University events are among the biggest jobs we produce and deliver.  To insure quality and timeliness of each event,  we develop a Production Schedule for each job, so that no detail is overlooked.  A university event such as commencement or homecoming is in the planning stage 6 to 12 months prior to the day of the event.  Planning takes into consideration staffing, material handling, trucking, subcontracting, and site attendants, just to name a few.  We produce between 25 and 30 such events per year.

Check out the process from start to finish for one of the May graduation events at this Central PA School.  The scope of work for this event included:

  • Outdoor Setup –  in a grassy area known as the Quad (delivered Wednesday & Thursday)
    • stage cover – Gable end tent with 15′ legs in front (2400 SF)
    • sound system to cover 700′ x 450′ area with redundancy
    • 2 large, raised viewing platforms with ramps and railing – ADA compliant
    • 1300 ft. of 10′ wide walkways on grass
    • 2 sets of bleachers
    • 6500 white chairs, lined and installed
    • 3 small tents for music, sound and video production
  • Weather Plan – indoors (delivered Tuesday)
    • protective covering for Field House floor
    • stage, ramp and railing – ADA compliant
    • sound system to handle Field House with redundancy
    • lighting on main stage with truss and stage lights
    • 3500 white chairs, lined and installed
    • 6 high-volume ventilation fans installed at 4 exterior doorways

 

It all starts with a site plan loaded into a CAD program
It all starts with a site plan loaded into a CAD program

 

Next we draw up the layout for the flooring, chairs, stage cover, bleachers and handicap viewing
Next we draw the layout for the flooring, chairs, stage cover, bleachers and handicap viewing
Aerial photography is used to map out access, trucking, parking and plan material handling
Aerial photography is used to map out access, trucking, parking and planning for material handling

 

Truck backs 900 feet to a dead end road for unloading containing with 30 skids of 75 high
Delivery truck backs up 900 feet to a dead-end road for unloading – it contains 30 skids of chairs, stacked 75 high

 

650' walkway for high foot traffic area
A 650′ walkway for high foot-traffic area

 

1 of 2 raised viewing platforms with ramp and railing as seen from the podium
1 of 2 raised viewing platforms with ramp and railing, as seen from the podium
6500 chair setup completed in 6 hours
6500 chair setup completed in 6 hours
40 wide stage cover is set including the school provided medallion installed in the apex of the tent
The Commencement stage is set, with a 40′ wide stage cover, including the school-provided medallion installed in the apex of the tent

 And when it is all done,  you end up with this!

Aerial view of actual graduation ceremony - mid morning
Aerial view of actual commencement ceremony – mid morning
University President congratulates students for receiving their graduate degrees
University President congratulates students receiving their graduate degrees

 

 

Whether you are planning an event for 30, 300, or 3000,  Event Central can help you design, plan, and install the job… on-time, every time.

 

Leave a Reply

Your email address will not be published. Required fields are marked *