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Event Scheduling Policy

General Guidelines

  • Each event listed on the School of Music Calendar must be scheduled four weeks prior to the event to allow time to secure staffing and prepare publicity.  The Event Coordinator and the Coordinator of Music Promotions may not be able to support events scheduled after the four week deadline.
  • Each semester a deadline will be set for the submission of items to be published in the DePauw Arts Calendar.  Events scheduled after this deadline will not be printed in the Arts Calendar.  This deadline is normally during the summer for the fall semester and after fall break for the spring semester.

Event Calendar Schedule

The Event Coordinator will schedule all School of Music events during the spring semester prior to the academic year in which the event will occur.  The scheduling of events will take place in the following manner:

Major Events and Guest Artists
Major events (such as Music of the 21st Century and the DePauw Opera) and guest artists should be scheduled and confirmed for the event calendar prior to February 1.

Large Ensembles
Large ensemble directors must submit a Request for Large Ensemble Concert Dates form by the close of business on February 15.  If this date falls on a weekend, the form is due the Friday prior.  The School of Music Administrative Staff will work to schedule concerts based on the requests and available dates.  Large ensemble directors will be notified of their concert dates by February 20.

Concerts on major event days (such as Parent’s Weekend, Old Gold, Music Overnights, etc.) will be placed on a rotation to create equity amongst all large ensembles.  An ensemble should not perform on the same major event two years in a row.

If two or more ensembles wish to collaborate, please note this on the Request for Large Ensemble Concert Dates form.

DePauw School of Music large ensembles include DePauw University Orchestra, DePauw University Band, DePauw University Chamber Singers, DePauw University Chorus, and DePauw Jazz Ensemble.

Large ensemble directors are encouraged to preview the calendar with the Event Coordinator prior to submitting requests.

Recital materials are due two weeks prior to the scheduled concert. (See Recital and Concert Programs for more information.)

Rehearsal in the performance halls may be scheduled through the Event Coordinator.  Ensemble rehearsal times may vary by venue and availability.

Chamber Ensembles
Chamber ensembles will be notified of the available dates for concerts by February 20.  Chamber ensemble directors must submit a Request for Chamber Ensemble Concert Dates form by the close of business on March 5.  If this date falls on a weekend, the form is due the Friday prior.  The School of Music Administrative Staff will work to schedule concerts based on the requests and available dates.  Chamber ensemble directors will be notified of their concert dates by March 15.

Chamber ensemble directors may submit a request for one date per semester.  Additional concert dates may be scheduled after the final rotation of scheduling.

If two or more ensembles wish to collaborate on a concert date, please note this on the Request for Chamber Ensemble Concert Dates form.  Collaborative recitals will count as the one date for both ensembles.

Chamber ensemble directors are encouraged to preview the calendar with the Event Coordinator prior to submitting requests.

Recital materials are due two weeks prior to the scheduled concert. (See Recital and Concert Programs for more information.)

Rehearsal in the performance halls may be scheduled through the Event Coordinator.  Ensemble rehearsal times may vary by venue and availability.

Faculty Recitals (Full-time and Part-time)
DePauw Faculty Recitals must be scheduled between March 15 and April 5.  Recitals will be scheduled on a first come/first served basis.  Recital requests may be submitted via email or in person in the Event Coordinator’s office.  All recital dates are subject to availability.

Faculty members may schedule one recital date at this time, whether solo or collaborative.  Additional recital dates may be scheduled after the final rotation of scheduling.

Recital materials are due two weeks prior to the scheduled recital. (See Recital and Concert Programs for more information.)

Rehearsal in the performance halls may be scheduled through the Event Coordinator.  Faculty members are limited to four hours of rehearsal in the performance space prior to the recital.

Senior Performance Recitals
Senior Performance Major (B.M.) Recitals must be scheduled during the junior year between April 6 and the Friday before Sophomore Proficiency Examinations.  Recitals will be scheduled on a first come/first served basis.  Students must complete and submit the Senior Recital Request form prior to Sophomore Proficiency Examinations.  If a request form has not been submitted, a recital will not be scheduled, and students must wait until the end of the recital scheduling rotation to choose a date.  Request forms must be signed by the applied teacher and accompanist (if applicable).

Recital materials are due two weeks prior to the scheduled recital. (See Recital and Concert Programs for more information.)

Rehearsal in the performance halls may be scheduled through the Event Coordinator.  Senior Performance Majors are limited to two hours of rehearsal in the performance space prior to the recital jury and three hours in the performance space prior to the recital.

Junior Performance Recitals
Junior Performance Major (B.M.) Recitals must be scheduled during the sophomore year after Sophomore Proficiency Examinations and before the last day of classes.  Recitals will be scheduled on a first come/first serve basis.  Students must complete and submit the Junior Recital Request form prior to the last day of classes.  If a request form has not been submitted, a recital will not be scheduled, and students must wait until the end of the recital scheduling rotation to choose a date.  Request forms must be signed by the applied teacher and accompanist (if applicable).

Juniors must share recital dates.  Some circumstances may prevent the sharing of dates, including recitals early in the semester when other junior performance majors are not willing to perform or an odd number of junior performance majors.

Recital materials are due two weeks prior to the scheduled recital. (See Recital and Concert Programs for more information.)

Rehearsal in the performance halls may be scheduled through the Event Coordinator.  Junior Performance Majors are limited to one hour of rehearsal in the performance space prior to the recital jury and one and one half hours in the performance space prior to the recital.

Open Scheduling – all recitals and concerts
The event calendar is open to all scheduling after the last day of classes.  Any student or ensemble director who missed an initial deadline may schedule at this time.  Chamber ensemble directors and faculty members who wish to schedule additional events may do so at this time.  Scheduling is subject to available dates.

Non-Degree Recitals
Non-Degree Recitals may be scheduled after the last day of classes.  Petitions may be obtained on the School of Music website or from the Event Coordinator.  Recital petitions are subject to approval by the Dean of the School of Music.

Junior and Senior Recital Juries

Junior and Senior recital juries must take place no later than two weeks prior to the scheduled recital.  Students should contact faculty members in their instrument area to find a viable date for a recital jury.  The recital jury must be scheduled on the calendar at least two weeks before the jury date to insure availability of the recital hall.