Terms and conditions of hire

Please read these terms and conditions before submitting your registration/hire form.

Academic dress conditions of hire

  1. All items shall be returned in good condition. If items are not returned, payment in respect of any loss incurred by the University of Newcastle (hereafter referred to as the University) as detailed hereunder.
  2. If any items are returned after the time stated, the Customer agrees to pay a further hiring fee of $50 per day or part day between such time and the date when all items have been returned or where necessary replaced to an amount not exceeding $662 will be charged to your credit account as submitted on the Reservation Form.
  3. If any items are returned in other than good condition the Customer shall reimburse the University for the cost of:
    1. such repairs as are necessary and commercially viable to return the item(s) to their reasonable pre-hire condition;
    2. replacement of any items not returned, or returned requiring repairs which in the opinion of the University it is not commercially viable to repair owing to either cost or inability to match material and /or cut; and
    3. a "loss of hire" charge of $350 per week to a maximum of $617 pending the carrying out of the repairs or physical receipt of the replacement item(s), whichever is applicable in the circumstances. This is to cover the potential lost hire revenue as a consequence of the required repairs/replacement action.

Return late fee

If any items are returned after the time stated on the day of graduation, the customer agrees to pay an additional hiring fee of $50 per day until all items have been returned or, where necessary, replaced. This amount will not exceed $662 and will be charged to your credit card account as submitted.


If you have difficulties accessing the site or parts of the site send an email to our web support area, ad-hire@newcastle.edu.au, provide as much detail as possible to ensure a prompt and accurate response.

Cancellation and refunds

Should you need to cancel your order, money will be refunded back into your account by quoting the Confirmation Receipt Number.

All refunds for orders placed online are credited to the original credit card on which the order was purchased by quoting the Confirmation Receipt Number.

N.B. Refunds will not be processed if cancelled within 48 hours of graduation.

GST (goods and services tax)

Our products and services attract a goods and services tax (GST) of 10%. All prices advertised are inclusive of GST.


All prices are listed in Australian dollars (AUD).

Security and privacy

The University collects personal data for the purpose of providing a specific product or service requested by the customer. Certain information may be required in order to provide this product or service, such as full name of customer and recipient, authorised users, email address, billing address, contact phone numbers and credit card number.

Personal information may also be forwarded to the graduation suppliers for graduation ceremonies only.

The University has engaged a photographer to attend the graduation ceremony whose photographic works may be used by the University for future marketing and promotional purposes. If you do not wish for your image to be used by the University for future marketing and promotional purposes please advise Graduation Unit Staff at the graduation ceremony.

Privacy in email

The University does not share or reveal email content or personal information with third parties.  Email messages remain strictly between the sender and intended recipients.

You will know you are in a secure environment when registering from two notifications: first is the appearance of a security notice when you enter a secure page (depending on browser security settings); second is a secure icon which appears on your browser as a padlock symbol adjacent to the web address. For Safari users, the icon appears in the upper right corner.


Any party engaged in illegal activities involving the use of this website will be subject to civil and criminal sanctions and prosecution. The University does not guarantee that it will be able to prevent any illegal or inappropriate use of this website, nor that it will give notice of any illegal or inappropriate use of this website. It is illegal to place orders under a false name, with a fraudulently obtained credit card or without the consent of the cardholder. All persons found to have placed a fraudulent order will be prosecuted.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.