At 7:15 a.m./12:15 p.m. you will place the awards on the “awards and mace” table in the order they will be received (for morning ceremony, place the afternoon awards under the table). Make sure you have the appropriate number of chairs on the stage. Label beneath each chair with the name card of the individual to sit in that chair (see diagram in cue book). The program volunteers should set aside programs for the stage party on the photo risers, if they haven’t please ask them for programs—Place a program on each stage party member’s chair.
The special events room should bring out water glasses & a pitcher of water, if they haven’t please go in locate a pitcher of water and glasses that catering set aside for the stage. If you are unable to locate these, have your section leader radio Francesca immediately. Put water pitcher and glasses on the small table on the stage next to the lectern. Please remember to change the water glasses between ceremonies and check inside the lectern to make sure nothing was left behind. You should have labels in your supply box to put names on each glass.
At 7:30 a.m./12:30p.m. check to make sure the box of alumni pins are the tables on each side of the stage and that there are enough pins in each box. If you are unable to locate the alumni pins, or you need additional pins, please ask your team leader to radio Francesca immediately. Please distribute the pins equally under each table.
Make sure the scroll tables are in the correct location and that the drape is on straight. Locate scrolls and place them on both tables. If you are unable to locate the scrolls, have your section leader radio Francesca immediately. Please distribute the scroll equally under each table.
At 7:30 a.m./12:30 p.m. check the stage to make sure the name card boxes are on stage. If there are no name card boxes, ask the photographers for them and make sure they are on the scroll tables on each side. During the ceremony, when the candidates rise to cross the stage to receive the participation scroll, the stage assistants are to go on stage and stand next to the reader behind the scroll table (see cue book instructions). You will take the name cards from the Reader after each candidate’s name is announced and place it in the photographer’s box. It is important for the cards to be kept in order for the photographer to match pictures with student names. Commencement staff will be checking to make sure candidates have name card as they line-up to cross the stage. Hopefully, candidates will not reach the stage without a card. If it happens, insert blank cards into the stack of name cards. Give the box to the photographer after the ceremony. If you receive a laminated major card, please keep it separate from the photo name cards and return to the Volunteer room or put them in the Stage Party supply box after the ceremony.
Candy: Take your cue from the “cue book” to know when to step up on stage to hand off the awards. During the ceremony, enter the stage via the ramp in the back, not the stairs.
STAFF NAME at the end of the guest speaker’s address, get ready to go to the alumni pin table on the Northeast side to distribute pins to graduates as they cross the stage.
STAFF NAME when the left side of the floor has been completely dismissed, go to the alumni pin table on the Northwest side to distribute pins to graduates as they cross the stage.
STAFF NAME will go to the bottom of the stairs on the Northwest side to assist the candidates’ graceful entrance and exit from the stage, without any gowns being caught on any railings.
STAFF NAME will go to the bottom of the stairs on the Northeast side to assist the candidates’ graceful entrance and exit from the stage, without any gowns being caught on any railings.
At the conclusion of each ceremony reorganize your supply box and make sure you have enough materials and resources for the next ceremony.
At the end of the day please pack up your supplies and check you materials back into to the volunteer room.
Double check the stage to make sure there is no garbage, extra boxes, supplies, etc. left on the stage