For this article, we'll look at graduation ceremonies, which are typically held for students who are graduating from pre-K, Kindergarten, eighth grade, and 12th grade.
Graduation can be as simple as a ceremony in the gymnasium followed by a small reception for graduates, staff, and family, or as elaborate as an event at a larger arena with balloons, flowers, photo booths, and professional photographers. For school business officials, understanding the history of such events is the priority before making any decisions about expenditures.
Here are some points to consider if graduation expenditures are on your agenda.
When determining where to hold a high school graduation ceremony, consider surveying parents and students regarding their preferences.
Graduation Venue: Home or Away
If the topic of venue is up for discussion, consider the following:
The cost of an outside facility for graduation may not exceed that of holding the event in-house. The majority of in-house expenditures are for chairs, tents, PA systems, portable restrooms, and personnel costs. The majority of the outside facility expenditures relate to facility rentals and possible additional fees for a raised stage. Livestreaming the event may incur a cost; however, with today’s technology, it could be included in the rental agreement at no cost.
When determining where to hold a high school graduation ceremony, consider surveying parents and students regarding their preferences. Although the final decision is up to the administration/board, offering parents/students an opportunity to provide input in their celebration can become a new tradition for the school district.
The graduation ceremony budget may cover caps, gowns, tassels, personnel costs, and flowers. However, additional enhancements may be included upon requests from administration, the board, parents, or advisers. More elaborate ceremonies may include additional enhancements, such as:
When reviewing the budget, discuss with a parent organization whether they are willing to subsidize all or part of an enhancement to maintain the ceremony's tradition. While adding a fee to senior dues might be an option, it is not recommended. Not all students will attend the graduation ceremony, and many families are already facing financial hardship.
Maintaining a positive budget balance is a priority — one that is not easy to achieve. The bottom line here is not the accounting function; the focus is on the graduates who have earned and deserve a memorable celebration of their hard work and what awaits them in their bright future. Note: If you have not attended any of your district’s graduation ceremonies, please consider doing so. It will enhance your experience as a school business official.