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

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

3. Loyola Law School – Los Angeles
Outdoor Commencement

4. 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

5. 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

6. 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

7. 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

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

9. 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
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10. 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
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11. Scripts Under each seat on stage Copy on each podium
Copy to audio/visual staff
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12. Commencement Toolkit Jumbo Trons ($5-8K) Web Streaming ($-5K)
Detailed Tasks List
Sample budget
Timelines for Commencement day
Duties for staff
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13. 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
to Graduating Class of on Web Access to Graduation Info
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 list for Graduating Class
Invitations to Graduation
Board of Overseers (Law School)
3/15
4/7
Dean's Office
Board of Trustees
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14. 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 :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.
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15. 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.
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16. 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

17. Stage Setup
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18. Diploma Covers and Certificate of Participation
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19. Staging Review

20. Class Photograph
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21. Announcer
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22. Stage
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23. Staging Wide Angle View

24. Note Stage Manager - Me
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25. Roberto the Herald
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26. Full View
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27. Thank You!
Presenter Name(s) Chris Butzen – Derrick Gabriel - Deborah Felice - Tricia Pearson - Please complete the class evaluation form Session ID 219