Objective
Graduations are an important milestone in every student’s life. They provide them with the chance to receive recognition for their hard work and celebrate their achievements with families and friends, so it is vital they are held in an appropriately fitting environment.
This is also a once-in-a-lifetime occasion for many, so expectations will be high. Host venues therefore must be able to provide the right space but also deliver a seamless experience so it is memorable for the right reasons.
Universities, and other educational institutions that select Central Hall Westminster as host venue require a large, impressive space to hold up to 1,200 guests at a time. The space must be able to handle high footfall of both guests and graduates, while respecting the needs of all attendees on the day.
As graduates wear caps and gowns for this special occasion (110,000 of them were issued last year) they require a separate space to select and dress in their ceremonial wear. Likewise, photographers need dedicated areas to capture the moment.
With such high volumes of students receiving awards within a short space of time, quality AV to support the graduation ceremony itself is crucial for its smooth running. Expert tech support is also essential for the growing number of graduations that are streamed online.
Many organisations will also wish to celebrate graduates’ achievements post-ceremony so are looking for an impressive space to hold receptions after the big event, and/or treating guests and VIPs to a special meal, so rooms for these, plus quality catering is also a pre-requisite.
Some organisations, such as London School of Hygiene and Tropical Medicine and BPP will be hosting two or three ceremonies in one day so also require an expert team with the ability to provide support for a swift turnaround.
Execution
Graduations are becoming an increasingly important type of event for Central Hall Westminster. We’ve seen an uplift of 64% in the last six years and 24 days in every year are dedicated to them with some educational establishments holding two, or even three ceremonies in one day. More than 100,000 graduates receive qualifications at Central Hall Westminster each year and each experience must be memorable for each and every one of them.
The team has therefore developed a deep understanding of the unique requirements to execute each one with precision and ensure every attendee leaves with positive lasting impressions.
Because graduations have become so important and to make it easier for clients to view options, the venue has developed a special Graduation Booklet.
Central Hall Westminster’s flagship Great Hall – London’s largest purpose-built event space is the perfect place to host graduation ceremonies from a practical perspective. With a capacity of up to 2,000 and an adaptable stage area, it comfortably caters for ceremonies of all sizes.
To add the all-important wow factor and make the ceremony bespoke to the organisation, there is also the ability to dress the space for those who wish to. For example, The London School of Hygiene & Tropical Medicine commissions the venue’s recommended flower supplier Elizabeth Marsh to decorate the stage with tropical flowers, like bird of paradise, while BPP adds a touch of glamour with a red carpet.
Areas within the hall allow for easy separation of different kinds of attendees if needed. The Royal College of Radiologists seat academics in the choir stalls while graduates and their guests are seated in the stalls. A major benefit is that the Great Hall is blind spot-free, meaning every guest has the perfect view of the stage so they won’t miss their family member or fellow graduates picking up their diplomas.
And the installation of a state-of-the-art new PA system and audio solution in 2024, as part of Central Hall Westminster’s in-house production partner – White Light’s – continued investment in the venue, means the 90 speeches and announcements made each year are heard perfectly.
But it is the stunning architectural features, including its iconic self-supporting domed ceiling, the largest of its kind in Europe, and a breathtaking grand organ mastered by Central Hall former musical director William Lloyd Webber, that provide the impressive backdrop academic celebrations deserve.
This, and the fact that Central Hall Westminster has hosted speeches from luminaries, such as former US President Barack Obama and Gandhi, was a huge draw for DLD College London who chose for its graduation ceremony in June 2024.
When it comes to the ceremony itself, AV support from White Light means all technical aspects are taken care of. With increasing demand to live-stream events from universities like BPP, robust solutions for live broadcasting and streaming are crucial, particularly so that family members who are unable to attend in person can also watch.
Both the venue and White Light have significant expertise in live-streaming infrastructure and ensure seamless delivery to all platforms and audiences.
Organisations can take their pick from Central Hall Westminster’s 23 spaces to use for all extra services associated with graduation ceremonies, such as gowning and photography. There are also rooms available for many other needs – for medics, as multi-faith prayer rooms, or for storage.
With all organisations opting for a post-ceremony reception, Central Hall Westminster’s team also ensures there is ample room in an impressive space such as the Lecture Hall and Library for graduates to celebrate with their peers, professors and guests.
While there are common themes across all graduations, the team ensures that each event is tailored to the needs of the client and their specific requests. Some, like BPP which hosts two ceremonies per day, each hosting up to 1,400 people, might require use of the whole centre and will need rooms for a variety of reasons, such as hosting VIP lunches for academics. Whatever the need, Central Hall Westminster’s expert graduations team are efficient, especially as turnaround between ceremonies can sometimes be just 50 minutes.
For those who do require catering, Central Hall Westminster’s catering partner Green & Fortune prepares bespoke menus. As well as brewing up around 83,000 cups of post-graduation tea each year, they’ll prepare over 110,000 nibbles for receptions. Some clients, like BPP will select a bowl food menu which will be served at high tables in the Lecture Hall and Library.
As footfall is high and with lots to be achieved in a relatively short space of time, Central Hall Westminster’s team ensures directional signage is clear and easy to read so staff supplied by clients and attendees are sure where they need to go. For those with mobility issues, there are lifts taking guests to the first floor.
In addition to supporting the ceremony, AV partner White Light liaises with clients on additional branding opportunities throughout the ceremony space and reception area, providing projectors and uplighters to add relevant brand colours to the spaces. Branding can also be supported by another of Central Hall Westminster’s preferred suppliers We Are Showcase.
Results
Central Hall Westminster’s experienced team and supportive partners providing space and services within an impressive, flexible venue have led to graduations becoming a huge part of the event mix at Central Hall Westminster.
While these types of events follow a similar format, each one is bespoke to the educational organisation hosting them so the team has to be agile to respond to client requests.
Other unique challenges are presented by the sheer volume of guests attending and the fact that two, or sometimes three ceremonies will be held in one day – meaning teams have to respond quickly. For organisations like BPP, ceremonies can be held on up to four consecutive days, so the venue team must be consistent with its approach.
The fact that the number of graduations held at Central Hall Westminster has grown considerably over the years with many being repeat business signifies its strength in this area.
An event organiser at The Royal College of Anaesthetists, which returns year after year, says: “Our graduations are always a great success due to the seamless support from the team and the wonderful venue.”
“It’s always a privilege celebrating student success. Another great occasion at Central Hall Westminster” added Dr Aaron Taylor, Head of School for HRM at Arden University.
The ‘impressive location’ is the draw for Central Qualifications which held its graduation for veterinary nurses in June.
DLD College which also held graduations in June, is already planning next year’s ceremonies, impressed by the historic venue which ‘served as a fitting backdrop’ for its ‘momentous occasion’.
Maria Gomez, Administrator to the ELT at DLD College also said it was ‘a pleasure’ to work with the team to deliver graduations, highly rating the attentiveness of the team, “The services and facilities are great,” she added.
While success rates are high, Central Hall Westminster’s team and site partners never rest on their laurels when it comes to graduations. Debrief meetings are held post-event with all relevant members of the team, including account managers involved. This means account managers can suggest improvements, changes and additional services to best meet their client’s requirements for future events.
