Commencement Work Schedule Descriptions - 2022

Assignment

Description

Caps/Gowns/Student Info Table

This table is located at student check in and will be stocked with extra cap and gown pieces. You will be responsible for answering questions from graduates and helping with any regalia issues. When the ceremony begins, pack up extra regalia and return remaining items to the command center in room 203. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

1st floor Info Booth

Located in the North Lobby. Direct students, faculty, guests, trustees, and stage party to proper locations. Answer questions about the schedule for the day and location of events. Be sure to be attentive all guests as the pass by you, even if they don't stop to ask a question. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

Audio/Video

Guest Ticket Scanner

Ballroom Usher

Breakdown

Responsible for Audio/Video in Ballroom and Projector in North Lobby and the Ballroom Lobby.

You will be in the North Lobby scanning guest tickets for entry to the convention center and informing guests that the QR code for the program is available outside the ballroom. Kindly tell guests that they must have a ticket for entry into the ceremony. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

You will be stationed inside the ballroom helping guests find a seat. Please ensure that guests are moving all the way into the rows and do not leave any empty seats between parties. If there are guests with mobility issues please find seating for the party with an end seat. At the conclusion of the ceremony and tunnel please make your way back to the ballroom to assist with breakdown and packing items for return to the IHP. Collect all IHP materials from all rooms and place them for return to IHP. This includes flags, flag stands, banners, diploma cover boxes. All items should be brought to Room 203 for pack-up and labeling for movers. Labels will be available in the Room 203.

Direct faculty who have rental regalia to return all pieces to the cap and gown drop off location outside of the prep rooms.

Please tell faculty that all regalia must be returned Coordinate Cap and Gown Collection immediately following the ceremony. Any faculty who misses the drop off will be responsible for returning the regalia themselves directly to the company.

Assignment

Faculty Dressing Room and Breakdown/Procession Lead/Recession Lead

Media Displays

School Store Attendant

Stage Party/Trustee Dressing Room and Breakdown

Student Check-In

Description Responsible for helping faculty in the dressing room and ensuring that all faculty marshals have their cords. This includes getting them properly robed, keeping track of their whereabouts, and assisting with the line-up for the ceremony, as needed. It's also important to keep faculty apprised of important times and to make sure that they do not wander off. After the ceremony, please return to the faculty room and bring IHP materials to Room 203 for packing. Please remind faculty that any rented regalia must be returned to the University Cap and Gown representative who will be outside of 253AB immediately following the ceremony.

Manage the media displays throughout the facility. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

Answer questions about the school store and sale of items throughout the day. QR code with a link to the school store will be located in the North Lobby of the BCEC. Responsible for helping trustees in the dressing room. This includes getting them properly robed, keeping track of their whereabouts, and assisting Elizabeth Pipes with the line-up for the ceremony as needed. It's also important to keep Trustee/Stage Party apprised of important times for the day and to make sure that they do not wander off. At the end of the day make sure room is clean and no personal items are left behind. Anything returning to the IHP needs to be brought to the Room 203 staging area and packed and labeled. Make sure that all rental regalia gets returned to University Cap and Gowns rep -- Hallway outside of Room 253AB. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom You will be stationed in the West Boardroom Pre-Function area, just after the elevators, to check in students. When students check in you will scan their grad pass and then give them their name cards to scan as they walk across stage. All SON degree candidates should then go to 205ABC, all other degree candidates should go to 210ABC Remind students that they will need to keep these cards safe and secure so that their name can be read during the ceremony. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

Assignment

Description

Traffic Control/ Guest Directions

You are the welcoming face of the Institute! You are responsible for directing traffic and answering guest's questions. Your individual locations are listed on your assignment sheet. All SON degree candidates should go to 205ABC, all other degree candidates should go to 210ABC and all guests and families should go to the ballroom on level 3.

Please make sure that you have a copy of the floor plans so that you can direct guests and answer questions. At 11:50 AM you can leave your post and report for lunch and then to the ballroom for the ceremony. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom. If you have an assignment on level 2, please return there after the ceremony to assist guests with finding the North Lobby, their students and exiting the building.

VIP/ Candid Photos/Breakdown

Manage photos of stage party and other VIPS and candid throughout the day. After all VIP photos are done make sure that the area is cleaned up and that banner is brought down to the North Lobby for an additional photo opportunity.

Photo Assistance During Ceremony

Student Traffic Stage Help

Student Line Up

You will be stationed off stage, to the right and left of the stage. MS and PhD candidates will have a photo taken of their hooding to the left of the stage, before they cross. After students cross the stage they will have their photo taken again with a diploma cover in hand. These assignments will require you to pay attention to timing to ensure that you are moving students along but not rushing the timing of the photos. You will have the opportunity to congratulate students as they approach or exit the stage. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

You will be stationed at the top of the stairs to the stage or by the table where students will hand their reader card before they cross the stage. You will help to ensure that the flow of students stays consistent and even. You will look to Anna and Jack for direction. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

You will be responsible for getting the students lined up in order for the procession into the ballroom. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

Assignment

Student Seating

Shuttle Ambassador

North Lobby Mobility Assistance

Description

You will be responsible for helping with studnet line up in 205ABC & 210ABC prior to the procession into the ballroom.

You will then be stationed in the ballroom and responsible for counting students to ensure that each row is full in the student seating area. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

You will be the 1st person to greet students, faculty and guests as they board the shuttle from the South parking lot to the North Lobby! You will provide instructions about what to expect upon arrival. You will remind students to head to the check in location on the West side of the building and have their grad pass ready to scan. Guests will need to have their vaccination documentation and tickets and remind them that the Ballroom will open at 11:00 AM. Faculty should be directed to room 253AB on the East side of the building. Join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.

You will be stationed in the North Lobby to assist any guest who arrives needing mobility assistance. You will coordiante with the security officers located there if someone needs to borrow a wheelchair. Please report to the ballroom for the ceremony and join the recessional tunnel at the end of the ceremony, guiding stage party and students out of the Ballroom.