Commencement Ceremony Management Software System

The Vendor is required to provide for a comprehensive commencement management software system.
- The commencement registration and ticketing process is currently highly manual, requiring significant staff intervention for data entry, student communication, ticket distribution, and accommodation management. 
- This manual approach becomes increasingly difficult to manage with large graduation classes, resulting in challenges maintaining accuracy, timeliness, and consistent communication.
- A modern, cloud-based system will allow for streamlining all aspects of graduate registration, ticket distribution, accommodation requests, name pronunciation, support and event-day operation, the planning, coordination, and execution of graduation/commencement ceremonies.
- Ultimately enhancing and ensuring an accurate, efficient, professional, and memorable commencement experience for students, guests, faculty, and staff.
- The system should ensure full student engagement and operational efficiency for the commencement ceremony.
- The Target Audience(s) for this system: Primary, the graduating students (100-10,000 potential participants annually).
- Needs a user-friendly, ADA-accessible platform to register, update personal and academic details, request tickets, indicate ADA accommodations, upload pronunciation , and receive confirmations and event updates Secondary, commencement staff, faculty and volunteers supporting the event operations.
- This user group requires timely access to accurate participant data, ticket allocations, seating arrangement, graduate check-in status, and the ability to make on-the-spot adjustments.
- This user group requires the ability to print and reprint reader cards, manage accommodations, and communicate with the graduates efficiently Tertiary, guests of graduates, including those requiring ADA accommodation and special seating.
- Solution shall provide an intuitive ticketing process (including ticket sharing/return options) with the ability to indicate accommodation requirements, and clear communication regarding venue access, seating arrangements, and ceremony details.
- Student Data Management:
•    System must integrate with existing Student Information Systems (SIS) for automated data transfer of graduation candidates.
•    Ability to track student progress toward graduation requirements and eligibility for commencement participation.
•    Management of student personal information, contact details, preferred name/pronouns, and guest details for attendees.
•    Ability for students to update their name as they wish it to appear on the reader card and screen, including automatic capitalization of names entered in lowercase.
•    Capture and display degrees, honors, and multiple degrees on screen as graduates cross the stage.
•    Ability to capture and store ADA accommodation requests for both graduates and their guests.
- Application and Registration:
•    Provide online application portal for students to apply for graduation and register for the ceremony.
•    Support for multiple graduation terms and ceremony dates.
•    RSVP Management allowing students to update their attendance preferences in one centralized platform.
•    Customizable registration forms to collect necessary information (e.g., guest count, special accommodations, ADA needs).
•    Confirmation email sent to students upon completion of registration.
•    Option for students to receive text message updates and reminders.
•    Ability to make real-time updates to graduate lists (adding/removing graduates, especially for pronunciation changes).
- Ticketing and Guest Management:
•    Event ticketing system for students to reserve or receive guest tickets in advance.
•    Ability to create multiple ticket types for the same ceremony (e.g.: main venue, alternate viewing site).
•    Ability to set limits on guest attendance and manage ticket allocations.
•    Integration with QR codes or other scannable tickets for efficient entry management.
•    Secure, customizable electronic tickets that can include school branding and eventspecific information.
•    Support for special guest ticketing and open-seating venues (general admission).
•    Ticket sharing, swapping, and return functionality, with ability to make additional requests.
•    System-generated confirmations for ticket transactions.
- Ceremony Logistics and Planning:
•    Features for scheduling ceremony events, speakers, and rehearsal times.
•    Tools to manage academic regalia orders and distribution.
•    Support for seating arrangements and name announcement processing.
•    Pronunciation and announcement support, including the ability to store and review recordings by professional announcers.
•    Ability to allocate seats for various groups (faculty, special guests, ADA seating).
•    Integration with photography vendor for image capture coordination.
•    Ability to print reader cards in real time (including replacements if lost or destroyed), with customizable design.
•    Capability to manage and track real-time graduate check-ins.
•    Ability to digitally manage student information vs. physical name cards, creating a more efficient and organized ceremony.
- Communication and Reporting:
•    Automated communication tools for sending announcements, reminders, and important updates to graduates and guests (email and text).
•    Robust reporting capabilities for data analysis, attendance tracking, ticket usage, and demographic information.
•    Ability to generate both visual reports and exports in Excel or Microsoft Office formats.
•    Access to running totals of graduate check-ins during the event.
•    Ability to survey students post-event regarding their commencement experience.
•    Capture of photo release acknowledgements and related statements.
•    Coordination in managing the order in which students walk across the stage, ensuring stage presentation transitions smoothly and accurately through name announcements.
- Integration and Compatibility:
•    Seamless integration with existing university systems, including Student Information System (SIS) and Customer Relationship Management (CRM) tools.
•    Vendor must provide APIs for custom integration and secure data exchange.
•    Integration with institutional photography vendor for coordination and delivery of ceremony images.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 18, 2025