Commencement is the biggest event for each IU campus every year. At Bloomington, more is involved for commencement than for a home football game at Memorial Stadium. Photo by James Brosher, Indiana University

Indiana University’s 2024-25 academic year will culminate with the awarding of more than 20,000 degrees in nine commencement ceremonies and celebrations across the state from May 9 to 15.

The ceremonies are an exciting time for students and their families. Years of hard work have resulted in degrees earned. Proud parents cheer their children and take photos at the ceremonies and around campus.

IU wants commencement to be a memorable experience, which is why the University Events team and departments at each school spend many months planning and preparing for the big day — and for the more than 80,000 attendees who are expected at the main commencement ceremonies statewide.

Preparations require attention to detail. From left, Indiana University Executive Director of Events Mike Santa, IU Associate Director of University Events Terri Crouch and IU Foundation Senior Director of Advancement Events Sarah Mostes make an adjustment to a script before the IU Northwest Commencement in May 2023. Photo by James Brosher, Indiana University

“One of the things we’re conscious of in planning is that commencement represents a day where thousands of invited guests come to campus who don’t usually spend time on campus,” University Events Executive Director Mike Santa said. “We may get one opportunity to create a ‘game day’ experience for them. That presents challenges, but it’s a great and exciting opportunity. We want to put our best foot forward and make this a great experience.”

Commencement planning is a year-round process for University Events. After commencement ceremonies end in mid-May, feedback is sought from graduates, their guests, campus leaders and school departments to better understand the experience. The feedback is built into plans for the following year’s commencement ceremonies, Santa said.

University Events also looks at the calendar for the next academic year and locks in dates for commencement ceremonies and recognition events. Vendors — such as cap-and-gown partner Herff Jones — are informed of the dates and any updates or changes. Technology plans begin for the following year. This logistical work continues throughout the fall semester, but efforts kick into high gear soon after the spring semester starts, Santa said.

At each campus, University Events works with partners representing communications and marketing, facilities and grounds, events, alumni, dining, and public safety. They discuss feedback, improvements and the impacts of changes such as moving the Bloomington undergraduate lineup process from Mellencamp Pavilion to Simon Skjodt Assembly Hall.

Meetings become increasingly detailed as the spring semester progresses. Santa described the pace as “fast and furious” after spring break because of the work on tangible elements such as scripts, programs and banners.

Commencement represents the largest event on each campus during the school year, Santa said. For Bloomington, the number of people and departments needed to handle the event, safety and ceremonial aspects make commencement more involved than a home football game.

The goal for commencement planners is to make the event a memorable "game day" experience, University Events Executive Director Mike Santa said. Photo by Liz Kaye, Indiana UniversityMaking sure each campus’s buildings and grounds shine for the students and guests involves even more people. At IU Bloomington, for example, about 200 people in facility operations have a hand in preparations, said Susie Johnson, the campus’s associate vice president for facility operations.

After spring break, the landscaping team spends every day each week mowing, trimming, sweeping, weed pulling, laying mulch and planting flowers. Grass can grow about a quarter to a half inch per day, so areas need to be mowed every few days, and timing high-profile areas to mow right before commencement is important, Johnson said.

Another challenge is how long the red and white tulips will last by the Sample Gates, a popular place for graduation photos. Tulips start to droop if the temperature gets really warm, so they are monitored closely, sometimes daily, to decide how long they can remain.

“We want to maximize their impact, ensuring the area is a beautiful and memorable spot,” Johnson said.

The building services team makes sure floors are scrubbed and burnished because they want the buildings to look their very best. Building maintenance folks work with IU Athletics to ensure things are ready at Simon Skjodt Assembly Hall and Memorial Stadium.

“This is my second graduation with facility operations, and this is just a happy thing,” Johnson said. “Everyone I talk to really cares about graduation; they want to make sure the students have a great experience.”

Kirk Johannesen is a communications consultant in the Office of the Vice President for Communications and Marketing.