Concert & Ensemble Planning Checklist: Next Steps After Submitting Your Request (Concerts, Faculty Recitals, Guest Recitals & Special Events)

A step-by-step checklist of the tasks Ithaca College faculty need to complete after submitting a concert or ensemble performance request, from scheduling through the day of the performance.

This checklist outlines the important next steps to complete after submitting your concert or performance request, from scheduling through the day of your event.

Audience

This article is intended for Ithaca College faculty who are managing concert and ensemble performance planning steps in TeamDynamix.

Platform

TeamDynamix Client Portal

Instructions

Where to Go

You can manage your request and track your progress in the client portal:

• View your ticket and check updates (My Tickets)
• View and complete your approval steps (My Approvals)

You will receive email notifications when approval steps are assigned to you in your ticket. Only certain steps, such as submitting staging diagrams, require you to mark an approval step as complete so our team knows it is ready for review. Learn how to complete approval steps in the Client Portal.

Before Your Performance

Scheduling & Rehearsals

• Schedule your dress rehearsal in the performance space through the Concerts, Events, & Facilities (CEF) Manager (25Live). This must be done after the semester your event takes place has begun.

Programs

• If you have already started your program in ProBuilder, add the link to your version in your ticket request so the program editors can access it and approve it for print.
• If you have not started a program, the program editors will be assigned a task to create it. They may reach out to you with additional questions before finalizing and sending to print.

Staging

• Submit staging diagrams showing each performance setup at least two weeks in advance.
  • After completing this step, mark the approval step as complete in your TeamDynamix ticket so our team can review your materials.
  • Additional guidance is available here: Stage Setup Planning.

Rights and Acquisition

• Add details for all pieces in your repertoire on your request form, including pieces you own, pieces already owned by LEM, and pieces where LEM will need to acquire rights.

Guest Artists and Media Releases

• Guest artists will be sent contract documents by the Marketing, Communications and Operations Coordinator.
• Media releases will be sent by the Marketing, Communications and Operations Coordinator when required.

Sound Reinforcement

• Submit the Sound Reinforcement Request Form if you need microphones, monitors, or playback at least two weeks in advance. Additional fees may apply depending on your event type.

Recording Services

• MUEN Concerts and Faculty Recitals are automatically recorded for the archive.
• For more information about recording, please see the Recording Services page.

Webcasting

• For more information about webstreaming, please see MTD Live.

Other Performance and Technical Needs

• Plan ahead to test any projection or media you will use.
• Check out stand lights from the Director of Music Operations, if needed.
• Arrange for a page turner, if needed.

Advertising (Optional)

• Print and post posters in approved campus locations.

After Your Performance

• Celebrate!

If you have questions related to your performance, add a comment to your ticket and notify the Director of Music Operations.