Fall Convocation

How to prepare for your ceremony

What should I wear?

• Regalia will be provided for you when you check in.
• Regalia will include a gown, hat, and hood if your program requires one. 
• Gowns can be quite warm; we recommend that you do not wear a suit jacket or sweater under it. Long sleeved collared shirts, blouses, or dresses are popular choices.
• Wear comfortable shoes. There is a lot of walking on campus, and the ground is often uneven. 

Should I eat before I arrive?

• Yes, we recommend eating before you arrive to campus. 
• Food and beverage is not immediately available in West Campus. 
• Habitat Café is open for food and beverage in the Sequoia Building. It is approximately a 15 minute walk to West Campus, so please plan accordingly. 

Accessibility and Special Accommodations

• Please email convocation@royalroads.ca if you need any sort of special accommodations for you or your guests
•  This could include a room for prayer, an area for breastfeeding, special seating accommodations, accessible parking, service dogs, or extra time to get settled
• Captioning in English will be available on the screens inside the auditorium.
• Translation services are not provided. Should you wish to bring your own interpreter, please email the convocation office to confirm your arrangements.

When should I arrive on campus? 

• Grad check in will open one-hour before your scheduled ceremony time.
• Please leave time to park and take the shuttle bus to West Campus as parking to the area will be restricted to accessible use only. 

Do you have a coat check? 

• We will have a designated self-serve area for you to leave jackets and non valuables. 
• Leaving items is done at your own risk, as Royal Roads is not responsible for any lost or missing items.
• Please leave any valuables at home, with a friend or family member, or take them with you. 

Attending your ceremony

Arriving to campus and parking

• When you arrive to campus, you will be directed to the best available parking lot by traffic control.
• Convocation ceremonies will take place in the Dogwood Auditorium, located in West Campus. 
• Traffic will be limited to West Campus, and parking is restricted to accessible parking only. 
• Once parked, take the shuttle bus to West Campus. 
• If you choose to walk, it is a 12-15 minute walk to West Campus, with inclines and declines on the route. 

STEP 1: Grad check-in

(note, Doctoral graduates will check in separately; further details will be sent by email)

• Graduates will check in 1 hour before ceremony start time.
• When you arrive to West Campus, look for the signs for “Grad Check-in” which will direct you to the check-in location inside the Sherman Jen Building in Room 114
• Please direct your guests to the Auditorium, which will open one hour before the ceremony.
• Please find the line up for your last name (A-M or N-Z)
• Volunteers will provide you with a name card *Do not lose your name card* You cannot cross the stage without it!
• Confirm the pronunciation of your name with our volunteers.
• Time to get your gown! Go across the hall to room 113 to pick up your gown. 

STEP 2: Gowning

• Hand your name card to our gowning volunteers
• Collect and put on your regalia, which will include a gown, hat, and a hood if your program requires one. 
• Our volunteers are there to help! Please ask if you need assistance with your gown, hat, or hood. 
• Once gowned, move into the line up area down the hall in room 119. You must be ready to line up 25 minutes before your ceremony start time.
• Don't forget your name card!

STEP 3: Grad Line-up

• You will be lined up according to the number on your name card.
• The grad line up is specific to how you will cross the stage
• Please listen to volunteers to ensure you are in the correct place. 
• If you are late, you will be asked to wait until the graduate procession has entered the auditorium so our volunteers can find a seat for you and try to place you with your program. 

Crossing the Stage

• Marshals will indicate when it is your row's time to stand up to cross the stage
• Follow prompts from Staff and Marshals
• DO NOT FORGET YOUR NAME CARD; you cannot cross the stage without it!
• Your name card will be verified before you cross the stage
• When on stage, hand your name card to the MC at the Podium and KEEP WALKING across the stage, even if someone is having their photo taken. The idea is for your name to be announced as you are shaking hands and having your photo taken mid-stage. 
• If you wish to shake the hand of the Chancellor or President, please extend your hand to initiate the handshake. They will not offer to shake your hand unless you have extended it for them. 
• Stop on the mark on the floor, and face directly to the audience for a photo. Photos will be available on our website 1-2 weeks after the ceremony for you to view and download free of charge. 

After your ceremony

• The procession will go outside for a hat toss (weather permitting)
• A New Alumni celebration will take place in the Sherman Jen Building
• You can shop at the Campus Store table for frames (order in advance HERE for pick up at the Campus Store in the Sequoia building from 9-5), buy a class ring, or have your grad portrait taken (book in advance HERE)
• Visit Hatley Castle for photos

Returning your regalia

• You may wear your regalia while you are on campus; please return it before you leave. 
  • Deadline for gown return is 7:00 pm.
• Return your regalia to
  •  Sherman Jen Building in room 113 (where you went for grad check in)  
  •  Hatley Castle in room 121 (at the end of the hall on the right) 
• Please do not leave regalia anywhere else on campus. 
• Keep your black mortarboard hat! 
• There is a $200 fee for late return of regalia after deadline, or for not returning it to the locations specified above. 

Shuttle Bus

• Shuttle bus service will end at 3:30 pm on Thursday and 5:30 pm on Friday.
• If you are at Hatley Castle, please ensure you catch the shuttle from West Campus by the Auditorium. 

Program

• Grad check-in: one hour prior to your assigned ceremony start time (auditorium open to guests at this time)
• Ceremony: expected to be approximately one hour, but could run over
• Cap toss: in the Sherman Jen Courtyard (weather dependent)
• Alumni connect in Sherman Jen Building with photo opportunities and merchandise available, friends and family welcome! 
• Explore the campus! Go inside Hatley Castle, enjoy the formal gardens, look for photo opportunities, and connect on campus with your cohort (tag your photos #RRUgrad on social)
• Head up to the Campus Store in the Sequoia Building

We recommend you plan to be on campus for approximately 3-4 hours

Be part of the graduate slideshow

Graduates, keep an eye out for the email link in October for an opportunity to be part of a slideshow.

From October 2 to October 22, you will have access to upload two photos for an opportunity to appear in the graduate slideshow photo montage that will play during the ceremony.

UPLOAD PHOTOS HERE

Make this photo fun and exciting – you are welcome to include friends, family, and your biggest champions in the photo! 

BONUS: if you have a photo of your cohort, email it to convocation@royalroads.ca as an added submission!

Late submissions cannot be accepted, so please be sure to meet the October 22 deadline.

Guest tickets

You will have the option to select up to 3 guest tickets on your application form. 

Due to fire code regulations, every guest must have a ticket, including infants

Graduates do not need a guest ticket for themselves. 

If additional guest tickets become available, graduates will be notified mid October. We do not have a wait list, and we cannot guarantee the availability of extra guest tickets being available. 

Additional guests are welcome to join you on campus and will be able to watch the ceremony livestream from a viewing room in the Sherman Jen building if they are unable to secure a ticket in the auditorium. 

Accessibility

Accessible seating is available upon request. As a graduating student, you can make note of this in your application form, or contact us directly.

Grad Photos

Lifetouch Photography will be on-site on November 14 & November 15 for grad photos. Sessions will be available to book in advance and limited walk-in sessions will be available on-site. Note there is a $10 sit-fee due at the time of your appointment. 

The Lifetouch studio will be available: 

• Thursday November 14 from 11:00 am until 2:00 pm
• Friday November 15 from 10:00 am until 5:00 pm
  
  PRE-BOOK HERE

Lifetouch will have regalia available for you to borrow if your appointment is booked before you have checked in and received yours. 

Am I eligible to apply for Fall 2024 Convocation?

If you are expecting to graduate on or before October 2, 2024 and would like to celebrate your achievements with us in person, please complete this application form to attend Fall 2024 Convocation at Royal Roads before the application deadline of August 15th.  

July Graduates: 

• Your credential will be conferred on July 10, 2024.
• Once you have graduated, you are eligible to attend Convocation

October Graduates: 

• you must meet our graduation criteria and your final grades must be approved and submitted to the Office of the Registrar by the September 13, 2024 grade deadline. 
• Your credential will be conferred on October 2, 2024.
• Once you have graduated, you are eligible to attend Convocation

If you were eligible for Spring 2024 Convocation, but requested to defer your attendance, you are eligible to apply. Please email us at convocation@royalroads.ca to request your application form.

If you are unsure about your eligibility, please contact the Office of the Registrar.

Application to attend convocation

The application to attend Fall 2024 convocation will be open from July 15 to August 15, 2024. 

For further assistance, please connect with the Convocation Office.

Letter of invitation

If you wish to invite family from outside of Canada to the ceremony and need an invitation letter for immigration, you can find the form to submit on MyAdmin, or you can request a form by emailing the Office of the Registrar.

Location

Royal Roads University is located at 2005 Sooke Road. 

Ceremonies will take place in the Dogwood Auditorium, located in West Campus. View our Campus Map.

The Dogwood Auditorium will open for guests one hour prior to each ceremony. 

Campus Convocation maps

• View the full Campus Convocation map.
• View the West Campus Convocation map.

Transportation and parking

• Public parking will be available in the Central Parking lot and Upper Parking lot.
• Parking is a 12-15 minute walk to the Auditorium, which includes steep hills.  
• We recommend wearing appropriate footwear when walking on campus
• Pedestrian routes from the parking lots will be marked for easy navigation.
• Limited shuttle service will be available throughout the day from both lots. Please arrive early.
• We encourage alternative transportation either via public transit, walking or cycling.

Accommodation nearby

On-campus accommodation is not available at this time. 

Nearby accommodation: 

Holiday Inn Express & Suites Colwood

• 318 Wale Road, Victoria, BC
• ask for Royal Roads University discount

Solo Suites

• 590 Goldstream Avenue, Victoria, BC

Four Points by Sheraton

• 829 McCallum Road, Victoria, BC

DoubleTree by Hilton

• 777 Douglas St, Victoria BC
• ask for Royal Roads University discount with code: 3125095

The Westin Bear Mountain

• 1999 Country Club Way, Victoria BC

Guest tickets

Graduates are able to request up to 3 guest ticket on their application form.

Due to fire code regulations, every guest must have a ticket, including infants

Overflow Seating will be available on campus where we will be showing a live broadcast of the ceremony for guests who are unable to secure tickets in the Auditorium. 

In addition, all ceremonies will be livestreamed for those supporters who are unable to attend in person. 

Campus Store - Diploma Frames and Merchandise

You did it!! From now until Nov. 16, save 10% on diploma frames and RRU alumni merchandise at the Campus Store. During graduation, stop by the Campus Store pop-up shop in Sherman Jen and ‘spin to win’ for great prizes.

Graduate rings

RRU rings can be purchased directly through Jostens.

Flowers

Flowers will be available to pre-order for pick up on campus. 

Click here to submit your pre-order!

Alumni merchandise and gifts

Please visit our alumni booth for RRU alumni gifts