Reserving Space at the Center

Calendar Booking Process

Step 1: PISD Standing Dates - Prior to April 1

These dates include hosting responsibilities for UIL and TMEA regional events, district runs festivals, and district level events such including the MLK Diversity Celebration and professional learning.

All music programs are scheduled at the Robinson Fine Arts Center for their UIL Concert & Sight-Reading Evaluation.

All theatre programs are scheduled at the Robinson Fine Arts Center for their One-Act Play competition.

Step 2: PISD Pre-Draft Scheduling - Prior to May 1

Due to the predominance of dates dedicated to UIL Music and the need for longer stretches of rehearsal, a series of dates are set aside for 2 SHS Musical Theatre productions and HS/SHS Drill Team shows to be assigned by the coordinators.

One set of dates are also set aside for one Debate event.

A rotation has been created for one of the three music programs in each cluster to have an opportunity to schedule their Pre-UIL during this period. Due to this pre-draft advantage these programs have been removed from the draft described below for that year only.

Step 3: PISD Calendar Draft

To participate in the rotational calendar draft for available dates, directors should submit their 1st, 2nd & 3rd date preferences prior to May 1st, via this google form. (See details below under “Preparing for the Draft”)

The calendar draft will take place on the first business day of May. 

 A rotation has been developed to provide a cycle of draft picks for each fine arts program area and campus to have an opportunity to select dates. 

An online randomizer was used to establish the original sequence of programs and campuses and then was rotated to provide as much equity of access as possible.

As each round takes place the requests from the individual program listed on the rotation chart will be reviewed and dates assigned based on the request forms received. 

Head directors will be notified of their rotation and draft pick number prior to the draft.

At the draft, directors will be called on to secure dates in the randomized rotational order. 

If a 1st choice date is already booked, directors can move to the 2^nd or 3^rd choice as needed.

Programs may use their pick for a single performance (plus appropriate rehearsals). Requests may be used for a combined cluster or departmental event, at the discretion of the director.

Step 4: Remaining Calendar dates are open (PISD/ Rental Clients) - June 1

Beginning on June 1^st, any remaining dates left on the calendar are open for first come, first serve bookings, using the Event Inquiry form.

Rental clients outside of Plano ISD will also have access to open dates at this time.

PISD Only

Step 1: Preparing for the Draft

Fill out the “Robinson Fine Arts Center Calendar Request Form”

Link to form: Robinson Fine Arts Center Calendar Request Form

QR Code to access request form:                           

Please complete all requested information to the best of your ability.

Support spaces such as dressing rooms will be reserved with the primary performance space. If additional areas are needed, they should be listed on the request to guarantee a reservation in all the appropriate locations.

Be sure to provide 2^nd and 3^rd choice dates for your event as backups. This will increase the chance of getting a booking at the Center.

Miscellaneous Data:

Based on a 180-day school year - Pre-Scheduled District dates = 49, Pre-Draft Dates = 40 (89 days prior to draft) - HS Draft includes the opportunity for 36 additional events (likely at least 60 days) - MS Draft includes the opportunity for an additional 39 events for a potential total of 199 days or more.

Please consider Saturday’s to provide some relief to the weekday schedule.

Please realize that it will be impossible to meet all program requests.

Step 2: Draft Confirmations

Once all rounds of the draft are complete, selected and approved dates will be added to the calendar.

Directors will receive a confirmation email detailing the final reservation dates, times, and venues used.

The event/show is now confirmed on the calendar.

Step 3: Post Draft/ Additional Requests:

After confirmations are received, we will schedule walkthroughs of the venue and discuss the true needs of the event.

Event notes will be finalized prior to the load in of the event, and estimates will be produced for any needs beyond the general scope of the event.

Additional requests can be made by PISD starting June 1^st, using the same Google form and process as before.

Step 3: Closing Events/ Shows

After an event is complete, the Center will compile a final bill for any needs that are outside of the general scope of the event.

Rental Clients Only

Step 1: Requesting Dates

Fill out the “Robinson Fine Arts Center Event Inquiry Form”

Link to form: Robinson Fine Arts Center Event Inquiry Form

QR Code to access request form:

Please complete all requested information to the best of your ability.

Support spaces such as dressing rooms will be reserved with the primary performance space. If additional areas are needed, they should be listed on the request to guarantee a reservation in all the appropriate locations.

Be sure to provide 2^nd and 3^rd choice dates for your event as backups. This will increase the chance of getting a booking at the Center.

Step 2: Date Hold Confirmations

After inquiries are reviewed, they will be placed on the calendar as a HOLD. 

Clients will receive a date hold confirmation email.

Step 3: Confirming Events/ Shows

Once contracts and deposits are finalized, the event will be confirmed on the calendar.

We will schedule walkthroughs of the venue to determine final needs of the event.

Estimates will be produced and sent to the client.

Event notes/ estimates will be finalized prior to event load in.

Step 3: Closing Events/ Shows

After an event is complete, the Center will compile a bill for any needs that are outside of the general scope of the event.

Reservation Docks Coming Soon