Scheduling the performance and rehearsal:

Performances are scheduled in the order listed below.

For Fall Semester

Beginning the first day of fall semester classes and continuing for three class days thereafter, students registered in Music 649, 650, or Music 697B may schedule recitals.

On the fourth day of classes continuing for three days thereafter, students registered in Music 449 may schedule recitals as well as Music 249 piano performance students.

On the seventh day of classes, students registered in Music 349 or Music 249 may schedule recitals.

Note: Saturdays and Sundays are not included in the counting of class days.

For Winter Semester

Beginning the first day of winter semester registration, students registered in Music 649 or Music 697B may schedule recitals.

One week after winter registration begins, students registered in Music 449 may schedule recitals as well as Music 249 piano performance students.

Two weeks after winter registration begins, students registered in Music 349 or Music 249 may schedule recitals.

For Spring Term

There is no priority signup. Once you have registered for the class, you may visit the Scheduling Office with the appropriate forms in hand.

  • Recitals must be scheduled at least four weeks in advance.
  • Recitals are scheduled at 5:30 p.m., 7:30 p.m., or 9:30 p.m. Tuesday–Saturday. Saturdays include additional times of 1:30 p.m. and 3:30 p.m.
  • Recitals are scheduled for one hour only.
  • Recitals and rehearsals may not be scheduled on Monday nights or during General Conference weekend.
  • Recitals may only be given beginning the first day of class and ending the last day of class. They may not be given during exam preparation days, finals, or semester breaks.

Schedule a dress rehearsal in the hall in which you will perform:

  • Students may schedule a single one-hour rehearsal in the performance hall. They may also schedule up to two hours of rehearsal in E-250, E-400, or E-432, depending upon availability. Email Marilyn Parks with complete information to schedule.
  • The Scheduling Office must have at least 10 days notice for all rehearsals. (Exception: Due to space constraints, rehearsals in the Museum of Art are not permitted. However, a rehearsal may be scheduled in an HFAC room.)

What you get:

  • For a required recital, the School of Music will cover the cost of the hall. You will be provided a stage manager, programs, piano tuning, general concert lighting, and a house manager. Late requests are approved only as exceptions.

For your performance:

  • Invocation: You are responsible for choosing someone to offer a prayer. If in the Madsen, the stage manager will provide a list of announcements to be given regarding emergency exits, flash photography, etc.
  • Ushers: As per the safety policy, BYU Arts Production will provide ushers for the Madsen Recital Hall.
  • Chairs, stand, plants, etc., from other rooms or the foyers may not be moved into the Madsen for performances or rehearsals.
  • Student performers and audience members may enter the hall 30 minutes prior to the performance start time. Performers and guests should vacate the hall promptly following your performance or rehearsal.
  • Food and drink are not allowed in the performance spaces. Please inform guests of this policy.
  • If a reception is planned, it may only be held in the area just outside of E400. Food may not be served elsewhere in the building. Please serve light refreshments only. Receptions should last no longer than 30 minutes. You are responsible for cleaning up all food, trays, etc.

The Set-up Packet includes:

  • Deadlines Page: This page gives the dates when all information in the Set-up Packet must be returned to the Scheduling Office. If the packet is returned late, programs, recordings, or proper set up will not be guaranteed for the performance.
  • Stage Setup and Technical Needs Page: Indicate the services and quantities needed.
    • Limited OIT services are available for student recitals. Please indicate any OIT needs on the packet.
    • Harpsichords may be scheduled with a Harpsichord Approval Form, available at the Scheduling Office. Alex Woods in E-546 must sign this approval form.
    • If tables, chairs, and trash receptacles are needed for a reception, please indicate. Receptions can only be held outside of E-400.
  • Recordings: Performances in most halls can be recorded. The fees for recording a performance are listed in the Financial Policies for Student Recitals form. If you are performing a senior recital (449) or a final graduate recital (650, 697B), you are required to have it recorded. Recording of non-final graduate (649), junior (349), sophomore (249), and non-required recitals is optional. Recording costs will be billed to your student account.

Turn in the Set-up Packet to the Scheduling Office no later than the date highlighted on the deadline sheet.

Schedule your pre-recital hearing:

  • Hearings should occur approximately three to four weeks prior to the scheduled performance.
  • Student hearings are performed in front of a committee consisting of the private lesson instructor and other area faculty. Coordinate with your professor who will contact the jury for your hearing.
  • In the case of a failed hearing, the Scheduling Office should be notified immediately for a change of date. Failure to act quickly may result in inability to use facilities or equipment.

Publicity:

  • Students are responsible for their own publicity; however, the Marketing Office will publicize recitals as part of the “On the Horizon” poster in the HFAC. Students may place one flyer no larger than 8.5″ x 11″ on each main School of Music bulletin board in the areas marked “Recitals” and may place flyers in the cul-de-sacs of the practice rooms but not on the walls of the main hallways. No approval is needed. Students should remove posters by end of day following the recital, excepting Sundays.
  • Only required recitals will be listed on the calendar at byuarts.com.

Programs:

All programs must be submitted at least 21 days in advance and are submitted electronically. Late submissions will not be accepted unless prior arrangements are made. Program PDF proofs will be emailed to faculty for editing and final approval. Programs will be delivered to the supervising faculty’s office.

Recital cancellation or date changes:

  • Make sure to schedule times and dates that do not have faculty or family conflicts. Only one cancellation/reschedule or date change is permitted per semester. Once this has occurred, you will have to wait until the next semester to have your recital. A medical emergency is the only exception.
  • To cancel or to change a date, time, or venue for a performance, pick up a Cancellation/Change-of-Date form from the Scheduling Office and have it signed by the instructor, the studio head or division coordinator.
  • If it is determined that a student will not give the recital during the semester, the student will receive a “T” grade and must visit the Scheduling Office to obtain a Cancellation/Change-of-Date form to reschedule the recital.
  • If a student receives a “T” grade for the recital course, the recital must be given before the add/drop deadline of the following semester/term if the student wishes to avoid the requirement of concurrent registration in lessons.

At least one week prior to the performance, check with the Scheduling Office to make sure everything is in order!

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