Tag: Procedure

Ordering Gowns
Initial Planning
· Assessing Needs: Determine the number of graduates and their sizes. Consider
ordering extra gowns for unexpected needs.
· Supplier Selection: Choose a reputable supplier with good reviews and reliable
delivery times. Verify the quality of gowns and accessories.
· Customizations: If applicable, arrange for customizations like school logos, colors, and special accessories (e.g., honor cords).
Order Placement
· Lead Time: Place orders well in advance to account for production and shipping times. Typically, 3-6 months before the ceremony is a safe window.
· Confirmation: Verify order details with the supplier, including quantities, sizes
, delivery dates, and customizations.
2. Distribution
Scheduling Pick-Up/Delivery
· Pickup Days: Schedule specific days and times for graduates to pick up their gowns
. Ensure the schedule is communicated clearly to all graduates.
· Delivery Option: If offering delivery, ensure that the gowns are securely packaged and delivered to the correct addresses.
Tracking and Labelling
· Labelling: Each gown should be labelled with the graduate’s name, program, an
d size. This helps prevent mix-ups and ensures a smooth distribution process.
· Tracking System: Implement a tracking system, either manually or digitally, to
keep track of which gowns have been distributed and to whom.
3. Fitting and Adjustments
Organizing Fitting Sessions
· Venue and Schedule: Choose a convenient location and schedule multiple fitting sessions to accommodate all graduates.
· Assistants: Have staff or volunteers available to help graduates with fittings and
adjustments.
Providing Instructions
· Wearing the Gown: Provide clear instructions on how to properly wear the gown, including securing the cap and hood.
· Care Instructions: Give guidelines on how to care for the gown, such as avoiding wrinkles and keeping it clean until the ceremony.
4. Storage and Care
Proper Storage
· Environment: Store gowns in a clean, dry place, free from dust and direct sunlight. Hanging the gowns can help prevent wrinkles.
· Organization: Keep gowns organized by size and program for easy access during distribution.
Guidelines for Graduates
· Care Tips: Provide graduates with tips on how to keep their gowns in good condition, such as using a garment bag and avoiding stains.
5. Day of the Ceremony
Dressing Area Setup
· Location: Designate a specific area for graduates to put on their gowns and make final adjustments.
· Supplies: Provide mirrors, garment racks, lint rollers, and any other necessary supplies.
Support Staff
· Assistance: Have staff or volunteers on hand to assist graduates with any last-minute gown issues, such as adjusting hoods or fixing caps.
6. Post-Ceremony
Gown Collection
· Return Stations: Set up return stations where graduates can return their gowns
after the ceremony.

Check-In Process: Implement a check
in process to ensure that all gowns are returned and accounted for.

Cleaning and Storage
· Cleaning: Arrange for the gowns to be cleaned before storing them for future use. Follow the supplier’s cleaning instructions.
· Storage: Store the cleaned gowns in a suitable environment to maintain their quality for future ceremonies.
Additional Tips
· Communication: Keep graduates informed throughout the process with regular
updates and clear instructions.
· Backup Plan: Have a backup plan in case of issues like delayed shipments or damaged gowns.
· Feedback: After the ceremony, gather feedback from graduates and staff to imp
rove the process for future events.