West Virginia University
College of Creative
School of Music
Student and Faculty Recitals Policies and Procedures
Updated Spring 2003
The following revised policies and procedures regarding the scheduling of recitals will be effective September 1, 2003.
I. DEFINITIONS
Student Recitals are recitals given by current School of Music undergraduate or graduate students for credit (Music 488, 689, 788, 789) or non-credit.
Faculty Recitals are recitals given by current full-time or adjunct faculty of the School of Music
Guest Recitals are recitals by visiting artists approved by the Director and sponsored by the School of Music and/or College of Creative Arts.
II. BOOKING PROCEDURES
1. Students or Faculty are responsible for working with the scheduling officer (Mark Oreskovich, by email at CAC-Scheduling@mail.wvu.edu to find an available date on the Master Schedule. Once the date/time is determined, the scheduling officer enters it onto the schedule and fills out an event form.
2. The School of Music is able to provide the following equipment for recitals: stands, one or more pianos, and/or harpsichord. Other kinds of equipment may be requested, but cannot be guaranteed. All equipment needs must be specified by quantities at the time the recital is booked. If this is not done, neither the School of Music nor the College of Creative Arts is responsible if the proper equipment is not provided for the recital.
3. Event forms will be routed to the respective supervising instructor(s), who must sign and return them to the Operations Office (316A) for final approval. Confirmation copies of this form will be sent to students through their supervising instructor(s).
4. ALL GRADUATE STUDENT event forms will also be routed by the Operations Office to the student’s respective supervising instructor and the School of Music Graduate Director (Prof. Cynthia Anderson) for appropriate signatures. These forms will then be returned to the Operations Office for final approval. Confirmation copies of this form will be sent to students through their supervising instructor.
5. Performers are guaranteed one formal dress rehearsal for each performance.
RECITAL FORMS THAT DO NOT HAVE THE PROPER SIGNATURES WILL NOT BE APPROVED. Once the Operations Office approves the form, copies of the form shall be distributed to those in charge of programs, publicity, recording services, event support services and piano tuning/maintenance.
III. BOOKING POLICY
1. Student recitals shall not be held during the LAST WEEK of class (fall or spring semesters), unless approved in writing by the Director (Keith Jackson, room 416A). Only under exceptional circumstances may students request a recital date/time during the LAST WEEK of class. Requests must be made in writing to the Director. Student recitals shall not be held during FINALS WEEK, with the exception of DMA recitals that have been approved in writing by the Director. Only under exceptional circumstances may DMA students request a recital date/time during FINALS WEEK. Such recitals that include undergraduate participants will not be approved.
2. Recitals may be given at 6:00pm and 8:15pm, Monday through Friday. Participants in 6:00pm recitals must vacate the hall by 7:45pm. This allows time for the piano technician to tune instruments and the set-up crew to prepare for the 8:15pm recital. For weekend recitals, the times available are 1:00pm, 3:00pm, 5:00pm, and 8:15pm.
3. No students may use the Lyell B Clay Concert Theatre for recitals, except for organ students.
4. Students may not request a recital date for the coming academic year until the first day of class of the fall semester, at which time students may submit requests for either semester (fall or spring).
5. Faculty may sign up for recitals after major events have been placed on the Master Calendar. If a faculty recital must be postponed, it normally will be rescheduled for a subsequent semester. Faculty recitals should be held early in the semester, if possible, to ensure that plenty of recital dates/times are available for students during the last half of the semester.
6. Pianos: All performance spaces come with a designated piano for student recitals. Requests for substitute pianos for faculty and visiting artists’ recitals shall go through the Piano Technician. If a note stating “Don’t play” is attached to a piano, this is an indication that the piano has been prepared for another performance. This statement must be observed.
IV. PUBLICITY AND PROGRAMS
1. No recital can be guaranteed publicity, program material duplication, recording services, event support services or piano tuning unless final approval occurs at least six weeks prior to the recital date. Students or faculty may receive programs well ahead of the event if materials are submitted early.
2. Students may purchase their own programs for the event. They must, however, submit two copies to Administrative Associate Jodie Lewis (room 416A), and one copy to Student Records Assistant Rachel Hanks (room 318A) for the recital to count toward the degree.
click here for Blank Program Template
3. Faculty members have two option for printed programs:
a. Faculty may purchase their own programs for the event, but must submit two copies for the files to Jodie Lewis (room 416A).
b. Faculty may rely upon the School of Music to produce the program if the following time-line is met: At least seven business days before the event, the program is submitted to Jodie Lewis, who will word-process the program and return it to the faculty member within two days. At least three business days before the event, the program must be proof read, corrected, and returned to Ms. Lewis.
4. All advertised recitals may be found on the College’s web site calendar at: http://calendar.wvu.edu/ccarts/ This site is updated daily as additions or changes warrant.
V. RECEPTIONS
Student receptions shall normally be limited to the use of an available classroom on the 200-level (when available), and tables beyond those existing in the room must be requested. It is the student’s responsibility to provide punch bowls, paper products, etc. The reception and recital must be scheduled at the same time. The student is responsible for cleaning the room after the event. Room availability is not guaranteed.
VI. RECORDING POLICY
The “WVU Sound Productions Recording Policy” will come attached to the student’s confirmation copy of the event form. Additional copies are available from the Operations Office (316A) or WVU Sound Productions Office (room 200E).
VII. STAGE CREW RESPONSIBILITIES
1. Students and faculty must provide their own stage crews.
2. Visiting Artists and Guests – Hosting faculty member must provide the stage crew (usually students of the hosting faculty member).
3. Operations support personnel will prepare the respective performance hall prior to the evening’s/weekend’s activities, setting the stage with all pianos, benches, chairs, and stands. In the Bloch Learning and Performance Center (room 200A, former Choral Recital Hall) six chairs and stands will be stored permanently in the locked closet off stage right. The recording technician will be available prior to and after the performance to provide the key to the closet for the stage crew. In the Falbo Theatre, a member of the operations staff will see that all equipment is left on stage and will be in attendance for all public performances.
4. The stage crew is responsible for checking the hall arrangement prior to the performance, making any necessary adjustment, moving the stage around during the performance as needed, and “cleaning up” at the end of a recital by putting away all chairs, stands and piano benches.