How to Organize a Graduation Ceremony

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Graduation Ceremony

There are moments in life that deserve a special celebration. Completing studies successfully is one of them. This is true in any type of study, but because of its symbolism as a change of stage and vital transition towards new horizons, university graduation is especially important for students. The graduation ceremony (along with the subsequent graduation party) is a moment that you will always remember, so the organization must be impeccable. So that you do not fail this last subject, we guide you through the key points to organize it.

1. Define the project

Like any event, a graduation ceremony requires a well-planned, detailed, and coordinated organization. Therefore, the first step is to define the project and thus establish the framework in which you will move for the organization.

1. Who organizes the graduation ceremony

Depending on the center where you have completed your studies and the usual internships there, it will be the students of the institution itself that bears the weight of organizing the graduation ceremony. The usual thing is that with greater or lesser involvement, both collaborate. For this collaboration to be agile and efficient, good organization and a clear distribution of tasks are necessary. It is a good idea to designate a person in charge of the project from each side: the students and the educational center.

2. What type of graduation ceremony are you going to organize

Organizing primary or secondary graduation is not the same as organizing a high school or university graduation. What tone do you want your graduation ceremony to have? Do you prefer solemn graduation or light and fun? Do you want to organize American-style graduation? What capacity will it have? All these questions will help guide the rest of the decisions you will have to make during the organization of the graduation.

3. When and where will it take place

Graduation ceremonies are usually held a few days or weeks after the last exam. Set the date as soon as possible to ensure the availability of both the students and their guests as well as the speakers and suppliers you would like to have.

The most commonplace for graduation ceremonies is the assembly hall or auditorium of the university or educational center itself. If a suitable space does not exist or is not available, it is also possible to rent a place for your celebration. Without a doubt, with a little patience, you will find the ideal place for your graduation! In any case, ensure that the space is accessible to people with reduced mobility, that it has good lighting and sound, an appropriate size for the number of attendees expected, and easy to get to by public transport and by car.

4. Set a budget

The budget is the beacon of any organization of an event, and a graduation ceremony was not going to be less. This basic element of the organization of events is often feared as a restriction, but the budget is what will allow you to establish hierarchies between the different items and make decisions with ease. Of course, do not forget to allocate a game to possible unforeseen events!

Send the invitations for the graduation ceremony

There is no graduation ceremony without guests. Especially the graduating students, but also their own guests. Depending on the space chosen and the number of students, professors, and other institutional guests, determine how many guests can accompany each student.

The next step would be to send the invitations for the graduation ceremony. Nowadays, it is common to send invitations in digital format, but whatever your choice, you can get inspiration for the design by searching the internet for graduation ceremony invitation templates. Collect the best ideas, adapt them to your style and keep in mind these tips for sending graduation invitation emails.

To correctly manage the capacity and also the material needs that we will see in the next point, it is important to have an idea of the final number of attendees. The easiest way to manage it is by sending a link to a registration website or microsite where guests can register to RSVP. Ideally, it is each student who is responsible for confirming her attendance along with that of her guests.

The registration system is also interesting because it allows you to collect additional data through a registration form: from food restrictions to the teacher who has marked you the most in your career. Having a system for registering and issuing photo graduation invitations online will also allow you to control access to the assembly hall or auditorium on the day of the ceremony, quickly and easily, by scanning the QR codes on the invitations. If you pay attention to all the elements presented, you will get on the honor roll in the organization of your graduation ceremony.