Terms and conditions

We recognise that some graduates or guests may not be able to attend Graduation as planned. This may be because:

1. you are awaiting your final marks and have not yet successfully completed your course. If you have booked but have not successfully passed your course and need to resit exams or your final year
2. you or your guest experiences serious personal circumstances leading up to or during Graduation week.

If you experience serious personal circumstances leading up to or during Graduation week, you may be eligible for a refund of the cost of your gown and any extra tickets that you have purchased. To qualify for a refund, you must provide information about your circumstances and demonstrate that they are serious or exceptional, unforeseen or unavoidable, and close in time to Graduation, or where you can prove that the circumstances continued to impact your ability to attend Graduation.

In these situations, you may be eligible for a refund of the cost of your gown and any extra tickets you have purchased.

Requesting a refund

To request a refund, email registrysupport@cardiff.ac.uk with details of your circumstances and how they are serious/exceptional, unforeseen or unavoidable, and close in time to Graduation. Alternatively, the circumstances leading up to Graduation continued to have an impact on your ability to attend.

Unforeseen circumstances

In the event that Cardiff University is required to cancel, amend or reschedule graduate ceremonies and events, the University will endeavor to communicate this information to students, via email and this website, with as much notice as reasonably possible.

If graduate ceremonies and events are cancelled or delayed or rescheduled (to include date, time and/or venue) due to circumstances beyond the control of the University, including (but not limited to) fire, explosion, act of terrorism (or threat of terrorist act), act of God, pandemic, national mourning (any member of the royal family), natural disaster, civil emergency or civil unrest, industrial actions or dispute involving Cardiff University, student registration exceeds our capacities or any other incident which renders the venue in which graduate ceremonies and events are due to be held as unsafe to use or any other act or event outside the control of the University, the University will not be liable for any losses direct or otherwise incurred by the graduates and their guests.

Photography and filming

Photography and filming will be taking place throughout Graduation for promotional and archival purposes.

Audio and visual images of the ceremony are publicly available. Graduates, guests, and staff consent to this publication by participating in this event.

The photographs and recordings made are likely to appear on our website and social media.

Security and safety arrangements

For your safety, bag searches, Explosive Detection Dogs (EDDs), and CCTV monitoring will be in operation at Graduation venues throughout the event period. We appreciate your understanding and cooperation.

Bag searches and prohibited items

One small, A4-sized (29x21x15cm) bag is permitted per person. Bags or containers larger than this size will not be allowed inside venues. Please only bring what you need. Graduation venues do not have facilities to store bags or items that are not permitted.

The following items are not permitted at Graduation venues:

• weapons of any kind, including penknives and tools
• illegal drugs and substances, including unmarked liquid or pill medication bottles. Legally prescribed medications may be permitted if in a prescription bottle/container with a pharmacy-generated label containing the individual’s name – subject to verification via valid identification. Any other medications are considered on a case-by-case basis on site
• flags, placards, signs, items of clothing/accessories which contain any messaging, symbols, logos which could be seen as political, prejudicial, explicit or controversial
• alcohol, cans and bottles. Glass bottles are not permitted into the venue
• food or drink (unless required due to a pre-existing condition which is supported with medical evidence)
• laser pens or pointers
• cameras (including professional cameras, tablets, camera equipment, tripods & stands, lenses and selfie sticks)
• fireworks, fire-starters and open flames
• audio recording equipment or noise-making devices.
• skateboards and rollerblades, hover-boards, scooters, bicycles, and other personal motorized and non-motorized vehicles
• non-service animals or animals not used by those with a disability.
• unauthorized solicitation or marketing materials (e.g. handbills, flyers, stickers)
• any item deemed to be dangerous by the designated venue/event manager
• all unapproved unmanned aerial systems (UAS) or drones unless expressly authorised in accordance with LNE’s Unmanned Aircraft Systems Policy.

Enhanced security measures

Enhanced security measures are in place for Graduation events in response to national security guidance and as part of our ongoing commitment to provide a safe and welcoming environment. Explosive Detection Dogs (EDDs) form part of our enhanced security arrangements, and CCTV will be used to support public safety, security monitoring and incident response.

You may see security personnel conducting routine patrols with EDDs. Please follow any instructions given by event staff or security teams. Attendees may be required to cooperate with security screening measures as a condition of entry.

These measures are precautionary and designed to make Graduation a safe and enjoyable experience for everyone.

Making a complaint

While we hope everything goes smoothly, we know that sometimes issues arise. If you need to complain about your Graduation formally, email studentcomplaints@cardiff.ac.uk with a completed Student Complaint form. In your email, explain your concerns and provide any relevant evidence and information.

The Student Complaints Procedure and the complaint form are on the student intranet and can be accessed by students at any time.

We must receive your complaint at studentcomplaints@cardiff.ac.uk within 28 days of your graduation ceremony. Late complaints will only be considered in exceptional situations where you can demonstrate that you could not submit a complaint within the usual 28-day period. If you cannot access the student complaint form, email studentcomplaints@cardiff.ac.uk to request the form.

You can contact Student Advice at the Students' Union for impartial advice and guidance on University processes, including complaints.