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
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.
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 program
Deadlines
- 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.
Events must be approved and scheduled with the College of Music Scheduling Office (Step 1) first.
Schedule events
Fully-Supported Student Recital
Contact the College of Music Scheduling Coordinator
music-scheduling@colorado.edu
303-735-6352
Fully-supported recitals occur in either Grusin Hall (C112) or the Chamber Hall (S102) and enjoy professional technical support from College of Music and CU Presents staff. Services include livestreaming, recording, stage management, publication and marketing. The $100 recital fee is required to schedule a fully-supported recital.
Step 1: Planning
Before you reserve a date for your recital, please take the following planning steps:
- View Fall 2024 recital slots. Updated in real-time.
- Request a collaborative pianist
- Obtain approval from your instructor, recital graders and collaborative pianist for your preferred slot.
- Review recital slots to confirm your preferred slot is still available before proceeding to Step 2.
Step 2: Payment
Step 3: Slot selection + confirmation
- After your payment has been received and processed, you will receive an email from the Scheduling Coordinator directing you to the signup website to select your slot.
- After reserving, you will receive an email from the signup website. This is not your official confirmation.
- Once the Scheduling Coordinator schedules your recital, you and your instructor will receive an official EMS confirmation. Now your recital is officially scheduled!
Student recital “need to know”
Junior Recital Policy
The junior recital requirement is a half-recital only. Therefore, juniors must find a partner to share a recital slot with. Only one person from a shared recital should complete the signup process (steps 1-3 above, in order). Remember to include your partner’s full name and instrument.
General Scheduling + Dress Rehearsal Information
- Recitals must be scheduled at least 6 weeks in advance.
- Fully-supported recitals occur in Grusin Hall (C112) or the Chamber Hall (S102) at standard performance times:
- Weekdays at 7:30 pm
- Saturday/Sunday: 2:00 pm, 4:30 pm, 7:30 pm
- Recital reservations include 60 minutes for load-in and 30 minutes for teardown
- Dress Rehearsals:
- You may schedule up to two hours for dress rehearsals
- Dress rehearsals must be scheduled during the same semester as your recital.
- Dress rehearsals are scheduled on a space-available basis.
- Questions? Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213)
Keyboard Requests
- Prepared piano: You must receive written approval from the Head Piano Technician. Please contact him directly at ted.mulcahey@colorado.edu
- Piano lid removals: Coordinate directly with Ted Mulcahey at ted.mulcahey@colorado.edu to request a lid removal
- Harpsichord: Coordinate directly with Ted Mulcahey. Harpsichord recitals must be booked in Grusin Hall
- Two Pianos: Planning to perform music requiring two pianos? You must schedule your recital in Grusin Hall
Advanced staging + sound
If your recital requires sound reinforcement or audio needs beyond basic audio playback, contact Kevin Harbison, College of Music Recording Engineer at kevin.harbison@colorado.edu at least two weeks before your recital.
Programs
- Read “Step 3: Create your performance program.”
- Questions? Contact Sabrina Green, CU Presents Publications Manager, sabrina.green@colorado.edu
- Students who miss the program deadline or have an off-campus recital are required to submit a digital copy of the program to the appropriate Associate Dean.
Receptions
For more information, contact Brooke Balbuena, College of Music Scheduling Coordinator (S213)
Rescheduling
Please email music-scheduling@colorado.edu and your applied professor if you need to reschedule your recital.
Cancellation + refund policy
To receive a full refund, you must cancel at least 30 days before your scheduled recital date. Within 30 days, you will be provided with a partial refund of $50. In the unfortunate case of a verified illness or injury, you will receive a full refund. Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213)
Self-Managed Student Recital
Contact the Scheduling Office
music-scheduling@colorado.edu
303-735-6352
“Self-Managed” student recitals occur in Imig S134. While this recital option is offered at no cost, it is important to understand that professional support services are not provided. Therefore, you will independently coordinate and manage recording, livestreaming and/or stage management. “Self-managed” student recitals do receive a calendar listing and program if all CU Presents deadlines are met (see Steps 2 and 3).
Step 1: Plan Your “Self-Managed” Student Recital
Before you reserve a date for your recital, please take the following planning steps:
- Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213), music-scheduling@colorado.edu to obtain available dates/times
- Request a collaborative pianist, if needed.
- Obtain approval from your instructor, recital graders and collaborative pianist for your preferred date.
Step 2: Slot selection + confirmation
Ready to reserve? Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213). Include the following details:
- Requested date/time
- Your full name
- Degree
- Instrument
Your recital is officially scheduled when you and your instructor receive an EMS confirmation directly from the College of Music Scheduling Coordinator.
"Self-Managed" Student Recital: Important Information
Junior Recital Policy
The junior recital requirement is a half-recital only. Therefore, juniors are required to find a partner to share a recital slot with. Only one person from a shared recital should complete the signup process (follow steps 1-2 above, in order). Remember to include your partner’s full name and instrument.
General Scheduling + Dress Rehearsal Information
- Recitals must be scheduled at least 6 weeks (42 days) in advance.
- “Self-Managed” recitals occur in S134 at standard times:
- Weekdays at 7:30 pm
- Saturday/Sunday: 2:00 pm, 4:30 pm, 7:30 pm
- Recital reservations include 60 minutes for load-in and 30 minutes for teardown
- You may schedule up to two hours for dress rehearsal.
- Dress rehearsals must be scheduled during the same semester of your recital.
- Dress rehearsals are scheduled on a space-available basis.
Questions? Contact Brooke Balbuena, College of Music Scheduling Coordinator
Keyboard Requests
- Prepared piano in S134: You must receive written approval from the Head Piano Technician. Please contact him directly at ted.mulcahey@colorado.edu
- Piano lid removals are not supported in S134
Recital Programs
- Read “Step 3: Create your performance program.”
- Questions? Contact Sabrina Green, CU Presents Publications Manager, sabrina.green@colorado.edu
- Students who miss the program deadline or have an off-campus recital are required to submit a digital copy of the program to the appropriate Associate Dean.
Receptions
Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213), brooke.balbuena@colorado.edu
Cancellation + Rescheduling
Contact Brooke Balbuena, College of Music Scheduling Coordinator (S213), brooke.balbuena@colorado.edu
Scheduling a Public Guest Artist Masterclass, Recital or Lecture
Contact the College of Music Scheduling Coordinator
music-scheduling@colorado.edu
303-735-6352
College of Music faculty and/or staff must complete the scheduling request form for public guest artist events, including masterclasses, recitals and lectures. These events must be scheduled at least 6 weeks in advance.
- Reference the College of Music Planning Calendar
- Also, complete the CU Boulder Campus Event Management Form, required for any public event
- Guest artist events are not permitted in November, December, April or May.
- If you wish to work with a CU Boulder collaborative pianist, visit this page.
- If you wish to use a harpsichord, coordinate with Ted Mulcahey at ted.mulcahey@colorado.edu
Once your event is approved, submit publicity information to CU Presents staff, see “Step 2: Publicize your event”
Special + New Events
Special and new events at the college, such as those that last multiple days or take place in different locations, require approval from the Dean's Cabinet. This does not apply to one-time guest recitals, masterclasses, Faculty Tuesdays or standard ensemble performances. All events presented in partnership with another organizations also require approval from the Dean’s Cabinet. Questions? Please contact Ted Mulcahey, College of Music Operations Manager at ted.mulcahey@colorado.edu
A/V + Technical Support Information
Livestream Policy
Regular College of Music events at standard performance times in Grusin Hall (C112) and the Chamber Hall (S102) receive livestreaming services. These include student ensemble performances, Faculty Tuesdays, supported degree-required student recitals and other pre-approved events. The College does not livestream guest artist events or self-managed degree-required student recitals.
Self-Produced Livestream Information
If applicable, include a link to where your livestream can be accessed and any special instructions in your publicity information (Step 2: Publicize Your Event). Questions? Contact Elise Zabala, CU Presents Marketing Manager at elise.zabala@colorado.edu
Self-Produced Zoom Streams
For Zoom events open to the public, you must set up advanced registration for a Webinar to control attendance and/or limit viewer interaction. This step can help safeguard against “Zoom bombing.”
Copyright Material + Broadcast Rights Policy
Before beginning any livestream, you must verify that you have broadcast rights for all copyrighted material. This includes, but is not limited to, music, images, and/or text contained in your livestream. CU holds music broadcast rights under BMI, SESAC, and ASCAP. You are solely and fully responsible for any and all technical issues that may occur during a self-produced livestream.
Audio/Video Equipment
The A/V (S216) office has equipment available for checkout free of charge. For information regarding availability or other questions, please contact Dustin Rumsey, College of Music Media Specialist, dustin.rumsey@colorado.edu
Reserve a Room (Non-Public Event)
College of Music faculty, staff and students have access to room schedules. Questions? Contact Brooke Balbuena, College of Music Scheduling Coordinator at music-scheduling@colorado.edu
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.
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).
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 Elise Zabala.
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
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 submitting your publicity information as soon as you are able, or at least 4 weeks (28 days) before your event. This is a firm deadline, we cannot accept promotion information after that date.
- 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.
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.
Create your program
For questions about programs that aren’t answered in this section: contact Publications Manager Sabrina Green at sabrina.green@colorado.edu.
When and where will your program be published?
- The College of Music’s programs are paperless and are posted online.
- Most programs are posted approximately seven days before an event starts, though during busy times this is subject to change.
- If your event has an event web page on the CU Presents website, your program will post there. Most programs also post to the programs landing page.
- Student recital programs post to the student recital listings page.
Program archives
- Event pages and their programs, excluding student recitals, can be found at this link on the CU Presents website.
- Libraries also archives many programs.
- Having trouble finding something? Contact Publications Manager Sabrina Green via email.
Deadlines
Student recitals: Your program is due 14 DAYS prior to your event.
Guest artist recitals: Your program is due 14 DAYS prior to your event.
Chamber Music Showcases (managed by Meta Weiss): Your program is due SEVEN DAYS prior to your event. We’ll need 2-3 days to post your program if it’s submitted at the seven-day mark.
How to get your program made and submitted
Read the Make-a-Recital-Program Guide. Even if you’ve done this before, we recommend checking the guide each semester when you have a recital in case of updates.
Download this recital program template to make your program.
(Clicking this link automatically downloads the template for you; check your downloads folder)
When you're ready, submit your program using this form. This form is the only way we take programs; submissions sent over email won't be acknowledged.
Remember!
- We’re unable to make changes to your program after it’s been uploaded.
- If you’ve scheduled a self-managed student recital, you’ll receive your finished program via email to distribute at will.
- Due to the high volume of events at the College of Music, we can’t grant exceptions to deadlines.
Quick links to the program template and submission form are below if you’re ready to make your recital program.
Download program template
(Clicking this button automatically downloads the template for you; check your downloads folder)
Oh no! I missed the deadline
We won’t be able to post the program online for you, but you can still use the program template to make and print programs to have available at your recital, or to share paperless copies.
Students who miss the program deadline or have an off-campus recital are required to submit a digital copy of the program to the appropriate Associate Dean.
You’ll get an email with instructions no later than the beginning of the semester, with a link to one or more Google docs to drop your content in. Remember, your program content deadline is 14 DAYS prior to your event.
If it’s getting close to go time and you haven’t gotten an email, contact Publications Manager Sabrina Green via email.
Email Publications Manager Sabrina Green no later than SIX WEEKS before your event, especially if you haven’t already received an email, so we can chat about details and figure out a timeline for your program.