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Behind the Scenes of Commencement Setup

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Every year on the third Sunday in May, the University of Rochester holds its commencement ceremonies. Since 1996, those ceremonies for the College of Arts, Sciences, & Engineering have been held outdoors on Eastman Quadrangle, beneath the stately backdrop of Rush Rhees Library.

A ceremony of this size for around 8 or 9 thousand people requires a lot of advance preparation and setup. That's where the crews from University Facilities and Services, Event and Classroom Management, and a whole host of vendors come in. While Facilities lays the groundwork of getting the campus into shape—mulching, planting, mowing and general cleanup—beginning weeks before commencement, vendors like Hale Northeast Inc. do the work of setting up all the chairs (around 7,500 of them), staging, ropes, and flooring that will accommodate all the graduates, faculty, and their families. In addition, the quad is rigged with giant video screens for viewers sitting farther from the stage, a full audio and video setup for a multi-camera simulcast and live-stream, and all the tents, tables, and chairs for the receptions that follow graduation ceremonies.

Get a behind the scenes look at how this five day process of setting up the quad plays out, and all the challenges that come with it, from the scale of an undertaking like this to dealing with unpredictable weather.

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Academic
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