Terms and Conditions
Winter 2018 Graduation Ceremonies
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 2018 Queen Mary University of London Graduation Ceremonies the graduand is agreeing to the following.
Last updated: 25 September 2018
REGISTERING TO ATTEND
REFUNDS AND CANCELLATIONS
ACADEMIC DRESS AND ROBES
FILMING AND PHOTOGRAPHY
PRINTING OF NAMES
CHILDREN AND BABIES
RIGHT TO REFUSE ENTRY
“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 Winter 2018 Ceremonies will open the week commencing 24th September 2018.
2.2. All registrations, including full payment for any guest tickets, must be completed by no later than deadline of Midday (UK time) on Friday 19th October 2018.
2.3. Graduands who inform the Events and Ceremonies Team of their interest to attend the ceremonies after the deadline of 19th October 2018 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 2018 ceremonies will be invited to book on the week commencing 24th September 2018.
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 (firstname.lastname@example.org) and request a refund. Refunds can only be requested before the deadline of Midday (UK time) on Friday 21st December 2018.
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.
4.1. 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 deadline of Midday (UK time) on Friday 19th October 2018.
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 Midday (UK time) on Friday 19th October 2018. If additional tickets are available graduands who have applied for additional tickets will be notified if their request is successful after Monday 5th November 2018. 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 1.5 hours before each ceremony and will be sold on a first come first served basis. Graduands cannot reserve on the day tickets.
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.
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.
5.3. Refund requests must be made by emailing the Events and Ceremonies Team before Midday (UK time) on Friday 21st December 2018. 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: http://www.marstonrobing.com/graduation-gowns-and-hats.
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 deadline of Midday (UK time) on Friday 19th October 2018. 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 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 on the Graduation website during the ceremony.
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.
8.3. Degree classification is only indicated where the student has been awarded a First Class Honour or a Distinction and when this has been officially confirmed before the time the programme is printed. If classifications are confirmed after the programme has been printed then these will not be included.
9. CHILDREN AND BABIES
9.1. Graduation is a formal occasion and therefore children under the age of five are not inside the Great Hall.
9.2. Children under the age of five are able to watch the ceremony in the Live Relay Theatre on campus where the ceremony is streamed live on a big screen. Tickets for the Live Relay Theatre can be purchased on the booking system before Friday 119th October 2018 or on the day of the ceremony at the Information Point. These tickets permit entry for up to one adult and two children under the age of five.
9.3. All children under the age of 16 must be accompanied by an adult at all times whilst at Queen Mary University.
10. ACCESSIBILITY REQUIREMENTS
10.1. It is the responsibility of the graduand to inform the Events and Ceremonies Team of any special 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 special requirements before the registration deadline of Midday (UK time) on Friday 18th May 2018. 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.
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.
13.1. 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. All graduands and guests must arrive at the ceremony venue no later than 15 minutes before the start of the ceremony. Queen Mary University of London reserves the right to refuse entry to anyone who wishes to enter the ceremony once it has commenced. Entrance to the ceremony once it has started is down to the discretion of the Events and Ceremonies Team.
14.4. Queen Mary University of London reserves the right to ask any person to leave the campus 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. In accordance with the Data Protection Act 1998, the Events and Ceremonies Team can only discuss a graduands ceremony with the graduand. Information cannot be disclosed to anyone other than the graduand.
15.2. 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.
15.3. 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.
15.4. 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 email by no later than Midday (UK time) on Friday 19th October 2018.
15.5 For further information, please read the privacy notice.
16.1. 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.
16.2. 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.
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.
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.
Food Festival Terms & Conditions
1. Drink Voucher entitles the ticket holderto one free drink (soft or alcoholic) at the Graduation Food Festival at Graduate Square
2. Food Voucher entitles the ticket holder to one free meal at the GraduationFood Festival at Graduate Square
3. All vouchers cannot be redeemed for cash, cannot be resold or exchanged and can only be used on the same day as the ceremony you attend.