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Use Stage Passes Efficiently on Ceremony Day

 

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:
    • One Week Before: Inform graduates to print or screenshot their stage pass.
    • Two Days Before: Send a follow-up reminder to ensure they have their stage pass ready.
    • 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:
    • At the Stage: As graduates line up to cross the stage, remind them to have their passes out and ready to be scanned.
    • 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

  • Ask graduates to have the brightness turned all the way up on their mobile device.
  • Ask graduates to download/print their stage pass prior to arriving at the ceremony.
  • Remind graduates to charge their mobile devices before the ceremony.
  • Screenshots of stage passes are not recommended.
  • 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.
  • 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.