by the June 1 submission so that the library has ample time to order and prepare music.
This deadline is important not only for publicity and library purposes, but also so that the other ensembles can program their seasons without overlapping repertoire.
Performance Library & Concert Programs
Performance librarian CJ Johnson needs to rent or purchase music at least 60 days prior to a scheduled concert. Repertoire that has be ordered outside of the United States may need more lead time.
In order for program notes to be included in a concert program, Nathan Russell requires that full repertoire be submitted 60 days in advance.
For all concerts, your full program submission is due no more than 30 days before the concert date (including rosters, program order, guest artist headshots and bios).* Programs should be submitted using the proper submission form for your event.
30 days out from a performance, no changes should be made to a program. If you do need to make changes to a program prior to this window, please communicate those to the following staff so that we can all be on the same page: CJ Johnson, Nathan Russell, and Page Stephens.
*We understand that the roster for the first concert cycle will not be provided until ensemble auditions are completed during the first week of classes.
Production Deadlines
If an ensemble concert requires special production elements such as a lowered canopy setting, lighting, risers, complicated stage set-ups, projection, other multimedia, etc… our production manager Travis Weller needs to be notified at least 30 days before the performance.
If you are curious about what options there are in each hall, check out our Performance Hall Guides.
If you would like to remove a piano lid or use a prepared piano for a performance, head piano technician Andrew Edwards should be notified at least 30 days before the performance to ensure a safe plan that does not interfere with other activities scheduled in a venue.
Recording & Sound Deadlines
For any event that requires sound reinforcement of any nature, a minimum of 30 days’ notice to head of recording services Andy Stoltz is necessary for proper planning and staffing.
Our part-time recording staff do not report to campus unless they are scheduled for events. They are rarely on campus during daytime hours .
Recording Services cannot accommodate the recording of dress rehearsals. This can be done easily with small mobile recorders such as Zoom or Tascam.
Recording Services cannot accommodate the setup of sound reinforcement for rehearsals unless the dress rehearsal is adjacent to the performance (no strike in between rehearsal and performance). There is no guarantee that the same engineering staff will be present for both the rehearsal and the performance.
Any special requests for rehearsals (playback through the sound system, 1-3 wireless mics, headset mics, etc.) must be coordinated with the recording services manager at least 14 days in advance. This requires alternative patching which can easily be shown to ensemble TAs at the beginning of the semester. For wind bands and New Music Ensemble this should be standard practice at the beginning of each semester.
