2021 Commencement Updates

We are quickly moving into the 2021 commencement season for both colleges and high schools. Since the start of Covid-19, we have worked hard to follow all recent and developing guidelines for graduation ceremonies to help our clients navigate their events efficiently. 

As we move into this year's commencement ceremonies, here are the top trends and requirements you will need to follow closely to have a graduation ceremony in 2021 successfully. As always, our team is here to help you navigate these changes with ease. We are fully equipped to support the new guidelines and recommendations for 2021 commencement ceremonies. You can contact our team here to learn more and secure your space for event management.  

Outdoor commencement ceremonies 

In order to safely social distance and meet the CDC suggestions, outdoor ceremonies will take the lead for 2021. This requires a unique approach to handle outdoor audio, staging, seating, and video needs. Our team is prepared to help you implement these changes with our high-quality equipment and trained technicians. While some events will be entirely outdoors, some also have a hybrid component, which you can read about below. 

Hybrid graduation ceremonies 

Hybrid graduation ceremonies have both an in-person and virtual component to them. Typically, students will be able to graduate (outdoors), and loved ones will be able to stream the event from home, through their computers, or other smart devices. This option is great to help with social distancing and allows family members from all over the USA to watch the event from their homes' safety and comfort.

Hybrid events do require the right audio, video, and live streaming set up, but our team has everything you need to have a hybrid commencement ceremony successfully. Keep reading to learn more about live streaming and how it can elevate your student's commencement event. 

Live streaming 

So what exactly is live streaming? To put it simply, live video streaming allows you to record an event as it is happening and send the live feed to a location of your choice (social media, streaming platform, etc.) In order to successfully live stream an event, you will need;

  • High-quality audio
  • Video capabilities
  • Streaming capabilities
  • High-quality video 
  • The ability to pre-record and edit if needed


What are the next steps? 

While these requirements might sound a little overwhelming, we are happy to help you. Our team of fully trained experts and our 25 years of experience allow us to provide high-quality event services for our clients. We have your equipment, video, event management, and event needs covered, so contact our team today to schedule a no-cost call and let's get your event moving forward. 

Click Here to download a PDF version of this video presentation. 


If you would like to check out our other resources as well, you can find them here;

Commencement Event Updates for 2020 and beyond

How Virtual Events are Changing the Live Event Landscape

How can we Prepare for Distance Learning and Virtual Events?

Governor Abbott's May 18 commencement guidelines





In Depth Events and the Winter Wedding Wonderland

Spring and summer weddings are great, but have you or your bride considered a winter wedding reception or party? During the winter months, the weather can be more stable (and cooler) than summer months; family members are more likely to get time off, and it's easier to book vendors. If you do it right, winter weddings can be spectacular and unforgettable. In December of 2020, we did a winter wedding event for an amazing bride, and the results were absolutely breathtaking.

Our December bride was fortunate to have grown up in a suburban home with a stunning backyard, including a custom deck, swimming pool, treehouse, and a breathtaking natural lawn  that slopes down to a creek on the edge of their property.  Her dream was a backyard wedding reception in the home she loved growing up in.  Our task was to build a level structure into the yard with a clear top tent that would accentuate the natural beauty of the space.  In addition, we were asked to use lighting to accentuate the Holiday feel.  By tying in a black and white dance floor, power rentals, executive restrooms, and heaters, we were able to plan a reception that would accent the space instead of overpowering it.

Peerless Tents and Events was an invaluable vendor for the event.  The clear tent structure, banquet tables, garden chairs, custom bars, and all linens were all a part of the planning.  In addition to tent/table/chair/linens, Peerless showcased items from their furniture rental catalog for the lawn area.  This provided the finishing touch in the planning for this distinctive area of the event. The installation of the custom, load bearing deck was a three day build.  Along with the deck, In Depth Events provided a custom curved edge to match the elevation of the pool deck, and a custom step unit to access the lawn and treehouse.  Building the structure had to be structurally sound, as over 140 guests were going to be seated on the deck for a plated dinner!

In Depth Events crews worked for another three days to bring in the lighting, decor items, dance floor, heaters, power, bars, tables, and chairs.  All items had to be hand carried into the event space.  Sunup to sundown over the six day build, the event began to take shape.  The night of the event, guests began to arrive, and all were completely blown away by the amazing layout that our client planned and we executed.  The food provided by Wendy Krispin catering was delicious, the atmosphere was phenomenal, and the compliments to the wedding couple and family flowed like water.

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"This was my dream wedding, and In Depth Events made it possible! They were professional, creative, and masters at bringing my vision to life. I am SOOOOO happy with how everything turned out and highly recommended you hire them for your wedding!"

Gracie B Dallas, TX

We have to agree with Gracie that her wedding was spectacular, and we are proud that we got to be a part of it and contribute to bringing her magical day to life. If you are considering a winter wedding, here are some things you need to know when planning.

What do I need to know about having a winter wedding?

If you are planning a winter wedding, here are some things to think about:

  • Heaters are a must have. Electric or LP (top hat) heaters should be the go-to. Avoid glass heaters. They are pretty but don’t project much heat.
  • The sun sets earlier in the winter. Work with your photographer for the best timing on natural light, and hire experts like In Depth Events to handle your *LED and decor lighting.
  • With any outdoor wedding or wedding reception in a residential space, consider the limitations of the house, especially in regard to power and restrooms. You will need a generator for power for decor lighting, band needs and catering needs. You will need to bring in executive restrooms for your guests.
  • Consider warm and hearty foods for catering. Think hot soups, hot appetizers, and make sure to include coffee and cocoa in your bars. A signature warm cocktail is great too!
  • Lighting should be warm as it will make your guests feel warm. Avoid cool blue, and instead, use warm white, yellows, and reds for decor and uplighting. *Don't forget that bulb stringers and christmas lights need to be warm white too!
  • Advise your guests that the event will be outdoors on the invitation. Suggest that they dress appropriately. It never hurts to have throws, scarfs, or shawls on hand for older guests.

How can In Depth Events help with my winter wedding?

First off, we should mention that we LOVE winter weddings and wedding receptions.  Our warehouse has everything you need for a magical event. We handle everything from custom tents, swimming pool covers, event heating and cooling, generators, lighting, audio, and vendor recommendations.

We have over 25 years of experience, which comes in handy for complex events, like winter weddings. Winter weddings do require different rentals and custom builds to ensure things go smoothly, and your guests are safe and comfortable. If you are ready to plan a winter wonderland wedding or wedding reception, contact our team today.  We can't wait to bring your vision to life as we did for Gracie and her family! 



Commencement Event Updates for 2020 and beyond

It's been one heck of a year for Texas educators, from online learning to social distancing and all of the changes in-between. As we move forward through the COVID landscape, you might be wondering how commencement events will look for the coming year and beyond.

If you are planning and preparing for this year's commencement events, we are happy to help. The good news is we have plenty of time to plan and design a fantastic commencement event for your students and parents. We are closely monitoring Governor Abbott's updates on Texas commencements so you can stay informed and keep your students safe.

Social distancing is still in place for commencement ceremonies


How will commencement events look for 2021?

That's a good question. So far, the recommendations and guidelines require that commencement ceremonies be held outside. This allows for social distancing, but we see some schools allow for pods. Pods are just groups with the student and family members in them only. 

There will most likely be limits on the number of tickets available to allow for enough space and ensure that social distancing best practices are followed. 

To have a successful outdoor event, you will; want to consider adding these rentals to your event. 

Our team has prepared for these changes, so we are ready to help you with your commencement event. We suggest you book early to get a head start and secure your rentals and our technicians for your next commencement event. 

Live streaming is here to stay

Live streaming is one element of commencement events that is here to stay. Live streaming is a great way to allow family members and friends from other states or who cannot travel to be at the ceremony virtually. There is no downside to live streaming as long as you have the right team ensuring there are no unwanted comments or technical difficulties while streaming. This is an excellent way to social distance but still allow other family members to feel involved. 

Why should you hire In Depth Events? 

Look, we know that not every school has the right set up to live stream or run an outdoor event. We have experience with complicated connectivity and can get you up and running with high-quality equipment rentals and an experienced team to run it all for you. We even handle the social media component for you. We want you to focus on the graduates and not the technical setups. 

What are the next steps? 

Whether you have the latest audio system or need a full set up, we are here to help you. Contact our team today to schedule a no-cost call. We know there is still a lot of uncertainty around 2021 events. 

We are watching developments closely to see how COVID and the calls for social distancing will affect indoor and outdoor commencements. We are dedicated to our clients and ensuring schools comply and provide safe events for their students!




Update from In Depth Events

It's hard to believe that the year is coming to a close, and it sure has been one for the books. The event industry has changed drastically, but we are happy to tell you that things are starting to go back to a new kind of normal. We want you to know that we are open and here to help you navigate the new event space. There are recent changes, procedures, and guidelines to follow, but we are up to date and ready to help you. 

We have remained open through the year by providing virtual event services and management for our amazing clients. At In Depth Events, we pride ourselves on finding creative and innovative solutions to navigate any complications or roadblocks with ease because, as you know, the show must go on. We eat, breathe, and sleep that phrase. 

So, if you are ready to get your event back and running, we are prepared and excited to help you today! Contact our team for your event needs (we are open and ready to help).

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How can we help? 

We know events are looking a little different these days, but our team is fully prepared and able to help you whether you need to host a virtual event or a live event- we've got you covered.

 If you have never hosted a virtual event before, you might be surprised by how effective and profitable they can be. You don't have to worry about space, security, and other live event details. You also can reach attendees all over the world through smart marketing and videos. This has been a big part of our business these days, and if you need to host a virtual event, contact us today!

We are also finally seeing an increase of in-person events, and that requires up to date information on how we can keep your attendees safe and follow all CDC guidelines. We know it can be a little stressful trying to figure out the new rules for live events, but we are fully versed and ready to implement new procedures for your next live event. Along with keeping your guests safe, we also handle all of your lightingaudiostaging, and pool cover needs. 

What kind of events can we help you with? 

We can help you with your next event, whether it is virtual or live. 

This is by no means an extensive list; we love managing and offering rentals for new and innovative events. The best part is we handle everything in-house, so you don't have to juggle fifty different bids and worry about anything falling through the cracks. We strive to bring your vision to life, without any added stress. We make sure your event is stress-free and successful. 

So what are the next steps?

You might have some questions about what events can be hosted live and also how you can implement a virtual or hybrid model into your next event. We would love to hop on a call and walk you through the next steps and the best options specific to you and your event needs. Contact us today. We can't wait to work with you!