Teams transform residence halls for commencement guests
A graduating Hokie walks past the sign for East Ambler Johnston Hall, dressed for a Commencement ceremony. Many cars park along the street for move-out behind him, and two students stand near a stop sign with luggage waiting to be picked up after moving out of their residence hall.
Each May, as graduating students prepare to toss their caps in the air and others move out of their residence halls for the summer, another transformation unfolds behind the scenes: Student rooms are cleaned and readied to house nearly 1,200 guests in just six hours.
Hundreds of family members and friends travel to campus for commencement, and this spring, approximately 600 families chose to stay on campus. Offered through Conference and Guest Services within Virginia Tech Housing Services, the Commencement Housing program provides low-cost, air-conditioned residence hall rooms as a convenient, nostalgic alternative to hotels. Guests receive dining cards to eat on campus, free parking, and lodging within walking distance of commencement activities.
This guest experience is the result of a coordinated, high-speed operation.
Known internally as “the big flip,” the operation mobilizes every available member of Student Affairs Facilities and Operations and Housing Services to create welcoming weekend homes for families.
In the narrow six-hour window between student move-out at noon on the Thursday of commencement and guest check-in at 7 p.m., housekeeping, maintenance, and Conference and Guest Services teams rapidly make over rooms across West Ambler Johnston Hall, East Ambler Johnston Hall, O'Shaughnessy Hall, and New Hall West.
“We’re watching live in the housing portal as students check out,” said Darryl McCallum, assistant director for conference services and operations. “Our housekeeping and maintenance teams are standing by, ready to leap into rooms as soon as they’re marked vacant.”
Facilities maintenance staff de-loft beds and complete work orders. Housekeepers clean and reset every space. Conference and Guest Services staff stock linens, place trash bags, and install directional signage. Housing teams prepare key cards and help guests find their rooms.
By midnight on Thursday, about 95 percent of guests staying for commencement weekend had checked in. Some families arrive right at 7 p.m., eager to change into formal wear and head to commencement events.
The Housing Services 24-hour desk and overnight facilities staff remain on call to assist guests throughout the weekend. Conference and Guest Services staff stand ready to help with any customer needs. Guests check out on their own schedule by Sunday morning, dropping their key cards in secure boxes.
McCallum said team members continue to improve each year, refining everything from registration to room preparation. That effort has not gone unnoticed.
“I wanted to let you know how much we enjoyed our stay at VT this past weekend,” wrote parent Tara Porreca after commencement. “The rooms were perfect for our family.”
Parent Colleen Silverman wrote, “This is the second consecutive year we have enjoyed the housing accommodations for commencement. Not only has this saved us thousands of dollars, but it has also provided us with ideal access to the ceremonies. Please know how much we appreciate this opportunity.”
Families and Hokies interested in commencement housing in coming years can check for updates on the Conference and Guest Services website.
