Information for Convocation Day: May 24, 2013
On Friday, May 24, 2013 we will celebrate Convocation with over 800 J.D. and LL.M. graduates in two separate ceremonies. It is important that you review the follow instructions to not only understand how the day will proceed, but also to be familiar with your role. Your cooperation will help ensure that this day is special for everyone involved and attending.
The sections covered include:
1. Logistics-the what, where, and when details for graduating students.
2. Processional-describes where to meet and what to expect before entering the Beacon Theatre.
3. Hooding Ceremony-explains what will happen on the stage.
4. Recessional-instructions as the ceremony ends.
5. Guests- the what, where and when details for your guests.
Where do I go?
Students must check in at their respective call time at the Robing Area located at the Beacon Theatre on Amsterdam Avenue (between West 74th and 75th streets).
When should I be there?
J.D. graduates are expected to arrive no later than 9:30 a.m. The doors will open at 9:30 a.m. for you and guests. We encourage you to advise your guests to be seated by 10:15 a.m. The processional begins promptly at 10:30 a.m.
LL.M. and J.S.D. graduates are expected to arrive no later than 2:30 p.m. The doors will open at 2:30 p.m. for you and guests. We encourage you to advise your guests to be seated by 3:15 p.m. The processional begins promptly at 3:30 p.m.
What do I bring?
You must have your academic attire (robe and hood) and phonetic name card. If the phonetic spelling is inaccurate, please go to the concierge table (on Amsterdam Avenue), ask for a replacement card, spell your name properly, and keep the new card. Also, please make sure that all clasps and fasteners on the inside of your hood are undone.
Should I give my guests my handbag, briefcase, coat or umbrella?
Yes, please do not bring any personal belongings to the Robing Area. There is nowhere to store your belongings before or during the ceremony, please give your personal belongings (handbags, briefcases, umbrellas and/or coats) to your guests before you go to the Robing Area. You will not be permitted to store anything below your seats in the Beacon Theatre. Please note that you may not process back to your original seat.
Where do I line-up?
You should be at the Robing Area (outside) on Amsterdam Avenue between 74th and 75th Streets. You will line up there before being led into the Beacon Theatre.
I am a J.D. - You should be at the Robing Area at 9:30 a.m.
I am a LL.M. or J.S.D. - You should be at the Robing Area at 2:30 p.m.
What happens once we are in the Theatre?
The processional enters the Theatre in two lines. Aisle Directors will direct you to your seats. When you reach your seat, Please remain standing until the ceremony begins. It is not necessary to remove your cap during the National Anthem.
3. HOODING CEREMONY
What is the Hooding Ceremony?
It is an opportunity for each graduating student to be recognized individually. Once your name is read, you will walk towards a faculty member and face the audience. The faculty member will place the hood over your head, and then you will walk towards Dean Revesz. You will then walk to the other side of the stage where your photo will be taken by a professional photographer. You will exit behind the photographer and be directed by an Aisle Director to an available seat. (For more information on Island Photography, click here).
How will this work with over 450 people?
There will be one line and two faculty members who will be hooding. Please pay careful attention and be certain to keep the line moving at all stages of this process. With the number of people we want to honor, every second counts. Also, while you are on line, please be quiet to ensure that you are not interfering with what is happening on stage.
What do I do with the name card and hood?
Hold your name card in your right hand and your academic hood in your left. While you are on line, check (if you have not already) to make sure that all clasps or fasteners on the hood are undone. When you reach the stage, hand your name card to the Reader Helper and pause. If both Hooders are occupied with students you will be directed to wait at the podium. PLEASE DO NOT STAND AND WAIT IN FRONT OF THE STUDENT BEING HOODED. Once a student walks away from a Hooder, you will then be directed to walk in front of the podium to the available faculty member. Hand your hood to the faculty member and face the audience. He/she will place the hood over your head.
Can my family take photographs during the ceremony?
Unfortunately, we do not permit guests to approach the stage to take photographs. It is important for guests to remain seated throughout the entire Convocation ceremony. We are relying on you to convey this message to your guests. We invite you to take photos after Convocation at the step-and-repeat photo station located on 75th Street.
How can I order the photos taken of me?
Only the designated photographer (Island Photography) will take your photo as you come across the stage. You will be captured being hooded, standing with Dean Revesz and posing near the NYU banner. Please do not stop the flow of the ceremony to take these photos; the photographers will capture you as you naturally progress from station to station. Because seconds matter in this effort to honor everyone in a timely manner, it is important for you to keep the line moving. To receive complimentary proofs of these photos, click here.
After I am hooded and have my photo taken, where do I go?
You will return to the seating area where Aisle Directors will guide you to available seats. It is possible that you may not return to the same seat you had before the processional. Please move purposefully and quickly. Any congestion on this end will impact other parts of the ceremony. Once seated, you will wait until the last person crosses the stage.
Do we leave automatically after the last person has been hooded?
No, Dean Revesz will make brief closing remarks, and then the faculty will exit. Once the faculty has departed, the music will change and you will be guided by an Aisle Director to recess out of the Theatre. Please wait for the faculty to leave before beginning the recessional.
Where will we graduates be after exiting the Theatre?
You will exit through the same entrance you entered the Beacon Theatre on Amsterdam Avenue. You can plan ahead to meet your guests on Broadway.
What do we do with our academic attire?
Your hood, cap and gown must be returned. There will be a collection box on Amsterdam Avenue next to the step-and-repeat photography station. There will also be attire collection boxes in Vanderbilt Hall Lobby until 9:00 p.m. that day. Students who do not return their attire on May 24 will be responsible for shipping it at their own expense to: Herff Jones, Attn: NYU Law Returns, 1000 N. Market Street, Champaign, IL 61820
Where do they go and when should they arrive?
All guests should arrive at the main entrance of the Beacon Theatre at 2124 Broadway between West 74th and 75th streets. Guests can only enter the Theatre via the main entrance and must have their tickets to be seated. Please understand that this is a special occassion for many families, including the graduating students and no one will be allowed to enter through the student line up area. Also note due to increased security measures, please allow extra time to clear security checkpoints.
For J.D. guests, the doors to the Beacon Theatre open at 9:30 a.m.
For LL.M. and J.S.D. guests, the doors to the Beacon Theatre open at 2:30 p.m.
What happens if guests arrive late?
Guests will not be permitted into the Beacon Theatre until after the processional. NO EXCEPTIONS.
Guest seating times:
J.D. guests must be seated by 10:25 a.m.
LL.M. and J.S.D. guests must be seated by 3:25 p.m.
What if I don’t use all of my tickets or I need more tickets?
Go to the Information Table located in the lobby. Beginning at 9:00 a.m., any additional tickets that are still available will be distributed on a first-come, first-serve basis.
Can I make arrangements to leave tickets somewhere for my guests?
You are responsible for distributing your tickets to your guests. In case of an emergency, you may leave tickets at the Information Table for your guests to pick-up.
Can my guests take pictures during the ceremony?
We ask that all guests remain in their seats. If they are able to take pictures from their seats, then they are permissible, but they will not be permitted to stand in the aisles to take photographs.
Where do we meet after Convocation?
Your guests will join you outside the Beacon Theatre on Broadway.
For questions about Convocation, contact the Office of Student Affairs at email@example.com or (212) 998-6658.
Last Modified 1/9/2013