Facilities Request Form

Click the button below to make a calendar facilities request.

You will receive a confirmation email once your calendar request has been approved and placed on the calendar.

Please take note of the following rules when making a calendar request, and please make sure your request remains within these parameters:

General Information

Except for Recital Hour performances/presentations, all event scheduling begins with the VAPA Publicity and Events Coordinator.
A sponsoring faculty or staff member must be present for all events (including rehearsals) in the following VAPA Facilities: Biedenharn Recital Hall, Brown Auditorium, and Spyker Theater.
For events in Spyker Theater and Brown Auditorium, both the VAPA Technical Director and VAPA Publicity and Events Coordinator must be notified at least one week in advance, and the Technical Director must also be consulted if there are technical requirements such as lighting, sound, etc.
Except by special permission of the School Director, two performances should not be scheduled at the same day and time, even if being held in different venues. (RH/Brown, on-campus/off-campus).
For student organizations who wish to reserve VAPA facilities (including the Band Building), the faculty advisor for the organization must make the request to the Events and Publicity Coordinator.

Standard Event Times

Faculty Artist and Guest Artist Recitals: Tuesday or Thursday at 5:00PM or 7:30PM[1]
Senior Recitals (Music Performance Majors): Monday through Thursday at 5:00PM or 7:30PM[2] *Weekends by approval of recital committee and Director of the School of Visual and Performing Arts
Senior Recitals (Music Education Majors): Tuesday or Thursday Recital Hour, if time permits or Monday through Thursday at 5:00PM or 7:30PM[3] *Weekends by approval of recital committee and Director of the School of Visual and Performing Arts.
Senior Capstone Recitals (Bachelor of Arts Majors): Tuesday or Thursday Recital Hour, if time permits, or Monday through Thursday at 5:00PM or 7:30PM[4] *Weekends by approval of recital committee and Director of the School of Visual and Performing Arts.
Junior Recitals and Non-degree Recitals: Tuesday or Thursday Recital Hour, if time permits, or Monday through Thursday at 5:00PM or 7:30PM[5] *Weekends by approval of recital committee and Director of the School of Visual and Performing Arts.
Weekend Events: Friday/Saturday: 5:00PM or 7:30PM; Sunday: 2:00PM or 5:00PM[6]

[1] Preferred

[2] Preferred

[3] Preferred

[4] Preferred

[5] Preferred

Detailed Procedures for Student Recitals
1. The Studio Professor and the Student select several possible dates for the STUDENT

HEARING and RECITAL.

2. Studio Professor and student identify and secure availability from three appropriate faculty members to serve on the student’s recital committee. The committee must be formed at least four weeks prior to the date of the recital.

3. Studio Professor communicates with the VAPA Publicity and Events Coordinator* to determine both the HEARING date and the pending RECITAL date.

*Any requests for Recitals scheduled during the RECITAL HOUR course time must obtain the approval of the faculty member in charge of the Recital Hour prior to meeting with the Publicity and Events Coordinator. The Recital Hour Faculty member must approve the Student Recital Request before it can be scheduled.

4. Any requests for events outside the standard times/days must be approved in advance by the Director of the School of Visual and Performing Arts prior to being scheduled. In the case of degree recitals which require a faculty committee, the committee members must also give approval for the non-standard scheduling.

5. The Publicity and Events Coordinator will notify the Studio Professor of the approval for both the Hearing date and the Recital date. Any Recital Committee member who cannot attend either the Hearing or the Recital is responsible for securing an appropriate substitute and notifying the Studio Professor.

6. The Studio Professor is responsible for securing the appropriate Grading Forms for both the Hearing and the Recital from the VAPA Office prior to each event.

7. The Studio Professor is responsible for collecting the signed grading forms from the Recital Committee and returning the forms to the VAPA Office for filing.

8. If the recital Hearing is not passed, the Studio Professor will notify the Events and Publicity Coordinator, and the scheduled Recital date will be released from the calendar.

9. If the recital Hearing is passed, the Studio Professor will submit the program to the VAPA Administrative Assistant within 24 hours after the hearing. The program is part of the permanent file and should be complete with the following: order of the performance, composer identifications and biographies, translations and/or interpretations. and proper recognition of assisting musicians and recital personnel.

10. The Studio Professor may reserve and use the Recital Hall for Student rehearsals (depending on availability) with the Publicity and Events Coordinator, with the expectation that the Studio Professor will personally attend all rehearsals.

11. All original paperwork related to a Student Recital becomes part of the student’s permanent record. It is ultimately the responsibility of the Studio Professor to check in the VAPA Office to ensure that all paperwork has been placed in the student’s file.

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