Use this checklist to plan PHHP departmental graduation and hooding ceremonies. Begin planning at least three to four months in advance and confirm all details with the Dean’s Office early in the process.
Phase 1: Before your event
Planning coordination (3–4 months out)
- Confirm the scope of your ceremony with the Dean’s Office — departmental hooding, college-wide celebration or program-specific event.
- Confirm the ceremony date in coordination with UF’s academic calendar and any college-wide graduation events to avoid conflicts.
- Identify key participants: faculty marshals, student speakers, award recipients and any special guests.
- Confirm faculty regalia requirements and rental processes — contact UF’s regalia vendor or your department administrator for details.
Venue and logistics
- Reserve your venue — graduation ceremonies often require larger spaces than standard events; confirm capacity, accessibility and available setup time.
- For off-campus or large venues: process the venue contract through UF Procurement before signing.
- Confirm A/V requirements: microphone, podium, display screen for graduate names and photos if applicable and livestream capability.
- Arrange a photographer or designate a staff photographer — distribute photo release forms to graduates and guests if needed.
- Assess accessibility for graduates, faculty and family members with mobility needs: wheelchair access, seating arrangements and accessible restrooms — see the Accessibility Guide.
Graduate coordination
- Compile the list of graduating students in coordination with your program coordinator or graduate school contact.
- Collect graduate name pronunciations, degree information and any personalization details for the ceremony.
- Communicate ceremony details to graduates: date, time, location, parking, guest ticket information, regalia requirements and arrival time.
- Confirm the number of guest tickets each graduate will receive if the venue has capacity limits.
- Collect RSVPs from graduates to confirm headcount.
Budget and purchasing
- Download and complete the Budget Template.
- Budget items to include: venue rental, catering or reception, printed programs, regalia if provided by the department, photographer and any décor.
- Submit a PAR for all expenses before placing any orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
Program and communications
- Design the printed ceremony program — confirm the graduate list is finalized before sending to print.
- Send ceremony logistics communications to graduates, families and participating faculty — see Communication Templates.
- If livestreaming the ceremony, confirm the platform and share the link with remote attendees in advance.
- Prepare a run-of-show document for the faculty or staff member serving as emcee.
Day-of preparation
- Confirm volunteer and staff role assignments — graduation ceremonies require a clear team structure; see Day-Of Checklist and Role Assignments.
- Prepare the graduate line-up order and distribute it to marshals.
- Confirm A/V setup and test name displays or slideshows before guests arrive.
- Set up the reception area if applicable and confirm the catering delivery time.
Phase 2: During your event
Day-of tasks
- Arrive 60 to 90 minutes before the ceremony start time.
- Conduct a pre-ceremony briefing with all faculty marshals, volunteers and staff.
- Line up graduates and confirm the processional order before doors open to guests.
- Manage the ceremony flow and communicate with the emcee if timing adjustments are needed.
- Monitor the reception setup and ensure it is ready for guests immediately following the ceremony.
Phase 3: After your event
Immediate follow-up
- Share ceremony photos with graduates through your preferred channel.
- Return any rented regalia, A/V equipment or venue items.
- Submit receipts and expense documentation to your fiscal administrator.
Wrap-up
- Send a congratulatory follow-up message to graduates with photo access information if applicable.
- Archive the graduate list, program and vendor notes for future ceremony planning.
- Document logistical lessons learned: venue feedback, guest capacity issues and A/V notes.
Last Reviewed: 7/14/26 | Submit a Revision