Graduation Week at University of Birmingham is one of the most exciting and meaningful events in our calendar. This year, from Tuesday 8 to Thursday 17 July 2025, campus was buzzing as thousands of graduates marked the end of one journey – and the start of another.
For the Conferences and Events team, Graduation Week isn’t just one of the biggest events we help to deliver – it’s one of the most rewarding. And while the spotlight is on the students, there’s a whole lot going on behind the scenes to make it all happen.
Planning Graduation Week
Every School at the University wants to give their graduates a space to celebrate, with friends, family, and staff who supported them along the way. That’s where our team steps in.
Our job is to plan and deliver graduation drink receptions that seamlessly fit around the official ceremony schedule. These aren’t just any receptions: they’re carefully thought-out moments designed to feel special, relaxed, and worthy of the occasion.
Planning starts about six months in advance, when we begin discussing logistics for the Graduation Celebration Marquee. We work closely with Fews, one of our trusted and sustainable marquee suppliers, to discuss layout, location, and budget. From tables and signage to sound systems and, yes, even wet weather back-up plans (because, UK weather), we coordinate every detail.
Planning the perfect graduation spread
Food and drink are key to creating a celebratory atmosphere, and we collaborate closely with Food Fellows, the University’s in-house catering team. Together, we curate a Graduation Package that includes drinks and light bites tailored for the occasion. In this year’s drink receptions, we even had special 125 mini cupcakes made in celebration of the University’s 125th anniversary.
About three months before Graduation Week, once we receive the official ceremony schedule, that’s when we begin reaching out to each School to offer their allocated reception slots, and work with them to confirm bookings and final numbers.
This year alone, we hosted 23 drink receptions, with guest numbers ranging from 310 to over 1,100. The largest reception? The School of Psychology, welcoming 1,114 guests.
The grand finale
When the big week arrives, it’s all hands on deck. Our event coordinators work alongside Food Fellows staff and a fantastic group of student stewards hired through Worklink, the University’s job recruitment service helping students work part-time along their studies. It’s a great example of collaboration across the University, with students helping bring the experience to life for their peers.
We caught up with Annaliese Stanton, our Project Event Managers, who played a big role in pulling this year’s Graduation Week together.
‘Graduation Week is such a special time,’ she said. ‘It takes a lot of planning and teamwork across the University to get it right, but it’s so rewarding to see it all come together. And just like that, once one year wraps up, we’re already looking ahead to the next.’
Thinking about hosting your own event?
Whether you’re planning a celebration, a corporate function, or a private party, our team has the experience to make it happen. From venue hire in Birmingham to full event management, we offer everything you need to bring your vision to life.
Looking for something outdoors? Need help with catering or logistics? We’ve done it all.
Get in touch with the Conferences and Events team to start planning your next event.
