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Graduating from university is a monumental milestone in someone’s life, an honour and achievement. It is a once-in-a-lifetime event that is worthy of a celebration amongst family and friends, marking the end of one journey and the beginning of a new one.
We are here to provide you with a clear roadmap for organising a smooth celebration inspired by the graduation achievement. Read on to get tips on venues, catering, styling, and traditions to celebrate students’ accomplishments.
Define the Purpose and Scope of the Event
Every event needs a clear outline for the type of celebration to be hosted. There are two major points to outline before planning can begin. These are the formality and size of your university graduation event.
How formal will your event be, and what does that entail?
The style of the event may be a formal ceremony, a gala dinner or a cocktail event.
Who will be in attendance?
The size of the event may be for the faculty, the whole university or just a smaller cohort.
Set a Budget and Timeline Early
Outlining your budget is the first step to actively planning your event. The budget will serve as the planning foundation guiding decisions for the event venue, catering, décor, AV, entertainment, and photography. Set aside a contingency budget for unforeseen costs or complications that may arise.
Set your planning timeline 12 months in advance. Start booking your venue and vendors as soon as possible. Booking 12 months in advance ensures you secure the vendors you want at the best rate.
Choose the Perfect Venue
The venue you select for the university graduation will set the tone of the event. Below are some key criteria and questions to think about when selecting your event:
- Capacity
How many people does the space need to hold?
- Stage setup:
What staging is required for the graduation ceremony?
Can the staging setup be adjusted to meet your needs?
- Audio-visual:
What AV is required for the graduation?
Can the venue accommodate your AV needs?
- Accessibility:
Do you require the venue to have accessibility adjustments (such as ramps, elevators or other physical modifications)?
- Transport considerations:
How easy is the venue to get to?
Are there public transport options?
Is there parking on site?
Will you need to organise transportation links between venues?
- Indoor or outdoor?
An outdoor graduation will provide a nice, fresh atmosphere. If you want an outdoor university event, you will need to make provisions for unexpected weather.
If the event is indoors, you will not need to worry about adjusting the spaces to accommodate unexpected weather changes.
Plan the Ceremony and Run Sheet
Pre-plan the university graduation event schedule. Sketch out a run sheet of the event, including layout and timing. The ceremony run sheet should include times for: welcome, procession, speeches, awarding degrees, and closing.
Ensure your schedule includes setup and pack-up before and after the event. Be intentional about setting time for photography, mingling, and celebrations.
Food, Drinks, and Catering Options
Food and drink are always a key element to any good celebration. There are many catering options to consider when planning a university graduation.
Select from styles such as formal sit-downs, cocktail receptions, and light refreshments, including a grazing table. The style of catering will be intimately linked with your event’s purpose and scope. For example, a large formal event will require formal catering, such as cocktails and a sit-down dinner, as opposed to light refreshments and a grazing table.
Ensure you incorporate dietary requirements into your catering options for those who have restrictions to ensure everybody is included and able to enjoy the food and drink.
Styling and Ambience
Use styling and décor to create the ambience of your event. Styling the university graduation will add prestige and bring an element of uniqueness, adding to the creation of a memorable celebration.
Ideas for styling include:
- Stage styling
- Floral arrangements
- School colours
- Photo wall/s
- Graduation-themed signage
Simplify the styling process and create an event that is truly stunning by hiring an event stylist. Luxe By Navarra is a stylist, florist and professional event coordinator who works alongside you to create an exceptional event from conception to execution.
Incorporate Traditions and Personal Touches
A well-thought-out theme for your university graduation will boost your celebration. A theme that showcases the personality of the graduates will reflect their achievements and set a tone of purpose and harmony for the event. Incorporate traditional and personal touches, such as university colours, mottos, mascots, academic regalia, music, speeches, and cultural inclusivity into the event.
You may also consider modern additions like live streaming or digital programs for those who cannot attend.
Capture the Moment
University graduations are a momentous event for all graduates and their families. Ensure that you have professional photographers and videographers at the event to capture the special moments. Encourage the graduating class to use a live social media wall or hashtag to capture moments, engage with others, and save their memories online.
Celebrate the Achievements with Style
No one forgets the day they graduate from university. To ensure a remarkable event, careful planning is required. Plan with purpose, considering the budget, timeline, venue, vendors, ceremony, run sheet, catering, styling, and personal touches. Most importantly, the centre of this day is to celebrate the accomplishment of the graduates and should be filled with love, laughter and joy.
Navarra offers venues and services to make graduations seamless and memorable. Have a browse or use the banner below to enquire now.
