December –January 2024/2025 Graduation Ceremonies – Terms and Conditions
Last updated: 27 August 2024
DEFINITIONS
REGISTERING TO ATTEND
ELIGIBILITY
TICKETS
REFUNDS AND CANCELLATIONS
ACADEMIC DRESS AND ROBES
FILMING AND PHOTOGRAPHY
PRINTING OF NAMES
CHILDREN AND BABIES
ACCESSIBILITY REQUIREMENTS
CONTACT INFORMATION
DEGREE CERTIFICATES
DEFERRAL
RIGHT TO REFUSE ENTRY
DATA PROTECTION
DISCLAIMER
It is the responsibility of the graduand to read through and understand the Terms and Conditions below and to contact the Events and Ceremonies Team if they have any queries. By applying to attend Queen Mary University of London Graduation Ceremonies the graduand is agreeing to the following.
“The University” refers to Queen Mary University of London.
“The Events and Ceremonies Team” refers to Queen Mary University of London’s Events and Ceremonies Team.
“Student” or “Graduand” refers to the person making the booking.
2.1 Registration for the Winter 2024/2025 graduation ceremonies will open on 17 September 2024 at staggered times.
2.2 All registrations, including full payment for any guest tickets, must be completed by no later than the booking deadline of Midday (UK time) on 16 October 2024.
2.3 Graduands who inform the Events and Ceremonies Team of their interest to attend the ceremonies after the booking deadline are not guaranteed attendance at any Queen Mary University of London Graduation Ceremony or reception.
3.1 All students who are potentially eligible to attend the Winter 2024/2025 graduation ceremonies will be invited to book via the website from 17 September 2024.
3.2 Once results are released, students who have not received the degree classification required to graduate will no longer be eligible to attend the ceremony and their attendance will be cancelled.
3.3 Refunds for non-eligible students will not be processed automatically. It is the responsibility of the student to contact the Events and Ceremonies Team emailing graduation@qmul.ac.uk and request a refund. Refunds can only be requested before the deadline of 12 pm (UK time) on 15 January 2025.
3.4 Students are also only eligible if they have paid all outstanding debts to Queen Mary University of London in full. This includes any and all debts relating to tuition fees. It is the responsibility of the student to clear their debts prior to the ceremony. The Events and Ceremonies Team are not responsible for informing students of their debts to the University. If students do not clear their debts prior to the deadline, their certificates will be withheld and they will be prevented from attending the ceremony until those debts are cleared.
4.1 Graduands can purchase up to two guest tickets initially. All graduands must book their graduand tickets before the booking deadline and no graduands will be able to take part in the ceremony without it.
4.2 Tickets must be purchased in full before the booking deadline.
4.3 Tickets are subject to availability which can be changed or withdrawn by Queen Mary University of London without notice, and may become unavailable before the deadline above.
4.4 Graduands can apply for additional guest tickets before the booking deadline. If additional tickets are available graduands will be notified if their request is successful after bookings close. Additional tickets will be sold on a first come first served basis when the booking system re-opens and cannot be guaranteed. Students are strongly advised not to book any travel for friends or family members until a confirmed ticket booking has been made.
4.5 If there are cancellations, additional tickets may be sold on the day of the ceremony. If there are additional tickets available these will go on sale 1.5 hours before each ceremony and will be sold on a first come first served basis. Graduands cannot reserve on the day tickets. The amount of tickets available to each student will be agreed in advance of the event at the discretion of the Events and Ceremonies Team.
4.6 Tickets for graduands and guests cannot be transferred to another ceremony, another ceremony round or to another graduand. Tickets which are exchanged will not be accepted at the ceremony venue.
4.7 All graduands who are attending the ceremonies must bring a form of photo ID with them. Photo ID will be required to be able to collect your ticket at the ceremony venue which permits access to the venue. Photo ID is matched against the student name listed on the e-ticket. If photo ID does not match the name on the ticket scanned then access will not be permitted.
4.8 Tickets cannot be reserved and will only be confirmed when money is exchanged. The Events and Ceremonies Team will not hold any items as a deposit.
4.9 Extra tickets for the ceremony and live relay are sold subject to availability and at the discretion of the Events and Ceremonies Team. This accounts for on the day and advance sales.
5.1 Tickets purchased for Queen Mary University of London Graduation ceremonies are non-refundable or non-transferrable. Tickets which are exchanged will not be accepted at the ceremony venue.
5.2 The only two exceptions to this rule are that refunds can be issued in the case of academic failure of the student due to graduate, or if the country of origin of the student and/or their guests are placed on the UK red list between the time of booking and the date of the ceremony. In these circumstances, a full refund will be offered, although this will not be issued automatically. It is the responsibility of the student to inform the Events and Ceremonies Team of their academic failure and request a refund before the refund deadline which is Midday (UK Time) 15 January 2025.
5.3 Refund requests must be made by emailing graduation@qmul.ac.uk by midday (UK time) on 15 January 2025. This request can take up to 28 days. Refund requests made after the deadline will not be processed.
5.4 All tickets are non-transferable and cannot be transferred between graduands, ceremonies or ceremony periods.
5.5. Refund policies for photography and gown hire are set by Marston Events and can be found on their webpages when booking these services.
6.1 Academic dress is compulsory for this event. You must wear the correct academic dress in order to graduate at a ceremony.
6.2 Students can hire their gown and book graduation tickets online at www.marstonevents.com Gowns booked through this link are supplied by Marston Events. Marston Events is Queen Mary’s graduation partner and supplies ticketing, photography and official dress
6.3 Gown bookings can be made at the time of booking ceremony tickets.
6.4 Graduands must hire and make payment in full for their academic dress before the booking deadline. After this deadline, the hire of academic dress and attendance at the ceremony cannot be guaranteed.
6.5 Queen Mary University of London reserves the right to refuse admittance to graduands and guests who are not wearing the correct academic dress, or who are inappropriately dressed. Formal attire must be worn to the ceremony. Jeans and trainers are not appropriate.
7.1 Queen Mary University of London’s graduation ceremonies are professionally filmed and a photographer will be present.
7.2 Footage of the ceremonies is live streamed and broadcast.
7.3 Both footage and photographs may be used by the University for media publications, advertising and future graduation publications.
7.4 By registering to attend the ceremony and purchasing guest tickets, graduands are giving permission for the recording, transmission and use of images (both still and moving) of the graduand and their guests. Queen Mary University of London retain all rights in any images.
7.5 Graduands and guests are asked not to use flash photography during the ceremony in order not to disturb other guests or affect the professional filming or photography.
8.1 By registering to attend, graduands are giving permission for their names to be printed in the graduation programme and on graduation merchandise that is printed by Campus Clothing Ltd and Queen Mary University of London Student Union.
8.2 Queen Mary University of London cannot guarantee that all graduand names will be included in the programme and on graduation merchandise. If results are confirmed after the programme and merchandise have been sent to print, or if students confirm their places at the ceremonies after they have been sent to print, then they will not be included.
8.3 Graduands will receive one programme for free, any additional programmes required can be purchased on the ticketing website at the time of booking, or from the ticket desk on the day.
9.1 Graduation is a formal occasion, therefore children under the age of five are not permitted inside the ceremony venue.
9.2 Children under the age of five are able to watch the ceremony in the live relay where the ceremony is streamed live on a big screen. Tickets for the live relay can be purchased on the booking system before the booking deadline or on the day of the ceremony at the ticket sales desk. These tickets permit entry for up to one adult and two children 5 years or under.
9.3 All children under the age of 16 must be accompanied by an adult at all times whilst at the event.
10.1 It is the responsibility of the graduand to inform the Events and Ceremonies Team of any accessibility requirements for both guests and graduands when they register to attend their ceremony. This includes wheelchair access, accessible seating and sight or sound facilities.
10.2 Graduands must inform the Events and Ceremonies Team of any accessibility requirements before the registration deadline. Graduands must include as much information as possible in their request to ensure that it can be accommodated appropriately. Requests made after the deadline cannot be guaranteed and will be dependent on availability within the ceremony venue.
11.1 It is the responsibility of the graduand to ensure that their contact details are kept up to date on their student record as the Events and Ceremonies Team will invite graduands to attend on the email addresses on their student records. It is the responsibility of the student to keep their personal details on MySIS up to date.
11.2 Queen Mary University of London is not responsible if invitations are not received by graduands because their contact details are not kept up to date. Students are responsible for keeping their information up to date on their MySIS account and informing Student Enquiry and the Events and Ceremonies Team if their details change. Students do not need to have received an email to be able to book onto graduation.
12.1 Attendance at Queen Mary University of London’s Graduation ceremonies is not mandatory and has no impact on the awarding of a student’s degree.
13.1 Graduands are allowed to defer their attendance to the next ceremony round, however they need to inform the Events and Ceremonies Team by completing the deferral form on the graduation website. Completing this form is not confirmation of tickets for a future ceremony and students will need to book for the new ceremony when bookings open. Completing this form is not a request for refund.
14.1 Graduands and guests must arrive dressed appropriately for a formal occasion.
14.2 As advertised in pre-event communications all graduands and guests must have taken their seats in the ceremony venue 30 minutes before the ceremony is due to begin. Any late graduands will not be admitted into the ceremony and will have to defer their places. Any late guests will not be guaranteed their assigned seats and may be refused entry.
14.3 Queen Mary University of London reserves the right to ask any person to leave the event if they are acting in a manner, which in the opinion of the University may cause a breach of the peace, cause harm to others or cause damage to the premises.
15.1 Graduands names will be printed in the graduation programme and on graduation merchandise provided by Campus Clothing Ltd and Queen Mary University Student Union.
15.2 In accordance with the Data Protection Act 2018, the Events and Ceremonies Team can only discuss a graduands ceremony with the graduand. Information cannot be disclosed to anyone other than the graduand.
15.3 If graduands do not wish for their names to be included on the programme or on merchandise they must inform the Events and Ceremonies Team in writing by no later than a month before the event.
15.4 All student names will be taken directly from the student records system. Queen Mary University of London are unable to use names that do not appear on the student record.
15.5 For further information, please read the privacy notice.
16.1 Where possible, the University will make alternative arrangements for any graduands affected. However, graduands and their guests should ensure they have sufficient insurance protection to cover any potential losses resulting from the ceremony being cancelled or delayed.
16.2 If a graduation ceremony cannot take place or is delayed due to circumstances beyond the reason control of Queen Mary University of London, the University will not be liable for any losses and damages of any kind including direct or indirect, special, consequential losses and damages, or otherwise, incurred by graduands and their guests. This includes, but is not limited to, fire, explosion, terrorist act (or threat of terrorist act), act of God, pandemic, industrial action or dispute involving Queen Mary University of London, or the venue at which the ceremonies are due to be held.
16.3 In the event that the ceremony has to be cancelled, re-scheduled or postponed, Queen Mary University of London will make every effort to contact graduands and will post information on all appropriate channels.
17 These Terms and Conditions are governed in all respects by English Law and all the parties submit to the exclusive jurisdiction of the English Courts.
When registering attendance graduands will be asked to accept the Terms and Conditions and will not be able to purchase tickets without doing this. Queen Mary University of London confirm that failure to comply with the above Terms and Conditions may result in a graduand losing their places at the Graduation ceremony and reception.