Efficient Use of Stage Passes for Graduation Ceremonies

Efficient Use of Stage Passes for Graduation Ceremonies



Graduates will use their stage pass—a digital stage crossing card—in place of the traditional printed stage card. These passes can be downloaded to a mobile device or printed at home.

To ensure a smooth and successful ceremony using stage passes, effective communication with graduates is crucial. Here are some best practices for managing this process:

Best Practices

  1. Pre-Ceremony Reminders: Send multiple reminders to graduates via email about their stage pass. Schedule these reminders as follows:
    1. One Week Before: Inform graduates to print or screenshot their stage pass.
    2. Two Days Before: Send a follow-up reminder to ensure they have their stage pass ready.
    3. Day of the Ceremony: Issue a final reminder to check that the stage pass is easily accessible via their photos, or Apple or Google wallet.
  2. Arrival at the Venue: Upon arrival, have staff on hand to assist graduates. They should ensure that each graduate has their stage pass ready—either printed or on their phone.
  3. During the Ceremony:
    1. At the Stage: As graduates line up to cross the stage, remind them to have their passes out and ready to be scanned.
    2. Scanning Process: Graduates will either self-scan their stage pass or present it for scanning by a staff member. Ensure that the scanning process is smooth by having the staff clearly positioned to guide and assist where needed.

Tips

  1. Ask graduates to have the brightness turned all the way up on their mobile device.
  2. Ask graduates to download/print their stage pass prior to arriving at the ceremony.
  3. Remind graduates to charge their mobile devices before the ceremony.
  4. Screenshots of stage passes are not recommended.
  5. Cracked screens may make it difficult to scan the QR code on a stage pass from a mobile device. In this case, issue the graduate the backup label/card.
  6. For outdoor ceremonies, scan stage passes under a shaded area, or provide shade just above the scanner.

By following these steps, you can facilitate a seamless experience for both the graduates and the ceremony staff.