Graduation Ceremony Checklist: 7 Things You Need to Know
Following prom, the next most significant night in a student’s life is graduation. This signifies the end of the school era, whether high school or university, and that this phase of life has drawn to a close.
The last year has been fraught with exams, study groups, cramming sessions, and more—and all that hard work has paid off. Before the next stage begins, however, it’s time to celebrate this momentous occasion in style.
When it comes to the planning, a graduation ceremony can seem overwhelming as there are many components. However, by carefully breaking down what needs to happen, you can retain control over the event and the budget.
1. Save the date
Choosing the date can seem straightforward. Still, you need to ensure that it coincides with the actual school graduation and avoid sporting events and other school activities.
Once the date has been selected and booked, make sure to give everyone enough notice so that they can avoid planning holidays or other events that could prevent them from attending.
Also, don’t forget to promote it! Once the date and venue are booked, advertise the ceremony in any way possible. Make sure everyone knows through dedicated school social media, newsletters, and posters around the school.
2. Consider the budget
Graduation costs can quickly get out of hand. A few extra dollars here, a few extra there, and before you know it, you are thousands of dollars over budget and unable to accommodate all the fancy extras.
Some schools will hold graduation drives, raising money to get those extra fancy bits that the students want and deserve, but otherwise, there is usually a small budget that needs to accommodate a lot.
Looking for budget-friendly alternatives can create a unique experience that everyone will enjoy and remember forever, thus allowing you to spend a little more on crucial things like the venue and transportation.
3. Book the perfect venue
There are several factors to consider when selecting the right venue. If the event is being done off school property, then it needs to be able to meet the following guidelines:
- Capacity: Can it hold all the graduating students, family, faculty, and caterers, as well as accommodate the dance floor, washrooms, and staging area?
- Accessibility: Can everyone attend? Is it accessible for people in wheelchairs or accommodating for other disabilities?
- Parking: Is there parking close by? Is it free? People will need to know ahead of time to make arrangements, including for such factors as a chauffeur service if desired.
- Sound and lighting: Is there an adequate light and sound system to ensure that the ceremony has enough lighting and that the presenters, speakers, and valedictorian can all be heard?
- Seating: Can the venue hold all the expected attendees, and do they provide seating, or do you need to make arrangements for seating to be brought in?
Sometimes, schools will hold the ceremony on school property, specifically in the auditorium, which is typically equipped for large performances. There are also many venues that can cater, but you need to give yourself enough time to find a location and book it. Graduation is a busy time and a lot of places will book fast.
4. Attire
Many companies who make gowns, caps, and sashes used in graduation ceremonies book months in advance as they need to make these items in large quantities.
If you are looking for specific colors or embroidery, such as the school crest or motto, then you need to ensure that this is done even further in advance so that your requirements are met in plenty of time.
5. Scrolls and booklets
Just like the attire for the ceremony, the actual graduation certificate scrolls and other documentation that may be handed out need to be created and ordered ahead of time.
This may seem like an easy thing to do and could be ordered at the last minute. However, when you take into account the number of schools and students graduating at the same time of year, you begin to realize just how your order can get delayed or lost. Therefore, allowing for adequate time saves on stress.
6. Vendors
While some students simply want to show up, get their certificate, and then leave, others want to enjoy the experience as a whole. Thus, you may consider hiring vendors to attend.
In places where the weather is warm, this could be services like food trucks or drink vendors, helping to keep your guests cool and fed throughout the day.
If a food truck is not something you want, then you can book a catering company that can provide sit-down meals, table service, or a buffet.
You can also look into fun vendors for the students, such as photo booths, carnival game stalls, and more for everyone to enjoy before moving on to the next big stage of life. Additionally, don’t forget to book a DJ since a ceremony needs a good soundtrack.
7. Transportation
Regardless of the venue’s location, making appropriate travel arrangements for the students to arrive in style can make or break a graduation.
The transportation needs to be functional, stylish, safe, and affordable. For students who may live a distance from the school or other venues, travel can be difficult, so utilizing a company that can follow a specific route, arrive at certain times, and ensure the safety of the vehicle and students is paramount.
It makes sense that a chauffeur service that also operates school buses for school trips and ceremonies would be the ideal company to call for such an occasion.
Bauer’s Intelligent Transportation is the ideal chauffeur service to use for graduation. Our vehicles come equipped with the latest technology, such as RidePal, allowing parents to see where their children are. We also have dedicated drivers, account managers to handle all inquiries and bookings, and on-site servicing for all vehicles.
Graduate in Style
As the big day approaches, you see it all coming together: the venue, the attire, the music, and the food.
Watch as your students are transported in style for their graduation with Bauer’s Intelligent Transportation. Whether chauffeured in a school bus or a VIP shuttle, they will arrive safe and on time for the time of their life.
You can call us at (415) 233-8545 or contact us here for a quote and to book your preferred service today. Don’t wait; get ahead of the graduation rush now.
