Presentation on theme: "GUESS WHO’S COMING TO COMMENCEMENT? Preparing to Host a VIP at Formal Academic Ceremonies Brad Barron, Associate Dean and University Registrar Furman University."— Presentation transcript:
GUESS WHO’S COMING TO COMMENCEMENT? Preparing to Host a VIP at Formal Academic Ceremonies Brad Barron, Associate Dean and University Registrar Furman University
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
The Case Furman University hosts George W. Bush, the 43 rd President of the United States (POTUS). President Bush was the featured speaker at Furman’s spring commencement ceremony held May 31, 2008
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
Time Line – Day of Visit 10:30 – commencement rehearsal 12:00 – venue lock down 16:30 – graduates line-up (two hours early) 17:00 – gates open at venue 17:15 – graduates arrive at security check point 17:45 – faculty arrive at security check point 17:50 – graduates clear security 18:00 – dignitaries begin to arrive 18:10 – faculty clear security
Time Line – More Day of Visit 18:55 – Air Force One wheels down at GSP 19:00 – POTUS presents award at airport meeting 19:05 – Presidential motorcade exits GSP 19:20 – Presidential motorcade arrives at venue 19:25 – ceremonial procession begins 19:45 – POTUS accompanied onto stadium floor 20:05 – Presidential address 20:20 – POTUS departs 21:30 – commencement concludes
Advice Understand the unique nature of your situation Know your procedures Be flexible Stay in your scope Don’t stress
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?
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?
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?
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?
Don’t stress It is important to plan, but be prepared to amend your plans Focus on your responsibilities, but don’t obsess about them Depend on other professionals, both on your campus and with the visiting team