"I love Commencement. I love the excitement of the students and their families."

Julie Adams is the person you see at every University event looking at her watch, directing people, making sure things go off without a hitch. As director of Community Relations and Special Events since 1990, Adams is responsible for a variety of campus celebrations, including Opening Day, the Presidential Invited Faculty Address and the biggest of them all, Commencement. This year, Adams faces a new challenge: convocation ceremonies in the newly renovated amphitheater. With just a few weeks until the end of the semester, Adams sat down to discuss how she helps make it all happen.

Q. Last year was the first year the campus held formalized convocations ceremonies. Why?
A. The schools and colleges have been doing little celebrations on their own throughout the years. There was a survey done by Student Development and Campus Life that indicated students liked the big celebratory event of Commencement because that's when their degrees are conferred and they can invite as many people as they want. But they also wanted something a bit more intimate, to feel more connected with their departments. Their individual names are read at the convocations so it's more personal.

Q. The convocations last year were held in Memorial Auditorium. Why the switch to the amphitheater?
A. This year we have a newly renovated amphitheater courtesy of our Alumni Association. Space was an issue before in Memorial Auditorium because the Graduate School and the College of Humanities and Social Sciences are too big to fit in Memorial (their ceremonies were held on the soccer field last year). As more students graduate and the classes get bigger, we needed to think of another venue. The amphitheater has the capacity to seat 1,500 in a very beautiful setting.

Q. What are some of the logistical issues you face?
A. There are many. It's an open venue and it is concrete seating but we are providing cushions for everyone. There is a limited ticket system that each college/school is handling. Crowd control, getting people situated might be an issue and, of course, the weather. Convocations will be held even if there is a drizzle. The survey also said students wanted a reception on campus so there will be one in the Student Center following each of the convocations.

Q. Aside from the technical aspects, what else have you done to prepare?
A. I've taken the time to sit out there and think about how it will play out. You have to be there in the environment yourself, be familiar with the space. It's helped in figuring out what to do. It's a learning process, especially with a new venue.

Q. How do you organize such a large event as Commencement?
A. I start working on Commencement the week after it's over. I meet with the assistant deans on a monthly basis starting in November. It's a year-long process. I've been doing Commencement at the arena since 1991 so I've had a lot of practice and a great group of people who help from the Registrar's office, Student Development and Campus Life, Maintenance and Physical Plant. We've got it down pretty well.

Q. How do you feel when the big day arrives?
A. My favorite time is when I get to the arena at 7 a.m. before anyone else. You just know in three hours the whole place will be vibrating from the rafters. I love Commencement. I love the excitement of the students and their families. By that day, there's not a whole lot for me to do, so once the procession starts I go up into the stands and watch it from the families’ perspective. It's new to them so it doesn't get old for me. I see it through their eyes. It's easy to become jaded but then you see how important it is to them.