How to Prepare for an Indoors Graduation Ceremony

The graduation ceremony is a highlight of every student's life. The ceremony represents the culmination of years of hard work to attain a certain level of education. Most graduates can remember many details of their graduation ceremonies. It is very important to prepare for an indoors graduation ceremony that will operate smoothly to create positive memories for a lifetime. Read on to learn how to prepare for an indoors graduation ceremony.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Table(s)
• Chairs for platform and attendees
• Podium
• Sound system
• List of graduates

1. Ask the school board for the budget of the indoors graduation ceremony you must prepare. You may be directed to come up with a budget for the event if one is not established. Use the budget over the last couple of years as a rough guide for establishing a new budget.

2. Figure out how many guests will probably attend the graduation ceremony this year. Statistics from previous years can help you determine the number of people who will attend the ceremony. Also, consider the size of the graduating class as compared to previous years.

3. Look for an indoors facility big enough to hold the number of people you estimate will attend the ceremony. Many high schools use facilities at local colleges as cost-effective solutions.

4. Ask the facility manager if you will have access to a sound system, platform, podium, table(s) for diplomas and chairs. You will need a plan to procure and set up items the facility does not provide. A clean up plan is needed if the facility doesn't tear everything down after the graduation ceremony.

5. Make sure the rental fees associated with the building fit within the budget. Some facilities require renters to hire a particular staff for the event, which must also be within the budget.

6. Reserve the indoors facility by paying a deposit and signing the contract(s). Be sure to read through the contract before you sign it. Both parties need to be clear on the expectations for the rental of the facilities.

7. Find a guest speaker who will challenge the graduates to make the most of their futures. Book the guest speaker as far in advance as possible.

8. Prepare a schedule for the graduation ceremony to follow. Determine what order various people will speak in and how much time they will have. Give each person involved in the ceremony a copy of the schedule.

9. Let the graduates know what time they are expected to be at the graduation ceremony so they can walk into the facility on cue. Graduates usually arrive at least 30 minutes before the ceremony begins.

10. Announce the time the facility will be opened for guests to arrive, as stated in your contract. In addition, announce any limitations on the number of guests each graduate may bring to the ceremony in accordance with the available space.

11. Assign people to set up and hand out the diplomas.

12. Prepare and run a graduation walk-through for the graduates a couple of days before the ceremony.

13. Oversee the setup of the stage, chairs, table, sound system and other aspects of the graduation ceremony on the day of the ceremony.

Tips & Warnings

• Reserve the space for the graduation ceremony as soon as possible after the graduation date is set.
• Take the parking situation into consideration for the facility you choose. Look for plenty of spaces and easy access to major roads as part of your facility selection process.
• Some schools have graduates give the announcers cards with their names just before going across the stage.