Event Schedule and Congregation Arrangements

Graduates attending the physical Congregation should take note of the following:

1. Make sure you receive the e-ticket for yourself and your guest(s) at least 3 days prior to the Congregation session.  If you have any enquiries, please contact Cityline (Hong Kong) Ltd (+852 2314 4228).
2. The QR codes on the e-tickets can be used for both campus access and entering the event venue (i.e., Jockey Club Auditorium).
3. Please bring your e-ticket and arrive at least 60 minutes before the scheduled time, as it may take some time for the large number of graduates and guests to enter the campus on the Congregation days.
4. There will be a briefing about the presentation procedures before the commencement of the ceremony.  Please check the required reporting time for your session from your e-tickets.
5. Graduates are reminded to dress and behave properly as the Congregation is a formal occasion.  Casual wear such as sneakers, flip-flops and jeans is considered inappropriate.
6. Only graduates wearing the correct academic gowns will be presented on stage and arranged to join the group photo session after the Congregation session, if any. No gown will be provided on-site.
7. Please note that by attending the Congregation, either physically or virtually, you grant The Hong Kong Polytechnic University the right to use photographs or audio/video recordings taken of you during the event for all Congregation-related activities, including sharing with external news media and vendors.

Photo-taking and Video Recording Arrangements at the Graduation Ceremony

1. The University will arrange professional photographers to take photos for graduates at all the Congregation sessions.  All photos taken on the event day will be made available for free download by graduates from around late December 2024 / early January 2025. 
2. The University will also arrange video recording of the ceremonies.  Graduates will be informed via email when the video clips are ready for graduates' viewing from around late December 2024 / early January 2025.  Downloading of the clips will be prohibited.
3. Details on the photo-download and video-viewing arrangements will be announced on the AR website near the time.  Separate notifications (by email and SMS) will also be sent to graduates.
   
   

Graduates whose assessment results are announced on or before 14 August 2024 are required to indicate their attendance option between 16 August and 8 September 2024. Please refer to the two tables below for the registration URL and the three attendance options available.

After completing the registration procedures, you will receive a system-generated email confirming your registration via your PolyU email account.

Please note that late registration requests for attending the Congregation will not be entertained. A nil response by the registration deadline will be taken as an indication of non-attendance.

Graduates who choose to attend the Congregation virtually are required to upload their photos as the portrait will be projected on stage for virtual attendance.  You will receive information about the portrait upload arrangement around mid-September 2024.

The portrait can be with or without an academic gown.  If you choose to upload your portrait without the gown, a virtual gown specific to your award will be arranged for you. Failure to upload your portrait by the stated deadline or submitting a non-compliant portrait will result in your portrait not being displayed during the presentation.

Please click here for details of the portrait requirements and acceptable portrait samples for presentation at the ceremony.

The portrait, together with your personal data, will be released to, edited and refined by third parties who assist in the organisation of the event, such as external vendors, Faculties/Schools and academic departments hosting the events.  All personal data collected from you will only be stored for the duration relevant to the purpose of collection, and for as long as required under the applicable ordinances.

To ensure that you receive all relevant notifications from the University regarding Congregation arrangements, please make sure that your address, telephone number and/or e-mail address kept in the University’s student records are up-to-date.  You can update your information any time by accessing eStudent and selecting 'My Profile' > 'Personal Details' > 'Update' or by using Form AR1.

Session for Doctor of Philosophy (PhD) and Honorary Degrees

If Typhoon Signal No. 8 or a Black Rainstorm Warning or an "Extreme Condition" announcement as issued by the Government is in force at 10:00 a.m. on the event day, the Congregation session scheduled for that day will be cancelled.  Arrangements will be made to reschedule the affected session, and graduates who are affected will be informed of the rescheduled arrangements via SMS a soon as possible.

Graduates and guests are advised to check the AR website for the latest updates on the Congregation arrangements.

Sessions for Faculties and Schools

If Typhoon Signal No. 8 or a Black Rainstorm Warning or an 'Extreme Condition' announcement issued by the Government is in effect at 6:30 a.m. on any of the event days, the Congregation sessions scheduled for that day will be cancelled.  Arrangements will be made to reschedule the affected sessions, and graduates who are affected will be informed of the rescheduled arrangements as soon as possible.

If Typhoon Signal No. 8 is to be hoisted or a Black Rainstorm Warning or an 'Extreme Condition' announcement is to be issued on any day during the Congregation period, the Academic Registry and Faculty/School concerned will decide whether the Congregation session(s) to be held that day or the following day will be cancelled.  Announcement regarding rescheduled arrangements will be posted on the AR website, and the website of the affected Faculty/School.  Graduates who are affected will also be informed of the re-scheduled arrangements via SMS.

Graduates and guests are advised to check the AR website for the latest updates on the Congregation arrangements.