School of Music Event Planning

This page is primarily intended for School of Music faculty and staff.  This information does not apply to student recital planning.  Contact the Facilities and Operations Manager, Peter Remiger (premiger@umn.edu), with any questions regarding this content. 

Events at the School of Music

The School of Music community generates hundreds of events each year, each of which requires thoughtful planning and consideration.  We want you to create exciting and engaging events that further our mission, but it can be difficult to know where to start.  Using University property and resources requires compliance with University policies and procedures that can sometimes feel daunting or unclear. The following information is intended to help.  

School of Music events can be broadly divided into two unofficial categories: Independent Events and Coordinated Events.  The following sections outline the criteria and responsibilities for each.

Independent Events

Independent events are special events that School of Music faculty independently organize without formal review by the School of Music administration.  These events are simple, small, and part of our everyday scholarly activities.  They might be public or private events, and could involve guest speakers and artists.  These might include, but are not limited to: 

• Faculty recitals and guest recitals.

• Public academic lectures.

• Masterclasses.

The faculty member organizing an independent event is responsible for setting and arranging all the event details, responsible for compliance with University policies, and is required to be on-site during the event to act as the official University host. The organizing faculty member is also responsible for resetting room furniture or equipment at the completion of the event and cleaning up any food that is served.   

Resources for Planning an Independent Event 

An event qualifies as “independent” only if all the criteria listed in the next section are met. If any single condition is not met, then a coordinated event request must be submitted.  If your event qualifies as an independent event, you may simply use the resources listed below to plan your event:  

• Reserve space at the School of Music. 

• Submit a guest artist proposal. (Guest Artist Funding)

• Submit news or stories for School of Music promotional consideration. (Communications Request)

Independent Event Criteria

An event qualifies as “independent” only if all these criteria are met.  If any single condition is not met, then a coordinated event request must be submitted.  

1. The event does not involve:

   • Safety or security risks (e.g. controversial content, high-profile guests, anticipated audience disruptions, high risk activities)

   • Youths under 18 years old as primary participants (See: Safety of Minors)

   • Elected officials, political, or government activities (See: Elected Official Events)

2. Fewer than 100 participants are expected.  

3. The event is held on campus during standard operating hours with no special access required (Unsure? Email premiger@umn.edu)

4. No contracts or written agreements beyond guest artist agreements (See: Guest Artist Funding).

5. No 3rd party organizers, stakeholders, sponsors, institutions, or cross-promotions except approved guest artists (See: Guest Artist Funding).

6. No financial or in-kind transactions or fundraising except for guest artist funding (See: Guest Artist Funding).

7. No food service requiring a permit.  (See: Food permit policies).  

8. Publicity needs can be arranged using the normal Communications request form.  (See: Communications)

Coordinated Events

Coordinated events are developed in collaboration with the School of Music administrative team to assess feasibility, ensure efficient use of departmental resources, and maintain compliance with University policy. If an event does not meet all the criteria of an independent event, then a coordinated event request must be submitted.  You may also submit a request if you would like to request additional event support.  

School of Music ensemble concerts routinely held in Ted Mann Concert Hall do not need to complete a coordinated event request, but can do so if they would like to request additional support or consideration.  

Coordinated Event Request Expectations

• Event support is based on feasibility and available resources. Not all proposals can be approved or supported.   

•  Requests are reviewed within 5 business days, after which the administrative team will contact you with next steps.

• Requests should be submitted at least three months in advance of the proposed event date to allow adequate time for review and coordination.  More lead time is strongly preferred.

•  The School of Music does not currently employ a dedicated event planner. As a result, the person requesting event support will often remain responsible for planning, day-of coordination, and policy compliance. However, our team will proactively collaborate with you to develop a planning roadmap and offer guidance and support throughout the process.  

Click here to submit a coordinated event request.