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Athabasca University's (AU) annual convocation event is the institution's single largest event of the year. As Canada's Online University, the goal for this event was to provide graduates with a convocation ceremony as close to an in-person experience as possible, including a live "cross the stage" moment. To do this, they built a custom virtual platform that included virtual networking rooms, and mailed a grad box with celebration essentials to get grads in the spirit.
Execution of the event required 69 teams meetings, they called green rooms, 30 AU team members to act as green room hosts, and 10 technicians needed to pull off the most unique element having 891 grads cross a virtual stage during 2 live-streamed ceremonies. They placed grads in groups of 12, sorted them by faculty and program, provided unique meeting links and a specific times to join. Once on the call, an AU team member hosts prompted grads when they would go live. Each grad was featured on-screen while presenters read their names, degrees, and a message of thanks. Months of planning and countless hours of hard work made this memorable day a reality and rivalled the experience of an in-person convocation.
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