graduation plots

Site Locations

Designated post-commencement reception sites are located all over our campus in order to provide a variety of locations for your celebration.  For site map please click the sites in red.                                               Gaels

Location on Campus

Maximum # of Guests 

Pictures

Cassin - Veterans Lawn 

Not available

Maximum Capcity Reached

 

 

96

 No photo available

Claeys South

Map Unavailable

96

Plots Claeys South

Claeys North

Map Unavailable

192 Plots Claeys North

De La Salle Lawn 

Not Available

Maximum Capacity Reached

 

544 Plots De La Salle Lawn

Justin/Mitty Commons

Map Unavailable

112 Plots Justin Mitty Commons

LeFevre Quad 

Not available 

Maximum capacity reached

144 Plots LeFevre

Ferroggiaro Quad 

Not available

Maximum Capacity Reache

304 Plots Ferroggiaro

Library Lawns 

Not available

Maximum Capacity Reached

 

303 Plots Library Lawns

 

Garaventa Lawns

Not available

Maximum Capacity Reached

176 Garaventa Lawn

Chapel Lawn 

Not Available 

Maximum Capacity Reached

 

 

 

1500 Plots Chapel Lawn

Sichel Lawn 

Not available

Maximum Capacity Reached

 

272 Plots Sichel Lawn

Brousseau Lawn 

Not available

Maximum Capacity Reached

752 Plots Brousseau Lawn Plots Brousseau Lawns 2

Dryden Patio

Not available 

Maximum Capacity Reached

 

15 Plots Dryden Patio

Cassin Fountain Patio

Not available

Maximum Capacity Reached

32 Plots Cassin Fountain Plaza

Lower Townhouse Lawns

Not available

Maximum Capacity Reached 

320 Plots Lower Townhouse Lawn Plots Lower Townhouse 3 Plots Lower Townhouse Lawn 2 Plots Lower Townhouse 4
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Post-Commencement Receptions

Graduation Plots

The Office Meeting Events and Conference Services (MECS) is your source of all things plot related. It is the desire of the College that these graduation receptions, also known as the "plots", reflect the College's mission and familial nature.  The receptions should be a social gatherings that are both intimate and manageable.

You are free to arrange your reception as you wish. Enjoy a family potluck or have your reception professionally catered. Please review our guidelines for catered events. Applications will be available online March 3, 2016.

Reception sites are reserved on a first-come, first-serve basis. During the application process, reception sites will remain available until the designated capacity is reached.  Post-ceremony reception questions may be directed to Meetings, Events, & Conference Services at 925-631-4238 or [email protected].

To learn more, please visit the following pages:

 

 

Celebrate your accomplishments with your family and friends during a post-ceremony reception on the beautiful grounds of the campus.
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Post-Commencement Reception Guidelines

The College provides you with the physical reception site and a set of guidelines for the use of said site. Gaels

Group Size Guidelines

  • Each reception site is limited to a designated number of graduates.  See Site Locations. For example, if a site location has 30 max guests, this means there is space for 2 graduates with 15 guests each (not including the graduate).
  • Each designated reception site has a maximum number of guests that can be accommodated in the space provied. Each graduate is allowed a maximum of 15 guests. 
  • Multiple parties are often assigned to the same reception site. 

Policies

All graduates hosting post-ceremony receptions on Saturday, May 21, 2016 at Saint Mary's College of California are held responsible for following all of the conditions outlined in your signed Facility Use Agreement, the Alcohol Responsibility Form and the Catering Vendor Agreement.

The following guidelines and procedures must also be followed in addition to those stated in the Facility Use Agreement:

  • Set up for your reception cannot begin prior to 12:00 Noon on Friday, May 20, 2016. The College cannot guarantee the security of your reception site and/or any items (i.e., canopies, barbecues, tables, chairs, etc.) left on your site.

  • Catering Vendors are allowed to set-up at a site location or a designated vendor location, the cost is $50.00 per student group. All catering vendors wishing to be on site the day of commencements must register with the Office of Meetings, Events, and Conference Services. Catering Vendors that are not register and set-up will be asked to leave.

  • Receptions cannot begin prior to the official conclusion of the Commencement Ceremony on Saturday, May 21, 2016, and must end by 4:00 pm that day. Failure to do so will result in a $150 fine for each graduate of the group,  which will be applied to the graduate's account. Payment of the student account is required for receipt of transcripts and diploma. 

  • All reception furnishings must be removed by 6:00 pm on Saturday, May 21, 2016. You will be provided with a clean reception site for your graduation social. You are required to return the site to its original state. Failure to do so will result in a $150 fine for each graduate of the group,  which will be applied to the graduate's account. Payment of the student account is required for receipt of transcripts and diploma. 
  • You are solely responsible for the contracting of vendors and/or caterers, reception provisions, site set-up, reception management and cleaning up your site. The College does not endorse or recommend any particular catering service and/or rental company.
  • All reception furnishings (i.e., canopies, tables, buffet tables, etc.) must be chosen carefully to fit within the confines of the space allotted to your reception.

    a) The College does not provide reception furnishings. Do not remove any College equipment and/or furnishings from one campus area to another.

    b) If you are assigned an area with existing tables, BBQ equipment, chairs and/or other amenities, you are to divide them according to the number of groups assigned to that specific reception site. Please be considerate of each other.

    c) Only open canopies (no enclosed tents) are to be used.   If you are part of a large graduation group (i.e. 7 graduates) and are planning on having a canopy larger than 20’ X 20’ on your reception site, you must procure the proper permit from the Moraga Fire Department or your vendor. Canopies MAY NOT be spiked into the ground, you must use water to hold them up! Groups failing to do so will be asked to take the incorrectly secured canopy down immediately. Failure to do so will result in a $150 fine for each graduate of the group, which will be applied to the graduate's account. Payment of the student account is required for receipt of transcripts and diploma. 

  • You are responsible for adhering to California state law and College policy concerning the consumption, use and provision of alcohol to guests (and non-guests who stop by) at your graduation reception. No common-source of alcohol is permitted, including but not limited to party balls, beer bongs, kegs, cocktail machines, beer pong tables and ice sluices. Common-source of alcohol is also defined as a quantity of alcohol more than can be responsibly consumed by an individual. As outlined in the Alcohol Responsibility Form Addendum,  No hard alcohol is allowed. Only wine, beer and champagne may be served and consumed.   NOTE: No beer pong tables and no ice luges are allowed on campus premises during post-graduation receptions, regardless of how they are used. Violation of the terms in the Alcohol Responsibility Form Addendum will result in immediate closure ofhe reception site and a $250.00 fine per graduate and will be applied to the student account. Payment of the student account is required for receipt of transcripts and diploma.
  • Do not add additional graduates to your reception group without prior written clearance from the Meetings, Events, and Conference Services office. Please be aware that the space you are assigned for your reception is largely decided by your original reception site request that takes into consideration the number of graduates in your group. The addition of another graduate also implies the addition of their guests and this could cramp the space you were originally allotted.
  • If you are coordinating a reception site for a number of your classmates, please be considerate of their needs and ability to participate in this reception as it is their celebration as well. Try to keep the celebration modest and the price reasonable.
  • You must plan your reception for the space you have been allotted through Meetings, Events, & Conference Services. You may not negotiate or enact a site change without the express written permission of the Meetings, Events, and Conference Services office. If you have the consent of another group to consider a relocation of your reception site (a trading of), you must both make a formal written request through Meetings, Events, & Conference Services. 

Congratulations on this momentous occasion and blessings on your future endeavors. If Meetings, Events, & Conference Services can be of further assistance to you in the planning of your post-commencement reception, please feel free to call us at ext. 4030 or email at [email protected]. Office hours are 8:30 am to 4:30 pm, Monday through Friday.

Commencement Grads

The guidelines are provided to help assist you with planning a successful and memorable post-commencement reception.  Please read them carefully.
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Important Dates

March 2, 2016

Attend the Graduation Fair in the Soda Center.  Visit the Meeting, Events, & Conference Services table for more information about post-commencement receptions (optional).

March 3, 2016

Applications are available online.  Groups should select the designated group contact before applying.

March 9, 2016

Application for post-commencement reception site closes at 4:30 pm.

March 10, 2016 to March 16, 2016

Meetings, Events, & Conference Services will send reservation confirmations via emai and will provide the link to all required documents. Group leaders should receive the reservation confirmation not later than March 16, 2016. Site locations are not confirmed until all paperwork is complete and site fees are paid.

April 15, 2016

Final day to submit completed paperwork and fees.  This includes the Facility Use Agreement, Certificate of Liability Insurance,  Alcohol Insurance Form and the Catering Vendor Agreement.  Due by 4:00 pm.  If the required documents and fees are not received by the Office of Meetings, Events, and Conference Services by April 15, 2016 at 4:00 pm, then the graduate/graduate group forfeits their post-commencement reception site location. 

May 1, 2016

Groups will receive site location assignments via email and a link for all site assignments that will  be available online no later than May 1, 2016 by  4:00 pm.

May 21, 2016

Undergraduate CommencementGaels

Here are some important dates for you to know if you want to reserve a plot for a post-commencement ceremony reception.
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Application, Sites and Fees

Plots Music Plots DLS Lawn Plots Food

How Do I Apply?

  1. Decide whether you will apply alone or as part of a group of graduates.  If applying as a group, you need to assign one person in your group as the main group contact who will be responsible for the application, gathering the fees from the group, and collecting and submitting all necessary paperwork.  See group size guidelines.
  2. Attend the Grad Fair on March 2, 2016 to get more information from Meetings, Events, & Conference Services. 
  3. Complete online application. The online application will be available on March 3, 2016. 
  4. The online application will closes on March 9, 2016 at 4:30 pm. The Office of Meetings, Events, and Conference Services will be be sending receipt of application confirmation emails to group leaders.  After receiving confirmation of your received application/site reservation no later than March 16, 2016; you will then need to submit all required documents. Click here for instructions for completing the required documents, post-commencement site guidelines and fees.
  5. Receive notice of your confirmed reception site location no later than May 1, 2016.

                                               APPLY NOW

Site Assignments

Reception site assignments are not guaranteed until the Facility Use Agreement is signed; the Certificate of Liability Insurance, Alcohol Responsibility Form, and the Catering Vendor Agreement (if applicable) is submitted with site fees.

Final assignments will be posted online  no later than May 1, 2016.

Reception Group/Site Sizes

  • Each reception site is limited to a designated number of graduates.  See Site Locations.
  • Each designated reception site has an established maximum number of guests that can be accommodated in the space provided. Each graduate is allowed a maximum 15 guests.
  • Multiple parties are often assigned to the same reception site. 


Reception Site Fees

  • The cost of participating is $125.00 per graduate.
  • Catering Vendor On-site fee is $50.00 per group (if applicable)
  • Groups should provide two checks or money orders. The first checks should include fees for all individuals in the group and catering vendor fee (if applicable). The second check is for the Certificate of Liability Insurance. Please make checks or money orders payable to Saint Mary's College. No cash will be accepted. 
  • All fees are due by April 15, 2016 by 4:00 pm.

Reception site fees help cover the costs involved with setting up the sites (i.e., portable restrooms, trash cans, chalking designated sites, etc.) and with cleaning up after the receptions are concluded.  As the graduate schools have their graduation celebrations on Sunday, the campus must be returned to its pristine condition overnight.

Insurance Information

Each group is required to provide the College with a Certificate of Insurance naming Saint Mary's College as additionally insured for $1,000,000.00.   These certificates can be arranged through your own insurance agent or through Conference Services.  The rate for a one-day policy arranged by the College is $100.00 per reception group.  If purchasing through the College, include the additional $100 payment in the amount of the check used for the site fee payment payable to Saint Mary's College.

The Application for College insurance coverage or proof of insurance through your own agent, must be returned to Meetings, Events, & Conference Services along with your signed Facility Use Agreement and site fee (check or money order) by April 15, 2016 at 4:00 pm.

Gaels

Apply for a post-commencement reception site and learn more about the process.
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