Graduation season has a way of sneaking up on you.
One minute you are finalizing program details, and the next you are ordering certificates, booking venues, and trying to make sure every student gets the recognition they deserve. Somewhere in that process comes a deceptively simple question: How many certificate holders should we order?
It sounds straightforward until you realize ordering too few creates stress, and ordering too many can feel wasteful. The right answer sits somewhere in the middle, and with a bit of planning, it is easier to land there than you think.
How to Estimate the Number of Certificate Holders You Need
The obvious starting point is your total number of graduates, but it is important to base this on realistic numbers. Instead of relying on initial enrollment, look at confirmed completions and what typically happens in your program.
If you usually see a certain percentage of students not finishing, factor that in. For example, if 140 students enrolled but you typically graduate closer to 120, use that lower number as your baseline. It will give you a much more accurate starting point.
Why You Should Order Extra Certificate Holders for Graduation
Even with the best planning, something always changes at the last minute. A few extra students may complete their requirements, a certificate might need to be reprinted, or someone might require a replacement.
That is why it is important to build in a buffer.
A safe rule of thumb is to add 5 to 10 percent more certificate holders than your expected number of graduates. For example, if you anticipate 120 graduates, ordering between 130 and 135 holders will give you enough flexibility to handle small surprises without overordering.
Do You Need Additional Certificate Holders After Graduation?
Graduation day is the main event, but it is not the only time you may need certificate holders. Many organizations find themselves needing extras after the ceremony.
You might have late completions, reissued certificates, or additional copies for administrative purposes. Some teams also like to keep a few on hand for future use or display.
Having a small surplus allows you to handle these situations without needing to place a rush order later.
Choosing the Right Type of Certificate Holder for Your Event
The type of certificate holder you choose can also influence how many you should order. Some options are more flexible than others, especially when it comes to reordering.
For example:
- Single display holders are typically one per graduate
- Double display holders may be used when presenting more than one document
- Custom or foil stamped holders often require longer lead times
If you are ordering custom holders, it is especially important to get your quantity right the first time. Reorders may take longer, which can be challenging if you run short.
Why You Should Avoid Ordering the Exact Number of Certificate Holders
Ordering exactly the number of graduates might seem efficient, but it leaves no room for error.
In reality, small issues come up more often than expected. A name might need to be corrected, a certificate could be damaged, or a student could be added at the last minute. Without extra holders, even minor problems can become stressful.
The cost of ordering a few additional pieces is minimal compared to the risk of running short during an important moment.
How Many Certificate Holders to Order For Your Event
If you want a quick and practical way to estimate your order, you can use this approach:
Expected graduates + 5 to 10 percent buffer = ideal order quantity
For example:
- 200 graduates
- Add 10 percent (20 holders)
- Order 220 certificate holders
It is a simple method, but it works reliably across most organizations.
Final Thoughts on Ordering Certificate Holders for Graduation
Certificate holders may seem like a small detail, but they play an important role in the overall experience. They are part of the presentation and something students often keep for years.
Ordering the right amount helps everything run smoothly behind the scenes so you can focus on the moment itself.
If you are unsure what quantity or style makes the most sense, it can help to get a second opinion before placing your order. A bit of planning upfront can make graduation day feel a lot more seamless.
Ready to order your certificate holders for graduation season?
Explore premium options from St. James Paper or connect with our team to get started.