Law School Graduation: Handling the Details and Making It Special Presented by: Chris Butzen Loyola Law School – Los Angeles Monday, April 2, 2012 3:45-4:45 Session ID 219

Benefits: An Understanding of … We hope you leave with one thing you have learned that you could use at your home school.

Loyola Law School – Los Angeles Outdoor Commencement

Overview 430 graduates 6,000 guests 65 faculty 30 VIPs Stand alone campus 20 miles from the undergraduate university – most students and guests have never been on the campus

Elements Have a backup inside location (It never rains in Southern California) Backup location is the gym that holds 4,000 Decide when you will decide Sun (sunscreen) Shoes (grass) Area or room for guests with disabilities (streaming) ADA requirement for ramp (for every foot off the ground the ramp must be seven feet) Back up generator

Contractual Services Do one year in advance to make sure vendors are available Location, audio/visual/photographers/chairs and tables Table rentals for stage and receptions Chairs, fencing tents, staging, Porta-Potties (VIP) ($256) Photographers Stage and degrees (no cost) Roaming ($500) Staging area for families to take photographs of students, guests, faculty, etc. Audio/Visual ($9K) Bookstore tents ($209 paid for by the bookstore) Radios for staff on Commencement Day Live music vs. recordings

Help and Staffing EMT station ($200) Security Ushers Traffic Control After setup overnight security Bomb sniffing dogs Ushers Human chain Traffic Control Hire off duty police through the LA Police Department for street traffic ($2,300) Use public safety officers on campus, parking and traffic ($2,300) Mock ceremony at Law School week of commencement Law School administrator required to help Law School non-exempt staff (overtime, transportation cost) Events staff Service organization Need for stage manager

Parking VIPs and faculty closes to event Special need parking Printed signs (on web page) Golf carts 11/7/2018

Catering Food Services (contractual obligation with first right of refusal) Water stations, fast food items (soda, sandwiches, etc.) Refreshments for students in robbing area ($2K) Brunch for faculty, VIPs, etc. before ceremony ($10K) Refreshments for faculty VIP, etc. after ceremony Refreshments after ceremony for graduates and guests ($20K) Refreshments for staff working Continental breakfast Lunch 11/7/2018

Logistics Rentals delivered two day before ceremony (chairs, tents, etc.) Day before ceremony do final check for staging and seating Faculty regalia delivered to event location day before Commencement  Diploma Covers Student regalia not picked up at bookstore Extra regalia including tassels Office supplies First aid kit 11/7/2018

Scripts Under each seat on stage Copy on each podium Copy to audio/visual staff 11/7/2018

Commencement Toolkit Jumbo Trons ($5-8K) Web Streaming ($-5K) Detailed Tasks List Sample budget Timelines for Commencement day Duties for staff 11/7/2018

Detailed Tasks List – 440 Tasks Status Task Start Date End Date Person Responsible Diploma Covers and Inserts Order Diploma Covers 500 2/18 3/14 Office of the Registrar Order Diploma Insert 500 2/3 Deliver Diploma Covers to Westchester (East Hall) 5/17 Courier Verify that Signature on Insert are Current 3/7 Contact Herf-Jones to Activate Web Site for Diploma Frames Web Person Graduation Info on Web 8/12 5/18 Verify that Signatures on the Diplomas are Current Edit Content 1/20 1/31 Order Mailers for Diplomas Graduation Application on Web Email to Graduating Class of on Web Access to Graduation Info Email to Summer & Fall 2006 Candidates on Web Access to Graduation Information 2/21 2/25 Establish Deadline for All Graduation Events and Processes Commencement Committee Put Link to Graduation on LLS Main Web Page (Mostly for Family and Friends Who Don't Have Access to the Intranet Put Graduation Flow Chart on the Web Office of the Registrar, Web person Create Email list for Graduating Class Invitations to Graduation Board of Overseers (Law School) 3/15 4/7 Dean's Office Board of Trustees 11/7/2018

Role of AV Contractor McCune Sound   9:30 AM Do sound check on all equipment. 11:15 AMPlay background music. (Make sure no music is played during the 10:00 AM Mass Service.) 12:52 PM Play Music for the Royal Fireworks (Menuetto), #1 on CD #1, to mark the beginning of the ceremony. 12:55 PM Play March from the Raiders of the Lost Ark, #2 on CD #1. 1:00 PM Play Fanfare for the Common Man (loudly), #3 on CD #1. 1:00 PM Make sure the stage microphone is on for the announcer. 1:05 PM Coordinate microphones with live music and announcements. 3:15 PM Play lively marches when musicians stop playing. Begin with #4 on CD #2 (do not play numbers 1-3).   10 minutes after the ceremony make the following announcement: Graduates please return you cap and gown to St. Roberts Hall before you leave. Thank you. 11/7/2018

Role of Mace Bearer / Marshal 10:45 AM View stage setup at the Regents Terrace and review with Registrar 11:00 AM Review poster in Ahmanson Dining Room (seat and stage arrangement). 11:00 AM Dean's Brunch 12:15 PM Robe 12:45 PM Leave Ahmanson: Position yourself in front of the graduates at the top of the stairs at the Sunken Garden (where Commencement is taking place).The Registrar will meet you there and review final instructions. 1:00 PM Ceremony begins: When Pomp and Circumstance begins, walk down the center aisle at about 60 paces per minute. Walk up the stage and stand in front of the podium. When the last faculty member passes you, walk towards your assigned seat in the first row, stage left, and place the mace in the holder next to your chair. After all diplomas are issued, prepare to lead the recessional after the Dean makes his final comments. Lead the dais party down the center aisle at about 80 paces per minute. Walk towards the Chapel, turn right and lead procession towards Ahmanson. Return cap and gown. Place the mace in the mace holder box at Ahmanson. 11/7/2018

Summary Start planning a year in advance Have a backup plan Ask for more budget Have a small Commencement Committee Take Pictures of the Setup

Stage Setup 11/7/2018

Diploma Covers and Certificate of Participation 11/7/2018

Staging Review

Class Photograph 11/7/2018

Announcer 11/7/2018

Stage 11/7/2018

Staging Wide Angle View

Note Stage Manager - Me 11/7/2018

Roberto the Herald 11/7/2018

Full View 11/7/2018

Thank You! Presenter Name(s) Chris Butzen – chris.butzen@lls.edu Derrick Gabriel - DGabriel@Central.UH.edu Deborah Felice - DFelice@okcu.edu Tricia Pearson - pearsonp@seattleu.edu Please complete the class evaluation form Session ID 219