Most UT Ensembles use the following process to create concert programs. An extensive list of ensembles that use this process includes:

AIME

African American Vocal Ensemble

Bereket Middle Eastern Ensemble

CLUTCH

Concert Bands

Concert Chorale

Conjunto Ensemble

Early Music Ensemble

EARS

Harp Ensemble

Hispanic Caribbean Ensemble

Horn Choir

Javanese Gamelan Ensemble

Jazz Ensemble

Jazz Orchestra

Longhorn Jazz Band

Mariachi Ensemble

Men's & Women's Chorus

Percussion Ensemble

Saxophone Ensemble

Small Batch Series

Steel Pan Ensemble

Svaranjali Indian Classical Music Ensemble

Trombone Choir

Please Note: Studio Recitals and unofficial student ensembles do not use this process see Masterclasses, Studio Recitals, Lectures, &. Student-Run Events.

Point of Contact

All ensembles should have an assigned contact person that will be the sole contact person for the marketing designer. In most cases this is the faculty sponsor or director of the ensemble, but the director may choose to assign the role to a TA or other student to run the programs process, so long as there is only one contact per ensemble.

Ensembles that provide joint concerts with other ensembles should still select only one point of contact that will handle correspondence with the programs office for the entire program.

Submitting Information

Ensembles should submit concert information to the marketing designer using the proper submission form:

CLUTCH download submission form

All other Ensembles download submission form

Style your programs the way the default text appears in the submission forms. You may use the Program Style Manual as a guide for formatting your program information. Any information you submit in other styles will be formatted to fit within the style manual guidelines by the designer.

Program Notes

The school does not provide or print program notes for these ensembles. If you wish to include program notes for the event, you must provide them yourself.

If the audience for your event would benefit from some general explanation to help them better appreciate the performance, you can include an optional general program note of up to 300 words about the nature or context of your program; most concerts do not require this.

Conductor/Director & Featured Guest Bios

We will include a bio and headshot of the director for most ensembles automatically, and keep program-length bios on file. If you would like to provide a new or updated biography to include in the program, you may include it with your submission form. You may also include bios for any featured guests who are performing or conducting on your program. All program bios should be 170 words or less. Longer bios will be truncated or rewritten by the programs office and may not reflect the information that is most important to you.

You should provide high resolution headshots for any guest performers by emailing them directly to the marketing designer.

Workflow

The workflow for these concerts is a 4-week span that is initiated when the submission form is received by the marketing designer. The marketing designer will send a courtesy email with due date reminders 5 weeks before the concert.

The process includes 2 drafts with full rounds of changes and a 3rd press ready program.

When you receive a draft, you have about 4 days to proof it and return changes to the marketing designer. The marketing designer will generally return the next proof within 2 days or less, excluding weekends.

This should be considered a flexible guideline schedule with the cooperative aim of having a finished program about 2 weeks prior to the concert. Due dates in the above workflow are not hard deadlines.

Final Roster and Change Deadlines

Though the general workflow is considered a flexible, the 9-day deadline is firm. 9 days before your concert, the existing program draft will be considered final and go to press. Any changes to roster or program after the 9-day mark will not appear in the final program.

Making Corrections

Your ensemble team may choose who should be involved in the proofing process. Have your point person distribute the proofs to your selected team, and collect edits from the team.
Before sending corrections to the marketing designer, the point person should collate all the changes into a single document, and ensure that none of the changes contain conflicting information. If there is a conflict, resolve the conflicting data internally before sending corrections.
Whenever possible, an annotated PDF is the preferred method for receiving changes. You can use the markup tools provided in MacOS Preview to make clear changes throughout the proof. A single change list in a Word document or the body of an email will also be accepted. The changes must be collated into a single list. Do not simply forward multiple change lists from multiple email addresses.
Please make every effort to send a single list of changes for every cycle. Upon receiving changes, a new draft is frequently generated on a quick turnaround, so multiple changes coming in at different times results in a lot of excess work for everyone.

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