Student Degree Recital Policy Manual

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Degree Recital Manual

Please thoroughly read through the entire manual below before beginning the process of requesting a recital. Please use the following contact information for questions: 

  • For questions related to recital scheduling, re-scheduling, or canceling or professor recital approvals please contact the Scheduling Office at clarice-scheduling@umd.edu.
  • For questions about production forms, recital repertoire lists, equipment, or access to performance halls please contact the Production Office at theclaricerecital@umd.edu.

Scheduling

Schedule your dress rehearsal and recital

Main Scheduling Contact: The Clarice Scheduling Office, clarice-scheduling@umd.edu

**For only last-minute cancellations within 48 hours of your Dress Rehearsal or Recital email events-theclarice@umd.edu ASAP!

You may request to perform your degree recital and dress rehearsal in the Gildenhorn Recital Hall or Ulrich Recital Hall, which are spaces managed by The Clarice Smith Performing Arts Center.

  • Gildenhorn and Ulrich Recital Halls have different equipment options. Please review these options prior to scheduling your recital to make sure the appropriate equipment is available to you. Please see the PRODUCTION section below.
  • Dress rehearsals are offered during the following time slots (Load-In and Load-Out must occur within the time slot):
    • Gildenhorn Recital Hall
      • Monday-Sunday: 8:45AM-10:15AM, 10:15AM-11:45AM
    • Ulrich Recital Hall
      • Monday-Sunday: 9:00AM-10:30AM, 10:30AM-12:00PM
  • Recitals are offered during the following time slots:
    • Gildenhorn Recital Hall
      • Saturday and Sunday: 2:00PM-3:30PM, 5:00PM-6:30PM, 8:00PM-9:30PM
      • Monday-Friday: 5:00PM-6:30PM, 8:00PM-9:30PM
    • Ulrich Recital Hall
      • Monday-Friday: 8:00PM-9:30PM
      • Saturday and Sunday: 2:00PM-3:30PM, 5:00PM-6:30PM, 8:00PM-9:30PM
        * You may arrive (1) hour prior to the listed time slot to soundcheck and setup and must leave 15 minutes after the conclusion of your recital slot (this gives you time to breakdown and vacate the venue). See the PRODUCTION section below for details. ​​
  • Dress rehearsal and recital time slots are built into the recital hall schedules, and you may only choose from these time slots, pending availability. Please note that you may not schedule your dress rehearsal or recital within (6) weeks of the current date. 
  • Click here to view available time slots online.
  • Request your top three available time slots for both your dress rehearsal and recital. Please be sure that your Studio Teacher, collaborators, and accompanist are available for all dates requested prior to submitting your form.
  • The Scheduling Office will send an approval request email to your Studio Teacher indicating which of your requested slots are being held for you. From the date that the email is sent, you will have two (2) weeks to complete the scheduling process with your Studio Teacher. If the process is not completed in this time period, the Scheduling Office will release the holds.
  • To complete the scheduling process, your Studio Teacher must approve the held time slots by responding to the approval request email before the two (2) week hold period ends. This certifies that the Studio Teacher is available to attend your recital on your requested date.
  • After your Studio Teacher approves, the Scheduling Office will email you and your Studio Teacher a final confirmation email, acknowledging that your dress rehearsal and recital have been scheduled and approved. You are responsible for notifying the Scheduling Office of any discrepancies as soon as possible.
  • If your recital is scheduled in the Gildenhorn Recital Hall, you may be assigned a dressing room for the day of your recital. Subject to availability.

Non-Degree Recitals

The Clarice does not support Non-Degree Recitals in the Gildenhorn Recital hall or Ulrich Recital Hall. To schedule a non-degree recital, please contact the School of Music Scheduler at music-schedule@umd.edu.

Receptions

Post-recital receptions are optional. The Clarice and School of Music do not provide any support for receptions. You are solely responsible for the set-up and cleanup of your reception.

  • All recital receptions, regardless of recital location, should take place in the student lounge which is located on the 3rd floor of The Clarice (above Applause Café) on a first-come, first-served basis. Because this space may not be reserved, it may be in use by others on the day of your recital.
    • This is a public space and cannot be reserved or held by anyone. You are not guaranteed the use of this space, and you may not remove students already using the space. We suggest sending a family member or friend over to the lounge prior to the end of your recital to get things set up early to ensure you have the space that you need.
    • You are responsible for setting up and cleaning up your reception. You may move the furniture in the room around, but you may not move the tables/seating in or out of the room. After your reception, you need to restore all furniture to its original location, clean up, and take out any trash.
    • Absolutely no alcohol is permitted.
    • Please note: No one is permitted to bring in any kind of tables, seating, easels, etc. to the building for a reception, and you may NOT set up anything in the lobby areas of The Clarice or Tawes Building.  
  • Good Tidings, the catering division of Dining Services at the University of Maryland, is the exclusive provider of food and beverage service at The Clarice. No outside caterers or vendors are permitted.

Rescheduling

Degree-required recitals are treated like any other public performance within The Clarice. Backstage Staff, Crew and Ushers are hired for each dress rehearsal and recital. There is a very high volume of activity within The Clarice, and rescheduling must be completed as soon as possible to minimize impact on other events.

Procedure: 

  • To reschedule your dress rehearsal and/or recital, click this link and select “Reschedule an existing degree recital or dress rehearsal”.  
  • Submission of the form will automatically email your studio teacher, alerting them of your intention to reschedule your recital. Please do not submit this form until you have their approval to do so. 
  • Please note that once you submit the form, your original dress/recital slots will be released. 
  • Please note that there is no guarantee there will be any available time slots during the same semester as your original date. You may view available slots here.
  • If the reschedule is approved, the Scheduling Office will send a final confirmation email to you and your Studio Teacher indicating that your dress rehearsal and/or recital date has been rescheduled and indicating on which date(s) your dress rehearsal and/or recital will be held. 
  • You are responsible for notifying the Scheduling Office of any discrepancies as soon as possible.

Guidelines: 

  • You are not permitted to reschedule your dress rehearsal and/or recital within six (6) weeks of your confirmed date. During this time, you must cancel your recital (See CANCELLATIONS below) and start the scheduling process over.
  • No verbal or email notification of rescheduling will be accepted without the completed Recital Scheduling Form.
  • You are allowed to reschedule your recital only once per semester.
  • Once a recital has been rescheduled, it must be performed or canceled. 
  • No rescheduling of recitals will be permitted in the spring semester after April 10th. After this date, only cancellation is permitted.
  • There is a $100 late cancellation fee for any request received less than 3 weeks before the original reservation date.

Cancellations

Degree-required Recitals are treated like any other public performance within The Clarice. Backstage Staff, Crew and Ushers are hired for each Dress Rehearsal and Recital. There is a very high volume of activity within The Clarice, and cancellations have a serious impact and could result in you paying cancellation fees. 

**For only last-minute cancellations within 48 hours of your Dress Rehearsal or Recital email events-theclarice@umd.edu ASAP

For all other cancellations please use this form.   

Procedure: 

  • To cancel your dress rehearsal and recital, click this link and select “Cancel an existing degree recital”.
  • Submission of this form will automatically email your studio teacher, alerting them of your intention to cancel your recital. Please do not submit this form until you have their approval to do so.
  • Once approved, the Scheduling Office will send a confirmation email to you and your Studio Teacher indicating that your dress rehearsal and recital date has been canceled.

Guidelines: 

  • You may cancel your dress rehearsal and recital at any time, but you will receive a penalty charge for not showing up for your scheduled dress rehearsal or recital or for submitting a cancellation request within three weeks of the confirmed date being canceled. You will be informed you owe a cancellation fee and be billed for the penalty charge through the University of Maryland’s Office of the Bursar which will show up on your University Account.
  • Last-minute requests for recital and dress rehearsal cancellations will result in immediate cancellation of said event. The new recital request form must still be submitted within 7 days of the cancellation request.
  • Whether you use the formal rescheduling process or cancel your recital and schedule a new one, you are allowed to reschedule your recital only once per semester.
  • You are responsible for notifying any affected peoples of your cancellation, including your recording engineer.
  • Please note – no verbal or email notification of cancellations will be accepted without filling out a cancellation request. 
  • Please note – canceling a recital results in an automatic cancellation of the associated dress rehearsal. 

Penalty Charges: 

  • If you request a cancellation of your recital within three (3) weeks of your scheduled recital date, you will be billed $100 through your University Account.
  • If you request a cancellation of your dress rehearsal within three (3) weeks of your scheduled dress rehearsal date, you will be billed $50.
  • If you are not present for your scheduled dress rehearsal, you will be billed $50.
  • If you are not present for your scheduled recital, you will be billed $100.

Exceptions

Cancellations or changes due to illness or injury

If you must reschedule or cancel your dress rehearsal or recital due to illness or injury, your fees will be waived only if you present a signed doctor’s note to the Scheduling Office no later than 7 days from the notice of cancellation.

You are responsible for notifying Production and Guest Experience of your illness or injury If notice is not received, cancellation fees will apply. For Illness or Injury cancellations – email events-theclarice@umd.edu. If an email is not received, cancellation fees will still apply regardless of a doctor's note.

The Scheduling Office will help you reschedule as soon as possible based on available time slots and staffing.

Snow & weather emergencies closure

The Clarice follows The University of Maryland regarding Snow Closures and Weather Emergencies. If the University is closed, then all recitals and dress rehearsals will be canceled for that day. Please refer to the University website (umd.edu) or the University of Maryland Alert System regarding the campus status. No fees will apply if the University is closed due to snow or a weather emergency.

If campus closes, please reach out to the Scheduling Office for the earliest available time slot that is acceptable to you and your Studio Teacher.

Production

Main Contact: The Clarice Recital Production Coordinator, theclaricerecital@umd.edu
On-site Contact during Dress Rehearsal and Recital: The Clarice Production Supervisor, 301.405.7525

**For only last-minute cancellations within 48 hours of your Dress Rehearsal or Recital email events-theclarice@umd.edu ASAP

Submit recital information to production

  • You will receive a link to the Recital Production Form five (5) weeks prior to your dress rehearsal from the Recital Production Coordinator. You may also access the form here.
  • You must complete this form no less than three (3) weeks prior to your Dress Rehearsal.

  • This form is used to collect information regarding all aspects of your recital – equipment and tech needs, program information, instrumentation, necessary piano moves, etc. Without this information, we cannot guarantee the availability of necessary equipment or backstage crew.

Equipment

Gildenhorn Recital Hall and Ulrich Recital Hall have different equipment options:

  • Standard equipment (as defined in the table below): will be available for all recitals and may be requested at any time before or during your dress rehearsal.
  • Non-standard equipment (as defined in the table below) must be requested through the Recital Production Form no less than three (3) weeks prior to your dress rehearsal. Requests received after this deadline will not be honored. When requested properly, the Recital Production Coordinator will make every effort to accommodate the equipment needs that are essential to your repertoire.
Standard Equipment Gildenhorn Ulrich
Piano ✓ ✓
Chairs (up to 10) ✓ ✓
Stands (up to 10) ✓ ✓
Handheld Microphone (up to 2) ✓  
Lectern ✓ ✓
Audio playback (CD or iPod) ✓  
Projector & Screen* ✓  

Projector, screen and audio equipment are NOT available in Ulrich.

Non-Standard Equipment Gildenhorn Ulrich
Second Piano ✓  
Historical Instruments (single or double-manual harpsichord, pianoforte) ✓  
Stand Lights ✓ ✓
Prepared Piano and/or Lid Removal ✓ ✓
Tables (up to 2) ✓ ✓
On-stage Wedge Monitor ✓  
On-stage Headphone Monitor w/ volume control on-stage ✓  
     

*If you use projections, you must provide an operator. **It is the students' responsibility to have all necessary equipment, software and signal flow worked out in order to send an audio signal to the system (interface, etc.)

  • You are not guaranteed access to any equipment not listed above. If you request any equipment not listed above, the Recital Production Coordinator reserves the right to require you to submit a written proposal, which must be approved by The Clarice Management and/or School of Music Administration.
  • Equipment in the recital halls may be handled or moved only under the supervision of the Production Management staff.
    Please note - Under NO circumstances are recitalists allowed to move pianos.
  • Pianos cannot be moved off-stage unless specified in advance on your Recital Production Form. 
  • You may utilize only the pre-set lighting looks in the recital halls. Requests to reprogram the established lighting looks or levels in the recital halls will not be honored.
  • You may request historical keyboards (single or double harpsichord, pianoforte) from the School of Music only if your recital is scheduled in the Gildenhorn Recital Hall. The School of Music does not guarantee the availability of these keyboards. One tuning will be available for your dress rehearsal and another for your recital. You are responsible for any additional tunings, which must be requested through the School of Music at a cost of $150 per tuning.
  • Repair costs associated with damage caused to the Recital Hall facility or equipment through negligent or careless acts by any individual or person representing an entity will be billed to the individual or entity.

Recital Staffing

  • The Recital Production Coordinator will assign backstage crew to your dress rehearsal and recital. They will open and prepare the recital hall for your use and remain on duty during the events to assist you. 
  • In the event that no crew member is at your venue, contact the Production Management Office at 301.405.7525.
  • The backstage crew are responsible for the safety and comfort of the performer(s) and audience, as well as the protection of the facility and its equipment.
  • For your recital, an Usher will also be staffed to assist with seating. (See the GUEST EXPERIENCE section below.)

Dress Rehearsal and Recital Timings

  • You will spend the first 5-10 minutes of your dress rehearsal talking through your program’s stage set-ups and production needs with the backstage crew. You may rehearse in the hall afterwards but you are required to stop rehearsing for 5 minutes prior to the end of your time slot so the venue can be reset for the next event in the space.
  • Percussion & DMA Conducting Recitals ONLY – due to the amount of equipment needed for most percussion and DMA conducting recitals, every effort will be made to open the hall 30 minutes prior to the start of your scheduled dress rehearsal, and 90 minutes prior to the start of your recital to accommodate extra load-in and set-up time. Please note this isn’t always possible due to the schedule of events in the hall. The Recital Production Coordinator will confirm with you what set-up time you have after you submit the Recital Production Form. If you are a percussionist or a DMA Conducting Candidate, it is recommended that you select the earlier dress rehearsal and recital slots to increase the possibility of having more load-in time. 
  • The day of your recital, all performers may access the hall one (1) hour before your recital start time. You may set up and soundcheck onstage until doors open to the public 15 minutes prior to your scheduled recital start time.
  • If your recital program includes an intermission, your intermission must be 10-15 minutes in length.
  • Your recital shall be no more than 90 minutes in length, including intermission. If necessary, you may request an exception when completing the Recital Production Form, which – as outlined above – must be completed three weeks prior to your dress rehearsal. Exceptions are only granted if the hall may still be vacated one hour and 45 minutes after your confirmed time slot begins. If approved, the Recital Production Coordinator will acknowledge the approval in writing via email.

Venue Access

  • You will have access the hall for your dress rehearsal only during your allotted dress rehearsal time. For the recital performance, you will have access to the venue no more than 60 minutes prior to the start time of your recital.
  • You must access the venue from backstage. Please do not attempt to enter the recital hall for your dress rehearsal or recital set-up via the Front of House (lobby) doors. To ensure your safety and security and to minimize chances of you being interrupted during your dress rehearsal or warm-up time, the Front of House (lobby) doors are locked until 15 minutes prior to the start of your recital.
  • At the start of your confirmed time slot in the recital hall, a crew member will greet you and grant you access to backstage. If you arrive early, please wait patiently by the backstage doors. Do not knock or attempt to enter on your own, as you may be interrupting another rehearsal, recording or performance.
  • Here is how you can reach the backstage doors from the UMD School of Music:
    • Gildenhorn Recital Hall: From the School of Music, go towards the Applause Café. Before reaching the seating area, turn right into the alcove with a red Restroom sign above it. Enter the single wooden door on your left marked 2395 Exit Stairs and go down to the lower level. Upon exiting the stairwell, turn left. The white doors on your left will take you backstage of the Gildenhorn Recital Hall.
    • Ulrich Recital Hall (SEE MAP BELOW): From the School of Music, cross Lot 1 and enter the main entrance of Tawes Hall (across Campus Drive from Anne Arundel Hall). As you enter the main entrance of Tawes Hall, the Ulrich Recital Hall is located directly in front of you (behind the main staircase). To access the backstage (stage right) entrance, follow the hallway around to the left to a set of double doors marked “1121 Ulrich Recital Hall.”

Audio Recordings from Recording Booth

  • You may arrange for an approved recording engineer to record your recital from the recording booth.
  • You must indicate that you are working with an approved recording engineer when completing the Recital Production Form. Because the recording booth must be reserved, late requests for recording in the booth will not be honored.
  • You are responsible for making arrangements with one of the approved recording engineers listed below:
    • Approved for Gildenhorn and Ulrich Recital Halls
  • Access to the recording booth will not be granted to anyone not listed above.
  • DMA students may use Gildenhorn Recital Hall, Ulrich Recital Hall, or Dekelboum Concert Hall for dissertation recordings by substituting recording time, hour-for-hour, for recital time. A total of 20 hours of hall time is allotted for each DMA student. These hours may be used for recital (and rehearsal) or recording in any combination. One tuning of the piano(s) is included for each four-hour recording session. Additional tunings will be charged to the recitalist at the regular rental rate.

Livestreaming

  • Livestreaming is offered in Gildenhorn Recital Hall only.
  • Livestreaming is offered for recitals through Vimeo (we do not livestream rehearsals)
  • Must be requested on the Recital Production Form
  • Is NOT archival, you must make other arrangements for recording your performance (see section above for recording options)
  • Livestream links will be sent with confirmation email from the Recital Coordinator.
  • For changes to the livestream description, please email mod-theclarice@umd.edu.

Guest Experience

Main Contact: The Clarice Recital Guest Experience Coordinator, mod-theclarice@umd.edu
On-site Contact during Recital: The Clarice Front of House Venue Coordinator, Accessible from Ticket Office

Programs

  • Students are responsible for creating, printing and bringing their own recital programs. Your program should be able to print on one piece of paper folded in half. When printing your programs, select double-sided and "flip on short edge" or "short edge binding." Printing on "long edge" will cause the inside of your program to print upside down.
  • For your convenience, we offer two program templates for you to choose from. Please note: the safety and emergency exit instructions on the back of the template are required by the fire marshall; do not remove them.
    1. Download an editable PDF here. This version is the easiest to use but does not allow for much personalization. In order to edit the PDF, open the template in Adobe Acrobat and click the "Edit PDF" pink button in the right sidebar.
    2. Download a Microsoft Word template here. This option makes it easier for you to personalize but some computers may have compatibility issues that cause the text to flow onto three pages instead of two. You are welcome to use this template exactly as is or personalize it (select different fonts, resize text, etc.). Text you need to update is highlighted in yellow; Remember to remove all yellow highlight before printing. Depending on your version of Microsoft Word, you may need to select a different font or move text up or down pages to fit if you are having compatibility issues. If that is the case, it may be easier for you to use the editable PDF template instead.

Seating, Recording and Cameras

  • If you plan to record or photograph your recital from the audience, you must request permission to set up equipment. You may record audio or video or photograph without flash.
  • If approved, the person(s) recording or photographing must enter the venue from backstage with you, and be setup at least 15 minutes before your confirmed recital start time.
  • Unless the person(s) recording or photographing on your behalf uses a wheelchair, you may not record from the designated wheelchair locations. These are located in the back of the Ulrich Recital Hall and in the following box sections of the Gildenhorn Recital Hall: Orchestra Box 2, Orchestra Box 5, Orchestra Box 6, and Balcony Box 9.
  • The Front of House Venue Coordinator reserves the right to ask the person(s) recording or photographing to relocate to a different section.
  • You may view a seating chart for the Gildenhorn Recital Hall online: http://theclarice.umd.edu/venues/gildenhorn-recital-hall
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Signage & Student Recital Publicity

  • You are responsible for producing your own recital publicity materials. Inside The Clarice Smith Performing Arts Center, you may post flyers throughout the School of Music’s bulletin boards, including a special board dedicated to student recitals outside Room 2112.
  • You may not affix flyers to the doors of the recital halls, windows, or any place other than bulletin boards in the School of Music. They will be promptly removed.
  • You may submit announcements to the School of Music’s Communications Office. Do not use university administrative e-mail reflectors or group lists to announce your recital.
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Miscellaneous

  • You and your audience members are subject to all University of Maryland traffic and parking regulations existing as of the date of your recital. Parking tickets incurred in non-designated parking areas are not the responsibility of the School of Music or The Clarice Smith Performing Arts Center. Learn more about parking and directions.
  • Food and drink are not permitted in the recital halls. You (and any other performers on stage) may use bottled water during your dress rehearsal and recital.
  • The University of Maryland is a smoke free campus. There are four designated smoking areas on campus.

Contact Information and Forms

Scheduling

To Schedule, reschedule or cancel your dress rehearsal and recital, contact

The Clarice Scheduling Office

clarice-scheduling@umd.edu

  • View available time slots Here.
  • Form for: Recital Scheduling, Rescheduling, and Cancellation
  • ​​​​​​​**For last-minute cancellations within 48 hours of your Dress Rehearsal or Recital email events-theclarice@umd.edu ASAP!

Production

Reserve standard and non-standard equipment, discuss technical needs of your recital, provide general information regarding content of recital.

The Clarice Recital Production Coordinator

theclaricerecital@umd.edu

Guest Experience

Reserve space in house for recording or photography

The Clarice Recital Guest Experience Coordinator

mod-theclarice@umd.edu

  • Front of House Venue Coordinator (Day-of Contact): Please see the Ticket Office in The Clarice Smith Performing Arts Center