University of Delaware
Office of Public Relations
UpDate - Vol. 16, No. 33, May 29

             Commencement planning begins weeks in advance
     
     Afair amount of behind-the-scenes planning and
preparation are needed to make Commencement a memorable and
joyous occasion for graduates and their families.
     For weeks, teams from across campus have been working
to make the this year's annual event, which attracts about
20,000 persons, run smoothly and efficiently, according to
Chris Cook, alumni and University relations.
     Here are just a few of the units that contribute to
this University-wide effort.
     Dennis Williams heads the team for University Media
Services. "This is a special occasion for students, their
families and their friends, and it is important that they
can hear all that is going on," he said.
     The preparations have been going for weeks, installing
and checking sound systems and setting up 28 microphones for
Commencement and convocations.
     A different sound system is used at the stadium than is
used for football games, Williams said. In addition, there
is a redundant sound system hooked up to back-up generators
at the Bob Carpenter Center, so that if the entire city of
Newark lost power, Commencement could go on without a hitch.
     Some convocation sites already have good sound systems,
but others, such as the gyms in the Carpenter Sports
Building, have none and these present a bit of a challenge,
he added.
     On Commencement day, approximately 18 technical staff,
four students and seven contract workers are on duty. An
operator and monitor are at the larger convocation sites,
and a command post is set up to handle problems that might
arise.
     According to Sam Jones, grounds and mover services,
staff members are responsible for setting up and breaking
down the sites for Commencement and approximately 15
convocations. They set up 11,000 chairs, install stages,
tables, floral arrangements, plants and other items. Movers
also erect a half dozen tents. Campus beautification
projects start about two weeks before Commencement, and set
up alone takes a week.
     Staff in Student Health Services also are at the ready,
according to assistant director Patricia Haas. A doctor and
a nurse are on duty under the east and west stands during
Commencement. During the entire day, two nurses are on call
at the Sports Medicine Center and at Student Health
Services.
     A van of supplies is stationed at the stadium, with
stretchers and medical kits for emergency service. The van
also is equipped for minor problems with Band-Aids, safety
pins and diapers.
     Public Safety plays a major role on Commencement day. A
force of approximately 60 staff are on hand, and more than
100 working hours are spent safeguarding equipment from the
time it is set up until it is removed after the ceremony,
according to Gary Summerville, who heads the operation.
                                         -Sue Swyers Moncure