2016 FALL EVENT PRODUCTION SCHEDULE

COMMENCEMENT FAIR –
Technique Ad:
Ballroom Map: Banner:
Clips:

SW edits text in Technique, Banner Sept 1

Draft Design concepts to SW/LP Sept 2
Layout to editor Sept 6
Submit Banner to Craft Center Sept 7
Submit request for Buzzcard Readers Sept 7
Technique Ad Due (Run start, Sept. 16) Sept 9
Vendor RSVP due Sept 9
Vendor ads due Sept 9
Map to designer for review Sept. 9
Map Layout to Editor Sept. 9
Map to printer Sept 12
Map delivers Sept 15
Event Date Sept 20 & 21
Film Commencement Clips Sept 20 & 21
(Video schedule under Commencement video)

GTAB
Information sheet & map for editor Oct 3
Attendee list for editor Oct 11
Event Date Oct 14 - 15

RETIREMENT DINNER –
Editor:

PDF Flyer – (OLD: N16C10503 B)

Initial Copy to designer Sept 12
Design concept to SW Sept 18
Reviewed by Editor Sept 21
RD name list to HR reps Sept 21
Final review Sept 28
Email flyers (delay from print) Oct 3
RSVP Date Oct 19

Invitation/RSVP/Envelope – (OLD: N16C10503 A)

Initial Copy to designer Sept 12
Design concept to SW Sept 14
Invite to Editor for review Sept 16
Final review Sept 19
Files to the printer Sept 21
Mail invitations Sept 28
RSVP Date Oct 19
Event Date Nov 10

Program – (OLD: N16C10503 D)

Initial Copy to designer Sept 28
Draft program design to SW Oct 7
Layout to Editor Oct 21
Final review Oct 26
Files to printer Oct 28
Project delivers by Nov 7
Event date Nov 10

Speeches (Retiree Write-Up) – (OLD: N16C10503 E)

Invitations Mailed Out Sept 28
Forms sent to Supervisors Sept 28
RSVP due date Oct 19
Form Due Date Oct 21
Editor reviews start Oct 24
Final Draft Script Nov 7
Event Date Nov 10
*Script going to editor as write ups are completed

Speeches (printed handout) – (OLD: N16C10503 F)

Design concept to SW Oct 16
Final Draft Script Nov 7
Files printed for stuffing Nov 7
Event Date Nov 10
*Script going to editor as write ups are completed

Supplemental Materials (nametags, signage, menu card, bar sign, Web call out)
(OLD: N16C10503 G)
Web graphics due Sept 25
Screen graphic, bar sign, menu cards, directional signs due Nov 7
Event date Nov 10

Retirement Dinner Photography – (OLD: N16C10503 H)

Staff photographer at the event to take photos of retirees
Full photo set posts to Flickr within 48 hours of event for guests to retrieve their own photos

Holiday Reception Mailchimp

SS gives copy Oct 5
Design Review Oct 14
Send by Nov 1
Event Date Dec 6 or 7
COMMENCEMENT – (OLD: N16NE10502)
Editor: Dan

Commencement Program – (OLD: N16C10502 G)

SS submits speaker bios and photos to Editor Oct 21
Registrar submits MS/BS edits to Editor Nov 4
SW submits Order of Events and Commencement Committee Nov 4
First round program review Nov 8
Changes to designer Nov 14
Graduate Thesis Deadline Nov 14
Second round review Nov 15
All changes (minus PhD Names) due to designer Nov 18
Registrar submits PhD list to Editor Nov 21
Designer lays out PhD pages Nov 22
Designer submits program to printer Nov 23
Printer’s Proof received for review Dec 2
Printer delivered to McCamish Pavilion Dec 14
Event Date Dec. 16 and 17
* All summer graduates will be included in the fall program. Summer students will be intermixed
with fall and have a symbol to denote them as summer.

Venue Map (FAQ) – (OLD: N16C10502 H)

SW to edit text Nov 28
Layout to Editor Dec 6
Files to printer Dec 7
Project Delivers Dec 13
Event Date Dec 16 & 17

Commencement Videos – (OLD: N16C10502 I)

Pre-Commencement Clips
Commencement Clips (Grad and Undergrad split)
Robin Thomas Video
Full Ceremony Videos
Breakout of speakers (student speaker, main speaker, honorary degree)

Commencement Clips Filmed Sept 20 & 21

Trimmed Comm Clips to SW Oct 9
SW gives VIP clip list Nov 1
SW provides list of pre-ceremony video requests Nov 1
Robin Thomas video mid-November
Final Clips due to Andy Dec 9
Event Date Dec 16 and 17
Full Comm Clips post to YouTube Dec 19
Full Ceremony post to website, no captions Dec 20
Full ceremony with captions Dec 23

Will Call Forms – (OLD: N16C10502 J)

Files to printer Dec 2
Project delivers Dec 9
Digital Graphics – (OLD: N16C10502 K)
McCamish graphics
Review graphics with designer Oct 7
* new graphics have no dates, no need to remake

Revised seating and parking maps

SW provides updated info & sketches Nov 23
Design to SW for review Nov 29
Graphics post to web Dec 1

Commencement Live
Run of Show Draft Nov 18
Video clips to Andy Dec 9

Important Dates
Email Students 1- RSVP dates, CF Sept 6
Parent Postcard mailed Sept 9
Registrar emails updated student list Sept XX
RSVP Opens Sept 19
Email Students 2 – RSVP open, CF reminder Sept 19
Commencement Fair Sept 20
Email Students 3 – RSVP Closing Oct 4
Faculty invite from the Provost Office (IC writes) Oct XX
RSVP Closes Oct 7
Fall Break Oct 10 and 11
Late RSVP opens Oct 12
Email Students 4 – Regalia and events Nov 1
College Volunteer Forms Due Nov 1
Email Students 5 – Ticket pick-up instructions Nov 7
Ticket Distribution opens Nov 7
Email Students 6 – Last days to pick-up tickets Nov 16
Ticket Distribution closes Nov 18
Email Students 7 - Will Call Students & ceremony info Dec 12
Email All RSVP students – Registrar Office Instructions Dec 15 and 16

IVAN ALLEN JR. PRIZE FOR SOCIAL COURAGE – Old N16NE10505

Editor:

Website Edits/Graphics – N6C10505 A

Site analysis/Initial edits by LP Oct 12
Draft needs to webteam Oct 21
Publish revised content Week of Oct 31

Save the Date – N16C10505 B

Initial Copy to designer Oct 17
Design concept to LP Oct 24
Save the Date to editor for review Oct 31
Final review Nov 11
Send Save the Date TBD

Invitation – Two versions: event and residence reception – N16C10505 C

Initial Copy to designer Oct 17
Design concept to LP Oct 24
Invite to editor for review Dec 5
Final review Dec 8
Files to the printer Dec 9
Project delivers Dec 16
Mail invitations Jan 19
RSVP Date TBD
Event Date TBD

Program – N16C10505 D
LP submits content to designer Jan 9
Design concept to LP Jan 23
Program to editor for review Jan 25
Changes to designer Jan 27
Final review Jan 30
Files to the printer Feb 1
Project delivers Feb 10
Event Date TBD

Day of Supplementals  - N16C10505 E

LP submits content to designer Jan 9
Design concept to LP Jan 23
Items to editor for review Jan 25
Changes to designer Jan 27
Final review Feb 10
Files to the printer Feb 13
Event Date TBD

Video and Photography Needs

Event Date TBD
Photos available for posting on web/sending to recipient One day after event
Videos edited and available on YouTube for posting on web Two days after event