Each year, with finals drawing to a close and summer on the horizon, Elon University prepares to execute the intensive task of preparing for every minute aspect of the annual Commencement exercises.
Held under Elon’s oaks, Commencement brings the Elon community together to celebrate and honor the accomplishments of the graduating class. Wishing them well as they step out of the Elon bubble and into the real world, Commencement brings to a close the seniors’ time as students of the university. To honor the graduates with a well-run Commencement ceremony, Elon starts intensive preparation for the next year almost immediately following the culmination of Commencement activities for the current graduating class.
In order to accommodate the thousands of visiting family members and guests, Elon pays meticulous attention to every detail, taking into account specifics ranging from setting up thousands of chairs to developing a backup plan in the event of unfavorable weather. To Elon students, guests and visitors, the chairs seem to appear almost out of thin air, but the setup and behind-the-scenes action involved in preparing for Commencement requires a university-wide effort in coordinating seamless cooperation between Physical Plant, Student Life staff and cultural events staff.
In November of each year, the Office of Cultural Programs and Special Events works in conjunction with Physical Plant to begin ordering equipment. In January, the offices finalize the schedule, lists, diagrams and other materials pertaining to setup and the actual ceremony. After the graduation fair in February, the Office of Cultural Programs and Special Events begins regularly planning meetings and sends out letters to graduating students.
Seeking to improve Commencement and smooth out any difficulties that may arise, the university identifies strengths and weaknesses in previous Commencement exercises and uses them as a foundation from which to improve for the following year. In fine-tuning the Commencement setup and preparation process, the Office of Cultural Programs and Special Events strives to make it more enjoyable and as comfortable as possible for everyone involved.
Staff arrives at 4 a.m. Under the Oaks the day of Commencement to prepare, and Physical Plant works throughout the day to make sure everything is in the right place. The Student Life staff also checks students in and makes sure they are in the correct order.
While the university hopes for the best weather, they plan for the worst. The Office of Cultural Programs and Special Events starts monitoring the predicted forecast a month beforehand and closely watches the weather radar throughout graduation day. If it does rain, the ceremony is held in Alumni and Jordan Gyms wherein each graduate gets two tickets because the gyms cannot accommodate all the families attending. Those without tickets go to other locations around campus and watch the ceremony on closed circuit television.
Although the physical layout stays roughly the same every year and the Commencement schedule varies only slightly, staff members said the dynamic of the graduating class and the personality of the speakers create a fresh and entertaining ceremony each year.