Rehearsal:
Wed., May 29, 2002
8:45 AM
Humanities Theater
Commencement:
RESPONSIBILITIES AGENDA of the
COMMITTEE ON CEREMONIAL OCCASIONS
DRAFT – Revised 04/02/03
I.
Friday, May 31, 2002
7:30 AM COCO Members/Workers
8:00 AM Marshals
Humanities Theater
Room M-136 reserved for Commencement
use from
to
High
Security.
DESIGNATED COMMITTEE MEMBERS and VOLUNTEERS to be in charge of the following:
l.
Flags and stands: U.S. and NY State need to be moved to stage well before exercises begin, stored at
Library,- (in Dr. Kim's office) and returned after Commencement. They should be moved to M-136 the day
before.
by:
2.
Batons stored in the storage room (A-202) must be brought to rehearsal and returned to the Grand Marshal
immediately after ceremony.
by:
3.
PROF. MICHAEL CESARANO
GRAND MARSHAL
Water Tables (see map for layout)
a) B & G will setup three tables: one in front of the Humanities Bldg., one in front Library Bldg. & one in
front Science Bldg. overhang. (See map);
b) Metropolitan Food Services is coordinating the water coolers and cups. Extra packages of paper
cups should be placed under the tables
c) B&G will provide three (3) empty boxes for throw-aways. One box should be placed along side each
table. (Note: for extra cups to be put under table for easy access.
d) "Courtesy of Alumni Association" sign - to be taped to walls behind water tables (originals in Pres.
Office). See item #II(m).
by:
5.
DR. AMY BIEBER
PROGRAMS - (2,100 ordered)
(a)
Place accordingly:
•
•
•
individual programs on each faculty seat in the front section designated by white chairs
for the faculty;
individual programs must be placed on seats for the graduates (count out only the actual
total number on Marshal lists).
remainder on one table near the Humanities Bldg./garden area and handed out as guests
come in. A Committee member _ELADIA RAYA should stand by table and distribute
programs to guests.
At rehearsal, Marshals should remind students not to take programs from the table at graduation,
as programs will already have been placed on their individual seats by committee members.
by:
(b)
GEORGINA COLALILLO AND ELADIA RAYA
Make arrangements with Central Receiving to have boxes of programs moved to outdoor area on
the morning of Commencement. Programs do not come from the printer until the last minute, so
contact Central Receiving the day before.
by:
SOPHIE FOGLIA AND PAT EVANOSKI
1
6.
PLATFORM SEATING
a)
Seating diagram for stage should be arranged beforehand with a copy given to MIKE
CESARANO.
b)
Seat Award recipients closer to aisle on the stage so that they may be able to move in and out
easily when accepting their awards.
c)
Programs and Place-Cards for Stage Chairs - programs should be placed on chairs on stage,
along with place cards to indicate seating. (See diagram of stage seating.)
d)
Have pins (safety and bobby pins) available for VIP's caps and gowns.
by:
7.
Carafe from President's Office should be filled with water and placed on shelf under podium (with cups).
Return carafe to President's office after ceremony.
by:
8.
SOPHIE FOGLIA AND PAT EVANOSKI
Ropes and Stands - to be checked in proper place (these will be set up by Buildings and Grounds). (Refer
to map.) {Keep aisles clear}
by:
10.
MS. MILLIE CONTE
Map of Commencement (with Alma Mater & Ephebic Oath on reverse side) 400 copies to be distributed at
Rehearsal on Wednesday, May 29th. These are to be picked up in room A-508 on Wednesday, May 29th.
and brought to Humanities Theater.
by:
9.
MS. MILLIE CONTE
SOPHIE FOGLIA AND PAT EVANOSKI
Badges with "Committee on Ceremonial Occasions" to be handed out (with safety pins attached). If
necessary, make additional badges. "Marshal" badges to be distributed by Grand Marshal. (Grand
Marshal to pick up badges on Tuesday, May 28, Room A-508).
by:
SOPHIE FOGLIA AND PAT EVANOSKI
11. Mail cart, if necessary, to be borrowed on Tuesday May 28 2001 to bring materials (batons, tablecloths,
banners, etc.) to A-508 where all can be locked overnight for use on Commencement morning. Please get
permission from Duplication or Central Receiving.
by:
12.
SOPHIE FOGLIA AND PAT EVANOSKI
BANNERS
TENT banners (two) "Queensborough Community College" to be picked up from Admissions
office and brought to M-136 the day before Commencement. They must be returned after
Commencement to Admissions.
Check several days before with Building & Grounds as to when they want to hang banners. These
banners are usually hung the day before graduation.
by:
c)
b)
MIKE CESARANO
Tabletop banners (five) to be picked up from Admissions Office and placed on the following
tables (bring masking tape):
Check that the 20 banners specifically made for main parking lot utility poles have been secured
and hung by B&G one week prior to commencement. See Item VI #6.
•
•
•
by:
Alumni table (flower sale)
Program table
Three Water tables
BETH COUNIHAN
2
_
After ceremony, collect the five tabletop banners and return them to the Admissions Office.
by:
13.
Humanities Door to be closed after processional completes exit march. (This door will be kept ajar only
for the processional and must be closed for fire safety.-Door Stops from B & G).
by:
14.
BETH COUNIHAN
PETE MARCHITELLO
"Diplomas Covers) to be brought to stage from M-136.
Place diplomas on 6’ table on the stage in stacks).
by:
15.
Cue musicians during ceremony; for example, band music (Alma Mater); musical interlude.
By:
II.
PETE MARCHITELLO, MIKE CESARANO
JEFF HEST
SIGNS – MIKE CESARANO, ET. AL. (Bring masking tape)
ASSISTED BY:
COMMITTEE ON CEREMONIAL OCCASIONS
The necessary signs are as follows:
θ
a)
"Reserved for Marshals" (nine) one on end of each row (see Map diagram - letter "M"). (Print 12- yellow
4 1/4” x 5 1/2”)
θ
b)
Committee Members" - to be placed on seats in first few rows in audience at the end of left side (facing
audience) near aisle for the Committee on Ceremonial Occasions members. ) (Print 14 - yellow 4
1/4” x 5 1/2”)
θ
c)
"Reserved" - for Disabled Students, Homebound Counselors and Aides in first and second rows. Chairs
may need to be removed to accommodate wheelchairs. (Print 20 - green 4 1/4” x 5 1/2”)
θ
d)
"Reserved for Press"- front row. Speak to MS SUSAN CURTIS re: expected press attendance. (Print 6 Blue 4 1/4” x 5 1/2”)
e)
"Reserved for Musicians (musical interlude) - front row. (Print 10 -yellow 4 1/4” x 5 1/2”)
f)
"Reserved for Photographer" - front row. (Print 5 - blue 4 1/4” x 5 1/2”)
g)
"Faculty Cap & Gowns M-136" - to be placed on door of M-136 and on entrance doors to Humanities.
(Print 4 - white cardstock)
θ
h)
"Cap & Gown" - return notice for Faculty only - hang sign in Room M-136 and on door of Room M-136.
(Print 4 - blue cardstock)
θ
i)
"A.A., A.A.S, A.S. & Certificate" directional signs - Place signs so that they are seen on wall when one
enters the Humanities Building prior to rehearsal, directing students to proper line.
Use with arrow
(™) signs. (Print 6 of each in cardstock. A.A.- yellow, AAS - blue, AS green, Certificate - pink.)
θ
j)
"A.A., A.S., A.A.S. Degree & Certificates names of Marshals" - Place signs so that they are seen on wall
when one enters the Humanities Building prior to rehearsal, directing students to proper Marshal.
Use with (™) signs. (Print 6 - each in cardstock. AAS - blue, AA - yellow, AS - green,
Certificate - pink)
θ
k)
"Courtesy of QCC Alumni Association" to hang behind water tables.
cardstock)
l)
"Please Keep Aisle Clear" - to be place on light poles. (Print 12 - white.)
m)
"Nurse" or "First Aid" - on entrance to Library Building (or nearest to where nurse will be located). Use
with arrow (™) signs.
(Print 3 each - white cardstock.)
n)
" ™" signs - to be used in conjunction with some of the signs above. (Print 20 - white cardstock.)
θ
θ
θ
θ
θ
θ
See map. (Print 4 - white
3
θ
o)
Signs depicting breakdown of degree by field of major interest to be hung during rehearsal and on
Commencement day in Humanities Theater Lobby. (Print 4 - cardstock) (SUMMARY LIST)
4
III.
SECURITY - MR. JOSEPH CUNNINGHAM
Note: Hire additional security guards if necessary. Speak with President Martí.
Security should make sure all aisles are clear before processional and recessional begin. Additional stanchions
(to put along aisles) must be ordered. They are extremely helpful in crowd control.
Also, two security guards would be useful by the stage ramps (Entry and Exit) for crowd control as the graduates
proceed to receive their diplomas and leave the stage to go back to their seats.
Parents and guests crowding in to take pictures make it difficult for graduates to get through the aisle. This year,
additional ropes and stands at the Entrance and Exit aisle will help to control the crowd. (See map attached.)
For 2002 a professional photographer will be taking photos of each student as he/she receives diploma from
President.
IV.
WORKER/FACULTY BREAKFAST AND GRADUATE RECEPTION - Commencement Day
A. WORKER/FACULTY BREAKFAST - Science Building, Room M-136
1)
2)
3)
At approx. 6:30 am on Commencement morning, check Room M-136 for set-up of 2 tables in rear of room for
worker/volunteer breakfast.
a)
Deliver extension cord.
If M-136 is unopened, request a key from Security.
Be sure that caterer delivers breakfast (previously ordered) as follows:
a)
6:30 am for approx. 50 people, and again at
b)
8:00 am for approx. 50 people.
c)
Be sure there is plenty of ice.
B. GRADUATE RECEPTION
At approx. 10:00 am, check setup of nine (9) tables and catering in reception area (Science bldg. courtyard) for
graduates and guests reception (see Map attached).
by:
ANTONELLA ANSANI
V.
SOUND SYSTEM - JOHN FUNKE
Provide the same sound-setup as used in the 2001 Commencement.
(a)
Eight (8) speakers to be set up the morning of graduation. Middle and rear speakers must be placed up
on poles or hung from tent ceiling. (See map.)
(b)
Additional speakers - in middle and back of tent. These speakers could rest on platforms attached poles
or hung above crowd. Speak to Al Zelenka.
(c)
Speakers should not be disconnected after recessional, as band will continue to play.
(d)
Microphones:
(f)
Please be available at Rehearsal for assistance with microphone voice projection (practice by Marshals).
one placed near piano/electric piano.
one on each podium.
VI.
BUILDING and GROUNDS - MR. JOE CARTOLANO
1.
TABLES
Wednesday, May 29th.(rehearsal):
•
ƒ
1 table inside the Theater Lobby
2 metal folding chairs
5
Friday, May 31st.(Commencement):
2.
•
•
•
•
3 large tables for water placed in the quad area (see map attached).
1 table in garden area for programs.
1 table in Theater Lobby
2 folding chairs in Theater Lobby
•
1 six foot table for diplomas, to be placed on stage.
•
4 tables in Room M-136. Place 2 tables near an outlet in the Medical Arts Well for workers'
breakfast (set up by 6:15 a.m.). The other 2 tables should be placed in front of room for cap and
gown distribution.
•
9 tables arranged in a "U" shape at the reception following Commencement. These should be set
up in the back Science courtyard area. Metropolitan Food Services are the caterers.
CHAIRS: May 31st.
•
•
Approximately 50 black chairs for stage (from Music Dept.).
Music Stand from Music Department to be placed on stage (if necessary).
3.
(2) LECTERNS one for the President on stage with light on top (John Funke may have this). In addition, a
very SMALL TABLE for certificate and awards on stage next to President's lectern. (This lectern is stored in
Buildings & Grounds and is used only for Commencement.). Other smaller lectern to be used by Marshals
when they read graduate names. (place box for garbage inside the second lectern for Marshals to discard
cards).
4.
TENT BANNERS:
Dr. Bieber will bring tent banners to M-136 on the day before graduation, 5/30/02.) Banners must be returned to
the Admissions Office after the Commencement ceremony.
by:
SOPHIE FOGLIA AND PAT EVANOSKI
5.
a)
ONE BANNER reading "Queensborough Community College" hung under the tent in the same location
as last year - one over center of stage. The Committee will have banner in Room M-136 the day
(afternoon) before graduation.
b)
ONE BANNER measuring 6’ x 10’ (newly acquired by the Admissions Office). Attempt to hang under
middle of tent, parallel to the stage, so that it does not obstruct view of audience. If there isn’t a
satisfactory location under tent, try hanging it in the area of the reception (Science Building courtyard),
possibly on a building wall.
TWO (2) ADDITIONAL BANNERS (blue w/white lettering, stored in Library, 2nd. floor Telephone Operators
room) with the words "CONGRATULATIONS GRADUATES" that will be hung at two different locations on
campus one week before graduation:
Location I:
Location II:
above outdoor steps between Administration and Library Buildings.
above the Administration Building's main entrance, anchored with the rope supplied by banner
manufacturer. The anchoring rope will be decorated with streamers. Streamers stored in the
Library, 2nd floor CETL Office. This banner is made of one piece, 18' x 4' vinyl.
6.
Hang BANNERS specifically made for the MAIN PARKING LOT’s UTILITY POLES one week prior to
Commencement. Banners and hardware are stored in the Library, 2nd. floor Telephone Operators Room.
7.
FLAG POLES must be secured on the stage (they should be tied with wire).
8.
OUTDOOR POWER BOX - John Funke's sound system plus appropriate overhead lighting.
9.
PIANO - to be brought outside and placed in front of stage on Friday morning, May 31st. before 7:00 AM.
Electric Piano belongs to the Music Department
10.
LAMP POSTS alongside Library Building have to be removed before tent is set up. Wood boxes or similar
covering, to be placed over remaining stumps.
6
11.
Blue and White Ribbon will be cut and affixed to tent ropes with large white bows. NO YELLOW CAUTION
TAPE - atop stakes in the ground, after the tent is set up. (SUPPLIED BY SOPHIE FOGLIA AND PAT
EVANOSKI)
12.
AIR CONDITIONING should be turned on in the QCC Theater well in advance of rehearsal on Wednesday, May
29th, 8:00 a.m. and Commencement, 8:00 a.m., on Friday, May 31st.. If air-conditioning does not work and it is
unbearably hot in the Humanities Building at 9 a.m., graduates will then line-up in parking lot.
13.
PAINTER is to inspect quad one to two weeks before Commencement to paint areas that require sprucing up.
14.
SPOTLIGHTS (6) to be placed over the stage to illuminate entire area. One lamp should be aimed at location
where students enter stage and Marshal reads list of names.
15.
ADDITIONAL ROPES AND STANDS for crowd control will be set up next to area where processional and
graduates march onto stage.
16.
SIGNS in elevator in Administration Building "DO NOT OVERLOAD - Maximum 6 People".
17.
BUILDING & GROUNDS TRUCK to meet tent contractor’s truck to transfer stanchions.
18.
EXIT DOOR FROM HUMANITIES BUILDING through which processional marches is to be kept ajar by
whatever means possible. This will prevent door from closing on students as they are exiting. After
processional completes their exit, the door will be shut by a member (one committee member) of the
Ceremonial Occasions Committee, for the purpose of fire safety.
19.
M-136: Provide and extension cord in room, to be used for breakfast.
20.
FLOWERS (16 Flats) ON STAGE should be moved immediately following Commencement exercises on May
31st. to the Oakland Building for the Presidential Luncheon.
21.
GARBAGE CANS or BOXES should be placed by each of the 3 water tables.
22.
CHAIRS: Placement of the first row of audience chairs (supplied by tent contractor) will begin 15’ away from
stage.
23.
POSTERS: Clean and remove any outstanding posters from the bulletin board poles in the courtyard
area of the Science Building. Area needs to be cleaned thoroughly.
24.
M-136 CLEAN-UP should take place after 1:00 p.m. on Commencement Day, May 31st.. Do not remove or
discard any classroom or test materials. Food Services will be notified to pick up any urns, carts, etc. used for
workers’ breakfast.
25.
After Honors Convocation on Tuesday, May 28th, Buildings and Grounds should thoroughly clean the Men’s and
Ladies’ Rooms for Commencement morning in the Humanities Theater.
VII.
REHEARSAL – Wednesday, May 29th, at 9:00 a.m. in the hallway of the Humanities Building.
a)
Hand out to students the "2002 Map" indicating assembly, processional, and seating,
etc. to be . On the reverse side is a copy of the Alma Mater and Ephebic Oath.
by: (ALL COMMITTEE MEMBERS)
b)
Just before processional begins, inform A.A.S. to turn around and meet back of A.S. line. Requires
conferring with Grand Marshal re: march time readiness and then returning to front of A.A.S. line to turn
them around to join A.S. line.
by:
DR. AMY BIEBER
7
c)
During Rehearsal REMIND graduates to refrain from any inappropriate behavior during the actual
ceremonies on Friday, May 31st. specifically during the main speech. REPEAT this just before they
begin to march on Friday.
by:
d)
Give music to musicians and remind them not to talk while microphones are on.
by:
VIII.
MIKE CESARANO AND ALL THE MARSHALS
JEFF HESTSHKIN
MARSHALS – GRAND MARSHAL
Mr. Peter Marchitello
Ms. Marilyn Katz
Dr. Paris Svornos
Dr. Dina Dahbany-Miraglia
Dr. Lorraine Smith
Dr. Pat Allaire
Dr. David Lieberman
Dr. Lorena Ellis
Professor Norton Reid
Dr. Joseph Nagler
Professor Ed Brumgnach
Faculty
Dignitaries
A.A. Graduates (A-L)
A.A. Graduates (M-Z)
A.S. Graduates (A-L)
A.S. Graduates (M-Z)
A.A.S. Graduates (A-G)
A.A.S. Graduates (H-M)
A.A.S. Graduates (N-S)
A.A.S. Graduates (T-Z)
Certificate Marshal
a)
Review procedures for assembly, procession, seating, recessional and reception. (Marshals: Please be
on time for rehearsal, Wed, May 29 at 8:30 AM, as well as graduation.) Walk first marshal through
entire tent and seating one-half hour before processional begins. Make sure Marshals have signs on the
walls for lineup (e.g., A.A., A.S., etc.).
b)
Degree Marshals: On Rehearsal day only, Wednesday May 29tht. send students who are not on marshal
lists of graduates to speak with the Bookstore, where it will be determined from a Registrar’s Office printout
whether the student is indeed a graduate and paid graduate fee. If yes, the student will then see the
representative of the Bookstore who will have extra caps and gowns on hand. If the student is not on the
Registrar’s Office printout of graduates, send the student to the Registrar’s Office to clear up the
discrepancy.
c)
Microphone practice by marshals before to ensure voice projection. (only if necessary)
d)
Three (3) seats will be reserved at the beginning of the first row of each degree group. One seat will be
for Marshal and the two remaining seats will be for graduates arriving late.
e)
Marshals will be seated in first seat of their designated degree group and committee members will be
seated in front row of audience. Front row seating allows for last minute problems and/or assignments to be
given out, or individuals dispatched, with ease.
f)
Batons and Marshal badges to be distributed at rehearsal. For 2002, pick them up on Tuesday, May 28th.
in the room A-202. These batons must be returned to the Grand Marshal immediately after the
ceremony. The Grand Marshal will bring them to room A-508.
g)
MIKE CESARANO will walk ahead of Grand Marshal during the processional and recessional to clear the
way of guests. A preliminary walk will be made with the Grand Marshal ½ hour prior to the beginning of
ceremonies.
h)
At rehearsal, Marshals should remind students not to take programs from the table at graduation, as
programs will already have been placed on their individual seats
(i)
Marshal Lists – Master lists at information table & one with Ms. Lori Carbone.
8
Rehearsal Day
1. Line up students according to degree.
2. Add new students to degree lines with card.
3. Add phonetic spelling
4. Do not discard any name cards - student may show up Commencement morning.
Commencement Day
1. Add new students to degree line with card
2. Read out all names - tell students as they stand next to you on stage, they should not to walk forward
until they hear their name.
3. Read out all information as noted on marshal list: i.e., “Also receiving second degree in A.A.”, “Also
receiving a Medical Office Assistant Certificate”
4. Some students will be sitting on stage as award receivers – they’re names are to be called with the
appropriate degree. They will proceed to Dr. Martí from seat on stage. (have duplicate cards made for
marshals with these student names)
5. Cards to be placed in a box on the podium for marshals when they are finished.
6. Students will receive two (2) cards with their name and degree (one card goes to committee member
for the Photographer and the other card is given to the degree marshal).
IX.
FACULTY
TO BE DETERMINED (FACULTY MARSHAL)
Check off those who attend Commencement and return list at the end of Commencement or via interoffice mail, to Lori Carbone, A-508
1.
a)
b)
c)
Remind faculty to return gowns to M-136 before 1:00 PM.
After student procession ends, please wait a few minutes before beginning faculty march.
In preparation of the COCO report requested by the Academic Senate, please provide Dr.
MIKE CESARANO with a list of faculty members who participated in the ceremonial
march.
2.
Chairperson of the COCO, Dr. Bieber, should thank each faculty member personally as they walk out
in recessional.
3.
Breakfast reception (from 6:30 AM) for faculty and workers on Commencement morning in Room M-136.
Faculty should be advised of this prior to Commencement morning. (For 2002: Post a sign at faculty cap &
gown distribution.
5.
Request Faculty to remain fifteen minutes after graduation to meet and take photos with graduates and
families. Announce this to students at rehearsal and graduation lineup.
by:
MIKE CESARANO AND FACULTY MARSHAL
X. TENT
The 2002, bid was won by Ace Party Rental Company.
1.
Tent contractor should come to campus two weeks before Commencement for final review, and to discuss
any possible problems.
2.
Bid specifications included:
(a)
Tent color (white)
(b)
Tent height
(c)
Railing on stage placed on three sides to be ready
beforehand; also metal rail should be placed on steps.
(d)
Remove pole above stage platform. (Check tent for
quarter pole.)
(e)
A trough to be built under any tent holes above stage
in case of rain.
(f)
Two (2) sets of ramps on each side of stage to
accommodate all students (including handicap)
entering and exiting stage
9
XI.
CAPS & GOWNS
a)
FOR FACULTY:
I) Pickup in Room M-136
Wed., May 29th . from 10:30 AM - 1:00 PM
Fri., May 31st. from 8:00 AM - 9:00 AM
ii)
Return in Room M-136
Before 1 p.m. on Friday, May 31st. If they are not returned at the time requested, faculty member will be
responsible for the shipping charges.
iii) Inform the Herff Jones representative
to wait until 1:15 p.m.
by:
b)
SOPHIE FOGLIA AND PAT EVANOSKI
FOR VIP’S AND STAGE PARTY:
Cap and gowns must be returned to Presidents Conf. Room A-502D before
1 p.m. on Friday, May 31st.
by:
c)
(DIGNITARY MARSHAL)
FOR STUDENTS Rehearsal and Commencement morning
Students with cap and gown problems should be sent to the Bookstore.
Students arriving with cap and gown at Commencement rehearsal and actual ceremony should ask degree
marshal to announce their name and add their card to the group.
XII.
OTHER ITEMS
1.
Make a public announcement for all guests to be seated just before processional begins.
by:
2.
Be available during tent and stage construction and placement of chairs
by:
MIKE CESARANO AND JOE CARTOLANO
3.
Commencement day, Friday, May 31st. all personnel working on ceremony should arrive by 7:30 a.m.
Marshals should arrive by 8:00 AM.
4.
Greeting of guests coming from parking lot by several of the faculty, staff, and marshals.
5.
Grand Marshal or President should introduce representatives from Community Board and Queens
Chamber of Commerce during the ceremonies.
6.
Instruct students to move tassels on caps from one side to the other (at some point in graduation).
by:
7.
MILLIE CONTE will indicate this in PRESIDENT MARTí’S script
Before Commencement contact musical performer(s) regarding publicity, details, speech, songs, etc.
by:
8.
SOPHIE FOGLIA, PAT EVANOWSKI
Flowers/pots: removal of these from stage by students or guests to be prevented. After ceremony, the
distribution of floral arrangements to Student Union Building will be conducted by B&G.
by:
9.
MIKE CESARANO
BETH COUNIHAN, ANTONELLA ANSANI
Nurses and Volunteer Ambulance - Arrange at least one month prior to Commencement.
by:
SOPHIE FOGLIA, PAT EVANOWSKI
10