Event Planning Process

Please review the full event booking process outlined below to learn how to secure an event date with the production office and submit necessary details. All events must go through the full process individually, even if already scheduled or discussed in a prior planning session.

Following the steps below in an expedient manner will help ensure staff members have sufficient time and availability to activate resources and support your event. Having issues submitting forms or understanding the deadlines? Reach out to the production staff as early as possible for a timely resolution.

As a reminder, student recital scheduling is handled through a different process at the start of each semester. Faculty should not attempt to schedule recitals on behalf of any student(s) during these planning windows.

If an event has not been confirmed prior to the opening of student recital scheduling, support and accomodations cannot be guaranteed. Once student recitals begin filling calendar openings, new requests for events from faculty may be denied by administration.

Current Deadlines

  • November 3, 2023
    Calendar scheduling CLOSES for all non-student recitals in Spring 2024.
  • November 15, 2023
    Deadline to submit marketing information for confirmed and scheduled events in Spring 2024.

Please refer to the Dates & Deadlines page to view these deadlines in full context with other school activities. All deadlines have an end time of 4:30 p.m. CST on the given date unless otherwise indicated.

Event Planning Phases

To facilitate easier and more proactive planning, the process for scheduling events is broken down into the five phases listed below in chronological order. Not all phases apply to all events; please be sure to read each step carefully to determine if the information applies to you. Students may skip to Phase IV for their recital planning.


Rescheduling, Venue Changes, & Cancellations

On rare occasions, it may become necessary to reschedule, modify, or cancel an event that has already been scheduled and possibly promoted to the general public. These situations can be elective or force majeure in nature. When a change does need to occur, it is important to follow the proper protocol in order to ensure that all stakeholders are informed and that the cancellation is handled professionally and efficiently.

An elective change is a decision made by the School of Music specific to a single event. These decisions should be reserved for extremely unusual circumstances; examples include sudden performer illness, travel disruptions for a guest artist, etc.

The sponsoring faculty member is responsible for initiating any conversations about rescheduling or cancelling faculty recital, guest artist recital, or ensemble performance. The faculty member does NOT make any decision unilaterally; they must inform the following individuals together in writing, providing all necessary context and rationale(s) for why changes are needed. A discussion will then take place between all stakeholders and school administrators on how to best proceed.

  • Zachary Hazelwood, Director of Operations & Events Manager
  • William Kelley, Recording Engineer
  • Cullen Sadler, Marketing Coordinator
  • Leonce Clement, Creative Coordinator
  • James Byo, Director of the LSU School of Music

A force majeure change is the result of issues or emergencies beyond the control of the School of Music, and may not be limited to a single event. These situations may be affecting our buildings, the LSU campus, or city of Baton Rouge at-large; examples include extreme weather, utilities failure, or other safety-related issues.

In these types of situations, the College of Music & Dramatic Arts administrators and/or the LSU Emergency Operations Center (EOC) may direct that events be cancelled and our buildings closed to the public for a period of time, among other protective measures. If this occurs, any affected School of Music events are assumed to be cancelled.

The sponsoring faculty member does NOT need to take any direct action other than communicating with affected guest artists or performers. Communications to the public regarding force majeure cancellations are handled by the university directly.