Orchestras, Bands, New Music Ensemble, Chamber Singers Programs

Programs for Orchestras, New Music Ensemble, Chamber Singers, and most bands are generated using information for your concert that exists in ArtsVision. For these concerts, the marketing designer will initiate the proofing process by sending a first draft of your program based on what is available in ArtsVision.  This process does not apply to spring concert bands, and small band ensembles, who should follow the process for other ensembles.

Point of Contact

Each ensemble should elect a single person to be the point-of-contact with the marketing designer for all communication. All drafts and proofing will funnel through that point person.  

Effective Fall 2019, the marketing designer will send proofs to and receive changes from only the assigned point of contact. See details under Making Corrections below.

Program Information

Provided that the repertoire list and roster for your event are correct in ArtsVision, you do not need to provide the marketing designer with this information. The programs office will initiation the programs process and send you a first draft.

Exception: Chamber Singers rosters do not appear in ArtsVision. Chamber Singers will need to provide a roster either before proofing begins or during the proofing process.

Program Notes

The school will supply program notes for your concert.  Program notes are assigned to the writer at the beginning of each semester, approximately 30 days before the first class day.  To ensure that you receive well-written, accurate notes for your program, any changes or additions made to your repertoire after the semester has begun should be sent directly to the programs office in addition to being added to ArtsVision.  We’ll make every effort to provide great notes; notifying us of any changes will help us do that.  Please Note: If you make changes in ArtsVision after the semester has started without notifying the marketing designer, there is a chance that some notes will not be provided.  

Conducting/Performing Bios & Headshots

We print program bios and photos for conductors, guest conductors, and featured soloists or guests. The program office keeps program bios & headshots for BSOM Faculty and TAs on file for use in programs.  If you are a new faculty member or TA, you should provide a 170 word bio and headshot to the marketing designer, which will be kept on file.  Your bio must be 170 words or less.  Longer bios will be truncated or rewritten by the programs office and may not reflect the information that is most important to you. 

BSOM Faculty and TAs may update their program assets at any time by emailing new photos or bios directly do the marketing designer.

If your program has featured guest conductors or soloists who are not BSOM Faculty or TAs, the marketing designer will require a bio and headshot from the performer for the program. You may collect them yourself, or ask the artist to send their assets directly to the marketing designer.  In most cases, bios should be 170 words or less. If your concert includes an especially celebrated or honored guest performer, you may choose to submit a Featured Bio of up to 300 words for that guest performer. There is a limit of 1 Featured Bio per program.

Please only send high-resolution photos. Photos should be a minimum of 2000 pixels on the vertical side. In general, vertical headshots are preferred for programs to horizontal photos.

Proofing Workflow

The workflow for programs is a 5-week span that begins when the marketing designer delivers the first draft of your program, and ends 12 days before your concert. The goal is that your program is press-ready at least 12 days before your concert so that there is plenty of time to account for the busy printing schedule.

The process includes three proofs and three rounds of changes for a final PDF about 2 weeks before your concert. Each time you receive a draft, you are given 4 days to proof the document and return changes to the marketing designer. Upon receipt of the changes, the marketing director will provide a new proof within 2 days. 

This should be considered a flexible guideline scheduled with the cooperative aim of having a finished program about 2 weeks prior to the concert. Due dates are not hard deadlines. 

Note that any dates that fall on a weekend will automatically default to the following Monday.  If you send a list of changes on Friday, the marketing designer will aim to provide a new proof on Monday. 

Programs will be scheduled to go to press approximately 9-11 days before your concert; this allows us to fit the job into the busy print schedule and allows a buffer in the case of unforeseen problems, like a machine breakdown.

Final Roster and Change Deadlines

Though the general workflow is considered flexible, the 12-day deadline is firm. 12 days before your concert, the existing draft program will be considered the final program and go to press.  Any changes to roster after the 12-day mark will not appear in the final program. 

Making Corrections

• Your ensemble team may choose who should be involved in the proofing process.  Have your point person distribute the proofs to your selected team, and collect edits from the team. Only the assigned point person should be in contact with the marketing designer. 
• Before sending corrections to the marketing designer, the point person should collate all the changes into a single document, and ensure that none of the changes contain conflicting information. If there is a conflict, resolve the conflicting data internally before sending corrections. 
• Whenever possible, an annotated PDF is the preferred method for receiving changes. You can use the markup tools provided in MacOS Preview to make clear changes throughout the proof.  A single change list in a Word document or the body of an email will also be accepted.  The changes must be collated into a single list.  Do not simply forward multiple change lists from multiple email addresses.
• Please make every effort to send a single list of changes for every cycle.  Upon receiving changes, a new draft is frequently generated on a quick turnaround, so multiple changes coming in at different times results in a lot of excess work for everyone.