Terms and conditions

1.1 Registration process

(a) If you are provisionally eligible, you will receive an invite to register for a graduation ceremony by email to your email address(es) registered on our student database. Please note that this does not confirm eligibility, which may be affected by your circumstances subsequent to the invite being sent. If you were expecting an invitation and haven’t received one, please contact the Graduation Team by emailing gradoffice@keele.ac.uk.

(b) You must register using the form on Ede & Ravenscroft’s Graduation Hub (the "Registration Form") before the deadline stated in your invitation to guarantee your place at the graduation ceremony. You will receive confirmation of your registration by email to your personal email address you have provided on your Graduation Hub account. If you do not receive your confirmation email, please contact Ede and Ravenscroft via the contact form on their website.

(c) If you are unable to attend the date of the graduation ceremony, you can defer to a subsequent graduation ceremony or graduate in absentia (graduate without attending a ceremony). You must fill out the Microsoft Form linked from the Registration Form on Graduation Hub to record your choice by the registration deadline. Please note you may only defer or be deferred twice. If you select to defer and do not attend, you will automatically graduate in absentia at the next event.

(d) If you fail to register or defer your graduation ceremony (as set out in (b) and (c) above), you will be unable to attend and will automatically graduate in absentia.

1.2 Guest tickets

(a) Each graduand can purchase up to two tickets for the ceremony hall upon registering their attendance, as outlined in paragraph 1.1 above. To secure these tickets, you must apply and complete the purchase within the registration window. Failure to complete this process before the registration deadline will result in the removal of your allocated tickets, and these may then be made available for purchase by other guests as additional tickets. Please note that the registration form will direct you to secure your tickets via a third-party provider.

(b) Keele University will provide a live stream venue ("Live Stream Theatre") close to the main graduation ceremony hall. Graduands are able to book up to two tickets for the Live Stream Theatre at the time of registering.

(c) After the registration period, we may release additional guest tickets which can be purchased by graduands on a first-come, first-served basis. We will notify all graduands of the release of additional tickets in advance (the "Second Release"), including the price of additional tickets.

(d) Please note that we cannot guarantee that any additional tickets will be available.

(e) You will receive confirmation of any guest tickets you have purchased upon payment. We strongly advise that you do not make any travel or accommodation arrangements for guests before securing guest tickets or, where you do so, that you are able to cancel such arrangements. If you do not receive your confirmation email, please contact the ticket provider.

(f) Friends and relatives who are unable to attend can watch the live event free of charge (when the ceremony is in session) via the live stream link on the graduation webpages.

1.3 Children and babies

(a) Children and babies are welcome to join in the celebration of graduands' achievements, but you acknowledge that the graduation ceremony will be a formal event, and so it is your decision as to whether it will be appropriate for them to attend. We ask that if children become restless, unsettled or cause a disturbance to the graduation ceremony, they are to be taken out of the ceremony hall.

(b) Children under the age of three will be allowed entry without a ticket and must sit on the lap of a parent or guardian throughout the graduation ceremony.

(c) Children aged three and above will need their own ticket to enter the ceremony hall.

(d) Baby pushchairs can be stored in the graduation venue (subject to availability).

(e) Children aged under 16 must be accompanied by an adult at all times (note that graduands are seated separately from guests).

(f) Guests are advised that complimentary alcoholic drinks will be available for guests/attendees over the age of 18 at the post-ceremony Graduation Reception. Parents and/or guardians of guests who are under 18 years in attendance at the post-ceremony Graduation Reception accept full liability for the actions of those children under the age of 18, and the University reserves the right to refuse to supply complimentary alcoholic drinks to anyone who is not able to provide proof of age. Non-alcoholic drink options are available.

1.4 Accessibility requirements

(a) If you or your guests have any access requirements, you will need to let us know as part of the registration process or otherwise by contacting the Graduation Team no later than the deadline set for the "Second Release" of tickets. Failure to do so may result in those accessibility needs of you or your guests not being met, for which we will not be held responsible.

(b) Our Graduation Team will use reasonable efforts to meet the accessibility requests of you and your guests which are received on time.

1.5 Tickets are non-transferable

A graduand cannot give their ticket or their guest ticket(s) to another graduand.

The University will not honour any informal arrangements made between graduands to pass guest tickets on to another graduand.

1.6 Ticket cancellation rights and refunds

(a) We understand that sometimes things don't go as planned. If you need to cancel a ticket for any reason, we request that you do so via the third-party supplier.

(b) Where you have paid for guest tickets, you may be entitled to a refund provided you request this by the deadline stated. Eligible refunds will be processed within 30 working days.

(c) Refunds for students who are no longer eligible to graduate will be processed within 30 days of the final ceremony.

(d) Please be aware that we use a third-party intermediary for you to purchase tickets, and the terms and conditions of their website will be applicable to your purchase. We strongly recommend that you review these before proceeding.

(a) With respect to custom, it is recommended that you wear academic dress to the graduation ceremony.

(b) Academic dress can be hired from our third-party supplier. If you choose to do so, they can arrange for you to collect your academic dress from our campus on the day of the graduation ceremony. Orders must be received by the deadline date set by Keele University.

(c) You understand that we do not control our third-party supplier’s website and we will not be responsible in any way for it. Further, by accessing our third-party supplier’s website, you will be subject to a separate privacy notice and other applicable sales and website terms. We strongly recommend that you review those terms before proceeding.

(d) Irrespective of whether you are wearing academic dress, formal clothing is expected at the graduation ceremony for you and your guests. You should consider suitable footwear which you are able to walk in throughout the day of your attendance at the graduation ceremony.

(e) Academic dress is arranged separately by you with the supplier. The University is not a party to this arrangement. Refunds for academic dress will be subject to the supplier's refund policy, and you must contact them directly.

3.1 Identification

You must carry your Keele University student ID card or other valid photographic ID to confirm your identity and ensure that you are admitted entrance.

3.2 Parking

Parking areas are free of charge on the day of the graduation ceremony. If you require disabled parking, you must notify us in accordance with paragraph 1.4 above.

3.3 Seating arrangements

(a) You are allocated a numbered seat based upon the order that the awards are read out and therefore the order you will cross the stage in. You must remain in your allocated seat throughout the graduation ceremony.

(b) Your guests will be seated in a separate section from graduands on a first come, first seated basis.

3.4 Timing and punctuality

(a) You should arrive 2 hours before your graduation ceremony start time and ensure you're gowned and at the ceremony venue 45 minutes before your ceremony start time. Guests do not necessarily need to be at the ceremony venue 45 minutes prior to the ceremony, but please note, the earlier your guests arrive, the more seating choice they will have. Ceremonies last for approximately 1 hour.

(b) Check-in at the ticket desk will close 30 minutes before the graduation ceremony start time. If you arrive within 15 minutes after check-in has closed, you will still be able to take part in the graduation ceremony but may not be seated with your cohort and you may cross the stage at the end of the graduation ceremony rather than with your cohort.

(c) If you arrive less than 15 minutes before the scheduled start of the graduation ceremony, you will not be permitted to take part in the graduation ceremony. Whilst the Graduation team can attempt to move late graduands to another graduation ceremony on the same day, this may not be possible due to availability and in such cases the graduand will graduate in absentia.

3.5 Facilities for nursing mothers

Facilities can be provided for nursing mothers, please approach a member of our Graduation Team who will be able to direct you on the day.

3.6 Etiquette

(a) Mobile phones and other electronic devices must be turned off or put on silent mode. You must refrain from making or taking phone calls during the graduation ceremony.

(b) Mobile phones are not permitted on to the stage and must be left with your guests or on your seat.

(c) Pyrotechnics and confetti cannons are not permitted in the ceremony hall.

(d) The use of photography equipment within official photography areas is prohibited.

(e) Smoking and vaping is prohibited inside the venue and on campus except in designated smoking areas.

(f) You and your guests are expected to be in appropriate attire (see paragraph 2).

(g) Applicable rules, regulations, guidelines and policies, including fire, health and safety regulations must be adhered to at all times.

(h) You and your guests must not be under the influence of alcohol or any other substances.

(i) Graduands must adhere to the Student Code of Discipline during the graduation ceremony.

(j) Graduands must ensure their guests are aware of all requirements set out in this paragraph 3.6.

3.7 Refusal to allow entry and removal from venue

We reserve the right at our sole discretion to refuse entry or remove any graduand or their guests if we believe they are in breach of these terms or their conduct is substandard, or they present health, safety or welfare concerns to graduands, guests or staff.

4.1 Cancelling the event

We reserve the right to make changes to the agenda, format, location and any other aspect of the graduation ceremony without notice and without liability to you. We may at any time, with or without giving notice, in our absolute discretion and without giving any reason, change, cancel or postpone the ceremony, change its venue or any of the other published particulars.   

4.2 Postponing the event

In the case of postponement, we will offer an alternative date which will be within 12 months of the original ceremony date. In case of a cancellation, we will provide a refund within 30 working days.

4.3 Refunds in the event of changes

Except in the case of cancellation, we will not return any money paid by you in connection with the ceremony unless we are satisfied that it is reasonable to do so, about which the decision shall be in our sole discretion and, when announced, final and conclusive. In any case, we shall not be liable for any loss, liability, damage or expense suffered or incurred by you or any other person.

(a) Graduands eligible to attend the graduation ceremony will have their name announced during the ceremony. All information will be taken directly from our student record database. If you feel the presenter at the ceremony would benefit from more information on how to pronounce your name, please complete the name pronunciation section in the registration form. Graduand names may also appear on some Keele University merchandise. You can opt out of having your name published at the time of registration, or otherwise by contacting the Graduation team by the registration deadline.

(b) Please see our privacy notice for information about how we handle your personal data for the graduation ceremony.

(c) The main graduation ceremonies will be live streamed in their entirety.

(d) We may use footage from the graduation ceremony for marketing purposes, including media postings and online postings. Please see our privacy notice for the subjects of photography and videography for more information.

(e) You and your guests are prohibited from using flash photography within the graduation ceremony venue and must be respectful of other attendees’ privacy when taking photos.

(f) You are prohibited from taking ‘selfie’ photographs on the stage.

(g) You acknowledge that attendance at the graduation ceremony is conditional on you and your guests’ personal information being processed in accordance with this paragraph 5 and, if you object or wish to opt out, you may not be able to attend the ceremony. Notwithstanding, if you wish to opt out or otherwise object to your personal information being processed in the manner set out above, you can opt out during registration.

(h) It is your responsibility to check that all details relating to you are correct at the time of registration.  However, if an incorrect award is listed, and you do not inform us, the incorrect award may be read out during the graduation ceremony. If hiring academic dress, it could also cause the wrong type of academic dress you book to be allocated.

Please contact our Graduation Team as soon as possible if anything is incorrect.

If you have any outstanding University debt with us, you will not be able to attend the graduation ceremony. You must settle such outstanding debt by the deadline set by the University. If you do not settle this outstanding debt by the deadline, you will automatically be deferred (see 1.1c). You will only be deferred twice. If you clear your outstanding debt after this point, you will be unable to attend a graduation ceremony.

If you or your guests need proof of your graduation date to get a visa, then you should contact our Graduation Team to request a Visa Support Letter.

(a) How we will contact you. Communications relating to the graduation ceremony will be sent to your personal email address registered on our student database and your Graduation Hub account.

(b) Changes to these terms. We may update these terms and any guidance on graduation ceremonies at any time. If any changes may affect your graduation ceremony, we will notify you via email to your personal email address registered on our student database.

(c) We are not responsible for events outside of our control. We will not be liable for any losses direct or otherwise incurred by you or your guests relating to or arising out of the graduation ceremony due to circumstances beyond our reasonable control including (but not limited to) fire, explosion, terrorist act (or threat of terrorist act), act of God, epidemic, pandemic, national mourning, or as a result of any industrial action or dispute involving the University, or the venue at which the graduation ceremony is due to be held.

(d) Nobody else has any rights under this contract. This contract is between you and us. Nobody else can enforce it.

(e) Resolving disputes. These terms are governed by English law and claims made arising out of or in relation to them can only be brought in the English courts.

Academic Dress means the collective term for the cap, hood and gown worn by graduands.

‘ceremony hall’ refers to the University Chapel.

Graduand means a student of ours who has met all the eligibility criteria and has been invited to apply to attend a graduation ceremony. 

Graduation ceremony means a graduation ceremony event organised by us for the graduand’s graduation.

Guest means a person who is a family member and/or friend of a graduand who attends with a guest ticket.

‘us’, ‘we’, ‘our’ means Keele University.

‘you’, ‘your’ means the graduand.