The people who make Waterloo convocation possible

Each graduand who crosses the stage at convocation carries a strong network of support. In the audience and on livestream, proud families, friends and mentors cheer as each name is called. But behind the scenes, another essential team made up of staff, alumni, and student ambassadors work tirelessly to make those moments possible.

The University of Waterloo hosts 19 convocation ceremonies each year: five in the fall and 14 in the spring, conferring more than 10,000 degrees annually.

Long before the ceremonies begin, staff from Community Relations and Events, the Registrar’s Office, Alumni Relations and others across campus spend months preparing to ensure the experience reflects the immense effort Waterloo students have invested in their studies.

“Convocation is one of the most meaningful traditions at the University, and it takes an incredible community effort to bring each ceremony to life. Our ambassadors include staff, students, retirees and alumni, all coming together to support graduands and their guests. Their dedication helps create a welcoming and memorable experience that reflects the spirit of Waterloo,” says Kelly McManus, Associate Vice-President, Community Relations and Events.

On ceremony days, a team of convocation marshals is among the most visible supporters inside the Physical Activities Complex (PAC). Drawn from across the University and the broader Waterloo community, marshals guide graduands through every stage of the day, from answering questions to managing lineups and calming pre-ceremony jitters. For many, it’s a meaningful way to contribute to a long-standing campus tradition.

“Convocation is a chance to celebrate our students and provide them with one last lasting memory of a big milestone,” says Sam Charles, who works in University Relations and serves as a convocation marshal. “Whether it’s easing their nerves with a joke or just making sure they’re in the right order to cross the stage, we get to play a small but important role in their big day.”

The collective effort spans well beyond the ceremony. Facilities staff transform the large, varsity gym into an auditorium and prepare campus spaces like the BMH Green, while Special Constable Services ensures safety. Athletics event staff scan tickets and welcome more than one thousand friends and family at each ceremony and the Information Technology team power digital systems so supporters around the globe can watch the livestream.

While every convocation ceremony is unique, each one shares a common purpose: recognizing the accomplishments of Waterloo graduates and the communities that helped them get there.

Crossing the stage often marks the culmination of years of study, growth and discovery. For the staff, alumni and ambassadors working behind the scenes, their efforts often go unnoticed, they are done with a focus on ensuring that graduands and their support networks have a memorable and lasting experience.

As another convocation season gets underway, the University community will come together once again to celebrate achievement, perseverance and the people who make those celebrations possible.