3. Recitals And Concerts / Facility Use

Requirements

1. All faculty and guest events must be reserved and confirmed in Astra before the event is announced, publicized, or committed to a guest artist.

2. Events may not be scheduled against School of Music Signature Events — for example, A Baylor Christmas, or other events designated as such by the Dean.

3. Events may not be scheduled on university-recognized holidays, Dead Days, or during Final Exam Periods. Exceptions require approval from the Assistant Dean for Operations

4. Spring-semester faculty and guest events must take place on or before March 31. Events after that date require approval from the Assistant Dean for Operations. There is no cut-off date in the fall semester.

Scheduling Guidance

6. Fall-semester and pre-spring-break dates are strongly suggested. Late-spring dates carry the highest risk of conflict and staffing shortages.

7. Scheduling against a major ensemble concert is discouraged.

Changes and Cancellations

8. If you cancel or make changes to your event, you must notify the Scheduling Manager as soon as possible so that all related reservations, scheduling records, and support services can be updated accordingly.

Undergraduate and Graduate student recital requirements differ. Please see The School of Music Undergraduate Handbook and Graduate Handbook for updated policies, procedures, and forms.

Applied faculty are responsible for the following:

1. Confirming the student is enrolled in the correct recital course for the semester of the recital.

2. Faculty approval is required for all recital date requests. A recital date request will not be reviewed or approved until the student's applied instructor has completed the faculty approval section of the Recital Scheduling Form.

3. Confirming your own availability for every date the student lists.
4. Confirming the student has an assigned collaborative pianist, or a documented exemption, before date requests are submitted.
5. Reviewing and approving the recital program and submitting it to Marketing by the published deadline. Missed deadlines shift printing cost to the student.

6. Attending the student’s hearing and recital (for undergraduate students).

See Recording Audio/Video, Undergraduate Student Handbook, for all recording policy, fees, formats, and media requirements. This applies to faculty, guest, and student events alike.

When faculty use School of Music facilities for functions not related to degree programs, student organizations, or other School of Music sponsored programming, two items are required after an approved room reservation:

1. A special events form filed with Risk Management. The form can be here.

2. A Tenant User Liability Insurance Policy (TULIP) provided by the faculty member or external partner to cover the event. Please contact Baylor Risk Management at risk@baylor.edu for additional information.