Hey all! It’s been a wild last few years for commencements in Texas! In Depth Events was on top of the changes that occurred almost daily since March of 2020, with commencement updates in 2020, 2021, and 2022. We also threw in some last minute updates with Gov Abbott, as well as our thoughts on distance learning. The In Depth team worked tirelessly to make sure educators and commencement planners had the best options possible to handle commencements for the last few years.
The world of commencements has changed with the events of the first years of this decade. Technologies changed – now, video streaming is expected when it was a luxury in 2019. Seating for attendees and graduates alike changed with social distancing. It’s time now to take the lessons from the first half of the decade and move forward. With these lessons firmly in mind – it’s time to talk about commencements in 2024!
Hosting Outdoor Commencement Events in Texas
When it comes to planning an outdoor commencement ceremony, the devil is in the details, especially the technical aspects that make your event truly shine. Seating placement, staging, audio, and video play a pivotal role in creating an unforgettable experience for both graduates and attendees. That's where In Depth Events steps in, ready to transform your vision into a reality and ensure an event that exceeds all expectations. We are an audiovisual and staging company that specializes in outdoor commencements. We’ve worked with education professionals to ensure that thousands of graduating students walk across our stages to get their diploma!
Sensational Seating Placement, Captivating Staging, Mesmerizing Audio, and Vivid Video - Creating Unforgettable Moments
#1 – Venue Selection
For most of the commencement organizers reading this – you can skip past this part! Doing an outdoor commencement means hosting the event in the stadium of your ISD or college. Each stadium has its own advantages and disadvantages – trust the experts at In Depth Events to help navigate trouble spots and highlight best practices!
#2 – Stage Rental
The stage serves as the focal point of your commencement ceremony, and at InDepth Events, we are experts at building stages of all sizes and types on sensitive fields. Options for staging at commencement events can include ADA ramps, backdrops, banners, and covered stages for weather protection. We also handle décor items such as podium rentals.
#3 - Seating and Logistics
Creating a comfortable and well-organized seating arrangement is imperative for a successful commencement ceremony. We'll provide you with detailed ideas and options to optimize seating arrangements that ensure every guest and graduate has a great view. Additionally, we'll offer practical tips to manage the flow of graduates and staff, including efficient entrance and exit strategies. It's all about creating a smooth and enjoyable experience for both the graduates and their guests.
#4 – Audio
One of the most difficult things about a commencement is providing clear audio so graduates and attendees can hear every word. Clear and robust audio is essential to delivering impactful speeches and capturing the emotion of the moment. At InDepth Events, we provide crystal-clear sound rentals in outdoor settings, while working to overcome the challenges of open spaces and wind interference. With our audiovisual expertise, the audience will hang onto every inspiring word and heartfelt message.
#5 – Video
In this digital era, capturing and streaming your live commencement event is more important than ever. That's why we prioritize audiovisual rentals and streaming video production that captures every priceless moment of your outdoor commencement ceremony. We provide video screens for your audience to see the event clearly while in the stands and on the field. In addition, our audiovisual experts offer your audience the ability to stream live video from a variety of streaming platforms to make sure everyone can see and hear the ceremonies – even friends and relatives at home. Our skilled videographers adeptly capture the ceremony from multiple angles, ensuring that no detail goes unnoticed.
Preparing for Texas Weather with Outdoor Commencements
Ah, Texas weather, known for its unpredictability. Nothing is better than a stunning Texas sunset and the cool of a May evening with friends and family. On the other hand, Texas in May is fickle and difficult weather is always a possibility when dealing with outdoor events. In Depth works with your organizers in a variety of ways to help make your outdoor commencements a success:
- We are exceptionally flexible with reschedules, cancellations, and last minute venue changes. We know that changes happen and we roll with the punches to make your event a success.
- Our audio, video and electrical equipment is made to handle Texas weather. We can (and do) cover up, wait for the storm to pass, and then continue the event.
- Weather monitoring is a big part of what we do on site. We work with your planning staff and risk management people to make sure everyone is safe.
Enhancing the Guest Experience
Now that we've covered the logistics, audiovisual needs, and technical aspects, let's talk about making your outdoor commencement ceremony an unforgettable experience for all. Adding an extra touch of magic to the event will leave a lasting impression on both the graduates and their families. In Depth Events can help you think beyond the typical décor. Ask us about custom signage, backdrops, and banners that showcases school and brings a festive atmosphere to the celebration. We can also bring special effects like confetti, CO2 jets, and other visual effects. Don't be afraid to think outside the box!
When it comes to creating an exceptional outdoor commencement ceremony, trust the experts at In Depth Events. We bring years of experience, technical know-how, and creativity to the table. Our team handles every aspect of your event's technical needs, from seating placement to staging, audio, and video production. We seamlessly integrate these elements, transforming your vision into a remarkable reality that will leave a lasting impression on attendees.
Contact In Depth Events today and let us help you create an unforgettable outdoor commencement ceremony that reflects your institution's pride and leaves a lasting impact on all who attend. Your vision, expertise, and our exceptional services will create an utterly unforgettable event. Trust in us to bring your dreams to life.