Conference Planner

This information packet has been designed for assistance in planning your event. Our staff is available to assist you, and we would appreciate being a part of the planning process. If you would like to arrange a site visit, we can assemble our service providers to answer any questions and create a plan for your graduation. Located at the end of the Planner is the Graduation Information Form. Please use the form to think through some of the issues involved in planning your graduation. We recommend that the form be returned to us a month in advance.

Special School District Rates
We are pleased to offer Pacific Lutheran University's facilities for your graduation. We currently offer special rates to school districts holding graduations at PLU. We are able to offer these rates as a result of standardizing the floor seating and stage setups, thereby reducing labor requirements.

Event Setup
PLU and its support services will set up for your event. Due to the large number of graduations, some only hours apart, a basic facility setup has been pre-established. However, in some cases, the rehearsal setup may differ slightly from the actual graduation setup.

Seating Arrangements
The floor of Olson has four sections of seating. The two main sections will have areas of chairs with rows of 12 by 15 rows deep. This will provide up to 180 chairs in each large section for graduates. A row may be removed to separate graduates from open or faculty seating, however, all rows should remain with 12 seats. The outside sections of seating will have sections of 15 rows which have 9 seats per row, for a section total of 135 on each side of the graduates. This area may be used for faculty or open seating. This area will be designated for handicapped seating, with some chairs removed to accommodate wheelchairs. With this setup, the seating capacity for Olson is a maximum of 2,900 people.

Lighting
Olson Auditorium's court lights will be used for all graduations not requiring media projection services. If media projection is required, the incandescent lights will be used for better visibility.

Tickets
If you create tickets for graduates and families, we will require verification that no more than 2,900 people will be in attendance (including graduates) unless arrangements are made to rent additional chairs. This is to comply with fire safety standards. PLU reserves the right to refuse entrance to anyone beyond the maximum seating capacity. Olson has four ticket booths outside the main entrance that may be used to distribute tickets.

Ushers/Event Staff
The staffing you provide for your event is an important area to consider. If you issue tickets for graduation, consider having 4-8 ticket staff at the entrance to the building (East entrance). We also recommend 4 staff members to hand out programs or brochures. Additionally, a minimum of 7 ushers to assist people and clear fire lanes inside the auditorium is required. These staff members will also be able to point out areas of open seating, ensure that reserved areas remain clear for graduates, faculty, and special guests, and maintain the safety of the guests by ensuring that aisles are kept free from bodies and other obstructions. The recommended locations for the main auditorium floor are shown, and at least 3 other ushers should be located on the second floor to assist with the upper bleacher section.

Event Parking
A campus map has been included for your convenience. The map highlights areas for graduation parking. Please reproduce the map as necessary and include it with any information sent to participants.

Event Security
Graduations require security provided by a minimum of two (2) contracted Pierce County Sheriff Deputies. We will be happy to request any officers that have traditionally worked with a school. Simply provide the officer name(s) to the Conferences and Events Office. PLU will contract for these services on your behalf, and include those costs in the final invoice. Deputies are required to be at the event one hour prior to the start time through one half hour after the event ends, and will be charged at the current rate established by PCSD.

Lost and Found
For lost and found items, please contact the University Center Office at (253) 535-7450. Lost and found items may be discarded or donated to charity 30 days after an event.