How to Plan AV and Lighting for Your School Graduation Ceremony
Planning graduation ceremony AV and lighting takes more than setting up a microphone and a few speakers. Graduation day is one of the most meaningful events your school hosts all year. The last thing you want is a microphone cutting out mid-speech, an echo bouncing off gymnasium walls, or a livestream dropping the moment a student’s name is called. The good news: with the right AV and lighting partner, none of that has to be your problem.
Here is what you actually need to think about as you plan, without the technical overwhelm.
1. Book Your AV and Lighting Team Early 🤝
This is the most important thing on this list. AV and lighting companies in the Philadelphia and South Jersey area fill up fast during graduation season. If your ceremony is in May or June, reach out no later than February or March. Book your AV and lighting team at the same time you confirm your venue, these two decisions are directly connected.
2. Sound Is the Foundation, and it Needs a Pro 🔊
Every seat needs to hear every name clearly. Gymnasiums echo, while outdoor venues lose sound to wind. Additionally, a professional AV company will walk through your venue before recommending a system, not just quote you equipment from a spreadsheet. Make sure they include a dedicated technician at the board on the day of, not just a setup and leave situation. Most importantly, always have a backup wired microphone at the podium. Always.
3. Lighting Is Its Own Thing, Plan It Separately 💡
Quick note worth knowing: in the events industry, lighting is typically treated as a separate discipline from AV. “AV” usually means audio and video. Lighting, even though it is visual, is its own category. So, when you are hiring vendors, make sure whoever you work with handles all three, audio, video, and lighting, as a package. Stage lighting that makes the ceremony look great in photos and on your livestream is not automatically included with every AV quote. Ask specifically.
4. Plan for the Livestream 📹
Families expect to be able to watch live. A quality livestream needs more than a camera on a tripod, it needs a dedicated operator, a clean audio feed from the board, and a reliable hardwired internet connection. And always record locally at the same time, so if the stream drops, you still have a clean file to share with families afterward.
5. Do a Rehearsal 🎙️
A technical rehearsal the morning of or day before the ceremony is not optional. This is when you find out that the podium is too far from the mic stand, or that the slideshow does not match the screen size. Fix problems in rehearsal, not in front of 500 families.
Large graduation ceremonies involve more than just staging and sound. Schools should also coordinate guest flow, communication plans, and overall event logistics well ahead of the ceremony date.
Schools can also review additional graduation safety and event planning guidance from the School Security resource center.
To keep your graduation ceremony running smoothly, confirm these AV and lighting details ahead of time:
Quick Planning Checklist 📋
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Confirm venue & request technical spec sheet
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Book your AV & lighting company 8 to 12 weeks out
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Schedule a venue walkthrough with you AV and lighting team
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Confirm sound, lighting, and video screens are all covered
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Set up livestream & local recording
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Send slideshow & video files to your AV team one week before
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Schedule a technical rehearsal
Serving Schools Across New Jersey, Philadelphia Area, & More
Starlite has handled AV and lighting for graduation ceremonies, school productions, and assemblies across New Jersey and the greater Philadelphia area for over 40 years. We handle audio, video, and lighting together as one coordinated plan, so nothing falls through the cracks.
You focus on your graduates. We will handle the rest.
Starlite is phenomenal to work with! We are so grateful for their knowledgeable team, their willingness to work with our budget & the ability to expand our existing system for special events.
