Commencement ceremonies are among the most significant events on a university’s calendar, marking a momentous occasion for students, their families, and the entire campus community.
As the culmination of years of hard work, these ceremonies deserve to be flawless, and that includes the often-overlooked aspect of parking. With thousands of guests descending on campus, ensuring a seamless parking experience is not just a logistical necessity but also an essential component of the overall event experience.
The parking challenge
Transportation and Parking Services (TAPS) faces a monumental task during commencement. Unlike smaller events, commencement requires coordination across multiple days and times, with various parking lots being utilized to accommodate the influx of visitors.
The challenge is twofold: managing traffic flow effectively to avoid congestion and ensuring that parking instructions are easily accessible and straightforward for all attendees.
Traditional parking solutions often fall short during such large-scale events. Whether it’s physical permits, pay station coupon codes, or promo codes in mobile-pay apps, these methods can be cumbersome for guests and difficult for TAPS to manage.
Campuses using License Plate Recognition (LPR) systems for enforcement need a more efficient and user-friendly solution to streamline the process.
San Jose State University’s commencement solution
San Jose State University (SJSU) hosts one of the largest commencement events in the region, drawing thousands of graduates and their families to campus each spring. Faced with the challenge of managing parking for such a high-volume event, SJSU turned to Offstreet for a streamlined, efficient solution that would enhance the experience for all attendees.
SJSU’s specific needs included allowing guests to:
- Choose the ceremony date and time they were attending.
- Select the parking garage they would use.
Additionally, SJSU wanted the ability to:
- Add custom directions and messaging for each parking area.
- Cap the maximum number of active registrations for each garage.
Driving seamless experiences with these key features
- Pre-registration: Guests could register for parking in advance, ensuring they had a reserved spot and knew exactly where to go on the day of the event. This reduced last-minute confusion and allowed for better planning.
- Guest checkout flow: Through a user-friendly web-based registration page, guests could easily select their ceremony, date, time, and parking location. No app downloads or account creation were necessary, simplifying the process for attendees.
- License plate-based virtual permits: Guests simply entered their license plate number, and Offstreet generated a virtual permit automatically recognized by SJSU’s LPR system. This eliminated the need for physical permits or pay station visits, ensuring a smooth and efficient parking experience.
- Guest communication features: All necessary instructions, including directions and custom messaging for each garage, were sent to guests via email. This ensured clear communication and reduced the risk of any parking-related issues on the day of the event.
- Payments: Guests could pay for their parking online using Google Pay, Apple Pay, PayPal, or a credit card, with the option to enter a promo code if needed. This flexibility made it easy for attendees to secure their parking in advance.
Implementation is straight-forward
- Configuration: Offstreet’s team worked closely with SJSU to configure the system according to the university’s specific needs, including setting up user accounts, permissions, and custom messaging for each garage.
- Integration: Offstreet integrated seamlessly with SJSU’s existing enforcement software and any necessary permit or pay station systems, ensuring a hassle-free transition.
- Staff Training: Offstreet provided thorough training for SJSU staff during the onboarding process, ensuring everyone was well-prepared to manage the system.
- Rollout: The solution was gradually rolled out to various departments, with tips and best practices shared by other customers to help ensure a successful implementation.
- Billing: Departments were billed for usage through SJSU’s internal billing system, with detailed reports generated in Offstreet to streamline financial management.
A smoother commencement for all
- Optimized Operations: By allowing guests to self-serve and providing clear communication, Offstreet reduced the administrative workload on SJSU’s parking team. The integrated solution also enabled more efficient enforcement and traffic demand management (TDM).
- Improved Stakeholder Relations: A seamless parking experience left a positive impression on guests, many of whom were visiting the campus for the first time. This enhanced the overall commencement experience and strengthened relationships with the university’s stakeholders.
- Increased Compliance: The simplified registration and virtual permit process made it easier for guests to comply with parking rules, leading to more accurate data and reducing the risk of misuse or fraud.
"Offstreet’s solution for our Spring Commencement was a game-changer. The ability to offer customized options and clear directions made a significant difference in managing such a large event. Our guests were happier, and the entire process was much smoother."
— Eric Cross, Parking Manager of Parking Services, SJSU
Elevate commencement parking with Offstreet
Commencement is a time of celebration, and every aspect of the event should reflect that—including parking. With Offstreet, universities can provide a seamless, stress-free parking experience that enhances the overall event and leaves a lasting positive impression on graduates and their families.
Ready to transform your commencement parking? Discover how Offstreet can make a difference for your campus.
