Member ceremonies

• You are advised not to make any travel or accommodation arrangements until you have purchased tickets on a confirmed event. The College cannot be held liable for any losses incurred for travel or accommodation booked prior to event tickets being confirmed. 
• Everyone admitted into the auditorium for the ceremony must have a ticket, including children aged 3 and above.
• The College cannot guarantee admission for guests who attend without prior booking. We do not offer ticket sales 'on the door' as standard and those who bring guests without tickets, do so at their own risk. 
• - The ceremony team cannot guarantee availability of tickets once the booking deadline has passed. We reserve the right to increase or decrease the number of guest tickets allocated to each ceremony.

Cost of Ceremony tickets

• Member and Fellow tickets: Free of charge - The College will cover the cost for members and Fellows to attend the Ceremony. Registration is still required.
• Guest tickets: £40 per person 

RCGP ceremonies are completely non-profit making, and all ticket sales go back towards the running of the event, including but not limited to, auditorium and venue hire, AV, catering, event staffing etc.

Please follow the steps below to book your ceremony ticket.

1. Eligibility: Before you book your ceremony, make sure you are eligible to attend by checking the eligibility criteria on the website. 
2. Choose your ceremony: Select the Ceremony you'd like to attend. This will take you to the booking page.
3. Log In: Login to your MyRCGP account. You'll find the "Login" button in the top right corner.
4. Register: Click the "Register" button at the top right of the booking page.
5. Select tickets: Choose the number of tickets you wish to purchase. Members should select "New Member" tickets, while Fellows should choose "New Fellow" tickets.
6. Fill in details: Click "Continue" to start filling out the registration form.
7. Payment and confirmation: Once you've submitted the form, you'll be prompted to make payment. After payment, you'll receive a confirmation email. Please save this should you encounter any issues prior to the event.

Booking tickets early/ reserving tickets

Tickets are purchased on a first-come, first-served basis, so we are unable to reserve or secure tickets for members. Register to our waitlist to be first to hear when your preferred ceremony tickets are open for booking. 

Once you have registered your tickets, you can book your gown from our external supplier via the link provided on your ceremony event page. The gowns are collected and fitted on the day of your ceremony.

Members are required to book a member gown, and Fellows are required to book a Fellow gown.

Mortar board hats are not required for RCGP ceremonies. If you would like to hire one for photography purposes, you are welcome to do so, however, you will be asked to remove it before the presentation.

1. Log in: Start by logging in to your MyRCGP account.
2. Find your booking: Visit the booking page of your Ceremony.
3. Manage registration: Look for the "Manage Registration" option in the top right corner of the screen.
4. View tickets: Click on the three dots (...) under the "New Attendee" option. Then, select "View Ticket."

If you are unable to find your ticket, contact our Ceremony team at MembershipCommunities@rcgp.org.uk

Follow the steps below to update your citation.

1. Deadline check: Before you update your citation, make sure to check the citation submission deadline emailed to you by the Ceremony team.
2. Log In: Start by logging into your MyRCGP account.
3. Find Your Booking: Go to the booking page for your Ceremony.
4. Manage Registration: Look for the "Manage Registration" option.
5. Update your Citation: Click on the three dots under the 'New Attendee' option and select 'edit order detail'. 

Your official certificate will be sent out to the address we have on record shortly after you are upgraded to a full Member. This is not given on the day of the ceremony.

You do not need your certificate for ceremony proceedings. If you have booked studio photography and would like to be photographed with your official certificate you are welcome to bring it along, but it should not be taken on stage during your ceremony. 

If you need to cancel your tickets, you have two options available: 

1. You may defer your booking, leaving your tickets active on our system until you transfer to another ceremony in the future (within one year)
2. Request a refund. If you request a refund but wish to attend a future ceremony, you will need to rebook.

 Refunds are granted on the following terms:
 - Cancellations received up to 4 weeks before a ceremony will be granted a full refund, less a £35 administration fee. 
 - For cancellations made less than 4 weeks before a ceremony, RCGP will retain the full cost.  

All cancellations must be made in writing to the course organiser.

Event cancellation policy

View our full event terms and conditions.

Transferring your ceremony

We can transfer your ceremony booking via email, in the case where you have already registered but need to postpone or would like to swap to a more suitable date or location.

1. Log In: Start by logging into your MyRCGP account.
2. Find Your Booking: Visit the booking page for your ceremony.
3. Manage Registration: Look for the "Manage Registration" option.
4. Add Guests: Click on the "New Attendee" option and select the number of additional tickets you wish to purchase.
5. Allotted tickets: Make sure your guest tickets booked do not exceed the ceremony guest ticket limit. 

Guest tickets are limited depending on the capacity of the ceremony venue. Larger venues may allow more guest tickets per member. Please check each ceremony's specific guest ticket allowance.

We are unable to assign more tickets than the allocation in the first instance. However, closer to the event, we may be able to offer additional tickets if there are cancellations. Please note that these tickets cannot be guaranteed, and availability may only be confirmed at the last minute and always on a first come, first served basis for fairness.

Extra guest tickets on the day

The College cannot guarantee admission for guests who attend without prior booking. We do not offer ticket sales 'on the door' as standard and those who bring guests without tickets, do so at their own risk. 

Some ceremony venues offer viewing areas or streaming rooms where non-ticketed guests can enjoy the ceremony from without the main auditorium, but this isn't available in all locations and may still require a ticket to be purchased. Please check viewing options with the ceremony team membershipcommunities@rcgp.org.uk  in advance to avoid disappointment on the day.

Transferable guest tickets

During registration, we do not ask for individual guest names, allowing you to swap tickets between guests without having to notify us of the change. If your guest cancels and you'd like a refund, please check our ticket refund policy and contact us at membershipcommunities@rcgp.org.uk

We would be happy to provide you with a visa support letter so your family can attend your member ceremony.
 
In order to provide this for you, please complete our online form with your details as well as your guests. 

The visa support letter can only be issued once you have purchased tickets at a confirmed ceremony. Once you have submitted the form, our Member Services team will be in touch with you within 10 working days with the visa support letter.

Children at formal style ceremonies

Formal style ceremonies are not suitable for young children. Newborns and babes in arms are exempt from this.  

Formal ceremonies operate in a way in which attendees can focus on the proceedings with minimal distraction. With respect for those being celebrated, we reserve the right to ask any person causing disruption to depart the auditorium during the ceremony. Some ceremonies may provide a small relay room for ticketed guests to continue to view the ceremony in less formal surroundings, should they be required to leave the auditorium. 

Children at relaxed style ceremony

We are happy to welcome young ones to relaxed style ceremonies. Please check before booking which style your preferred ceremony is. 

At relaxed style ceremonies tickets must be purchased for children aged 3 and above as they need to have their own seat.

Children under 3 can attend for free but are not catered for and must sit on a lap with a parent or guardian, or in the screening room if there is one provided. Relaxed style ceremonies are more likely to provide screening rooms and we encourage guests to use this space if children become restless during the official ceremony proceedings. Children must also be accompanied and supervised at all times and never left unattended. RCGP staff cannot be held responsible for children attending ceremonies.

Crèche facilities

Dedicated childcare and crèches are not provided at the ceremonies, but where possible at relaxed ceremonies we will host a separate viewing room which guardians or parents can use throughout the event. Children must always be accompanied by a responsible adult.

Before the ceremony

• Verify that you have the correct number of tickets booked for yourself and your guests.
• Ensure you're receiving emails about your ceremony, venue and arrival time, getting to the venue (travel, parking), registration, gown collection info, photography info, dress code. 
• If you do not hear from us, we may have the incorrect email address for you on our system. To change your preferences or update your profile, simply log in to My RCGP and edit your 'Personal Details' under 'Manage your membership'. From here you can update your email address, phone number and postal address. 
• If you or your guests require a visa support letter, make sure you have submitted the request form, above.
• Make sure your gown and photography are booked in advance to ensure a speedier experience on the day.
• Verify that your registration details are up-to-date on the ceremony registration form and that you've submitted your citation before the deadline.
• Familiarise yourself with the ceremony agenda timings and guidelines.
• If you have any special needs or requirements, inform the organizers in advance.

On the day

(travel & parking, registration, collecting gown, getting your photographs taken, taking your seat for the Members briefing, enjoying the ceremony and reception) 

• Double-check the specified arrival time and location. Make sure you arrive at the registration time, giving yourself enough time for gowning, photography and Member briefing. 
• Check the nearest parking location
• Check the weather forecast and make sure to dress accordingly.
• If using public transport, plan your route and consider any potential delays.
• If you will arrive late for the ceremony, inform the ceremony team.
• Have your tickets/QR codes readily available for check in at registration.
• Wear comfortable footwear.
• Adhere to proper ceremony etiquette, such as turning off your phone and refraining from talking during the proceedings, particularly at Formal style ceremonies.
• After the ceremony, enjoy the ceremony drinks reception with peers. 
• Return your gown at the allocated time.
• Take time to appreciate the significance of this milestone and celebrate your achievement! RCGP staff will be more than happy to take quick family snaps about the venue.

Ceremony duration  

The official ceremony proceedings and presentation lasts approximately 1 hour, and the whole event lasting 3-4 hours depending on the number of members attending.

Member briefing

A member briefing takes place approximately 30 minutes before the official ceremony presentation where RCGP staff will walk you through how the ceremony works. The presenting Officers will conduct a name check and correct pronunciation of your name will be confirmed. Only Members and Fellows are required in the auditorium during this briefing. Your guests will be seated in the auditorium behind the Members group, once the briefing has concluded. 

If you are late and you miss the briefing, a member of RCGP staff will guide you if you arrive in time for the ceremony. If you know you will not arrive in time for the briefing, you must inform us on membershipcommunities@rcgp.org.uk to avoid you being removed from the script.

Citation

As you walk across the stage, your citation will be read out by a College Officer, marking your achievement and giving thanks to your loved ones.

Your full submitted citation will appear in the digital ceremony booklet and an edited version will be read out during the ceremony. Citations are written in the third person and limited to 200 characters to ensure they can be read aloud within the ceremony's duration.

If you do not submit a citation a generic message of thanks will be included in the citation booklet and ceremony readings.

The generic citation we provide is as follows: "Dr xx would like to thank their friends and family for all their support."

Digital ceremony booklet

A digital ceremony booklet contains the programme details of a specific ceremony, including the list of all attendees along with their full citations. 

These can be accessed at the ceremonies via QR codes displayed throughout the venue and are included in the post-ceremony feedback form. 

Ceremony catering    

Nibbles, drink refreshments and a drinks reception will be provided before and after each ceremony. Ceremonies that provide a sit-down meal or buffet will specify this on the booking page. Children under 3 will not be catered for.

Latecomers

If the ceremony is still in procession, the team will do their upmost to allow a Member arriving late to be presented. However, if the ceremony has concluded by the time a Member arrives, it will not be possible for them to be called on stage.

Late-arriving Members will be seated in the auditorium, but this may be in a different place to where other Members are located, to minimise disruption to the ceremony.

Pre-ordering professional photography

Once you have registered your tickets, you will have the option to pre-book a professional photography package from our external supplier via the link provided on your ceremony event page. Please arrive early on the day of your ceremony to give yourself plenty of time to get your photographs captured, as queues can be long.  If you’re running late, we might ask you to come back after the presentation, so you don't miss your ceremony. 

In most circumstances, photography can be booked on the day, but please be aware, on-the-day bookings may be charged at a premium.  

Photography and videography during the ceremony

Videography and photography take place throughout every ceremony. The images can be used for marketing and communications materials by RCGP at any time in the future. If you prefer not to have photos of you or your guests taken and used in this way, please speak to a member of staff at the registration desk on the day of the ceremony. 

You can ask RCGP to stop using your images at any time, in which case they will not be used in future materials but may continue to appear in materials already in production or use.