Because demand for Kilbourn Hall and Hatch Recital Hall typically exceeds availability, the best way to give equal opportunity to all students is through the following lottery system:

• The lottery runs on an annual schedule. Dates for the fall semester (September – December) are scheduled in April and dates for the spring semester (January – May) are scheduled in October.
• The lottery is scheduled and advertised by the Concert Office.
• All students who are due to complete their Degree Recital must enter the lottery in order to secure a booking appointment.
• Every student in the lottery will be notified by email when they can schedule an appointment with the Concert Office.   Currently, the Concert Office books lottery appointments using the Calendly app.
• Students are required to attend their appointment in order to schedule their recital. It should be noted that failure to attend this appointment will cost the student his/her place in the queue and will have an adverse effect on their opportunity to secure the optimum available recital time and the venue of their choice.
• There will be times when an appointment directly conflicts with another engagement. In these cases it is vital that the student contacts the Concert Office immediately. A “catch-up” appointment will be offered in order to allow the student access to the best possible recital time still available. These times are not part of the official lottery appointment system and will only be made available on a case-by-case basis.

Once an appointment is scheduled, students will have an opportunity to select from any of the available date and time slots in Kilbourn Hall and Hatch Recital Hall. In order to fully benefit from an appointment, students should have the following information available:

• Professor’s availability (See also “Studio Specific Information”)
• Family’s availability
• Collaborative artists’ availability
• Any specific ensemble requirements
• Requests for any video projection must be made at the time of your recital appointment.
• Any amplification needs must be discussed at your appointment –T&MP may not be able to accommodate your request.
• Any recital requiring special instruments must be requested with the Instrument Office.
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Students are advised to be as flexible as possible when scheduling recital dates and times. There are many dates and times which are unavailable, or which may conflict with other Eastman School of Music performances and will prove unsuitable.

If an anticipated work requires a large ensemble it should be mentioned specifically during the lottery appointment. Please also read the notes regarding the use of large ensembles in Student Degree Recitals

Because demand for recital times in Kilbourn Hall always exceeds supply, student recitalists are not guaranteed a date in Kilbourn Hall.

On a final note regarding the lottery, all bookings are subject to the academic import of classes by the Registrar’s office at the end of each semester. Whilst every care is taken to avoid creating a booking conflict, occasionally an event or import will create a scheduling issue. In this case, students will be promptly notified and offered the best possible alternative that is still available.

Certain instrumental groups have specific criteria that must be followed regarding the booking of Student Degree Recitals. That information is listed below as a reference to assist students as they prepare for their lottery appointment

• Piano: The Piano Faculty does not allow Saturday evening degree recitals.
• Percussion: Percussion Student Degree Recitals are scheduled by the chair of the percussion department; percussion majors should not enter the lottery
• Jazz and Contemporary Media Department(JCM): The JCM faculty selects dates and locations in advance. All JCM degree recitalists should not enter the lottery
• Jeff Beal Film Institute: The Film Institute faculty selects dates and locations in advance. All Film Institute degree recitalists should not enter the lottery
• Horn Students should not schedule recitals on the same days as Rochester Philharmonic Orchestra performances
• All orchestral majors should ensure they are aware of major school orchestral performances around the time of their desired recital dates

The Concert Office prepares all programs for degree recitals performed in any location (both on and off-campus), based on information from the Student Recital Packet submitted by the performer no later than three weeks before the recital. If program information is not submitted prior to this deadline, a program will be produced solely at the discretion of the Concert Office, and then only if resources are available.

Even if incomplete, program information must be submitted before the deadline. There will be opportunities to proof it with the Concert Office Typists and/or Editor and make changes before it is printed.

The Concert Office will not prepare texts, translations, or program notes. If a student wishes to include these in a program, arrangements to have them duplicated and brought to the recital must be made in order for them to be distributed along with the programs.

The cost for programs is $20.00 (50 programs) or $30.00 (100 programs). The program will be printed only after payment is made at the Concert Office. An usher will bring the completed programs to Kilbourn Hall or Hatch Recital Hall for the recital.

Students performing in any venue other than Kilbourn Hall or Hatch Recital Hall should collect their programs from the Concert Office in advance, during business hours (Monday – Friday, 9:00 AM – 4:00 PM).

Program Submission Form

The following instruments are available in Kilbourn Hall and Hatch Recital Hall:

• Two Steinway “D” pianos are available to Kilbourn Hall performers. To minimize piano moves and the possible damage to the instruments, both pianos remain on stage during student recitals. Performers and accompanists will have the opportunity to select which piano is preferred. The Concert Office should be informed of this choice when the recital packet is submitted.
• Two Steinway “D” pianos are available to Hatch Recital Hall performers. At the discretion of the Concert Office, a piano may be left on stage during student recitals.

A prepared piano is defined as any activity involving affixing labels, marking, or inserting foreign objects into the piano or manipulating the strings other than through the keyboard. Before an Eastman School piano is prepared, approval from the Concert and Instrument Offices is required. Request forms are available in the Concert Office and the Instrument Office. Following the rehearsal or performance, all labels, markings, and other objects (as approved by the Instrument Office) must be completely and promptly removed, leaving no permanent traces in the piano.

It is generally not possible to remove piano lids for student performances. Special requests to remove lids will be approved by the Instrument Office only if submitted in advance and then only if it is possible to schedule a technician to remove and restore the lids. It should be noted that the lids on certain pianos cannot be removed. Request forms are available in the Concert Office and the Instrument Office. Students are not permitted to remove or restore lids under any circumstance.

Use of a harpsichord, fortepiano, or positive organ is subject to the approval of the Instrument Office (ESM Room 505, (585) 274-1150). To obtain this approval, an Instrument Request Form signed by the relevant keyboardist must be submitted to the Instrument Office no later than three weeks in advance of a recital date. Instrument Request Forms are available in the Concert Office and the Instrument Office. It is the responsibility of the student to check with the accompanist to make sure that they are on the Instrument Office list of approved keyboardists. It is also the responsibility of the performer to provide two additional non-performing stagehands in order to assist with harpsichord moves during the performance and rehearsals. The Kilbourn Hall Aeolian Skinner Organ is being repaired, and is unavailable until further notice.

If a student is planning to perform with an ensemble larger than ten players during a recital, the Concert Office must be informed as soon as possible prior to the recital date. A completed Large Ensemble Request Form will be required along with the names of students who will assist with stage moves during the performance.

Ensembles for student recitals in Kilbourn Hall are generally limited to 25 players (space permitting). Pianos will not be removed from the stage for recitals involving an ensemble. The stage of Hatch Recital Hall is considerably smaller than that of Kilbourn Hall; ensembles are generally limited to 9 performers.

Students should check with the Concert Office if they intend to include an ensemble during a performance Hatch Recital Hall. All large ensemble requests are subject to review by the Stage Manager prior to any decision and are processed on a case-by-case basis

• • Download a Large Ensemble Request Form

Rehearsal time is limited to a maximum of 1.5 hours (inclusive of set-up and teardown needs). The rehearsal time will be identified as part of the recital scheduling appointment. For Kilbourn Hall and Hatch Recital Hall recitals, specific rehearsal times are scheduled with each recital slot.

Students are responsible for setting up and clearing the stage after rehearsals, returning all chairs and stands backstage, covering pianos, returning the harpsichord to its offstage location (at least two people are required to move pianos and harpsichords), restoring percussion, removing electronic set-ups, and removing all personal belongings and debris. Food and drink (except water) are prohibited in Kilbourn Hall and Hatch Recital Hall. Tape must not be used to mark positions on stage; when discovered it will be immediately removed by stage personnel.

Kilbourn Hall, Hatch Recital Hall, Howard Hanson Hall, the Ray Wright Room, and Ciminelli Formal Lounge will be available for set-up and warm-up one half-hour before a recital performance. Kilbourn Hall and Hatch Recital Hall will be open to the public ten minutes before the recital start time. The Kilbourn Hall and Hatch Recital Hall green rooms are available by request for warm-up one half-hour before the recital.

The Kilbourn Hall stage extension is not set up or removed specifically for student recitals. The presence of the stage extension will be indicated on the schedule when students select recital slots. The stage extension schedule is subject to change without notice.

DMA Lecture Recitals are scheduled by the Concert Office in the Ray Wright Room, Howard Hanson Hall, or Ciminelli Lounge. Copies of the DMA Lecture recital policy are available in the Graduate Office (ESM 103). If students intend to produce a printed program a copy of it should be forwarded to the Concert Office via email or five copies should be delivered by hand to the Concert Office no later than one week before the recital for distribution and publicity.

Please Note:

Lecture recitals are not held in the following venues

• Kilbourn Hall
• Hatch Recital Hall
• EEW 415

Deadline	What	Where
4 weeks before	Request special audio/visual needs, Student Broadcast Clearance form	Technology & Media Production Department (ESM 60)
3 weeks before	Submit Recital Packet (Program Staging Form, Recital/Concert Program Worksheet, Stage Diagrams for Kilbourn Hall or Hatch Recital Hall)Submit Large Ensemble Request Form (if applicable)	Concert Office
3 weeks before	Submit Instrument Request Form	Instrument Office (ESM 505)
1 week before	Submit Degree Recital Video Order Form Pay for program (if Concert Office is producing program)	Concert Office
1 week before	Proof program (if Concert Office is producing program) OR Submit 5 hard copies of program	Concert Office

The Concert Office supplies ushers for recitals in Kilbourn Hall and Hatch Recital Hall. Ushers will bring programs to the venue, adjust stage and house lighting, set the stage, open and close the stage door during performances, and facilitate greenroom access. It is the responsibility of the performers to arrange for any extra personnel they require. This includes page turners for accompanists. Ushers are not available to turn pages under any circumstances.

The Concert Office is not responsible for items left in the green room.   Please use the safe in the green room to keep your belongings.

The Concert Office does not formally book spaces for post-performance receptions.

Due to the high demand of the various performance spaces within Eastman School of Music, cancellation of a recital should be an absolute last resort and should only be considered if the circumstances are beyond the control of the performing student. The following list contains examples of what is considered a legitimate reason for recital cancellation:

• Injury or illness (physician’s note required)
• Family emergency
• Force majeure (weather catastrophe, travel emergency)

The following list contains examples of what are NOT considered to be legitimate reasons for recital cancellation:

• Program not ready for performance
• Scheduling conflicts (this includes conflicts with outside engagements)
• Problems with assisting artists

To cancel a recital the student must complete a Cancellation Form (available in the Concert Office), have it signed by the relevant professor, and return it to the Concert Office. This request will be sent to the relevant Dean for approval. Cancellation requests will be considered on a case-by-case basis. If a degree recital in Kilbourn Hall or Hatch Recital Hall is cancelled without the necessary authorization, the student responsible will be prohibited from scheduling further performances in these spaces for the remainder of the current semester, and until after the following semester’s lottery process is completed.