Guess Whos Coming to Commencement

1
Guess Whos Coming to Commencement?

• Preparing to Host a VIP at Formal Academic
  Ceremonies

Brad Barron, Associate Dean and University
Registrar Furman University
2
Objectives

• Consider strategies for planning and executing a
  successful ceremony
• no matter who will be in attendance
• Develop an understanding of concerns to address
  when hosting famous guests
• (with accompanying security and media entourage)
• and those not to worry about
• Impart entertaining snippets about a specific
  event
• OK, maybe not so entertaining ?

3
The Case

• Furman University hosts George W. Bush, the 43rd
  President of the United States (POTUS).
• President Bush was the featured speaker at
  Furmans spring commencement ceremony held May
  31, 2008

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Time Line - Dates

• mid-February White House begins to consider
  POTUS commencement appearances
• Early March Furman contacted by the office of
  SC Governor Mark Sanford about the potential for
  a POTUS visit
• April 10 public announcement of POTUS visit
• April 15 first meeting of campus personnel to
  plan logistics of POTUS visit
• May 25 Secret Service advance team arrives on
  campus

5
Time Line Day of Visit

• 1030 commencement rehearsal
• 1200 venue lock down
• 1630 graduates line-up (two hours early)
• 1700 gates open at venue
• 1715 graduates arrive at security check point
• 1745 faculty arrive at security check point
• 1750 graduates clear security
• 1800 dignitaries begin to arrive
• 1810 faculty clear security

6
Time Line More Day of Visit

• 1855 Air Force One wheels down at GSP
• 1900 POTUS presents award at airport meeting
• 1905 Presidential motorcade exits GSP
• 1920 Presidential motorcade arrives at venue
• 1925 ceremonial procession begins
• 1945 POTUS accompanied onto stadium floor
• 2005 Presidential address
• 2020 POTUS departs
• 2130 commencement concludes

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Advice

• Understand the unique nature of your situation
• Know your procedures
• Be flexible
• Stay in your scope
• Dont stress

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Understand your situation

• What type of event is this?
• When and where will the event be conducted?
• Who will attend the event?
• How will the event change with the addition of
  this guest?

9
Know your procedures

• What have you done in the past at this event?
• How well-developed are the plans for this event?
• Who is normally involved in making this event
  successful?

10
Be flexible

• Are there any parts of the event that really
  cannot be changed?
• How much lead time is necessary for changes to be
  implemented?
• What methods of communication can be used to
  ensure all involved parties know and execute
  their responsibilities?

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Stay in your scope

• What is your role in this event?
• Do you know who on campus is responsible for what
  in regard to this event?
• What can you do to avoid being involved in
  matters outside of your area?

12
Dont stress

• It is important to plan, but be prepared to amend
  your plans
• Focus on your responsibilities, but dont obsess
  about them
• Depend on other professionals, both on your
  campus and with the visiting team

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Questions?

• Brad Barron
• Furman University
• brad.barron_at_furman.edu
• 864-294-2030