Congregation Arrangements
To meet the different needs of graduates, the 31st Congregation will continue to be conducted in a hybrid mode, i.e., graduates can choose to attend the Congregation in person or virtually.
For graduates who choose to attend the physical Congregation, they will be presented in person at the Jockey Club Auditorium (JCA) on the PolyU campus. Graduates who are unable to attend the Congregation in person can choose to attend virtually. Virtual presentations will take place after all graduates attending the physical ceremony have been presented on stage at the JCA. Graduates who have not indicated their attendance option by the registration deadline will not be presented at the Congregation.
The ceremonies will be live-streamed on YouTube and WeChat Mini Programs. Details regarding the broadcasting arrangements will be posted on this website in due course. Graduates will be able to view their Congregation videos around one month after the ceremonies.
Graduates are reminded that Congregation is a formal and dignified event. All participants are expected to show respect for the ceremony with appropriate attire and conduct.
Attire Guidelines
Academic Regalia: Wear the official PolyU academic regalia.
General Attire:
- Avoid casual wear such as sneakers, flip-flops, jeans, and T-shirts.
- Formal clothing is recommended, such as a dark suit with a white shirt and tie, or a dark skirt (avoiding mini-skirts) or pants paired with a white blouse.
- Opt for formal shoes instead of athletic or casual options, and avoid excessively high-heeled shoes.
Please exercise discretion and good sense to maintain the formality of the event. Graduates wearing inappropriate attire may not be allowed to go on stage.
Conduct and Behaviour
- Avoid displaying inappropriate behaviour, images or wording through clothing, banners, posters, or any other means that may cause offence or disturbance to others during the ceremony and/or on campus.
- Individuals who do not adhere to these protocols WILL be required to leave the Auditorium and/or the campus immediately.
Attendance and Access Details
- 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).
- The QR codes on the e-tickets can be used for both campus access and entering the event venue (i.e., Jockey Club Auditorium).
- 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.
- 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.
- 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.
- 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.
| Students Types | Registration URL |
|
PhD graduates admitted in or after 2018/19 |
“Congregation Booking” tab page of eStudent (http://www.polyu.edu.hk/student) |
| PhD graduates admitted in or before 2017/18 | https://www40.polyu.edu.hk/rogradupd |
| Attendance Options | Attendance Format | Remarks | |
|
1. |
In Person |
To join the physical Congregation on campus at the Jockey Club Auditorium, please indicate the number of guest tickets you need when performing online registration. |
|
|
2. |
Virtual |
To be presented virtually at the Congregation session of your award after all graduates attending the physical ceremony have been presented on stage at the JCA. Your portrait on virtual academic gown, name and award information will be projected during the ceremony. |
|
|
3. |
Not Attend |
You will NOT be presented at the Congregation.
|
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 by 4 April 2025 as the portrait will be projected on stage for virtual attendance.
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.
