Planning for Graduation Day
By: Mike Sklar
It comes every year at the same time, but that does not mean it gets any easier. A school's graduation coordinator naturally wants the graduation ceremony to be as special as possible, and usually will lose many a good night's sleep planning, measuring, ordering, and hoping that everything turns out just right.
Graduation day represents many years of students' struggles for success, and you want to ensure that each graduate understands how important you feel about this special day. With that in mind, there are some simple guidelines that you can follow to increase the chances of a successful graduation ceremony.
1. Choose the right graduation supplies provider.
Since you are in charge of purchasing the graduation accessories, it is your responsibility to find what is most suitable for your students' needs. There are several companies, both large and small, that do relatively the same thing. These companies either manufacture or supply the caps and gowns, tassels, diploma covers, and all other accessories associated with the graduation ceremony.
The biggest challenge you must face is to first find a company with whom you can feel comfortable. Customer service is what separates one company from others, mainly because the products offered by all are virtually the same. Search the Internet, do some research, and call several companies to see how their customer service representatives treat you. Your school, whether large or small, should receive the same type of customer service.
Make sure the representative is courteous and accommodating, and ask if he or she will be available throughout the ordering process. Many large companies have a customer service center, which means that when you call back, you will speak to a totally different person and cannot specifically ask for "your rep."
Don't feel embarrassed if you don't want to do business with the first, or second, or third company you call; remember that your goal is to make this day the students' special day.
2. Decide on the cap and gown package.
So, now you have decided on the company and your customer service representative. Next, you have to decide on the products.
The cap and gown package, which normally includes a year-dated tassel in the school colors, is the first order of business. Ask yourself some questions. Do you want separate colors of gowns for boys and girls? Do you want the faculty/clergy dressed in gowns for the ceremony? Do you have the measurements for the students ready?
These are all questions that a good customer service representative will ask you, so be prepared. Most companies will supply the measurement forms, if needed, so that the gown packages will arrive "alpha packed" or packed with the student's name for easier distribution. Remember that full-figured students might need a full-figured gown, and they will not receive one unless specifically ordered.
Know what you want before you make the call to place the order, or call your rep and ask for help in determining what you want.
3. Determine if accessories are needed.
The next step is to determine if you need or want accessories. The gown packages are done, and now you need to decide on the honor cords, honor stoles, diploma covers, graduation gifts, if any or all apply.
Do you want to honor the valedictorian, salutatorian, honor students with a special distinction? Honor stoles, medals, and the like are available through all companies, but you need to decide if you want them as part of your ceremony, because normally the reps will not ask.
Diploma covers are also available, but you need to know the size of the diploma. Lead time could be an issue with this product, so either get your order together early, or you might have to settle on a stock item, rather than one specifically suited for your school. With enough lead time, the company will typeset the school name, which is always a nice touch.
Do you want to include a gift for the graduates? Small graduation gifts add to the graduates' sense of accomplishment and nostalgia. Available from most companies, gifts might include t-shirts, "class of" ballpoint pens, or keychain tassels in the school colors. These gifts can be included in the graduate packages, but you must discuss with your representative exactly what your thoughts are. Your rep will be able to supply you with a suitable gift that will be within the school/student graduation budget.
4. Check your order carefully.
You are now complete, in your mind, about the planning and ordering of your school's graduation products. Make sure you advise your rep of your graduation date and specify that you would like your order shipped to arrive at least two weeks before the ceremony date. There will be minor problems associated with your order. It is inevitable. However, if you allow yourself these two weeks, there is more than enough time to exchange damaged/incorrect items.
Make a list of the total number of items you are purchasing. When the goods arrive, check the items personally, if possible, to confirm everything seems correct. When you begin distributing the graduation items, advise the students to have their parents check everything. In this way, you know that the items have been received correctly. Leaving the decision up to the student could be disastrous.
A dress rehearsal a few days before the actual graduation ceremony is a great idea, if time permits. You will be able to personally see how the graduation unfolds, and, at this time, you can tweak your ideas to make the actual day an excellent one.
Preparation is the key to a successful and special graduation ceremony. Planning in advance will make the ordering process easy and fun, and your students will immediately see how much time and energy you invested in making this day the most special they have ever had.
Mike Sklar is vice president of sales for American Cap and Gown, Co. Inc., www.americancapandgown.com .
