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Day planner

We know there’s so much to remember, and we want your day to feel completely seamless, joyful, and stress-free. To help you relax and simply enjoy the celebration, we’ve put together these handy timelines to help you be in the right place at the right time!

If you aren't sure when your ceremony is, check the ceremony schedule page.

What happens in the ceremony?

Before the ceremony

• Graduands need to be in their allocated seat 40 minutes prior to the ceremony start time.
• University marshals undertake student registration from seats in the hall. 

During the ceremony

• Ceremonies last between 45-90 minutes
• Marshals will direct graduands out of their rows. As graduands leave their seat they must ensure they follow the graduand immediately in front of them. Graduands must not change position in the queue.
• Graduands will ascend a short flight of steps onto the platform (alternative access can be arranged if we are notified in advance). Names will be read out by the Presenter. Graduands will proceed across the stage, doff their cap to the Presiding Officer and descend the steps at the other end of the stage.
• Once off the stage, graduands will be given their certificate (if they have not already received it).
• Stewards will direct graduands back to their seats.

After the ceremony

• When the ceremony has closed, marshals will lead a graduand procession.
• Once in the Octagon Foyer and Octagon Bar area, graduands must leave the Octagon via the main doors and meet guests outside on the concourse.

Checklist

Before the day

• Double check the date and time of your ceremony on the ceremony schedule. Be aware that most ceremonies last between 45 and 90 minutes (depending on whether there is an honorary award at the ceremony).
• If you haven't already done so, you may find it useful to re-read the 'What happens in the ceremony?' information.
• Plan to get to the Octagon Centre at least two hours before your ceremony – this gives you plenty of time to get organised. You should also refer to the travel and parking information.
• Have your seat numbers ready. You should have downloaded your tickets from your student record. Either print them or have them ready to show on your phone. Make sure your guests also have their seat details in case you get separated before the ceremony.  
• Have your robe order confirmation ready. Either print it out or have it ready to show on your phone. Robing takes place on Level 4 of the Students' Union. The robing staff are there to help, so if you have any questions please see them in person on the day.
• Have your photography order confirmation ready. Again, either printed or on your phone. The official photography takes place on Level 4 of the Students' Union, adjacent to the robing area. The photography staff are there to help, so if you have any questions please see them in person on the day.

On the day

• You should wear something you feel comfortable in, and appropriate for the weather as you will be spending some time outside. Most people choose smart clothing that reflects that this is a special and formal occasion. Military uniforms and traditional national dress are also welcomed. There is no dress code for guests attending graduation ceremonies, but as a guideline, smart clothing that reflects that this is a special and formal occasion.
• Graduands should be in their allocated seat 40 minutes prior to the ceremony start time. Staff will be there to register your attendance, so be in your seat on time. Guests need to be in their seats no later than 20 minutes before the start time. Doors will be closed ten minutes before the start time and at this point further entry may not be permitted.
• Guests without tickets should be directed to the Students' Union Auditorium (downstairs in the Students' Union building - no ticket required) or share the live stream link with them if they want to watch elsewhere.
• Bringing children? Please remember, children over the age of three years will need their own seat.  If you are bringing children without tickets they can either sit with an adult in the Students' Union Auditorium (no ticket required) or they are very welcome in the Graduation Kids Zone in the Students' Union, which is open all day on Level 2, with plenty to keep them occupied. Ceremonies will be streamed live. Please note this space is not staffed; guardians are responsible for their own children. Baby changing facilities can be found in the disabled toilets (Level 3) in the Students' Union building.
• If your department has invited you to a graduation reception (some are scheduled for before, some are after the ceremony) check the details on the invitation so you can factor it into your schedule. These receptions are organised by the individual schools/departments, so please contact them directly with any queries.
• In our efforts to improve sustainability, graduands attending the ceremony will receive a printed graduation programme, while guests can access a digital version via a QR code on the day.
• Food and drink are not allowed in the ceremony hall but water fountains will be available around the venue to use before you go into the ceremony. If it is a particularly hot day please ensure you have a bottle of water with you during the day.
• It is useful to remember that most of the catering and retail outlets on campus are cashless.
• For security purposes and the comfort of other graduands and guests, large bags should be stored in the cloakroom at the Octagon Centre. There is not charge for the cloakroom service.
• The Sheffield Students’ Union Store will have a selection of graduation memorabilia available on the day. There is also a small stall inside the foyer of the Octagon Centre.
• The Students’ Union building will be open to offer graduands and their families space to relax, eat, drink, and enjoy their day.

After the ceremony

• It may be a good idea to arrange a specific meeting place with your guests for after the ceremony, as the Octagon and the concourse become very crowded.
• Make sure you haven't left anything behind in the hall and collect any items you have left in the cloakroom.
• Don't forget to visit the Alumni Relations stand on Level 4 of the Students' Union to collect your free goodie bag.
• Return your robes to where you collected them by 6pm (or 9pm for the 6pm ceremonies).

Accessibility and support

We are dedicated to hosting inclusive, accessible graduation ceremonies that celebrate our diverse student body. Recognising that every graduand’s journey is different, we offer various support resources to ensure a memorable experience for all.  

Accessibility and inclusivity support