Podcast Summary: AD 360 – National Letter of Intent Ceremonies

Podcast: AD 360
Host(s): Greg Vandermade and Scott Rosenberg
Episode Date: January 21, 2025
Main Theme:
Guidance, strategies, and real-life stories from experienced Athletic Directors on hosting and improving National Letter of Intent (NLI) ceremonies in high schools. The episode delves into logistics, communication, best practices, inclusivity, potential pitfalls, and memorable moments in making these milestone events special.

Episode Overview

In this engaging episode, Greg Vandermade and Scott Rosenberg draw on their extensive experience as athletic directors to explore the evolving landscape of National Letter of Intent ceremonies at the high school level. They break down the increasing complexity of signing events due to changing timelines (such as early and regular signing periods), discuss best practices, stakeholder communication, and the challenges ADs encounter in their planning. The candid, light-hearted dialogue is filled with actionable advice and relatable anecdotes for anyone involved in prep athletics.

Key Discussion Points & Insights

1. Foundations of NLI Ceremony Planning

[02:39–07:42]

• Budget and Expectations:
  • Start with budget considerations; the scope you set one year sets expectations for future classes.
  • “If you do it once for one group, I can guarantee you that the subsequent groups coming up are going to expect the same or better.”
    — Scott Rosenberg, 02:44
• Who to Invite:
  • Decide if all student-athletes committing to play in college are included or just Division I signees. Consider walk-ons and D3 athletes.
  • “Where do you draw the line and who’s participating in this? … You want to celebrate every kid.”
    — Greg Vandermade, 05:23
• Logistics and Roles:
  • Consider venue availability, potential scheduling conflicts, and whether you’ll invite the full student body or just certain groups.
  • Identify speakers, who will handle setup, technology, decorations, media and publicity.

2. Best Practices for Communication & Coordination

[07:46–10:45]

• Start Planning Early:
  • Open discussion with families and coaches at the beginning of the season; set clear expectations early.
  • “You want to organize some media coverage, get in contact with your local papers, make sure that you’re publicizing this.”
    — Greg Vandermade, 09:57
• Inclusive Invite Lists:
  • Communicate via announcements and posted notices to ensure no eligible athlete is missed.
  • “Can you imagine missing a kid?...Don’t think it hasn’t happened and probably happened to me.”
    — Scott Rosenberg, 10:54

3. Grey Areas & Policy Decisions

[12:44–15:24]

• Athletes Outside Traditional Programs:
  • Scenarios include gymnasts, club-only athletes, or those playing for national teams (not the school).
  • “If we didn’t offer the sport in the school…we should honor them. Like we didn’t give you the opportunity to play for our school.”
    — Scott Rosenberg, 13:50
  • Greg favored broader inclusivity; Scott set boundaries, generally excluding athletes playing club when the sport was offered at school, unless they played for Team USA.

4. Event Logistics and Execution

[16:04–20:32]

• Venue and Scheduling:
  • Secure venue and technology resources early; usually held before or after school for maximum attendance.
  • Remember extra steps like alerting security to increased traffic, setting up step-and-repeats for photos, and advance ordering decorations.
• Media, Social & Post-Event Exposure:
  • Utilize student media teams and social media to ensure every kid is celebrated, especially if local outlets can’t attend.
    • “It’s not just about that ceremony. It’s about what do you do with all the pictures, the video…and stuff like that postgame.”
      — Scott Rosenberg, 22:26
• Marketing the Program:
  • A polished event serves as both student celebration and department marketing for future students and families.
  • Discussed extending “signing days” to incoming freshmen or transfers; noted this is increasingly common, especially in competitive regions.

5. Storytelling & The ‘Journey’

[22:52–27:18]

• Personalization and the Village Approach:
  • Encourage coaches to tell stories—not just stats—about each athlete, acknowledging obstacles overcome and community support.
  • “It takes a village to get these kids to this place. Nobody does it on their own.”
    — Scott Rosenberg, 25:17
  • Equity is vital. Don’t spend 16 minutes on the D1 to Duke signee and barely mention the D1 mid-major or “three-directional school” signee.

6. Recognizing Non-Scholarship and Uncommitted Athletes

[28:08–32:39]

• Late Bloomers:
  • Hold end-of-year ceremonies for late-breaking college decisions.
• Non-Scholarship/Walk-Ons:
  • Require documentation (e.g., a letter from the college coach) for non-scholarship or D3 commit recognition to ensure legitimacy and manage expectations.
• Creative “Celebration Forms”:
  • Some schools or coaches create their own “celebration forms" for club-committed or D3 athletes to provide a tangible, memorable moment even if there’s no formal NLI.

7. Challenges and Anecdotes

[32:43–40:40]

• Scheduling & Venue Conflicts:

  • Both day-of and turnaround logistics matter (e.g., gym use the night before).

• Last-Minute Changes:

  • Students sometimes change college choices last minute, causing nameplate or custom pen rushes.
  • “Without fail…last minute, 'Oh, I changed, I'm not going here, I'm going there.'”
    — Greg Vandermade, 35:20

• Unhappy Stakeholders:

  • Can’t please everyone: “I was an OP to somebody all the time. Like somebody would not be happy in this mix.”
    — Scott Rosenberg, 35:47

• Weather Issues:

  • Snow days and inclement weather are a reality; always plan an alternative “snow date.”

8. Memorable Moments & Reflections

[37:27–41:37]

• All Ceremonies Are Special:
  • “They were all just as special because I knew how special they were for the kids and their families.”
    — Scott Rosenberg, 37:43
• Playing Off Long Speakers:
  • Greg humorously shared a story about needing to “play off” a long-winded club coach, hinting at the need for time limits.
• Personal Connections:
  • Greg’s most memorable ceremony involved athletes he coached personally, emphasizing the depth of the relationships built over years.
• Final Wisdom:
  • “To be inclusive and try and get as many people … to have that great feeling is an awesome way to think about these ceremonies.”
    — Scott Rosenberg, 41:20

Notable Quotes

• “You can’t go into half-hearted, and you have to make sure that you’ve got everything lined up.”
  — Greg Vandermade, 05:45

• “Have a snow date on there…If we cancel on this day, then we’re doing it this day.”
  — Scott Rosenberg, 36:52

• “This is for the kids. This isn’t for the coaches. … Ultimately it’s for the kids. So you gotta try and find ways to make it memorable.”
  — Greg Vandermade, 10:09

Timestamps for Key Segments

• 02:39 — First steps and key considerations for planning NLI ceremonies
• 07:46 — Coordinating dates/times with families, coaches, and communicating expectations
• 12:44 — Inclusion decisions and “edge cases” (club/unoffered sports)
• 16:04 — Logistics: venues, technology, decorations, press
• 22:52 — Celebrating the “journey” and personalizing the event
• 28:08 — Recognizing late signers, walk-ons, or non-scholarship athletes
• 32:43 — Common challenges and pitfalls, including weather, scheduling, and stakeholder management
• 37:27 — Favorite signing day memories and heartfelt stories

Flow and Tone

The hosts mix practical advice with humor and authenticity, often poking fun at themselves and sharing honest, sometimes self-deprecating stories. Their camaraderie and shared experience make the discussion both informative and relatable. They openly acknowledge the difficulties in pleasing every stakeholder, and emphasize the purpose of these events: celebrating the student-athletes' achievements and journeys.

Takeaways for Athletic Directors

• Start Early: Planning and clear communication are key to smooth, equitable, memorable ceremonies.
• Be Inclusive, But Set Boundaries: Define who is recognized, but be prepared to revisit policies as your community evolves.
• Leverage Resources: Use student volunteers, technology, media teams, and community connections.
• Celebrate the Journey: Prioritize storytelling over simple stat reading; recognize the village that contributed.
• Plan for Problems: Budget constraints, last-minute changes, and weather are all real—have backups.
• Prioritize the Kids: At every decision point, put the student experience first.

For anyone passionate about high school sports administration, this episode is a masterclass in the time, heart, and consideration that makes NLI ceremonies memorable for athletes and their communities.