As a commencement leader, you are a master in high-stakes plate spinning. And in January, you’re like many others who feel a sudden compression of the duties of your day job with the looming reality of a big "spring" event that is much closer than the calendar suggests.
We call this the January Wall — that moment the day job and commencement planning slam into each other at full speed. It’s when things like venue logistics transition from "to-dos" to "must-get done now" realities. Yea, we’re talking about fun things like securing a premium stage, a reliable Jumbotron, or enough seating while managing a tiny budget.
The good news is you can smash the January Wall. Here are three moves you can make now to make logistics planning your secret weapon in the spring.
Audit Your "Holds"
Send a quick "confirmation of intent" to your primary A/V, tent and other vendors. Because many regional vendors hit peak capacity by February, a simple email today keeps your institution at the top of their priority list and secures the most experienced technicians for your event.
Negotiate Your "Value-Adds"
Since you are ahead of the spring rush, and might be “shopping around,” vendors are often more willing to discuss "off-peak" pricing or equipment substitutions. Ask them "What equipment do you have in-house that fits our budget?" rather than requesting specific, high-cost models. Speak to other vendors and negotiate.
The "Labor First" Rule
Remember, it’s usually the skilled labor—not the gear—that runs out first. Confirming your crew leads in January ensures your ceremony is run by the "A-Team" who knows your venue’s quirks, rather than seasonal backups hired at the last minute.
These are three tips that the masters are doing now to make the "magic" of graduation possible. A few proactive moves like these this month will turn that January Wall into a solid foundation for a flawless spring celebration.
Let’s go!
