3 Steps to Planning a Hybrid Graduation Ceremony

As schools plan for future graduation seasons, many districts are reflecting on lessons learned during the pandemic and evolving their ceremonies to meet modern expectations. While strict social distancing measures are no longer mandatory, some schools are choosing to retain virtual elements that enhance accessibility and inclusivity for families and students.

Increasingly, administrators are exploring hybrid graduation models that blend in-person ceremonies with digital components. This flexible approach allows for broader participation, meeting the needs of families both near and far, while also preparing for any unforeseen circumstances that could impact large gatherings.

In this article, we’ll explore three key strategies for designing a hybrid graduation ceremony that honors tradition while embracing modern technology—an approach that resonates with today’s digitally-savvy graduates and their families.

Steps for a Hybrid Graduation Ceremony

As we approach the next graduation season, today’s graduates are facing rapid changes and new challenges. While the pandemic’s impact has subsided, there is still a sense of uncertainty among students, families, and educators as they navigate the transition from high school to the next chapter.

A hybrid graduation ceremony—blending in-person and virtual elements—offers a modern solution that addresses these concerns. This approach leverages familiar technology to create an inclusive, efficient, and forward-thinking celebration. It not only accommodates those who prefer or need remote participation but also solves traditional issues like limited seating capacity at in-person events.

By incorporating digital components, schools can create a ceremony that resonates with tech-savvy graduates while maintaining the emotional significance of this important milestone. This format allows for wider participation from extended family and friends, regardless of their location, creating a truly global celebration.

Here are three easy steps to planning a hybrid graduation ceremony that honors tradition while embracing modern innovation.

1. Communicate Your Hybrid Graduation Ceremony

The first step in your graduation ceremony planning is to inform your students, families, staff, and the rest of your school community. Don’t forget about the media: if it’s a virtual graduation ceremony (VGC), news of your plans should get some media attention.

Virtual student profiles on your school website are much more engaging than an alphabetical listing in a hard-copy program anyway. Easy for your students to share on social media too!

Create a Virtual Graduation Ceremony Center Page

This is graduation headquarters for your school. It’s a dedicated page on your website that contains all the key information and links your school community needs to access. Your VGC should be comprised of:

• A brief welcome message from the high school principal or superintendent explaining the ceremony. (Better yet, a video message can capture the spirit of the event)
• Links to VGC plans and instructions your students, families, or staff need to participate “virtually”
• The date and time of the live ceremony (see below)
• Links to virtual profiles of each graduate, in alphabetical groupings so viewers can easily locate their favorite grads
• A dedicated Instagram/Twitter hashtag (e.g., #yourschool2025grads)

• Email to all students, staff, families with a brief cover message and link to VGC page
• Social media promotion – share link to VGC across all social media school channels
• Link VGC page to district and high school homepages and your Update Center page

Include all your important graduation info on your Virtual Graduation Ceremony Center page.

2. Assemble a Virtual Program 

No graduation ceremony would be complete without a program, but rather than the traditional hard-copy version, your program can be posted online, linked to your VGC page. A virtual graduation program is a wonderful alternative to any printed ones, as it includes images and additional info about the students.

• Using Google Slides: create a grad template, a single slide that shows the grad’s name, photo, a comment from the grad and their plans
• Using Google Forms: send out a 2-question form to all grads, asking for 50 words or less and future plans. Also, request graduation photos or use those supplied for the senior yearbook
• Assemble the student slides in alphabetical order, parcel them into alphabetical segments: (A-C, D-F, etc.) and post via links in “See Grads Here” section on VGC

3. Produce the Ceremony Itself

Just like a traditional graduation ceremony, your virtual version needs to be produced. You still need the presentations, commencement speech, and of course, the students, but rather than a venue, staging, chairs and good weather, this can all be hosted and conducted on your website!

Video Stream Your Graduation Ceremony

• After mapping out who you feel is essential to speak at your commencement (superintendent, principal, valedictorian, salutatorian, and special honorees, et al) determine if you want to use Facebook Live or Youtube Live to stream your live event. See these tips on streaming videos or read this article on how to set up your school’s Youtube channel
• Line up your camera/production crew. You might have existing relationships with local public access TV organizations, so explore those or in-house staff- or student-run media production sources

Live stream your principal’s address, then post an archive version of it on your Virtual Graduation Center page.

With or Without Students

There are really two options for the procession itself. One still saddles your ceremony planners with the same social distancing challenges described above. The other is a virtual solution.

• With students – adequately spaced throughout the school or venue, processing to a stage, where a administrator hands out diplomas to masked students

• Without students – following the live addresses of selected personnel, the principal or superintendent closes the video portion by directing viewers to the virtual graduation program (see above)

Archived for later viewing – A major benefit of streaming is that you can automatically create an archive video of the presentation portion of your ceremony and place a link to it on your VGC page. Be certain to include transcription to meet school website ADA accessibility requirements.

A Virtual Procession

Instagram extension slide show – In addition to posting your grad profiles on your VGC (see above), there’s a helpful app/extension available from Elfsite that enables your students to post to a dedicated virtual graduation Instagram feed using the #yourschool2025grads hashtag you create. It’s simple to implement and inexpensive.

NOTE: You should have a designated school staff monitor this and all school social media feeds to prevent any negative posts to this feed.

CEREMONY TIP: Have members of your school band record Pomp and Circumstance and post the song to your Virtual Graduation Center page.

Start Planning a Virtual Graduation Center

In today’s rapidly evolving world, where societal norms and expectations are constantly shifting, planning large-scale events like commencement ceremonies requires a new level of flexibility and innovation. While we’re no longer facing the severe restrictions of the past, schools must still consider various factors including diverse student needs, family preferences, and potential unforeseen circumstances.

A hybrid graduation model offers a dynamic solution to these challenges. This approach not only honors tradition but also embraces the technological advancements that have become integral to our daily lives. It provides a cost-effective, inclusive, and adaptable framework that can easily accommodate last-minute changes or unexpected situations.

By incorporating digital components, schools can create a ceremony that’s more accessible and engaging than ever before. This modern approach allows for unlimited virtual attendance, interactive elements, and the ability to easily share the celebration with a global audience.

As you plan for your upcoming graduation, consider how a hybrid model might enhance your ceremony. How will you balance tradition with innovation to create a memorable experience for your Class of 2025?