What to wear

As the ceremony is a formal occasion, you’ll need to wear full academic robes, which you must obtain yourself. Beneath the robe we recommend wearing a suit and tie for men and a plain dress or skirt/trouser suit for women. Stewards will be available to assist graduands with gowning up.

When to arrive

• Wednesday 4th July 2012 - The ceremony starts at 12noon and we recommend arriving no later than 11am but not before 9am. When you arrive at the Winter Gardens, you should report immediately to the Registration Desk in the Empress Ballroom Foyer.

• Thursday 5th July 2011 - The ceremony starts at 11am and we recommend arriving no later than 10am but not before 8am. When you arrive at the Winter Gardens, you should report immediately to the Registration Desk in the Empress Ballroom Foyer.

Collecting your gown

Gowns can be collected on the day from the Ice Room, at the rear of the Empress Ballroom (behind the stage). Only graduands and staff are allowed in the gowning room. We recommend you collect your gown as soon as possible after you arrive to avoid having to queue and at least one hour before the ceremony starts. After the ceremony you’ll need to return your gown to the Ice Room.

Photographs

• Studio photographs – The event’s official photographer is Tempest Photography, available both before the ceremony and for half an hour afterwards (but not while the ceremony is taking place). Their temporary studio will be clearly signposted and you’ll need to pay for your photographs on the day.

• High school photographs – Immediately before the ceremony, we will be taking group photographs of those graduates who used to attend local high schools, along with a staff representative from each school. The images will later be available to download from our website, and could be featured by the high schools in future promotional literature. If you are happy to take part, please would you indicate this on the booking form. We will then issue further details when we send you your ceremony tickets.

Where to sit

Within the Empress Ballroom, there are designated seating areas for both graduands and guests. Stewards will be on hand to help you and your guests be seated.

• Graduands – All those receiving awards have reserved seats. You should make sure you’re in the correct seat at least 20 minutes before the ceremony is due to start. You should remain in your seat until you’re instructed to leave.
• Guests – Guests may sit wherever they like within the designated seating areas. However, we recommend that guests with small children or babies sit in the balcony area of the ballroom. Anyone wishing to video record the ceremony should also sit in the balcony area (although a professional video will downloadable from our website a few days later).
• Special requirements/disabilities – For graduands and guests with disabilities or special requirements, assistance will be available on arrival at the Registration Desk. If you filled in the relevant section of the booking form then seats will have been reserved for you.

The ceremony – what happens exactly

• Opening fanfare – The ceremony will start with a fanfare while College staff, VIPs and the stage party process into the ballroom. It is important you remain seated throughout the ceremony apart from when you’re receiving your award. Any graduand leaving the ballroom during the ceremony will not be re-admitted.
• Welcome – The Chair of the Corporation Board will officially open the ceremony and the College Principal will then give her address.
• Awards presentation – The awards will be presented by the Pro-Vice Chancellor of Lancaster University, in group order according to the order of the programme. The awards will be announced by the Vice-Principal, and as your name is called out, you will walk across the stage, shake hands with the Pro-Vice Chancellor and receive a scroll.
• Closing words – Once all graduands have received their awards and are seated, the Vice-Principal will ask graduands to stand; she will then request that the Pro-Vice Chancellor confers the degrees. The Pro-Vice Chancellor will say a few closing words and a new graduate will officially close the ceremony.
• Closing fanfare – A fanfare will play again and the stage party, staff and VIPs will process to the Arena Suite. Graduates and guests should remain seated until the procession has left the room.

Refreshments

Once the ceremony has ended, graduands and their guests will be invited to join the Principal and staff for refreshments in the Arena Suite. A bar service will also be available.

Things to be aware of

• Personal belongings – We recommend that graduands and guests don’t leave their personal belongings unattended in any part of the Winter Gardens complex.
• Mobile phones – Please ensure your mobile phone is switched off during the ceremony.
• Conduct – The event is a happy occasion and we want you to enjoy yourself. To ensure everyone’s experience is a positive one could we please ask you to exercise courtesy and respect at all times, especially during the ceremony itself. We reserve the right to refuse admission to the ceremony to anyone who is inebriated or likely to cause disturbance.