No. 1: Finalize your "Order of Exercises"
You need a minute-by-minute script. Even if it feels early, now is the time to get this sorted in order to prevent a last-minute panic.
✔ The Script: Draft the remarks for the Provost, Dean, Principal and any other VIPs on the ceremony speaker plan. Get the timings right.
✔ The Name List: Ensure the phonetic spelling of every graduate's name is collected. Nothing ruins a moment like mispronouncing a name. Get this right!
✔ Music & AV: Confirm your DJ/Band knows the cues for Pomp and Circumstance and that the livestream technician is booked.
No. 2: Engage Graduates with a first "Call to Action"
Students are notoriously distracted this time of year. Use March to engage and push them to get excited (and organized) for their big day.
✔ Cap and Gown: Set a "Hard Deadline" this month for students to order their regalia to avoid expedited shipping fees and ensure everyone is ready to walk. Regalia distribution will happen in April.
✔ Graduation Applications: Verify that everyone walking is actually on track to graduate.
✔ Ticketing: If you have limited seating, distribute tickets (digital or physical) now so families can plan and travel accordingly.
No. 3: Logistics & Vendor Lockdown
Run through the actual physical equipment and related requirements of graduation day. Everything you need for the event should be on a final contract by the end of March at the very latest.
✔ Rentals: Confirm counts for chairs, stage extensions, and podiums.
✔ Accessibility (ADA): Map out seating for guests with mobility issues and ensure you have American Sign Language (ASL) interpreters booked.
✔ Security & EMS: File your permits with local police or campus security for crowd control and traffic.
No. 4: Start The Communication Blitz
You want to reduce the number of "Where do we park?" emails in May.
✔ The FAQ Page: Update your website with a clear "Know Before You Go" guide. Email it to your guests and students. Then email it again.
✔ Volunteer Recruitment: Start recruiting staff, faculty, and graduate students as "Marshals" to help direct the flow of students.
Critical Timeline: March vs. April
| Task | March Priority | April Goal |
|---|---|---|
| Regalia | Finalize orders / Distribution plan | Distribution begins |
| Names | Phonetic collection | Reader cards printed |
| Site Map | Stage layout & seating charts | On-site walkthrough |
| VIPs | Confirm travel for Keynote Speaker | Finalize speaker intro |
