Convocation Planning Outline

Convocation is approaching and many departments are planning creative ways to celebrate this important milestone for our Lobos. Departments seeking to plan an in-person and drive through/in activity should use this document to assist in planning and submitting your event request for approval. While there may be opportunities for in-person convocation activities, we still encourage your department to use virtual or drive through methods to minimize the possibility of virus spread. UNM event planning staff and service related departments are available to meet virtually with you to answer questions and assist with logistics, planning, and coordination. You can email depar@unm.edu for information about being connected to campus resources. All in-person and drive through/in events must submit a UNM Event Request at http://campusexperience.unm.edu/resources/unm-event-request.html (under the Resources tab) and be approved prior to moving forward. The location of your event request is extremely important for approval queues, so please make sure to select the correct option and list the specific location in the particulars section.

Current State Guideline Information Pertaining to Convocation Activities

RED

  • Large Entertainment Venues – May Not Operate
  • Gathering Limits – 5 People Max
  • Vehicle Limits – 40 Vehicles Max

YELLOW

  • Large Entertainment Venues – 25% of maximum capacity of any outdoor space on premises. Indoor venues may not operate
  • Gathering Limits – 10 People Max
  • Vehicle Limits – 80 Vehicles Max

GREEN

  • Large Entertainment – 50% of any outdoor space on premises. 25% of maximum capacity for any indoor/enclosed space on premises.
  • Gathering Limits – 20 People Max
  • Vehicle Limits – 120 Vehicles Max

TURQUOISE

  • Large Entertainment Venues – 75% of any outdoor space on premises. 33% of maximum capacity for any indoor/enclosed space on premises.
  • Gathering Limits – 150 People Max
  • Vehicle Limits – 200 Vehicles Max

Guidelines for Departmental In-Person Convocations:

  1. In-person convocation events: (Click Here for a Print Version)
    1. In-person events must be held in one of the approved outdoor spaces at UNM
    2. Guests (including non-graduating students) are not allowed to attend in-person events
    3. All attendees of the event must be recorded and contact information collected
    4. Departments are encouraged to live-stream (facebook, youtube, or zoom) or record ceremony, so family members and friends can watch online
    5. In-person events must conform with 6’ physical distancing between all attendees
    6. Masks must be worn at all times by all attendees, including while speaking, crossing stage, and receiving items.
    7. If a professional photographer is on-site, a graduate’s mask may be removed only for a photo in an isolated space separate from the stage
    8. Contact with individuals should be minimized to distributing items (diplomas, certificates, hoods). Hooding by another person is not allowed.  Pinning in allowed.  Hugs and embracing should be avoided
    9. Event locations must have a perimeter to control entrants to the space
    10. Event locations must have sanitation stations and each venue must be sanitized between ceremonies if being used by multiple departments. Venue sanitation will be done by Facilities Management and the costs will be shared by all departments using the location
    11. Event locations must have access to restroom facilities
    12. Event locations must be accessible to those with disabilities
    13. Musicians may perform at in-person events while wearing masks at all times and at an enhanced distance of 9’ from another individual
    14. Food and drinks are not allowed
    15. Costs for events must be paid for by the department/college
    16. All in-person events are subject to NM DOH health orders at time of event
    17. Please reach out to Ryan Lindquist at depar@unm.edu for information on location scheduling, costs, walkthrough, and other details
  2. In-person convocation event venues
    1. Departmental convocation requests close on 4/29/21.  Please contact sac@unm.edu for questions about arranging an event reservation after this date. 
    2. Small department ceremonies (50 total individuals or less)
      1. Centennial Engineering Building Courtyard
        1. Equipment Available
          1. 16’ wide by 12’ deep stage
          2. Lectern
          3. Public Announcement System
          4. Tables
          5. Chairs
          6. Sanitation Stations
          7. Restrooms
      2. Streaming must be arranged by department
      3. Venue Schedule and Availability:
        1. Thursday 5/13 / 9:00-10:00 am / Masters of Public Policy
        2. Thursday 5/13 / 11:00-12:00 pm / Available
        3. Thursday 5/13 / 1:00-2:00 pm / Available
        4. Friday 5/14 / 9:00-10:00 am / Occupational Therapy Graduate Program
        5. Friday 5/14 / 11:00-12:00 pm / Available
        6. Friday 5/14 / 1:00-2:00 pm / Linguistics
    3. Medium department ceremonies (150 total individuals or less)
      1. Law School Lawn
        1. Venue Schedule and Availability
          1. Friday 5/14 / 8:00 am / MD, PhD, MD/PhD
          2. Friday 5/14 / 10:30 am / Health Professions
          3. Friday 5/14 / 2:00 pm / Awards and Honors
          4. Saturday 5/14 / 1:00 pm / Law School
  3. Keep in mind the University-Wide Commencement is 5/15/2021 from 9:00 am to 12:00 pm
    1. There may be additional times available depending on Facilities Management's ability to setup the needed support equipment
  4. The number of students participating will correspond to the time allotted for event
    1. 50 or students = event will be allotted 45 minutes
    2. 51 to 150 students = 1 hour
    3. 150+ students = 1 ½ hours
  5. Units should be prepared to adjust plans in response to changes in University policy, DOH guidance, or adverse weather as of the date planned.

Guidelines for Drive Through/In Events:

Attendee Limits, Guest Interactions, + Entertainment Guidelines

Staffing Needs and Limits

Drive Through/In convocation events will require staff to facilitate any approved events. On-site event support and departmental staff will be included in the total number of allowable attendees. Please plan accordingly. Portable on-site restroom facilities, and other event support items, may be required depending on the location and how long the event runs. These restrooms should be used by event staff only.

Pre-registration and Guest Contact Information

Your event coordinators will need to manage the arrival of attendees to ensure the vehicle, gathering, and occupancy limits, are not exceeded at any given time. Registration for specific time windows and passes or online check-in are encouraged to manage the number of vehicles and/or people. In-person gatherings must collect contact information of attendees.

Contact with Guests

Contact with guests should be minimal and maintain a 6’ distance as much as possible. If close proximity or contact is necessary, all attendees, including vehicle occupants, must comply with COVID safe practices including wearing masks. Event coordinators should plan for hand sanitizing stations for event staff to use between contacts. For hand sanitizer stations needs, please contact Custodial Services at Facilities Management or include this need if you are submitting a request for additional services to Special Activities at Facilities Management.

Live Entertainment

Any live performers on-site count toward the total number of attendees. Each individual including entertainers, necessary staff, and security will be counted as attendees and may not exceed the allowed gathering limit. UNM Risk Services will need to approve any live entertainment that will take place on UNM property. They can be contacted at risksvcs@unm.edu

Streaming the entertainment on a social media platform is a great way to preserve this element without exceeding the limit for attendees. Live performances streamed from a secondary site on campus are considered a separate event, will also need approval, and must comply with the guidelines and in-person maximum attendee counts.

Site Reservation + Planning Logistics

Lot Reservation/ Traffic Flow Strategy

Parking lot availability and traffic flow in and out of the event are important aspects to plan. Parking and Transportation Services or Athletics will be able to assist you in discussing availability, reservations, traffic plans, and fees. Event coordinators may coordinate with the contacts listed below to determine lot availability for preferred dates and times prior to submitting the event request for approval; however, your reservation cannot be confirmed without an official event request approval.

View NM DOH COVID Safe Practices for Drive-In Events Here

  • UNM campus parking lots: Contact parking and Transportation services at Patsevents@unm.edu
  • UNM Athletics parking lots located at the PIT and the football stadium: Contact Matt McKernan at mckmatt@unm.edu.

Temporary Structures

If more than 4 tents will be used or if tents are larger than 10ft x 10ft, you will need to also complete a tent application form and submit to the UNM Environmental Health and Safety Department for approval. Applications can be found at https://ehs.unm.edu/special-events/index.html
All tent applications must be attached to this application for final approval.

Temporary Power/Heat

Portable power sources will need to be added, as it takes time (2 weeks prior for overtime requests) to get permitting and inspections done on certain types of power supplies. If portable generators or temporary heaters will be utilized, you will need to also complete an EHS Special Event Form. https://ehs.unm.edu/special-events/index.html

Trash Removal

Additional receptacles and trash removal may be necessary depending on the logistics of your event. These service arrangements must be made with Facilities Management at https://fm.unm.edu/services/special-activities-and-movers.html

Security/Police

Depending on your event size and location, your event may require security or police support. Police and security personnel will be included in your in-person attendee total and may not exceed the gathering total in the designated tier at the time of the event. To request a review for security and police support, complete the Special Events Notification Form on the UNM Police website: http://police.unm.edu.

 

Contingency Plans

Event coordinators should create contingency plans to adjust events on short notice based on the current state guidelines and weather at the time of the event. All events must comply with the designated level on the day of the event. Planning based on the ‘Yellow’ level thresholds with contingencies for ‘Red’ or ‘Green’ levels are recommended.

Contact Amanda Gerard at agerard@unm.edu for drive through/in convocation events. 


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