Moving Up Ceremony Newsletter: What to Send Families

Moving up ceremonies are among the most attended school events of the year. They are also among the most chaotic if the communication leading up to them is unclear. A well-written ceremony newsletter is what keeps 300 families from all arriving at the same door at the same time.

Here is what to include and how to structure it.

Start With the Non-Negotiable Facts

Date. Time the ceremony begins. Location. Whether families are invited. Guest limit if there is one. Those five things go in the first paragraph.

"Our moving up ceremony is Thursday, June 11th at 10:00am in the school gymnasium. All families are welcome. Due to capacity limits, each student may bring two guests. Doors open at 9:30am."

Every family who reads only the first paragraph has the information they need to put the event on the calendar.

Give Students Separate Instructions

Moving up ceremonies require students to be somewhere specific, at a specific time, before the ceremony starts. That is different from when guests should arrive. Separate the two.

"Students should arrive at the side entrance (not the main entrance) by 9:15am and check in with their homeroom teacher. Do not come through the main entrance with families."

Students who receive clear instructions come to the right place. Students who receive only the guest arrival time end up standing in the family line and missing their entrance cue.

Address Dress Code Specifically

Every school has a different standard. Be explicit. Not "dress nicely" because families interpret that in wildly different ways.

"Students should wear school dress code or nicer. No athletic shoes, shorts, or hats. If your child would like to wear a tie or dress that is not part of their usual wardrobe, that is wonderful."

Specificity prevents the moment where a student shows up underdressed and feels out of place at their own ceremony.

Handle Parking and Arrival With Precision

This is where most ceremony newsletters fall short. Tell families exactly which entrance, which parking area, and whether there is an overflow lot. If street parking is the primary option, say which streets.

"The main parking lot will be reserved for staff. Families should use the side lot on Maple Avenue or street parking on Oak Street. Allow extra travel time. We expect this to be our most-attended event of the year."

Families who are forewarned about parking arrive less stressed. Families who are surprised by a full lot arrive frazzled and late.

Describe the Ceremony Briefly

Tell families what the ceremony involves so they can plan for guests who may have mobility needs, children who cannot sit for a long time, or elderly relatives who need seating accommodations.

"The ceremony runs approximately 50 minutes. It includes student performances, individual name calling for all students, and a brief address from the principal. Seating is first-come."

Tell Families About Photos

If there is a professional photographer, say so and say when to expect the photos. If there is a photo area families can use after the ceremony, describe it.

"A professional photographer will be present. Links to download photos will be emailed to families within two weeks. There will be an informal photo area in the hallway immediately after the ceremony."

Families who know photos are being handled professionally are less likely to rush the stage with phones during the name-calling portion.