Ensemble, Faculty, and Guest Artist Program Policies and Procedures

Policies

Printed programs with the following specifications will be provided for all Ensemble, Faculty, and Guest Artist Concerts whose complete program information has been submitted online *4 weeks prior to the event:

Finished Flat Size: 11” x 8.5" (single page–front to back)

Finished Folded Size: 5.5” x 8.5”

Front Cover: Concert title (if provided), ensemble name, conductor, etc., featured artists, series name (if applicable), event number, BSOM branding

Back cover: Official, uniform Butler School of Music announcements

Internal facing pages: Repertoire, personnel, and short bios

Program notes: Up to four (4) 5.5" X 8.5" pages of program notes will be printed with your program if supplied

Print color: Black

Paper: 70 lb Cougar Opaque  

Click here to view Sample Program

*NOTE: For all events for which no program information is submitted in time, a TBA program will be provided listing the event information as provided to scheduling (names, title, etc.), date, time, location and event number on the cover; and inside the following note: "MUSICAL SELECTIONS TO BE ANNOUNCED."

Click here to view Sample TBA program

Deadlines

Program material must be submitted online by 4 weeks prior to your event.

Every effort will be made to provide a proof file to review 2 weeks before your event.

All corrections/changes must be made by 7 business days before your event date.

Your program will be *printed 6 business days from your concert date and held by venue management until it is delivered to your event.

*[this is to necessary to accommodate 3-5 day order fulfillment times required by our printer]

Content

All repertoire  and personnel name information will be printed as provided, with corrections provided only if obvious (spelling, punctuation, etc.) or to conventionalize (e.g., foreign name transliteration, etc.).

Formatting and Style

Printed programs will follow Butler School of Music Style Guidelines (link) as closely as possible. Please review for capitalization, abbreviations, diacritical marks, etc. when entering your repertoire. Certain print format features, such as italics, are not available via the web form but will be applied to your printed program according our Style Guidelines.

Procedures

INSTRUCTIONS FOR ASSIGNING PROXIES (TAs, etc.)

It is the responsibility of the faculty and ensemble event sponsors or their TAs to input program repertoire and publicity information online 4 weeks prior to the scheduled event. The faculty sponsor for an event can designate his or her TA via the BSoM Faculty Services web page. Here are the instructions necessary to gain access to the publicity and program submission pages for an event:

The faculty sponsor for the event logs onto the Faculty Services page via the "Faculty Login" link at the top right corner of our home page as follows:

FOR ENSEMBLE CONDUCTORS

• Once logged in, the faculty member clicks on the "Ensemble Assistants" link from the list to the right of the web page.
• A drop-down menu at the left/center of the screen now shows up in the middle of the page labeled "Select TA". Click on the "Select TA" link and a popup menu showing all of the available TA names will appear. Scroll down and select the appropriate name for the TA, then click "Add."

FOR STUDIO FACULTY

• Once logged in, the faculty member clicks on the "Faculty Assistant" link from the list to the right of the web page. Enter the full name and/or the EID for your assistant under the "Faculty Assistant" heading, then click "Find Student." The student's name should now appear. Click on the "Add" button to the left of the listed name.
• The TA can now login to the "Student Login" page to access your faculty or ensemble events. From this page they click on Event Management from the list on the right of the page A list of appropriate events should appear. They will have the following options available for each of the events:

PROVIDING PROGRAM CONTENT

NOTE: DO NOT ENTER PROGRAM REPERTOIRE INFORMATION UNTIL THE COMPLETE PROGRAM IS SET

• Log in to the Faculty Login link at the upper right of the Butler School home page.
  
  • An Event Management link will be displayed from the menu of options on the right side of the page.
• Click on Event Management and a list of events for which you are the faculty sponsor will show up in the middle of the page.

REPERTOIRE INFORMATION

• Click on Programs in order to enter the repertoire and performer information for an event's program.

PROGRAM HEADING INFORMATION

• Edit the Main Title, Sub Title, or Director as desired.
• CLICK "UPDATE FRONT PAGE" TO SUBMIT THESE CHANGES FOR YOUR PROGRAM

COLLABORATIVE ARTIST AND/OR ADDITIONAL TITLE INFORMATION

• Select the Click to Add More Information link and a text box will appear.
• Use this text box to add important collaborative and/or guest artists for the entire recital.
• This field may also be used to provide additional event title information.
• CLICK "UPDATE FRONT PAGE" TO SUBMIT THESE CHANGES FOR YOUR PROGRAM

FOR REPERTOIRE AND INDIVIDUAL PERFORMER INFORMATION:

• Click on the "Select Field" popup to add a "Composition," individual performer(s) for that piece ("Credit Performer"), or an "Intermission."
• Fill in the Composition Title, Composer, Dates, and any movements or songs.
• CLICK "ADD NEW FIELD" TO ENTER THIS COMPOSITION TO YOUR PROGRAM.
• Continue adding compositions, etc. making sure to click "ADD NEW FIELD" to submit the entries.

FOR LARGE LISTS OF MUSICIANS AND OTHER TEXT INFORMATION (SHORT BIOS, ETC.)

• Select the "Click to Add Back Page" link and a new text box will appear at the bottom of the program.

• Enter all additional performer information that you wish to appear at the end of the printed program.

  • Note: Bios should be 300 words or less (not to exceed 500 words total for multiple bios)
• CLICK "UPDATE BACK PAGE" TO SUBMIT THESE ENTRIES FOR YOUR PROGRAM
• The content of your program will be reviewed by our staff and they will submit it to be displayed on the web.

(PLEASE IGNORE THE "DISPLAY ON WEB" BUTTON AT THE BOTTOM OF THE PAGE. IT IS NO LONGER NECESSARY.)

EXTENSIVE PROGRAM NOTES, TRANSLATIONS, OR BIOGRAPHICAL INFORMATION

• Return to the Event Management list.
• Click on Program Notes.
• You may upload pdf files to your online program via the "Choose File" link.
• CLICK "SUBMIT" TO UPLOAD YOUR CONTENT. The file will be immediately viewable via our web calendar.

(PLEASE IGNORE THE "DISPLAY ON WEB" BUTTON AT THE BOTTOM OF THE PAGE. IT IS NO LONGER NECESSARY.)

If you have questions about recital programs, please contact our Programs Coordinator James Rodgers at BSOM_Programs@mail.music.utexas.edu.