Background
Sheffield Hallam University hires the entire venue of Sheffield City Hall for a two week period to hold its annual graduation ceremonies in November each year. Numbers of students at Sheffield Hallam have steadily increased and it now presents almost 10 000 degree certificates to The University's undergraduate, post-graduate and honorary doctorates.

Over 40 000 people attend the twice daily ceremonies at the City Hall during the graduation period, including the students themselves, family members and guests.

Sheffield Hallam University has held its annual graduation ceremonies at Sheffield City Hall for the past 10 years. Without a suitably sized location of its own to hold the ceremonies, the decision was made to move to the 2200 capacity theatre style Oval Hall, which provides the perfect setting for the ceremonies to take place.

As the most prestigious occasion of an educational establishment's year, each graduation ceremony requires an impressive backdrop, extensive space for the different elements involved in the ceremony, as well as an easily accessible location and a team of staff prepared to work to the high standards required by the University.

The ceremony marks each student's departure from the University making the occasion hugely significant and therefore very important to deliver a positive and memorable experience.

Challenges and Solutions
With such a large number of students and guests attending and due to the prestigious nature of the graduation ceremonies, the planning, execution and attention to detail is of paramount importance to ensure that all expectations are met.

A number of services assist the University in delivering the events including photographers, stage dressers, musicians and a company that provide all the gowns for the students to wear. Ensuring the safety and security of both guests and service providers is a vital element of the plan. This is achieved by considered emergency and contingency procedures, planned and agreed by the City Hall and reviewed by the University organising team year upon year.

Managing the large turnover of people and with no opportunity for dress rehearsals, all the staff involved in running the event must be quick thinking, assertive and well briefed. Throughout the year, the City Hall and University team meet periodically to prepare the operational plan and set a clear timetable of activities. This includes an extensive briefing programme for the stewards and staff at the venue.

As an education provider, the University has a strict equal opportunities and diversity policy in place. This extends to the graduation ceremonies and one of the requirements of having the ceremonies at an external venue is that the policy is adhered to.

Since the refurbishment of Sheffield City Hall in 2005, the venue has extended its accessibility options including complete access for all patrons to all areas of the building (front of house and backstage), passenger lifts to all levels of the building, seating in all areas of the Oval Hall for restricted mobility patrons and the facility to produce signage and brochures for all patrons, whatever the disability. For guests with hearing difficulties - the Oval Hall offers an infra red hearing loop and an induction loop in other spaces or signed description and for the visually impaired, audio description.

Execution
The graduation is the biggest ‘conference' style event that both the venue and the city delivers each year. 40 000 people visit Sheffield City Hall, in back to back ceremonies twice daily and the event utilises every available space in the venue for the countless people and the services necessary at such a major event.

The foyer is used as an information point and a place for students and guests to assemble prior to the ceremonies taking place. The Irwin Mitchell Oval Hall hosts the actual ceremonies with the smaller Memorial Hall earmarked for staff and general steward gowning. The dressing rooms behind the Oval Hall are reserved for VIP's involved in the ceremonies, including the Chancellor and Vice Chancellor. The City Bar provides catering, whilst the Arches Bar in the Ballroom serves hot and cold drinks. The Vincent Harris and Barbarolli Suites are transformed into crèches as well as being used for students with special arrangements.

Verdict
The graduation ceremonies have taken place at the City Hall for 10 years and despite periodical reviews by the University, they have been unable to find a venue better equipped or more conveniently placed to provide all the elements of this demanding and complicated annual event.

Grace Roberts, Conference 21 Manager and main organiser of the graduation ceremonies commented ‘The City Hall is the perfect venue for our graduation ceremonies and much admired and appreciated by all our graduates and their guests.

The venue also has a huge asset in their staff who are, without exception and at every level, highly customer focussed, professional, helpful and friendly. They make a significant contribution to the success of our ceremonies and help us to sustain the excellent public image of the University.'