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School of Music Facilities Reservations Forms and Information

Facilities/Recital Reservation Form (School of Music users)
Word form-fill version | pdf version

Reservation Form for Outside Users (non-School of Music users)
form in pdf

General Information

(Information from School of Music Faculty Handbook, Chapter 8)

Many students use our classrooms, practice rooms, rehearsal areas, and Whitmore Recital Hall every day. Teachers should check rooms after every class for room order and security. Audio cabinets and doors should be locked unless another class is coming in for the next period.

Please make a check list and see that all equipment that goes out of a room or building is returned immediately, or on the day following its use, and put back where it belongs.

All classrooms, rehearsal areas, and the Whitmore Recital Hall have a normal orderly condition or set-up as diagrammed on the subsequent pages. Whenever this condition is changed for a special set-up (as for an instrumental rehearsal), the room should be restored to its normal condition immediately following the rehearsal or class by those who used the room. This is the faculty member's responsibility; plan your set-up and break-down time so students can be aware of the need for good housekeeping and do their part to keep things clean and orderly.

Special attention must be given to Room 134 and the backstage area of Whitmore Recital Hall. Room 134 is the "green room" for all who perform in the Recital Hall. The impression audiences have of us when they greet performers in Room 134 following concerts should be of concern to all of us. Unless this backstage area is kept orderly, a safety problem exists when lights are off (as they should be) during a recital.

Special problems have been created by folding chairs and music stands. All folding chairs must be stacked neatly on the rolling cart designated for that purpose. This cart usually resides in the hallway/closet between Room 134 and Whitmore Recital Hall. Faculty members who need to use the chairs should designate students to move them to the appropriate classroom or Whitmore Recital Hall before class and return them to this corridor.

We need your help!

  • Teachers should check rooms after every class for room order and security.
  • Doors should be locked unless another class is coming in for the next period.
  • And remember - neither eating nor drinking in the classrooms is allowed.

Guide for the Use of the Bösendorfer Piano

I. Members of the piano faculty are authorized to play the Bösendorfer piano. Its use shall be limited to conventional pianoforte literature, i.e., no "prepared piano, or such action as plucking strings, or hammering strings with foreign objects." All requests for the use of the Bösendorfer shall be subject to final approval by the keyboard area coordinator.

II. Guest Artist appearances: The piano faculty will screen and the keyboard area coordinator will approve the use of the Bösendorfer for guest artist appearances in Whitmore Recital Hall. The same procedure will determine those occasions when the piano shall be moved to Jesse Hall for performance.

III. Faculty Performances: The Bösendorfer may be used at the discretion of the faculty performer involved.

IV. Student Performances (all must be approved by the piano faculty):

  1. MM Performance Degree Hearings and Recitals
  2. BM Performance Degree Hearings and Recitals
  3. Undergraduate and graduate accompanying degree programs
  4. Performer's Certificate Hearings and Recitals (piano majors)
  5. Selected Piano Performance Classes (Piano faculty member must be present.)
  6. Final applied piano exams for Piano Majors and Concentrations.

V. Special Circumstances:

  1. State Music Teachers Conventions
  2. Guest Master Classes as approved by the piano faculty
  3. Duo Piano Recitals or works that require the use of two pianos.

VI. Additional Provisions and Responsibilities

  1. The faculty member concerned and the piano area coordinator will be responsible for the safe transport (on and off stage) of the instrument, insofar as the Whitmore Recital Hall is concerned.
  2. The extent of rehearsal hours shall follow the traditional guidelines currently in operation for the Whitmore Recital Hall.

Reservation and Use of the School's Harpsichord

Faculty members may reserve the Martin harpsichord for their own and their students' recitals and associated practice time. The instrument is located in 245 FAB-M.

Notice must be given to Dr. Wenger, the faculty member supervising the instrument, at least four weeks in advance of the date the instrument is required. If this deadline is met, the instrument will be moved to Whitmore Recital Hall at an appropriate time, tuned once before the rehearsals begin, and tuned again just before the recital.

Faculty should also be aware that the instrument is used heavily for teaching purposes in the early part of the fall semester of Piano Literature class. Requests to use the instrument during this time should be limited.

Piano Tuning and Repair

The School establishes a regular piano tuning schedule for all school instruments. This includes approximately bi-weekly tuning of the concert instruments in Whitmore Recital Hall, and less frequent tuning for those instruments in classrooms, studios, and practice rooms. When tuning or repair becomes necessary outside of this standard schedule, the services are to be requested by completing a form and leaving it in the mailbox of Lucy Urlacher, the school Tuner-Technician. The blank forms are also found in her mailbox.

Student Responsibilities for Use of Practice Rooms

School of Music faculty should be aware of the following policy regarding practice rooms.
The following document was developed by a committee from the Music Student Council.

  1. NO SMOKING in practice rooms or surrounding areas.
  2. No food or beverages in practice rooms.
  3. Do not use equipment in the practice rooms for purposes other than those for which it is intended (i.e., a piano is not intended to be used as a desktop).
  4. The practice room schedule posted below indicates the times reserved by students for practice. If a person who is scheduled to practice is not in his/her room by ten minutes after the class period begins, then anyone may use the room. During hours marked "open," the room will be available to all students on a first-come basis.
  5. Because of the possibility of theft, instruments, books, and personal items should not be left in the practice rooms.
  6. You must have been issued a key card in order to use the practice rooms between 5:00 p.m. and closing during the weekdays and when the building is open on weekends.
  7. Since a large number of people use the practice rooms during the day and night, it would be appreciated if everyone would help keep the rooms neat and clean. Please pick up any trash found in the rooms and place it in the proper container.

We thank you for your cooperation which will save time and money, and will help develop a more professional atmosphere for all students and faculty in the School of Music.

The School of Music - University of Missouri
MU Music Student Council

Keys: Use of the Building - Fine Arts Building, Fine Arts Annex, and Loeb Hall

When the faculty member is issued any building key or keys, he agrees never to let these keys out of his possession, not even to give them to anyone for a minute or two to open a door. The person who has the key should go and open the door . Anyone who needs keys should be issued the keys by the School of Music office. The reason for this policy is security: we must be careful to prevent duplication or illegal circulation of school keys.

Regular Buiding Hours:

Fine Arts Building

M-F: 7:00 a.m. to 11:00 p.m.
Saturday: 9:00 a.m. to 11:00 p.m.
Sunday: 9:00 a.m. to 11:00 p.m.
Occasional variations or changes will be posted.

Loeb Hall
M-F: 8:00 a.m. to 5:00 p.m.


Fine Arts Annex
(generally the same schedule as the Fine Arts Building)

Faculty members shall not authorize students to use the building at times other than during regular building hours. In exceptional circumstances, the students may remain only if the faculty member is present and supervising the students. With special permission only, graduate students may be allowed to stay in the building to practice after hours.

All faculty members are asked to be responsible for proper use and security of the areas where music instruction takes place. When using the building at times other than during regular building hours, faculty must keep doors locked and admit no one to any part of the building who will not be under the faculty member's supervision.

Anyone wanting to use previously unscheduled space in the Fine Arts Building and the Fine Arts Annex during the day, night, or on weekends (even the use of a classroom) must reserve that space in the Music Office. Reservations for time in the classrooms or rehearsal facilities in Loeb Hall must be made through the Band Office. Students must have a faculty sponsor to reserve times in any school facility.

Key Cards.The School of Music has installed a key card door system for evening and weekend hours to provide a measure of security and protection for those students practicing in the building when classes are not meeting. The key card ensures that each student entering the building has official permission to do so; unauthorized persons are thus prevented from entering the practice facilities area, from using and perhaps harming any instruments, and from endangering authorized students. In accepting a key card, the recipient signs an agreement which states that he/she accepts the following responsibilities: 1) to maintain personal possession of this card at all times, 2) not to loan this card to others or permit others to use their card, and 3) to return this card to the Music Office on or before the last day of the final examination period at the end of each semester. According to the signed agreement, failure to return the card (by either loss or neglect) will result in a $25 charge being imposed. If this charge is not paid, students may be prevented from enrolling in future classes, receiving a diploma, or receiving a transcript from the university.

Use of the practice rooms by students who are not enrolled in music courses during the fall and winter semesters is not permitted except by special permission.

Faculty offices and teaching studios are the property of the School. They are assigned to faculty for use in carrying out professional responsibilities. They are not to be used as practice rooms for students, unless so authorized by the Director of the School.

Scheduling Recitals and Performances

  1. The School of Music Office staff begins to build a concert and recital schedule for an academic year by soliciting requests for dates for faculty recitals and major ensemble concerts in the preceding spring and summer. By the beginning of the academic year in August, a fairly complete schedule of these events will be printed, and reservations for these events will be made for Whitmore Recital Hall, Jesse Auditorium, or other appropriate venue. This forms the core of the year's concert/recital schedule.
  2. Subsequent requests for concert and recital dates-requests for other faculty recitals not received by the deadline, student solo and small ensemble recitals, and any changes to the original schedule-must be submitted to the faculty or staff member charged with responsibility for scheduling the Whitmore Recital Hall and other school facilities. (Usually by the beginning of the academic year it is no longer possible to schedule any events in Jesse Auditorium; its schedule will be filled with university Concert Series events, MSA Concert Series events, lectures, presentations and many other university presentations.)
  3. Faculty will need to consult the official Whitmore Recital Hall schedule book to determine what times might be available.
  4. Requests for performance times that conflict with previously scheduled School of Music events will normally not be accepted.
  5. These requests for Whitmore Recital Hall time will be accepted and entered into the official schedule as they are received.
  6. Facilities/Recital Reservation form (pdf version) / (Word version) for requesting time in Whitmore Recital Hall are available in the form file located in Room 138. Each form must contain complete information and must be signed by a faculty member (not a student or teaching assistant).
  7. Faculty members are responsible for engaging the hall for their students' performances and rehearsals.
  8. Student recitals which require attendance by a faculty committee (e.g. Performer's Certificate, degree recitals) should not be scheduled on Saturdays or Sundays, or on special holidays such as Easter or the eve of Passover.
  9. Requests for rehearsal time in Whitmore Recital Hall will be entered in the schedule book only after the original schedule of recitals and concerts has been finalized (approximately the beginning of the academic year).After that point rehearsal time will be entered when a request is received and the time is available in the hall.
  10. Practice and rehearsal time in Whitmore Recital Hall may be reserved according to the following rules: a total of six hours rehearsal time for faculty and for graduate students giving required performances; three hours for undergraduate required programs.
  11. In using Whitmore Recital Hall for performances and rehearsals and classes, please adopt the policy of clearing the stage (with the exception of the piano and bench) of all equipment you have used after you are finished with it. The stage setup should be as defined in the diagram in this section of the Faculty Handbook ( cf. page VII-11). If everyone adopts this policy, and instructs the students to do the same, there should be no problem in this regard.
  12. The time of 3:00 p.m. on Tuesday afternoon is designated for student recitals, lectures, and other events. Participation in these programs is not a course or school requirement on the part of any student. They do exist, however, for the purpose of providing performing experience for qualified students selected by applied teachers. In some semesters this series of recitals may be organized by performance area, and at other times it may be organized to allow for a variety of performance areas on each recital.
  13. Many of these guidelines, as well as other information, are included in the document entitled "Use and Priorities of School Facilities." A copy of this document will be found in Chapter IX.

Reservation of School Facilities by Non-School Entitites

To a reasonable extent, all school performance spaces, rehearsal spaces, and classrooms must be kept available for last-minute rehearsals and meetings. However, there may be times when these facilities could be made available to other organizations on a very limited basis, and generally include a use fee. Reservation form for Outside users (non-School of Music users).