Graduation

Terms and Conditions

January 2022 Graduation Ceremonies – Tobacco Dock

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 the January 2022 Queen Mary University of London Graduation Ceremonies the graduand is agreeing to the following.

Last updated: 25 August 2021.

1. DEFINITIONS

2. REGISTERING TO ATTEND

3. ELIGIBILITY

4. TICKETS

5. REFUNDS AND CANCELLATIONS

6. ACADEMIC DRESS AND ROBES

7. FILMING AND PHOTOGRAPHY

8. PRINTING OF NAMES

9. CHILDREN AND BABIES

10. ACCESSIBILITY REQUIREMENTS

11. CONTACT INFORMATION

12. DEGREE CERTIFICATES

13. DEFERRAL

14. RIGHT TO REFUSE ENTRY

15. DATA PROTECTION

16. COVID-19

17. DISCLAIMER

 

1. DEFINITIONS

  • “The University” refers to Queen Mary University of London.
  • “The Events and Ceremonies Team” refers to Queen Mary University of London.
  • “Student” refers to the person making the booking.
  • “Graduand” refers to the person making the booking.

2. REGISTERING TO ATTEND

2.1 Registration for the January 2022 graduation ceremonies will open week commencing 13 September 2021. 

2.2 All registrations, including full payment for any guest tickets, must be completed by no later than the advertised booking deadline.

2.3 Graduands who inform the Events and Ceremonies Team of their interest to attend the ceremonies after they are not guaranteed attendance at any Queen Mary University of London Graduation Ceremony or reception.

2.4 Due to the nature of these ceremonies some students may be eligible to collect two wards. It is the responsibility of students due to collect two awards at these ceremonies to let the Events and Ceremonies Team know about their dual award acceptance at the point of booking. Students eligible to collect two awards will not be automatically allocated to collect two awards unless they inform the team through the booking process.

3. ELIGIBILITY

3.1 All students who are potentially eligible to attend the January 2022 graduation ceremonies will be invited to book via the website on the week commencing 13 September 2021. 

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 (graduation@qmul.ac.uk) and request a refund. Refunds can only be requested before the deadline of Midday (UK time) on Monday 24 January 2022.

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 all debts relating to tuition fees, accommodation fees, library fees and disciplinary 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 certificate will be withheld and they will be prevented from attending the ceremony until those debts are cleared.

4. TICKETS

4.1 Graduands can purchase up to two guest tickets initially. All graduands must book their graduand ticket 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, 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.

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 2 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 or to another graduand.

4.7 All graduands who are attending the ceremonies must bring with them their photo ID to collect their guest tickets.

4.8 Tickets can only be purchased on the day with cash. Tickets cannot be reserved and will only be transferred over when cash 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 Event Manager. This accounts for on the day and advance sales.

5. REFUNDS AND CANCELLATIONS

5.1 Tickets purchased for Queen Mary University of London Graduation ceremonies are non-refundable.

5.2 The only exception to this policy is that refunds will be issued in the case of academic failure by the student due to graduate. 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 Office of their academic failure and request a refund before the refund deadline on Midday (UK Time) Monday 24 January 2022.

5.3 Refund requests must be made by emailing the Events and Ceremonies Team before Midday (UK time) on Monday 24 January 2022. This request can take up to 28 days. Refund requests made after the deadline cannot be processed.

5.4 All tickets non-transferable and cannot be transferred between graduands, ceremonies or ceremony periods.

6. ACADEMIC DRESS AND ROBES

6.1 Academic dress is compulsory for all graduands attending a ceremony at Queen Mary University of London.

6.2 Marston Robing LTD supply gowns to all Queen Mary students and staff. For further information about this supplier, please visit: www.marstonrobing.com.

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. FILMING AND PHOTOGRAPHY

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 so not to disturb other guests or affect the professional filming of photography.

8. PRINTING OF NAMES

8.1 By registering to attend, graduands are giving permission for their name 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 then they will not be included.

9. CHILDREN AND BABIES

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 Information Point. 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. ACCESSIBILITY REQUIREMENTS

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. CONTACT INFORMATION

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 record. 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.

12. DEGREE CERTIFICATES

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. DEFERRAL

13.1 Graduands are allowed to defer their attendance to the next ceremony round, however they need to inform the Events and Ceremonies Team in writing of their request to defer.

14. RIGHT TO REFUSE ENTRY

14.1 Queen Mary University of London has the right to refuse entry to both graduands and guests at Graduation Ceremonies and receptions.

14.2 Graduands and guests must arrive dressed appropriately for a formal occasion.

14.3 As advertised in pre-event communications and on physical tickets, all graduands and guests must have taken their seats in the ceremony venue 15 minutes before the ceremony is due to begin. Any late graduands will not be admitted into the ceremony and will have to defer their place. Any late guests will not be guaranteed their assigned seat and may be refused entry.

14.4 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. DATA PROTECTION

15.1 Graduands names will be printed in the graduation programme and First Class degrees and Distinctions will be highlighted. Graduand names will also be printed 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 appeared 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.COVID-19

16.1. Graduands and their guests are responsible for following guidance and rules communicated by Queen Mary and the ceremony venue around COVID-19.

16.2. COVID-19 protocol will be communicated by the university nearer the time of the event based on government guidance at the time of the ceremony.

16.3. The university holds the right to change protocol for the event in response to the COVID-19 pandemic at any time.

16.4. It is the responsibility of the graduands and their guests to follow government guidance on self-isolation. Attendees agree to not attend the event if they have shown any coronavirus symptoms in the last 10 days or if others in their household / who they have come in close contact with have developed symptoms in the last 14 days. 

16.5. Graduands and guests who experience symptoms and are unable to attend are asked to contact the university to cancel their place at the graduation ceremony. Refunds can be processed if graduands meet the terms and conditions of the refund policy (section 5).

16.6. Graduands and guests agree to follow hygiene protocol at the event to protect other attendees and staff. 

16.7. The university has the right to withhold attendance at an event to any individual who is adhering to COVID-19 guidance at the event. 

17. DISCLAIMER

17.1 Where possible the University will make alternative arrangements for any graduands affected. However, graduands and their guests should insure they have sufficient insurance protection to cover any potential losses resulting from the ceremony being cancelled or delayed.

17.2 If a graduation ceremony cannot take place or is delayed due to circumstances beyond the control of Queen Mary University of London, the University will not be liable for any losses direct, or otherwise, incurred by graduands and their guests. This included, 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.

17.3 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.

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 place at the Graduation ceremony and reception.