Faculty Information Directory

XII. Facilities & Event Scheduling

The School of Music, Theatre, and Dance can schedule class meetings, performances, and other events in MTD spaces. All members of the School of Music, Theatre, and Dance community are responsible for the upkeep and cleaning of our spaces and the usage and security of each room’s equipment. Any damage to spaces or equipment should be reported to the Associate Director of Facilities via the MTD Service Request Form located at https://www.smtd.directory/.

XII.a. ROOM RESERVATIONS

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Faculty, Staff, or Students wishing to use MTD classrooms, practice, studio, and performance spaces outside of regularly scheduled class time can reserve a space on the MTD directory. All room reservations are required to have a form submitted for that reservation to be in good standing. Failure to provide a form may result in a reservation being removed from the calendar. Emails to the MTD office staff are not an acceptable method of reserving a room.  The School Director reserves the right to supersede previously reserved rooms as needed for school wide initiatives that support the betterment of MTD.

XII.b. MTD SPACE PRIORITY

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In the event of conflicting reservation requests that cannot be mutually resolved between the two parties the Associate Director of Production and Facilities and the MTD Office Specialists will prioritize the following in this order:

1. All MTD Courses with an assigned meeting time and space that has been established through MTD’s Academic Advisors and/or listed in the course catalog. If further factors are required, the course material and/or the number of enrolled students will be used. This does not include recitals, performances, etc. that are results of those courses.

2. Productions, Concerts, Band, Choir, Orchestra, and other events that have been put on the calendar during the Annual MTD Scheduling Meeting in March.

3. QuVee Mock masterclasses, class performances, recitals, guest artist performances, student works, and other activities that are reserved by the first Friday in September during the fall semester and the first Friday in February in the spring semester.

4. Faculty performances, faculty recitals, and concerts that are scheduled by the first Friday in September during the fall semester and the first Friday in February in the spring semester.

5. External events, practices, and all other events that did not make the aforementioned scheduling deadlines.

Items listed in categories three, four, and five will be given priority scheduling by date, and time first and then if needed by size and scope of the request submitted. 

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XII.c. NON MTD CONTROLLED REHEARSAL/PERFORMANCE SPACES

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McCain Auditorium (Proscenium Theatre): Is controlled through McCain Auditorium the organization. While the organization works with MTD in holding performances and concerts the use of their spaces generally requires planning two years in advance and should be brought up during the Annual MTD Scheduling Meeting in March. If that’s not possible those requests will need to be sent to the Associate Director of Production and Facilities. It is important to note that McCain Auditorium staff will not take reservation requests or requests to extend or modify original reservations from individual faculty members. While we will do everything possible to accommodate your event, please be prepared for your request to be denied usage of this space if it is not scheduled far enough in advance. 

All Faiths and Danforth Chapel: Is controlled through the university rooms scheduler. While MTD has priority over the spaces we do have to receive approval from the university before we can fully schedule a request. 

Other external spaces: As opportunities develop faculty, students and staff have the ability to hold performances, recitals, concerts, etc. in other on or off campus buildings. Funding requests should be submitted and a discussion on the details of the activity should be had with the appropriate associate directors or the school director prior to booking the space. 

XII.d. FACULTY OFFICES

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As faculty office or storage spaces become vacant, faculty can make a request to the School Director to change faculty office or storage spaces. To ensure equity across faculty, the School Director in consultation with the Associate Directors may ask faculty to relocate to best serve the needs of the school. If a faculty member is in need of repair or general maintenance i.e. paint, holes patched, etc. of their office they should submit a request to the Associate Director of Production and Facilities or MTD’s office specialist.

XIII MTD Events:

XIII.a. ANNUAL SCHEDULING MEETING

The Associate Director of Production and Facilities will annually convene a compulsory, in person, meeting of faculty and staff who manage large program entities within MTD. The purpose of this meeting is to schedule the next academic year’s events and compile faculties first and second choices for event dates in McCain Auditorium. These requests will be for the next two years as allowable by the university calendar (including dress rehearsals as appropriate). Prior to this meeting, the Associate Director will confirm previous McCain Auditorium requests already made for the next academic year. Programs that are represented by faculty and staff, in person, at this meeting are: 

1. Band 

2. Choir, including Collegium 

3. Orchestra 

4. Jazz 

5. Percussion 

6. Theatre (including Musical and Opera) 

7. Dance 

Following the meeting, the Associate Director will continue to communicate and collaborate with McCain Auditorium staff regarding the aforementioned faculties first and second choices of new event requests in McCain Auditorium. Based on these event requests McCain Auditorium will send contracts to the appropriate contact person in each program. Program Directors should work with McCain Auditorium to receive accurate estimates of facility-use contracts and ensure the funding source prior to signing a McCain Auditorium contract.