The hidden work behind one of Case Western Reserve University’s biggest weekends

Every May, as graduates prepare to cross the stage at Case Western Reserve University commencement ceremonies, dozens of employees across Campus Planning & Facilities Management are already months into the work of transforming campus spaces for one of the university’s largest annual events.

Long before graduates take the stage, the work begins 

In January, teams start organizing logistics and preparing facilities service requests to ensure buildings and event spaces are ready for the influx of graduates, families and visitors.

By February, Director of Operations and Customer Service Bridget Flowers begins coordinating with teams across campus to outline Commencement schedules and expectations. Every trade area within Campus Planning & Facilities Management—from plumbers and carpenters to HVAC staff, grounds crews and corrective maintenance teams—plays a role in the preparation process.

“Everyone plays a role,” Flowers said. “It truly takes a coordinated effort from so many teams across campus to make commencement successful.”

Turning campus spaces into Commencement venues

In March, preparations become more visible. Flowers, Assistant Director of Academic Custodial Services Fred Peck, trade coordinators and other facilities leaders conduct detailed walkthroughs of Veale Convocation, Recreation and Athletic Center to identify repairs and improvements before Commencement crowds arrive. Teams inspect lighting, paint, restrooms, doors and common spaces, while custodial crews begin more extensive cleaning across campus.

About a month before Commencement, the pace accelerates. Sidewalks around ceremony venues are patched and repaired, rental orders are finalized for restroom trailers, barricades and fencing, and contractors coordinate delivery schedules for temporary event infrastructure. Operations staff also arrange parking changes, temporary signage and other logistical details guests may never notice.

The final weeks: preparing every detail

Two weeks before Commencement, grounds crews begin refreshing campus landscapes with new mulch, turned soil and spring flowers. Because Van Horn Field remains in use for athletics until shortly before Commencement, preparations must be carefully timed around other campus activities.

During the final week, facilities teams shift into full event-preparation mode. Custodial staff lay protective floor coverings inside Veale, banners are installed around campus, and carpenters assemble the Commencement stairs and install additional signage. Teams inspect seating, lighting and restrooms to ensure everything is ready for thousands of visitors.

Keeping the celebration running smoothly

When Commencement weekend arrives, operations continue nearly nonstop behind the scenes. Customer service Service staff monitor radio channels throughout ceremonies, volunteers transport guests with mobility needs using golf carts, and facilities teams assist with traffic flow, barricades and venue operations.

Trade staff—including plumbers, electricians, HVAC technicians and carpenters—remain on site throughout every ceremony, while grounds crews unload commencement programs, movers transport diplomas and custodial teams clean restrooms and reset seating between ceremonies.

Then, almost immediately after the final ceremony concludes, teardown begins. Crews dismantle staging, remove signage and floor coverings, and restore venues for normal campus operations.

For the teams behind the scenes, Commencement is more than a single weekend—it is the culmination of months of planning, coordination and teamwork to create a memorable experience for graduates and their families.

“These men and women are foundational to the success of our university and its events,” said Vice President for Campus Planning & Facilities Management Dean Tufts. “It’s amazing what they do each and every day.”