The typical groundbreaking ceremony involves a fair amount of planning, and can be as simple or as complex as you wish it to be. The size and type of your organization will dictate the appropriate style, size and formality required. For example, the groundbreaking ceremony for a Boy Scout camp is unlikely to be as formal as the ceremony for a new bank or financial building. Common sense will help you to select the proper level of formality for your event.

Step 1

Choose Your Team

There are many details involved in planning and executing a successful event. Every organization should designate a leader and committee members who will be responsible for organizing and running the event. A large corporation may hire an event company or agency for this role, but they will still need a liaison to communicate the company’s wishes. For purposes of this guide, we will assume that you (and/or your team) will be the planners.

Once you agree on a team leader, run through the list of tasks and distribute them to your team. Discuss each task and appoint the person who is best suited to fulfill that role. Set up incremental meeting dates leading up to your event to review progress and adjust assignments.

Step 2

Choose a Location

The ideal location for a groundbreaking ceremony is on the property where the construction will take place. Flat or gently sloping areas with good drainage are easier to access and more likely to be dry on the day of the groundbreaking. An open area is preferred, with plenty of room for people, chairs, and the ceremonial trappings. You may want an elevated platform if your event will include speeches or presentations and you are expecting a large crowd. A designated area for the groundbreaking should be chosen that will accommodate all the participants and provide a good photo opportunity for the press. Keep enough distance between your guests and the ceremony so everyone can see.

Warning: Never allow the public to enter into a construction area where it is required by law to wear hardhats unless they are being provided. Engineers, surveyors and construction workers typically stake out excavation and foundation areas with wooden stakes and ribbons after initial site preparation has been completed, so you should have no trouble finding the location.

Pay close attention to the timing of your event if it is to coincide with any stage of excavation. Flexibility may be required.

An offsite or nearby location may be needed if circumstances dictate it. You will have to work with the unique circumstances of your property and building project.

Step 3

Select a Time and Date

Decide at what stage of site preparation or construction to conduct your ceremony. A well planned ceremony should not hold up or otherwise hinder the construction process, so timing can be a very important factor. You may be at the mercy of a construction crew, resulting in an earlier or later beginning date. Just remember – groundbreaking is the symbolic first step, so keep that in mind when deciding when to hold your ceremony. In any case, you will need to dovetail your plans with the contractors or excavators for your project. You may be dealing with subcontractors and third parties, so find out who is responsible for maintaining the overall project schedule.

Ideally, your groundbreaking ceremony should precede or coincide with the actual excavation. This makes it a true groundbreaking. Winter ceremonies are out of the question in some climates, but acceptable in others. A weekday event is preferable unless the event is open to the public and you desire a large public turnout. Such would be the case if you are breaking ground for a new ballpark, then Saturday may be an appropriate choice. Ultimately, the availability of key dignitaries, celebrities, and company officials may dictate the chosen day and date for the event.

If you seek a “construction” backdrop, you may want to hold your event several days after excavation has begun. This will give a construction site feel, complete with heavy equipment and lots of disrupted turf. But remember – safety first. You will be responsible to keep everyone safe and away from any dangerous situations.

Mid morning to mid afternoon, 9:30 am to 3:00 pm, are prime times to host your event. Give the sun time to rise and dry the dew from the ground. Since most groundbreakings are outdoors, you’ll want to keep small details in mind, like “where will the sun be at what time.” We’ve all stared blindly into the sun at one time or another, trying to see what’s going on up in frontof us. You will be taking photos and video, so having the sun at your back is another consideration.

If you begin your event too late, you will get into the dinner hour. This may be a good time if your goal is to attract attendees who otherwise would be at work or school during the day.

Step 4

Coordinate with your Chamber of Commerce

Contact your local Chamber of Commerce at the earliest possible time to find out what, if any, resources are available to you. They are a great source of publicity, and will usually publicize your event in their newsletters or online. It is also important to have them represented at the event. Remember, they are your connection to the community – supporters of your new venture.

Step 5

Write a Guest List

Give thoughtful consideration to your invitation list. Write down everyone that comes to mind until you have an extensive list. Go through this list and add or subtract as you see fit. Remember, not everyone who is invited will attend. If you host a public event, you may have an open-ended number of attendees. Ask yourself a few simple questions:

Step 6

Design an invitation

Don’t overlook your invitation. It may be the first impression of your business for many people. Your invitation should echo your brand and set the stage for your event. If you are uncomfortable designing an invitation, your local printer or graphic designer can assist you.

Select the type of invitation that is appropriate for your organization: formal, informal, letter, postcard, e-mail or flier. Include your logo and name, the type of event, date and time, address and a methodfor the recipients to RSVP. Be sure to include an RSVP, otherwise you may be in for a real surprise. An RSVP will also give you an idea about how much food and beverage to provide. You may also include your business card and a map, if appropriate. A street address alone is sometimes not sufficient.

Depending on whether your event is public or private, consider additional methods of getting the word out, such as signs, advertisements, websites, newsletters or posters. Mail your invitations two to four weeks before the event, andestablish a cut-off date for RSVPs, usually about one week before the event.

Designate a contact person and method of contact to handle incoming questions and track RSVPs as they are returned. You may want to phone or send e-mail reminders a few days before the event.

Will parking be an issue? If so, please use the invitation to indicate where you would like guests to park.

If you choose to do an elaborate invitation, get professional help from a graphic artist or designer. You can search online and find images of invitations to give you inspiration.

Send your invitation by first-class mail, if at all possible. Bulk mail can take a week or longer. an invitation, your local printer or graphic designer can assist you.

Step 7

Planning a Ceremony

A groundbreaking ceremony is all about breaking ground, and shovels are the stars of the show. It’s important that the location of the actual ground breaking is carefully chosen so your invited guests are able to see and hear what is going on. Once you have chosen the location and determined how many people will be participating, we recommend that you create the ceremonial “dig zone.” This is the location where the ceremonial groundbreaking will take place. Remove the sod and replace it with sand, gravel, or soft loam, or create a mound. You can surround the area with a wooden frame or any other creative method you can think of. If your company or organization is known for a unique product, work it into the design. Stanchions with velvet rope can be used to keep guests out of the dirt.

Soil can be brought in for your dig zone. It’s not uncommon to see an entire dump truck of material dropped off, but, you will have to deal with it after the ceremony. Truck loads of soil have even been deposited over pavement. It’s a ceremony, so be creative!

Shovels should be displayed in close proximity to the dig zone. You may want to construct a shovel stand, or lean them against something solid, like the front of a stage. If hard hats are a part of the ceremony, place them over the handles of the shovels for a nice photo opportunity. Make the shovels a focal point of your ceremony. It builds anticipation for the breaking of ground to come.

Display architectural models or renderings of your new building so guests can see what all the excitement is about. Wall-sized art can be produced by large format printers to provide a backdrop for your speakers. This image may end up on the evening news or on the front page of your local paper.

Choose a Theme
A theme for your celebration is not mandatory, but if you have a unique business that lends itself well to creativity, then you might want to theme your event. At the very least, you will want to display your logo or brand colors throughout the event and on your decorations whenever possible. You will have a captive audience, so take full advantage of this opportunity to brand your business. If you produce a product like ice cream or baked items, you may want to feature samples as part of your snack selection.

Create a Program
Ideally, your event should be finely choreographed and follow a pre-determined timeline. Speeches can run short or long, but the basic timeline will let you know when it’s time to move to the next step. The schedule will also reflect on the professionalism of your organization. Each incremental step will form the outline for your program, a simple guide that let’s your guests know what is going on, and what is to follow. Small events can benefit from this discipline, large events demand it.

Groundbreaking ceremonies on the national level include presidential libraries, with national and international dignitaries in attendance, giving speeches, and receiving commemorative gifts for participating. A printed program for one of these events reads more like a college graduation ceremony than a groundbreaking, and may be just as treasured as a historical memento of the day.

A well written program also serves as a guide for the media and anyone recording the event, allowing them to be in the right place at the right time. The program sheet can be published as late as you dare, allowing you to make last minute adjustments to the ceremony.

Appoint a Master of Ceremonies
Put someone in charge. This person will be responsible for knowing everything, and will be responsible for managing all staff and vendors. They will be make sure that everything is being taken care of, and may have to jump in and assist in areas that need assistance.

It would be better if your manager is not tied down to any one function that will keep them from overseeing the progression of the following activities that may be occurring:

Time of day and time of year will provide clues to what types of food and beverages are appropriate. A mid-day summertime event in a rural or campus setting may feature an old-fashioned barbecue picnic lunch. An afternoon or evening event in a metro setting may serve a variety of hors d’oeuvres and champagne. Groundbreaking events for facilities used by children, such as schools, daycare centers, and parks, should strive to include them, and provide snacks that they would enjoy.

Consider the age and background of your guests when choosing entertainment. It’s better to be conservative than to drive everyone away with music that it too loud or irritating. Choose a happy medium for the mix of your guests and you’ll keepeveryone content. Make sure the band is being directed according to your schedule, and knows when to arrive, where to go, and plays when you want them to.

Entertainment can take on many forms. Soloists can add a lot of enjoyment and class to an event. Fiddlers, violinists, harpists, and accordionists can create a soothing musical atmosphere. You may also consider additional entertainment for after the formal ceremony and leading into lunch, dinner or hors d’oeuvres. Jugglers, magicians and mimes are good examples of mobile entertainers who can work a crowd and keep people entertained.

Entertaining guests with activities is another option. Balloon rides are popular and present a unique way for guests to view the property. This venue works well on real estate developments, allowing prospective buyers to view the location from above.

Scavenger and buried treasure hunts go well with a shovel theme, and can create a memorable occasion associated with the event. Everyone loves prizes. If you can come up with a way to entertain and reward, while building your brand or tying in with the overall theme of the event, then do so. Your company’s products may make great prizes.

Step 8

Marketing & Publicity

It is relatively easy to market your event once you have chosen a date and theme. Use the following questions to guide you:

  Who do I want to know about my event?
  Is my project newsworthy on a local, regional, statewide,
    or national level?
  Does my audience differ from the general public?
  Does my audience read any unique publications or visit
    any unique websites?
  What is the age of my audience?
  What is the best way to reach my target market?

Begin by compiling a list of all media outlets that you feel are necessary to reach your targeted event invitees, if the event is public - newspapers, radio stations, television, online, and any local business organizations. If you live in a small town or city, there is a good chance that your local newspaper will give you some modest publicity for your groundbreaking event. However, you should not rely solely on the media to give coverage of your event. Editors are often swamped with business community news and are often unable to provide good coverage to them all. Your local chamber of commerce is often eager to assist you with publicity to their membership. They will let you know what is needed from you for information, so be sure to respond to them. Your media efforts will be more successful if you provide a professional looking press release and photographs.

The following are some concrete things you can do to enhance the chances of getting more media coverage for your event:

The News Release
The news release is the basic tool of media relations. A well-prepared news release can make it easier for you to get your news covered by the media – providing it meets the criteria of what makes a good news story. Keep the release as brief as possible, preferably one page. If additional pages are required, do not break paragraphs at the bottom of a page, and use a separate sheet of paper for each additional page. Provide all the necessary details of your event, as well as contact information. The date of the news release should be included at the top of the page, along with the phrase “For Immediate Release.” Deadlines vary from one news organization to another, and in the case of newspapers, even from department to department.

Ceremonial Shovels

A great shovel is the centerpiece of any groundbreaking ceremony. If you like the best, then you’ll love our Show Gold Plated Ceremonial Shovel. This top-of-the-line custom ceremonial shovel has the largest engravable spade area of any shovel on the market, with plenty of room to display your graphics and text. You can further decorate this shovel by laser engraving the wooden handle and shaft. Handles and shafts are also available in a variety of colors. Engraved or decorated plates are another option, attached to the shaft of the shovel.

Shovels are available with a “d” or long handle, with smooth lacquered finish, and are protected by custom packaging designed for shipping and storage. The shovel is also available in polished mirror finish show chrome, and an economy version.

Powder coated shovels feature a hard, ceramic-like finish of baked on metallic gold or silver paint. These premium quality shovels are available in a d-handle or long handle style, and feature our custom spade design with large engraving area. We now offer colored engraving on laser engraved spades. Available fill colors are: black, blue, (navy) blue, burgundy, gold, green, orange, purple, red, silver, white and yellow.

Additional shovel choices are available at CeremonialShovels.com. They include a paddle handle version, painted shovels, small shovels, and ceremonial sledgehammers.

Your ceremonial shovel can be personalized in a number of ways. Our staff artists can work with you to digitize your design and add text to commemorate your event. Rotary engraving is available for metal surfaces, and Laser engraving is excellent for both metal and wood surfaces. Engraved wooden handles and shafts can be color-filled for added impact. Available fill colors are: black, blue, (navy) blue, burgundy, gold, green, orange, purple, red, silver, white and yellow. Wooden handles and shafts can be painted in a variety of colors. A metal plate is available. It attaches to the shaft of the shovel, and can be engraved, screen printed, or printed with four color images.

Display Cases and Plaques

The ceremonial shovel is a historic accessory and deserves to be displayed. One option is to encase it. We offer a Ceremonial Shovel Display Case of genuine walnut with a glass front and colored or black felt lining. The display case can be mounted horizontal or vertical, and is designed for “d” handle shovels.

You may choose to display your shovel on a Ceremonial Award Plaque made of genuine walnut with beveled edges. The plaque is key-holed in the back so it may be mounted horizontally or vertically. Some assembly is required for attaching the ceremonial shovel or sledgehammer to the award plaque.

Stanchions

Ceremonial stanchions and velour rope are the perfect tools for calling attention to important displays, surrounding your dig zone, or just keeping crowds where you want them. Stanchions are available in lightweight white plastic, or chromeor brush finished metal. Plush velour rope features nylon over a soft foam core and comes with attached ends. Available in red, black, hunter green, burgundy and royal blue.

Bows & Ribbon

Bows add a festive touch when used with ceremonial shovels. Our ceremonial bow is made with 1-1/2” wide ribbon, and is approximately 8” in diameter with four 12” streamers. Bows can also be used as decorations on stanchions, tent posts and railings. Our stock ribbons are 2-1/2” to 4” wide and 50 yards long. They are available in satin - red, white, blue, yellow and green, or tri-colored red, white and blue.

Another popular award is the shovel “mound” in gold or silver. This free-standing award features a large chunk of gold or silver with slant front for mounting a 15/16” X 2 3/8” plate, with a slot at top for insertion of 8” shovel, included. There are numerous styles of this award on our website.

Shovel Awards & Plaques

A generous selection of groundbreaking award plaques, with miniature gold shovels attached, are available in a variety of price points. The plaques can be customized to your taste, and make great presentation items for people who have contributed to the success of your project.

Desk Accessories & Miniature Shovels

Perhaps your guests would enjoy a paperweight, letter opener, or miniature shovel personalized to commemorative your groundbreaking. Our popular clear acrylic paperweight features an embedded silver or gold shovel, and can be engraved or screen printed.

Shovel shaped letter openers and bottle openers can be engraved or custom cast with raised lettering or logos. A variety of shovel key chains are a popular marketing tool to give out at your event.

Miniature shovels from 2-1/2” to 8” in length are nice VIP or guest gifts. Most are available in gold or silver finish and can be personalized and gift boxed.

A custom cast rendition of your new facility with your logo or message molded into each piece makes a treasured souvenir. It could also be incorporated into a fundraising campaign as a donor or patron “thank you” gift.

Ceremonial Hard Hats

Hard hats and shovels go hand in hand, and are an impressive addition to your groundbreaking ceremony. In some cases hard hats are required inside active construction areas. We offer standard, classic vented, and specialty series of hard hats in a variety of colors and metallic finishes.

Ceremonial hard hats provide high visibility and outstanding recognition to dignitaries, honored guests and VIPs. Add your custom imprinting to commemorate your special event.

Hard hat themed products include desk accessories, business card holders, key chains, stress balls and embedments.

Lapel Pins

For a real crowd favorite, consider our gold or silver finish ceremonial shovel lapel pin, available with or without full color presentation cards. Gift boxing is also available. When combined with the business card sized presentation card, you have a great marketing tool to promote your new venture.

Chocolate Ceremonial Shovels

Ceremonial Shovels For a tasty groundbreaking treat, try these molded chocolate shovels. Available in dark or milk chocolate and weighing in at one ounce, they’re sure to put a smile on everyone’s face. Individually wrapped and packaged in a gold or white box. Check out our other styles!

Embedments

Embedments are clear acrylic shapes that have objects embedded in them. The surface of the embedment is polished to a glass-like finish, and can be engraved or screen printed with your graphics and text. Embedments come in many shapes and sizes, and are often mounted on a base of contrasting color and material. There are stock selections to choose from, or you may work with us to design a custom embedment. Custom embedments take time, so you’ll need to budget enough time for design, production and shipping. However, nothing is more exciting than receiving a custom embedment.