Scope the ceremony before estimating its cost
A graduation budget depends on the venue, guest and graduate numbers, programme, stage, seating, screens, sound, lighting, rehearsals and installation arrangements. Ask for an itemised quotation using the institution’s actual brief.
Separate the production and venue costs
- Stage and guest environment Define the footprint, processional route, accessibility, seating, backdrop, branding and any approved VIP areas.
- Screens, sound and lighting Provide the programme, content files, speaker needs, room layout and filming requirements. Equipment specifications and costs should follow that brief rather than a universal LED percentage or screen specification.
- Operation and rehearsals Record crew responsibilities, rehearsal periods, camera or streaming services, programme coordination and the handover checklist.
- Delivery and exclusions Confirm venue hire and services, access windows, rigging, power, transport, installation, removal, overtime and VAT treatment. Separate any institution-managed hospitality or security requirements from the production quotation.
Use relevant project records
Review EGS’s published HCT programme and ask which parts of that delivery are relevant to your ceremony. A previous programme’s audience, design or budget is not automatically the right specification for a new institution.