Ceremonies Office fonds Compiled by Erwin Wodarczak (1995) Revised by Marnie Burnham (1995, 1997), Christopher Hives (2001, 2004, 2010, 2011, 2013), Krista Hill (2008), Emma Wendel (2009), and Myshkaa McKeen and Jennifer Pecho (2009) Last revised August 2015 *** Institutional records -- researcher access subject to review *** University of British Columbia Archives Table of Contents • Fonds Description o Title / Dates of Creation / Physical Description o Administrative History o Scope and Content o Notes • Series Description o Administration series o Congregation series o Installations series o Ceremonial Greetings and Congratulations series o Events series • File List • Catalogue entry (UBC Library) Fonds Description Ceremonies Office fonds. -- 1931-2014. 13.55 m of textual records and other material Administrative History From the time of the University of British Columbia's first Congregation, a Ceremonies Committee was appointed from faculty by the President to assist in staging the event. The committee chairman supervised the Congregation activities while ad hoc committees handled other ceremonial activities. Ceremonial functions of the university fell primarily to the Chancellor; the Ceremonies Committee worked closely with the Chancellor and the President. The Ceremonies Office evolved slowly, beginning with the arrival of Sir Ouvry Roberts in the President's Office. He began as Director of Traffic and, in the early 1960s, gradually assumed responsibility for staging the university's public functions. The Ceremonies Office was first located in the Wireless Station. Malcolm McGregor replaced Roberts as Director of Ceremonies in 1968. The Office moved to the Old Administration Building in the late 1960s and assumed responsibility for staging the university's public functions. McGregor characterized the role of the Office as the "University on parade." The Ceremonies Office has prepared material for memorials, tributes, obituaries, honorary degrees, plaques and dedications, and sponsored special luncheons and dinners, hosted royalty and directed Congregations. In 1977, Benjamin N. Moyls succeeded McGregor as Director of Ceremonies. Moyls was, in turn, succeeded by J.K. Stager (1985-1990), C.E. Slonecker (1990-2004), and Eilis Courtney (2004- ). Scope and Content The fonds consists of records generated through the various activities of the Ceremonies Office. Included in the fonds are administrative records (1964-1984) as well as records that document the activities associated with Congregation (1950-2006), building openings (1951-1986) and numerous functions sponsored by the University (1962-1995). The fonds also include information about honorary degree recipients, congratulatory greetings to Presidents K. George Pedersen (1983), David Strangway (1985) and various other ceremonial activities. There are also audio recordings of special events around the University campus. For additional information, see Series Descriptions. Notes Fonds consists of institutional records – access requests must be reviewed by the University's FOIPOP Coordinator. Other material includes 58,169 photographs, 596 audio recordings and 586 video recordings. Series Descriptions Administration series. -- 1931-1984. 76 cm of textual materials. Series consists of office and personal correspondence (1964-1984), budget records (1964- 1978), committee records (1931-1973) and miscellaneous (1953-1984). Boxes 1-2(1-22), 32(1-4). Congregation series. -- 1950-2014. 5.70 m of textual materials. 56,876 photographs. 555 audio recordings. 478 video recordings. Series consists of textual material, photographs, and audio and video tapes which document the various activities associated with the University's annual Congregation ceremonies. The textual records include information about the preparation for the events and various social activities as well as honorary degree recipients. The bulk of the photographs (35,000) consist of negatives stored on reels of individual shots of students receiving their degrees (1993-1997). Access to these images is provided through name indexes available in the University Archives. The remaining photographs document Congregation processions, speeches, honorary degree recipients, audiences, and tree-planting ceremonies (1966-2002). The latter photographs have been scanned and are accessible through the Historical Photograph Database (UBC 35.1). Audiovisual material is located in the Archives vault. Please ask archives staff about access. Boxes 2(21)-11b(13), 28-31, 32(5-18), 35, 37a(2-7), 38, 39, 45. Installations series. – 1962-1997. 30 cm of textual materials. 9 audio recordings. 5 video recordings. Series consists of records documenting the installation of chancellors and presidents (1962-1997). Boxes 11b(14)-12(8). Ceremonial Greetings and Congratulations series. -- 1964-2002. 1.28 cm of textual materials. Series consists of ceremonial greetings and congratulations arising primarily from the appointments of K. George Pederson (1983), David W. Strangway (1985), and Martha Piper (1997) as UBC presidents, and William Sauder (1996) and Allan McEachern (2002) as Chancellors. Boxes 12(9-69), 26, 27, 36, 37. Events series. -- 1951-2009. 5.34 m of textual materials. 1293 photographs. 32 audio recordings. 15 video recordings. Series consists of textual records, photographs and audiotapes that document many special events staged by the Ceremonies Office. Sub-series include: Functions (1962- 2003); Building Openings, Dedications and Presentations (1951-2003); Tri-Services Parade (1963-1968); Remembrance Day Ceremonies (1952-1987); Memorial Services and Commemorations (1958-1995); Distinguished Visitors (1980-1983); Board of Governors Receptions (1964-1988); Twenty-Five Year Club (1978-1988), Miscellaneous Events and Ceremonies, and Event Recordings (1976-1986, 1997-2000). The photographs document various functions staged by the University. They are digitized and available through the Historical Photograph Database (UBC 35.2). Access to the audiotapes is provided through the Sound and Moving Images database. Boxes 12(70)-25, 33, 34, 37a(1), 45. File List ADMINISTRATION Box 1 1-1/17 Correspondence -- General (1964-1984) 1-18/22 Correspondence -- Personal [Ouvry Roberts] (1964-1968) 1-23 Correspondence -- Personal [Malcolm McGregor] (1970-1976) Budget 1-23a/36 1964-1978 Box 2 Committees -- Misc. 2-1 Senate Committee on Honorary Degrees (1931-1950) 2-2 Senate Tributes Committee (1968-1971) 2-3 Senate Tributes Committee (1972-1985) 2-4 Senate Tributes Committee -- Emeritus Status (1969-1977) 2-5 Senate Tributes Committee -- Emeritus Status (1977-1985) 2-5b Senate Tributes Committee -- Memorial Minutes (1979-1987) 2-6 Committee on Retirement of President Mackenzie (1962) 2-7 Education Week Committee [Roberts] (1968) 2-8 Marijuana in Man Committee [McGregor] (1971) 2-9 Committee on Human Experimentation [McGregor] (1971-1973) 2-10 Non-Academic and Service Departments Liaison Council (1971/72) 2-11 Misc. Committees [McGregor] Miscellaneous 2-12 Tables of Precedence ... BC and Canada (1953-62) 2-13 Memorial Book Completion Project (1976/77) 2-14 Bylaws and Memoranda of Understanding Relative to the Board of Governors and University Officials (September 1966) 2-15 Senate Lists (1969) 2-16 Invocation -- Miscellaneous (1974, 1982, 1983) 2-17 Koerner Penthouse -- File List (1973) 2-18 War Memorial Gymnasium -- Improvements/Alterations (1966) 2-19 Faculty Club -- Policy (1967-1976) 2-20 Faculty Club Social Suite -- Requests (1983/84) 2-20a Flagpole Plaques Records [Correspondence and Information originating with Frank Buck of Campus Planning and Sir Ouvry Roberts of the Ceremonies Office] (1965/66) 2-20b Coat of Arms / Mace -- Correspondence (1966-1969) (continued) CONGREGATION 2-21 Congregation (1950) -- Spring and Autumn 2-22 Congregation (1951) -- Spring and Autumn 2-23 Congregation (1952) -- Spring -- Miscellaneous 2-24 Congregation (1952) -- Autumn -- Miscellaneous 2-25 Congregation (1953) -- Spring -- Miscellaneous 2-26 Congregation (1954) -- Spring and Autumn 2-27 Congregation (1955) -- Spring and Autumn 2-28 Congregation (1956) -- Spring and Autumn 2-29 Congregation (1957) -- Spring -- Miscellaneous 2-30 Congregation (1957) -- Autumn -- Miscellaneous 2-31 Special Congregation (1958) -- Academic Symposium 2-32 Congregation (1958) -- Spring -- Miscellaneous 2-33 Congregation (1958) -- Autumn -- Miscellaneous 2-34 Congregation (1959) -- Spring -- Miscellaneous 2-35 Congregation (1959) -- Autumn -- Miscellaneous Box 3 3-1 Congregation (1960) -- Spring -- Miscellaneous 3-2 Congregation (1960) -- Autumn -- Miscellaneous 3-3 Congregation (1961) -- Spring – Miscellaneous Congregation Address by Oliver Franks (1961) 3-4 Congregation (1961) -- Autumn -- Miscellaneous 3-5 Congregation (1962) -- Spring -- Miscellaneous 3-6 Congregation (1962) -- Autumn -- Miscellaneous Congregation (1963) – Spring 3-7 Replies 3-8 Organ Committee 3-9 Printing 3-10 Miscellaneous Congregation (1963) – Autumn 3-11 Invitation Replies 3-12 Miscellaneous Congregation (1964) – Spring 3-13 May 28 & 29, 1964 3-14 Lists 3-15 Chancellor's Party and Procession 3-16 Printing Congregation (1964) – Autumn 3-17 Chancellor's Luncheon Lists (62/63/64) 3-18 Mrs. MacDonald's party 3-19 Baccalaureate Service (May 27) 3-20 Samples of all printing ordered and amounts 3-21 Lists 3-22 Miscellaneous Congregation (1965) – Spring 3-23 Baccalaureate Service (May 26, 1965) 3-24 Printing 3-25 Miscellaneous 3-26 Chancellor's Party -- Letters 3-27 Schedules and Ceremony Details 3-28 B & G -- Miscellaneous