Event Logistics (Internal Events)

Please fill out and submit this form as soon as your event reservation has been made.

Note - submission of this form does not constitute reserving a facility for your event. If you have not received a confirmation of your reservation, please contact the Performance Events Coordinator at concert@lclark.edu

All fields marked with asterisk (*) are required.

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Basic Contact and Concert Information

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Please indicate date(s) of your performance(s)
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Please note: We will open the doors 1/2 hour prior to the performance. Please schedule sound checks accordingly.
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Please be mindful of safe durations for performances during the COVID-19 pandemic. Concerts should not exceed 50 minutes without a break for aerosols to settle.
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Please indicate preferred date(s)/time(s)/venue of your rehearsal(s). The Performance Events Coordinator will check availability and confirm as soon as possible.
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Please indicate if you would like to purchase customized signage and what you would like it to say (example: “Resonance Concert in Chapel”). The cost for customized signage is ($15) per sign.
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Do you need a program created for your event?
Program information MUST be submitted to the Performance Events Coordinator no later than TWO weeks prior to event date. Please understand the time needed for formatting, proofing, and printing.
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What type of program would you like for your event?
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Equipment and Set-Up

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Please specify stage crew or set-up needs for rehearsal(s).
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What set-up equipment will you need for your performance?
Please check all that apply
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Please specify.
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You are welcome to provide the Performance Events Coordinator with a sketch or drawing of how you would like things set up, or coordinate to meet ahead of time to help guide Stage Crew in the set up.
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AV and Recording

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Recording rates are divided between two main categories: Recitals, Chamber Groups, and Musical Combos (1-14 performers) and Orchestras, Choirs, and other Variety Shows (15 or more performers). Please be advised of the pricing for these options. Under the first category (1-14 performers), Audio Only is ($225), Audio plus one camera ($280), Audio plus two cameras ($335 - also composition readings of any size). Under the second category (15 or more performers), Audio Only is ($280), Audio plus two cameras ($370). Audio Only sessions include up to 8 finished tracks with meta data in both mp3 and flac format. Extra tracks are ($6) each. They will also be posted to a private Lewis & Clark directory for review and download. Video Only sessions include splitting and titling up to 6 segments. Extra segments are ($12) each. They will be posted to the Lewis & Clark private video server. If you opt-in for professional recording, you must provide the Performance Events Coordinator with your area budget number for these costs. If you have any questions, please contact the Performance Events Coordinator.

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What A/V equipment will you need?
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With participation in class and student-based performances and events, students have given consent to recording (audio, video and / or live-streamed to the internet) unless specifically noted to opt out. Student performers have a right to opt out of inclusion in video recorded and / or live-streamed events. If you or someone in your ensemble wish to not be included in recordings for any reason, please contact Susan Nunes in the Music Office so that we may better prepare. Please note: guest artists, performers, soloists and / or non-LC students MUST complete a Performer Release Form. If they have not done so, please visit the music page and print the form - listed under Resources for Students. The link to your live-stream will be available on your online event listing. Additional video recording is recommended when live-streaming, as a back-up.
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We are able to provide a basic, static wide-shot of the full stage (no panning or zooming). If you will be recording the event with your own equipment, please check “no” on this item.
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Please note: Additional costs apply. For internal clients, this cost will be deducted from the individual area budget by the Music Office. Outside organizations and recitalists will pay the recording engineer directly on the night of the performance, unless otherwise instructed. If you would like to hire a sound engineer other than Alan Niven, or have any questions about this, please contact the Performance Events Coordinator.
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For further information of what each level of recording entails, please contact the Performance Events Coordinator.
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Reception

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Please note: If your reception venue is the Diane Gregg Pavilion, you must hire Bon Appétit Catering. No outside food is permitted in that space.
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Publicity

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Please let us know if you’d like to give our designer creative freedom. We’re happy to send you a proof as soon as possible!
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Example: Resonance Ensemble presents their concert, “Back in the U.S.S.R” on March 2nd at 7:30pm in the Agnes Flanagan Chapel. This concert, in conjunction with Yale Union (YU) as part of A Shostakovich Festival sponsored by Friends of Chamber Music, will include thrilling music by Shostakovich, Pärt, Ligeti, Prokofiev, and many other composers affected by the U.S.S.R. Under the oppressive Soviet regime’s strict musical censorship, composers found different ways to cope: by writing rousing nationalist propaganda, subtly subversive works in “musical code” to sneak past the censors, or oppositional music that endangered their lives or forced them into exile.
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If you’d like to have photos and/or short videos of your event’s rehearsals shared via our department’s social media sites, please feel free to send the files to Susan Nunes at snunes@lclark.edu. Or let us know what rehearsal you would like us to attend and we will make that arrangement.
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Publicity Options
Please indicate which level of publicity you’d like for your event.