Performance and Event Support Requests

Performance and Event Support Requests

Welcome! This form should be completed to request a performance space reservation for events that still need to be approved and scheduled by Academic Affairs for the upcoming academic year. The primary event contact will be prompted to update the Smartsheet generated by the submission with the required details of approved performances as the event approaches. Student recitals should be requested directly by students. Should you have any questions regarding this process please email mcarey2@berklee.edu.

NOTE: Your performance is not approved until you receive an official confirmation from Smartsheet. Please do not make travel plans until you receive the official confirmation.

Step 1: General Information, Room Reservation and Service Requests

Request Type*

Please indicate the type of request you are making.

The Faculty/Staff/Student indication is intended for the person filling out the form.

Examples:

Students filling out the form should either put "Elective/Non-curricular Performance (Students)" or "Degree Required Student Recital (Students)" regardless of what type of event it is.

Faculty/Staff should put "Performance/Event (Faculty/Staff)" for any event that they are planning (studio recitals, guest artists, etc.).

"Rehearsal" and "Other (Meetings/Receptions/etc)" can be filled out by anybody.

Select or enter value

Event Location*

Please note: The Box Office can only staff venues with an asterisk (*). If your preferred venue is not on the list below, please email Academic Affairs (bcbscheduling@berklee.edu) about this inquiry instead. Performance Services does not support any locations outside of the venues listed below.

Select

Primary Contact First Name*

Primary contacts are responsible for providing the repertoire list, website information, and performance specifics. This contact will receive automated prompts to update missing information.

Primary Contact Last Name*

Primary Contact Berklee.edu Email*

Primary Event Contact Phone Number (optional)

Please follow the following format. Example: 617-555-6340

I would like to include a secondary contact

Select or enter value

Secondary Contact First Name

Secondary Contact Last Name

Secondary Contact Berklee.edu Email

Division*

What division is this event in?

Music

Theater

Dance

Other

Department*

Select

I am a:*

Select

Student Degree*

Select or enter value

Student Major/Instrument*

Select or enter value

Student Anticipated Graduation Year*

Select or enter value

Teacher*

Please share your applied instructor here.

What Best Describes Your Performance?*

If you are unsure, please email Matthew Carey (mcarey2@berklee.edu).

Select

Event Name*

Enter the event name. This title can be updated up to two weeks before your performance. (example: "Musical Theater Performance 1", later updated to "Shrek the Musical" by primary contact).

Dress/Tech rehearsals should have an event title of "EVENT NAME: Tech Rehearsal" or "EVENT NAME: Dress Rehearsal".

Example: "Senior Dance Production: Dress Rehearsal"

Event Date*

For those with 25Live access, it is advised that you consult 25Live for room specifications and current availability.

https://25live.collegenet.com/pro/bostonconservatory

25Live is available to Boston Conservatory at Berklee Students, Faculty, and Staff through scheduled training sessions. If you do not already have access to 25Live, please email academicaffairs@berklee.edu

Date requests cannot be made with less than 2 weeks' notice unless cleared with Academic Affairs first.

Top 3 Date/Time/Locations*

Please include your top choice of Date/Time/Location below, as well as three alternative Dates/Times/Locations in the text area that follows. Note: the three alternatives cannot be identical to the initial requested Date/Time/Location. For example:

3/25, 3/26, 3/27

Seully Hall, Houston Hall, Ipswich 106

2:00 PM, 5:00 PM, 8:00 PM

Event Start Time*

Select

Event End Time*

Select

Multiple Performances

will take place multiple times

Step 1: Production Requests

For any production requests, please reach out to Rosie Hartunian Alumbaugh (Zack Box Theater; rhartunianalumbaugh@berklee.edu) or Becca Donald (Mainstage Theater; rdonald@berklee.edu) to set up a production meeting.

I understand that I will have 30 minutes from the scheduled event end time to break down my performance. This ensures later events are not delayed by breakdown.*

Repeating Performance

Please indicate if there will be multiple occurrences of your event with identical support by providing the date, time, and location for each occurrence. Please use the following conventions:

Example:

Thursday, February 9 at 8:00 P.M.

Friday, February 10th at 8:00 P.M.

Setup Details

Studio 401, My Performance Requires (Select all that apply)

Marley Dance Floor

Acting Cubes

Stage Setup*

Please provide a file link to any stage diagrams needed to be facilitated by Concert Services.

Piano Request

Select

Percussion Instrument Requests*

Please note: All percussion instrument usage must be coordinated ahead of time with both the Percussion Department Assistants and Concert Production. Please contact concertproduction@berklee.edu and you will be connected with the percussion department to discuss your instrument needs.

Harpsichord Agreement - The harpsichord is not permitted for student or club use.*

Lighting and Concert Production Requests*

Performance Technology & Production

Live Streaming

Live streaming is allowed when (a) the performance repertoire is in the public domain, or (b) proper licensing to broadcast non-public-domain repertoire has been obtained from the copyright holder. By requesting live streaming services for this event, I understand that my request will be sent to my Department Chair for review and approval.*

Audio and Video Recording

Video recordings are sent to primary contacts for any further distribution within two weeks after the event date, and are shared with the Library archive.

Audio Amplification/Support

Check this box to request microphones, amps, audio playback, or any kind of audio support for your event. Houston Hall does not have a PA system. Please keep this in mind when booking events in this venue. If you select this box, you must include what you need in the "Audio Notes" field.

Audio Notes*

Share detailed audio notes below (Example: 2 Wireless Handheld microphones and 1 Guitar Amp). Please also share any diagrams in the attachment section at the bottom of this form. NOTE: **If your performance is taking place in Zack Box or Mainstage, a member of our production team will reach out with more information about how to share files.

General Performance Notes

Feel free to leave any remaining production, technology, or concert production questions in this field.

Attachments

Upload Here

Please upload any relevant files including stage diagrams, projections, or event images for the website. Event images cannot contain text. If you do not have any of these items at this time, you may return to this form to upload it no less than two weeks prior to your performance.

Drag and drop files here or

You will be invited to submit Step 3 information upon approval.

No Marketing Support Needed

Please note that marketing support includes an event web listing. Furthermore, if live streaming was selected, this box should remain unchecked. All live streams are displayed on the BCB Events page and require Marketing's support.

Step 2: Website Information

Information from this section will be shared with the BCB web team to post information about your performance. In addition, this metadata is vital for the archive to appropriately document this event.

Short Description*

If there is a confirmed director, conductor, or guest artist for this performance, please make sure to include their names/titles in this description. The description must be 2-3 sentences if you would like a web listing.

Full Description (Optional)

Notes About Your Web Listing (Optional)

Please leave any comments about this performance that you would like us to see while your event is being processed. This can be related to the formatting of the performance information (for example, title is intentionally misspelled, internal OnePass Login required web page listing versus publicly viewable web listing, explanation of unique performance format, etc.)

Step 3: Online Program Information

These fields will be pulled into a Google document in an order that aligns with the performance description you indicate below. This information may be used to add program information to your event's online listing. The Performance Services team and the Library will also use this information to create archival materials for your event.

Refer to the Berklee Institutional Style Guide as needed.

You will be able to find your event at https://bostonconservatory.berklee.edu/events

Program information is due 2 weeks before your event. All program information will be pulled for marketing to proof at the 2-week deadline. Once pulled, it may take up to 5 business days for your program to be published on the site.

Program information for faculty recitals, guest artist events, ensemble performances, and mainstage productions must be inputted directly into the Smartsheet update request, following the noted formatting conventions.

If you are giving a studio recital or a student recital, there are two options for submitting program information:

OPTION 1: Submit your program information by filling out the following sections of this form. Performance Services will generate a program PDF for your event. A link to the program PDF will be added to your website listing.

OPTION 2: You may submit your own premade program by uploading your program as an attachment to this form. If making your own program, please format your program as a standard 8.5x11 document (vs. a booklet), and note that the school logo (BCB, BCM, etc.) is reserved for Marketing and Communications use only; any materials submitted using the school logo will not be processed until the logo is removed.

Please note that these two options are only available for studio and student recitals; all other recitals/events must submit their program information directly into Smartsheet.

Final Submission Deadline

I understand that final performance details, program, and repertoire files are due two weeks before your performance. Please watch your email for updates, reminders, and approvals from Smartsheet. Failure to submit may result in your performance listing being incomplete on the website, or Performance Services support being canceled. Performances/Events/Dress Rehearsals are not booked until you receive an official confirmation from Smartsheet.*

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