In the world of graduation operations, March is when things get very real. This is the moment when planners stop estimating attendance and begin locking in the physical realities of the event—chair counts, ticket allocations, vendor timelines, and ceremony logistics.
In other words, March is the point where planning becomes execution.
1. The “Final Count” Audit
By now, your registrar should have a reliable list of potential graduates.
The Goal: Establish a realistic maximum attendance number.
Even if some students are still finishing degree requirements, planners must determine the maximum number of chairs needed on the floor.
The Action:
Meet with your commencement committee to finalize the guest ticketing policy. If ticket allocations haven’t been announced yet, March is the absolute deadline. Your team needs sufficient time to prepare the distribution system before the April rush begins.
2. The Accessibility & Inclusion Sweep
Accessibility planning is one of the most important—and most frequently overlooked—parts of ceremony preparation.
The Action:
Open a formal request window for accessibility accommodations such as accessible seating, ASL interpreters, mobility ramps, or assistive listening devices.
Why March Matters:
Rental vendors experience a surge in demand during May. If planners wait until late spring to secure specialized equipment, availability may disappear—or prices may increase significantly.
3. The “Production Script” First Draft
You may not have the final speeches yet, but the structure of the ceremony should begin taking shape.
The Decision:
- Confirm the platform party (VIPs seated on stage)
- Determine stage seating assignments
- Identify who distributes diploma covers
The Team Benefit:
Your operations crew needs to understand stage layout, dimensions, and chair counts well in advance. A draft stage plot by the end of March allows teams to prepare equipment and logistics without guesswork.
4. Vendor Check-In: The “Are We Still Friends?” Call
March is the perfect time for a proactive check-in with your vendors—florists, photographers, stage rental teams, security providers, and AV production partners.
The Move:
Send a confirmation email reviewing load-in schedules, vendor access times, and final counts.
Pro Tip:
Ask vendors if they need anything from your team that hasn’t been provided yet. This simple step often prevents last-minute surprises such as power access issues or equipment placement conflicts.
5. Launch the Volunteer Call
If your ceremony relies on faculty or staff volunteers to usher guests, manage seating, or assist graduates, begin recruitment now.
The Strategy:
Spring calendars fill up quickly with travel, weddings, and end-of-year events. Recruiting volunteers in March ensures you secure the support team needed to run the ceremony smoothly.
