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 43rd
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



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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
Questions?
Brad Barron
Furman University
[email protected]
864-294-2030