# How we would run a university convocation and alumni meet **This is a plan, not an event we have run.** There is no client and there are no results here. It shows how we would run this occasion with modules that work today. Screens are real screens from other Sociana apps, captioned with the app they come from, or marked as concepts. An illustrative plan, not a convocation we have run: how Sociana would run a university's convocation day for 1,200 graduands and the alumni meet the evening after. Graduands confirm attendance and guests, collect a QR pass for the hall, find their block and row, and share a poster. Alumni buy a seat at the dinner in the app, reconnect through a directory, and everyone finds their photos in albums afterwards. Illustrative scenarioA university campus: main auditorium, overflow hall and lawnsConvocation day and the alumni evening after1,200 graduands with two guests each, and 600 alumniCollege fests & alumni ![Mobile number entry with a Send One-Time Password button and a data confidentiality note under the conclave title on an illustrated Jaipur backdrop](https://sociana.in/screens/gcoo-conclave-2026/2026-10-06-17-29-02.webp) ![Profile with a test avatar, Edit button, the email and personal QR code blurred, and Delete Account and Log Out buttons](https://sociana.in/screens/lakshya-26/2026-10-07-14-04-55.webp) ![Venue map page listing hotel zones by floor, including a beach zone marked for employees, above a banquet seating arrangement image, blurred](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-34-1.webp) Hero screens: Real screen from GCOO Conclave 2026: Login, mobile number Send OTP · Real screen from Lakshya 26: Profile, personal QR and account · Real screen from HCCB Partners Meet 2026: Venue Map, hotel zones and banquet seating. The plan at a glance Status Illustrative plan, not a delivered event Headcount 1,200 graduands with two guests each, and 600 alumni Place A university campus: main auditorium, overflow hall and lawns Span Convocation day and the alumni evening after Sign-in Phone or email OTP for listed graduands and alumni Who uses it Graduands · Their guests · Alumni · Faculty · Registrar's office Package Event & Hospitality ## The brief A private university holds its annual convocation in a 2,000-seat auditorium with an overflow hall on screen. Graduands sit by school and degree in a fixed order, because names are called in sequence. Each may bring two guests, and the gates have to tell graduands, guests and faculty apart. The next evening the alumni office hosts a paid dinner on the lawns for 600 former students, and wants a directory that outlives the night. The registrar's list is the source of truth. A graduand who has not cleared dues does not appear, so the app cannot promise a seat the office will not give. Each confirmed graduand gets their own pass and two guest passes to forward. Seating is published by block and row a week out, alongside a short do's and don'ts on gowns and timings. The alumni evening uses the same app with a different group, so one install covers both days. Modules ## What we would switch on, and why Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name. ### [Guest lists](https://sociana.in/features/guest-lists-and-approvals/) Only graduands on the registrar's list can sign in; a request from anyone else goes to the office for approval. Concept, not a screenshot Confirm your attendance - B.Tech, School of Engineering - Attending in person: yes - Guests: 2 (forward their passes) ### [OTP login](https://sociana.in/features/otp-login/) Sign-in with the phone or email the university holds, for graduands and alumni alike. ![Mobile number entry with a Send One-Time Password button and a data confidentiality note under the conclave title on an illustrated Jaipur backdrop](https://sociana.in/screens/gcoo-conclave-2026/2026-10-06-17-29-02.webp) Real screen from GCOO Conclave 2026: Login, mobile number Send OTP ### [Entry pass](https://sociana.in/features/entry-pass-and-personal-qr/) A pass per graduand and per guest, each with its own gate and time window; faculty passes open the stage-side entry. ![Profile with a test avatar, Edit button, the email and personal QR code blurred, and Delete Account and Log Out buttons](https://sociana.in/screens/lakshya-26/2026-10-07-14-04-55.webp) Real screen from Lakshya 26: Profile, personal QR and account ### [Venue maps](https://sociana.in/features/venue-maps-and-seating/) Block and row per graduand published a week out, plus a campus map with gates, parking and the gown counter. ![Venue map page listing hotel zones by floor, including a beach zone marked for employees, above a banquet seating arrangement image, blurred](https://sociana.in/screens/hccb-partners-meet-2026/2026-10-07-14-16-34-1.webp) Real screen from HCCB Partners Meet 2026: Venue Map, hotel zones and banquet seating ### [I-Am-Attending poster generator](https://sociana.in/features/i-am-attending-poster/) A shareable poster with the graduand's photo and degree, the post every family wants to make anyway. ![Registration page for a talent day with I am attending and unable to attend checkboxes and a Submit button](https://sociana.in/screens/growth-code/2026-10-06-15-32-01.webp) Real screen from Growth Code: Registration, I am attending ### [Tickets](https://sociana.in/features/tickets-and-payments/) Alumni dinner seats sold in the app through Razorpay, with batch-wise tables and invoices. ![Review your booking sheet with one selected slot, a quantity, a total payable, a Pay button and a note that payments are processed securely by a payment gateway](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-59-2.webp) Real screen from APMI Conference: Meeting room, Review booking and Pay ### [Delegate directory](https://sociana.in/features/delegates-directory-and-qr-contact-exchange/) An alumni directory with search by batch and city and chat requests the other person accepts. ![Networking page headed Build Your Network with two large tiles for 1:1 Connect and Discussion Forum](https://sociana.in/screens/occasion-xperts/2026-10-07-13-41-19-1.webp) Real screen from Occasion Xperts: Networking, 1:1 Connect and Discussion ### [Albums](https://sociana.in/features/gallery-albums-and-download-controls/) Albums by school from the official photographers, with downloads on. ![Memories page with Add Photos and Add Videos buttons, an album chip, photo and video tabs and a grid of event photos, blurred](https://sociana.in/screens/lakshya-26/2026-10-07-14-04-53-2.webp) Real screen from Lakshya 26: Memories, albums (photos blurred) ### Smart Lens Optional, opt-in: a selfie search across the convocation albums so a graduand finds the moment on stage without scrolling. ![Highlights page listing Day 1 Conference, Day 1 Welcome Event, Day 2 Conference and Day 2 Gala Night albums plus a Smart Lens find your image entry](https://sociana.in/screens/unstoppable-nami-2026/2026-10-05-15-08-17.webp) Real screen from Unstoppable NAMI: 2026 Highlights, albums and Smart Lens Run plan ## Day by day 1. Six to one weeks before ### From the registrar's list to a seat - Import graduands with school, degree and sequence number; invitations go by email and SMS. - Graduands confirm and forward guest passes; alumni dinner sales open. - Seating by block and row published a week out, with gown collection times. 2. Convocation day ### Gates, gowns and names in order - Separate gates for graduands, guests and faculty, each scanning only its own passes. - Guests are sent to the overflow hall once the auditorium scan count is reached. - Pushes by school for line-up times before the procession. 3. Alumni evening ### Dinner on the lawns - Entry by dinner ticket; batch tables listed in the app. - Directory and chat open for the night and stay open afterwards. 4. Week after ### Photos and records - Albums by school published; attendance and dinner sales exported to the offices. Team ## Who would do what | Role | People | What they do | | ---------------- | ----------------- | ------------------------------------------------------- | | Delivery lead | 1 | Plans with the registrar's and alumni offices. | | Data and seating | 1 | Graduand import, sequence, seating and pass rules. | | App build | 1 | University branding, maps, poster and dinner ticketing. | | Gate volunteers | 20 (university's) | Scan passes at each gate on their own phones. | Timeline ## From order to wrap-up 1. Eight weeks outGraduand list format and pass rules agreed. 2. Six weeks outApp live; confirmations and dinner sales open. 3. One week outSeating published; volunteers briefed. 4. Day beforeGate rehearsal in the auditorium. 5. Week afterAlbums live; exports to both offices. For the organiser ## What your team would see ### Confirmed per school Who confirmed, who did not, and guest passes forwarded, by school and degree. ### Hall capacity Scans by gate and pass type, so the overflow hall opens at the right moment. ### Alumni sales Dinner seats sold by batch with payments matched, settled to the university's account. Risks ## What could go wrong, and how we would handle it **A graduand's name is missing on the day.** The registrar's desk adds them in the admin panel and the pass appears on their phone in minutes. **Guests forward passes to more people.** Each guest pass scans once; a second scan shows the time it was used. **The auditorium fills early.** Live counts by gate, and a push to remaining guests directing them to the overflow hall. **Older guests without smartphones.** Volunteers check them in by name at a help gate. Price band ## ₹1,88,400 to ₹2,33,400 + GST Built from the public price list on the Event & Hospitality package. Your quote would be itemised against the same lines. | Line | Low | High | | ----------------------------------------------------------------------- | --------- | --------- | | Event & Hospitality packageup to 500 people | ₹1,40,000 | ₹1,40,000 | | 1,300 people above the 500 includedper-person ladder on the price list | ₹23,400 | ₹23,400 | | Ticketing for the paid alumni dinnerset-up fee; 0% Sociana commission | ₹25,000 | ₹25,000 | | Smart Lens photo finder (optional, opt-in)₹25 per user, minimum ₹10,000 | ₹0 | ₹45,000 | | Band | ₹1,88,400 | ₹2,33,400 | [See the Event & Hospitality package](https://sociana.in/pricing/event-and-hospitality/) ### Billed on actuals, outside the band - Payment-gateway charges on actuals (they can be passed to buyers) - WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals ### Notes - Education institutions with proof of status get 10% off the list (published discount policy). - All figures are list prices in rupees, exclusive of 18% GST. - Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day. ### Not in this plan - No printed degree certificates, badges or gowns; the app handles passes, seating and information. - Smart Lens is opt-in and switched on only if the university asks. Real events ## Where these modules have already run Customer stories from events we did run, which used the modules this plan relies on. [Growth Code · Leadership programme](https://sociana.in/case-studies/growth-code/)[Unstoppable NAMI 2026 · Annual strategy meet](https://sociana.in/case-studies/unstoppable-nami-2026/)[APMI Annual Conference 2026 · Association conference](https://sociana.in/case-studies/apmi-annual-conference-2026/) Questions ## About this scenario Has Sociana run a university convocation? No. This is an illustrative plan built from modules that run today; the screens shown come from other Sociana apps and are captioned with their app. Can one app cover the convocation and the alumni evening? Yes. Graduands, guests and alumni sit in different groups, so each sees their own passes, timings and content in one installation. What happens if a guest arrives without a phone? A help gate checks them in by name against the graduand's guest list, and a volunteer scans them in manually so the hall count stays right. How are seats assigned? The university decides the seating; we publish each graduand's block and row in the app a week before, alongside the map. ## Planning something like this? Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day. [Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20the%20University%20convocation%20and%20alumni%20meet%20scenario%20%28%2Fscenarios%2Funiversity-convocation-and-alumni-meet%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST") --- Canonical: https://sociana.in/scenarios/university-convocation-and-alumni-meet/ Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)