Prepping for the President: Planning Rutgers' 250th Commencement

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Sightlines Webinar: Interview with Tony Calcado of

Rutgers University

August 25, 2016

A Company

Today’s Interviewer and Interviewee

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Interviewer Interviewee

Jim Kadamus

Senior Advisor

Sightlines

Tony Calcado

Senior Vice President of Institutional

Planning and Operations

Rutgers University

Background of Rutgers’ commencement planning and

logistics

Discussion of event timeline and execution

“By the numbers” review

Media coverage and impact

Questions & comments

Agenda

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Feel Free to Start a Dialogue with Our Presenters

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webinar

Presentation slides

and webinar

recording will be

sent to each

attendee following

today’s session

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Commencement 2016

Institutional Planning and Operations

May 2016: Logistics Task Force

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EOC-Commencement

• Announcement April 14th , 2016

• 30 days notice

• Howard – 49 days

• UC- Irvine- 60 days

• Arizona- 80 days



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EOC-Commencement

• Emg Ops Ctr Activated April 22nd (22 days)

• Regular cadence of meetings– Department/Inter-department

– Governmental Agencies

– Functional Teams

• Team Lead Report outs– Do/Done/Parked action items

• Critical Path View

• 48 Hour View– 6AM Saturday 5/14 to

6PM Sunday 5/15

Plan & Execution



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EOC-Commencement

• Administration (Kim Pastva)

• Stadium Logistics (Matt Colgiavanni)

• Emergency Services (Bill Scott)

• Safety, & Security (Ken Cop)

• Traffic Logistics (Jenn Stuart)

• Facilities (John Shulack)

• Student Affairs (Felicia McGinty)

• Communication (Kim Manning)

• Labor (Vivian Fernandez)

• OIT (Michele Norin)

EOC Functional Teams (10)



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EOC-Commencement

5/9/16 (6 days)

• Meeting with Advance Teams– Marine 1 Pilots

– White House Advance

– Military Advance

– USSS



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EOC-Commencement

Timeline of Event

May 15th, 2016• 8:00am- Doors open

• 9:00am- Congestion at all gates & 300 additional tickets to graduates

• 9:04am- Train departs with Newark Students

• 9:30am- Mags at capacity (350 people/hour)



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EOC-Commencement

Timeline of Event

May 15th, 2016

• 11:15am- Campus Road clear of traffic

• 11:50am- Stadium flyover

• 12:10am- POTUS arrives

• 2:15pm- POTUS departs



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EOC-Commencement

By the Numbers

• 10,475 graduates

• 42,000 guests

• Over 1,500 staff

• Over 500 Volunteers

• 1 President of the United States



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EOC-Commencement

By the Numbers

• About 14,000 vehicles

• Approximately 2,500 barricades

• 106 Buses

• 2 Trains



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EOC-Commencement

Staffing

• 295 Police Officers

• 133 EMS personnel

• 38 Apparatus

• 57 “simple assists” (band aid, ice pack etc)

• 8 EMS transports to local hospital

• 18 assessed and treated

Public Safety



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EOC-Commencement

Media

• Total Stories Since April 14 Announcement: More than 12,000

– Print/Online Stories: More than 7,700

– Broadcast Stories: More than 4,300

Communications



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EOC-Commencement

• 252,903 Pageviews for Commencement website

• 182,825 total views for Live Stream (majority were for the full ceremony)

• More than 1,300 tweets and Instagram posts published to Tweetwallwhich reached an audience of 2.5 million

• 236 million media impressions

Communications



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EOC-Commencement

POTUS Approved

Questions/Comments?

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