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Special Project or Event Proposals: Important Guidelines

Qualifications for Submission

The Events Committee and SAM consider Special Projects and Events on a case-by-case basis after timely submission of a completed online proposal form.  Submission of this form does not mean it is approved.

Special Projects or Events requiring submission of a proposal submission will meet one or more of the following qualifications:


see qualifications


  • Extra-curricular or outside events or recordings that require:
    • School resources incurring direct or indirect expense:
      • facilities/space
      • instruments not directly managed by a faculty member or studio
      • pianos (school-owned or rental)
      • tuning of piano, harpsichord, or fortepiano (especially outside of normal business hours)
      • technical equipment or sound support
      • moves between buildings
      • storage
      • staffing
      • school-sponsored publicity
    • SMTD funding other than your department discretionary funds, Sally Fleming funding, or UMOR (formerly OVPR)**
    • Student participation beyond curricular requirements without academic credit or pay
  • Any event or project of larger scale such as a workshop, conference, symposium, summit, gala, "fest", "__a-thon" or “day”
  • Any activity presented in partnership with another university department or community group
  • Any student, faculty, or guest recital that requires significant support beyond what is “Usual and Customary."

**PLEASE NOTE if you have already submitted a request or proposal for Sally Fleming or UMOR funding, you may or may not need to submit this form.  The Events Committee reviews and provides input on Fleming and UMOR proposals when applicable, so you will be contacted directly if more information is required. E-mail if you have any questions.



Submission Timeline

The expeditiousness of a response depends on when you submit your proposal and how complete it is.  Any missing information may cause a delay in receiving a final answer. The more complicated or expensive the event or project, the more lead time is necessary.

The Events Committee meets on the third Thursday of each month, so your completed proposal must be submitted for review by the second Monday of the month.  A member of the Events Committee will contact you directly following our meeting if more information or clarification is required before presenting your proposal to SAM for approval.  You will be notified of the decision no later than the last business day of the submission month.


See Timeline example: September 2016


Second Monday of the month (9/12)

- Deadline to submit form

Third Thursday (9/15)                           

- Monthly Events Committee meeting

Following Tuesday (9/20)

- Proposals presented to SAM

Week following SAM    

- Follow-up to resolve questions/concerns

Last business day of month (9/30) or sooner                       

- Notice of approval/denial                 



If your proposal requires a quicker turnaround, please e-mail directly for assistance.

Criteria for Review

To determine our ability to support special events or projects, we will use criteria that address relevance to the school’s mission, scheduling conflicts, burden on students and staff/faculty resources, impact on the budget, and overall benefit to SMTD in enhancing recruitment, community engagement, and public relations.  Applying these criteria establishes consistency in evaluation, production and promotion across events.

Review the list of Criteria (PDF, 52kb)

Checklist Before Submission

Your proposal must include all completed information, including a budget and possible funding sources. Use the checklist below to assist you, and please contact the staff member listed in parentheses if you have questions or concerns about that area of your proposal before you submit. If you do not know to whom you should direct a particular question, please send your question to


see checklist


  • Check that date and time of event in an appropriate space are available and have been requested through the Scheduling System, pending approval. (Erin Burris / Jennifer Knapp / Dance (TBD))
  • Complete budget with all confirmed funding sources included* (Paul Feeny)
  • Sound/tech needs or support identified. (Roger Arnett)
  • Piano needs, rentals, or tuning support identified. (Bob Grijalva)
  • Other instrument or equipment rentals or moves (Paul Feeny / Anna Darnell)
  • Publicity and promotion support included. (Brandon Monzon)
  • Outreach opportunities identified. (Sarah Rau)


Your budget should detail any amount you are requesting in financial support from SMTD. Requests for school-managed resources such as facilities, pianos, and basic sound/tech needs are assumed to be in-kind requests. Your budget may increase after review by the Events Committee, depending on available resources or unexpected costs such as instrument moves or rentals, tuning (especially outside of normal business hours), added publicity, etc.

Please include any departmental or outside funding you have secured to offset your expenses. Use this sample budget worksheet to help you. If you have no direct expenses, please enter $0 in the required budget line on the form. Sources of funding may include Faculty Block Grants, UMOR, Sally Fleming Fund, faculty discretionary funds, endowed or department accounts, registration fees, donations, ticket sales, university and community partnership funding, MSA (for students) and Provost’s Office funding (at the Dean’s discretion).

If you have any questions about determining costs or developing your budget, please contact Paul Feeny at, for assistance.



Need more guidance?

Read the Frequently Asked Questions

go to the Special Project & Event Proposal Form
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