Graduation Ceremony Manual: How to Create Your Own
Presented by: Alison Ducharme Director of University Ceremonies & Events
Prologue
• Staffing
• Institutional knowledge
• Job security
Chapter 1: Formulate the Story • What purpose does the Manual serve?
• Who will use it?
• How will it be used?
Chapter 2: Scene Selection
• Identify modules for Manual
• Broad-based areas or task specific sections?
Modules
• • • • • • • • • • • • • • • Academic Procession Alumni Awards Book of Words Catering Chaplains Citations & Speeches Convocation Booklet Emergency Preparedness Faculty Database Honorary Degree Recipients Invitations Mace Bearers Marshals Musicians • • • • • • • • • • • • • • • Orators Order Documents PhD Supervisors Photography Platform Party Procession Order Reception Robing Assistants Schedule Statistics Student Registration Student Room Assignments Students with Special Needs Venue Website Maintenance
Chapter 3: The Playwrights
• Who knows each area?
• Who is best to write the modules? • Who will be monitoring the writing of modules?
Chapter 4: The Canvas
• Develop a standard template for each module • Include:
– Task & Timeline – Key Contacts – Samples – Photos
Sample Task / Timeline Chart
Date
(# of weeks before event)
Task
Description
6 weeks
Musicians
Contact all musicians to check availability for ceremonies required: Organist Guitarist Soloist Please see contact list for Previous musicians that have participated in the ceremonies. If a musicians listed on the contact sheet Are unavailable then contact the School of Music for additional referrals.
Creative License
• Keep it simple
– To create – To revise – To access information
• Instructions for consistency
– Task & Timeline Template Instructions – Key Contact Template Instructions – Sample Instructions
Chapter 5: A Literary Work of Art • Write the modules
• Develop reasonable timeline for completion
• Determine look, design and applicability of final product
Chapter 6: Rehearsal
• Implement an internal review system among team
• Review, revisit, rewrite as required • Build in time within overall timeline for revisions
Notes for Proofing Documents
Chapter 7: Show Time!
• Use Manual for all stages of planning & implementation • Monitor success and ease for planning & preparation
• What’s missing?
Epilogue
• Debrief on use of Manual
– Did it assist in planning event – If so, how? – If not, why not? – What can be changed to make it better? – Create system for ongoing revisions
Footnotes
• Up front planning is critical to success • Standard templates will allow for easy edits and updates • Develop systems for ongoing review • Keep it ALIVE!