Convocation ceremony checklist

What you are wearing underneath your gown will show (less for doctoral gowns), so don't be afraid to dress up. Suits or sports jackets and ties, dresses, and dress pants are all good choices. If the culture you identify with has traditional regalia that you would like to wear, please feel free to do that at convocation. Please note that high heels may be unsafe when you are entering and exiting the stage and during the outdoor receptions.

Many aspects of your convocation will take place outdoors, please ensure you and your guests are dressed appropriately for the weather.

It is not appropriate to carry jackets, flowers, purses, or other articles in the convocation ceremony. We do not provide storage facilities so please leave these items with your guests for safe-keeping.

On-campus parking is free in selected lots during convocation. See maps and parking for more details.

Pick up your gown and name card at the Graduand Check-In located in Studio 1, room 1212 and 1208, in the Student Life Centre between:

• 8:30 a.m. to 9:15 a.m. for morning ceremonies;
• 1:00 p.m. to 1:45 p.m. for afternoon ceremonies;
• 5:00 p.m. to 5:45 p.m. for evening ceremonies.

If you didn't reserve a gown in advance, you can rent it on the day of your ceremony. Visa, MasterCard, and Debit are accepted for rentals.

Undergraduates will receive their hoods when they pick up their gown and will cross the stage wearing it. Master's and PhD graduates will receive their hood when they cross the stage. An academic hood symbolizes the granting of your degree. You will return this hood with your gown after the ceremony, unless you would like to purchase it.

Information about renting your gown on convocation day or purchasing your degree hood can be found through the W Store.

A name card has been prepared for you. Your name card indicates your name and sequence number which is your position in the procession line, your order number for seating, and your order number to cross the stage. You will need to:

• Keep your name card in your hand as it is checked several times by convocation marshals and attendants.  Do not bend or lose your name card.
• Carry your name card with you as you march in the procession line into the main gymnasium.
• Give it to the attendant just before you go up the stairs to cross the stage. Your card will be placed under a camera so that your name can be read aloud as you cross the stage.
  • Important: do not leave your card on your chair. If you forget to carry your card with you to the stage, ask the stage marshal to make a card for you so that your name can be read aloud as you cross the stage.

You need to be lined up in the small gymnasium in the Physical Activities Complex 40 minutes before your ceremony to process into the gymnasium with your class.  Anyone arriving to line up after that time will be admitted to the ceremony at the discretion of the event staff. Please ensure that you are in the small gymnasium no later than:

• 9:20 a.m. for morning ceremonies;
• 1:50 p.m. for afternoon ceremonies;
• 5:50 p.m. for evening ceremonies.

• The convocation marshal will help you to line up according to the sequence number on your name card to ensure that you are positioned and seated in the correct order (alphabetical by program). The marshal will also give you instructions about the procession and ceremony.
• You will proceed into the large gymnasium and be guided by an usher to the row where you will sit.

Please be punctual. If you are late, you may not be able to take part in the procession or receive your diploma at the ceremony. You will be seated in a separate area from your classmates for the remainder of the ceremony.

Here's what happens when you receive your degree:

1. An usher will lead you to the stairs at the left side of the stage.
    
2. As you approach the stage, an attendant standing off stage will either drape your degree hood over your arm (for masters and PhD grads) or check to ensure your hood is on correctly (for undergraduate grads).
    
3. You will give your name card to the stage marshal who will direct you when it is time to go onto the stage.
   
   If you are receiving an undergraduate degree, you will cross the stage one at a time. You will cross without stopping, and are encouraged to make this moment your own. Smile, wave to your family, or kick up your heels if you wish. The camera will be on you as you cross.
   
   If you are a master’s graduate, you will cross the stage three at a time. You will stop in front of the three throne chairs on the stage where the senior leaders are sitting. When you arrive to the middle of the stage, you will face the audience, and a representative will place your new masters hood over your head. You can then proceed to the other side of the stage.
    
4. If you are a PhD graduate, you will make your way to the center of the stage, one at a time. The senior leader in the center throne will greet and congratulate you, while a representative places your hood over your head. Once that is on, you can place your own hat on your head.
    
5. You will cross the stage and exit on the right side of the stage.
    
6. At the bottom of the stairs, you will receive your diploma.
    
7. Smile! Professional photos will be taken after you receive your diploma.
    
8. Ushers will guide you back to your seat.

Celebrate your graduation with your family and friends. A reception will be held immediately after your ceremony on the BMH Green. Commemorate your convocation by taking photos with your fellow graduates, family, and friends at the reception with the UWaterloo alumni backdrops.

Water filling stations will be available, please bring a reusable water bottle.

If you pre-ordered a diploma or portrait frame, don't forget to pick it up on the BMH Green on the day of your ceremony. Frames will also be available for purchase on the day of your ceremony.  

Your family and friends will want to take photos of you in your academic gown and hood on the BMH Green. Please remember, however, that you need to return your gown and hood to Studio 1, room 1212 and 1208 in the Student Life Centre as soon as possible after the ceremony. Information on purchasing a degree hood or PhD regalia can be found on the W Store webpage.

Mark your time spent at Waterloo and graduation achievement with a gift. The W Store offers a wide range of souvenirs and gifts on the BMH Green.

Step 11: #UWaterlooGrad

Being a graduate enters you into an exclusive club. As a Waterloo alumnus, you have access to services that support your success and perks that let you have a little fun along the way.