Planning an event on campus

Hospitality Concordia has created easy to follow instructions with all the links and resources needed in planning an event anywhere on campus which adhere to applicable University policies and external agency regulations, in order to ensure a successful event.

We'll continue to post news, resources and information on this site, changes in regulations, etc... so keep checking in!

• Policy on Use of Temporary Space (VPS-24)
• Policy on the Sale and Service of Alcohol on University Premises (VPS-3)
• Policy on the Sale and Service of Food and Beverage Service on University Space (VPS-7) .

Following are general guidelines to adhere to when event planning on any University space.

Request for space

In accordance with the Policy on Use of Temporary Space, all requests are evaluated prior to confirmation. When requesting space ensure you must include accurate detailed information about your event to avoid delays in the evaluation/approval process.

Student requests must be submitted by a Recognized Student Organization Booking Officer in accordance with the Policy on the Recognition of Student Organizations and the Use of University Space. For a list of Recognized Student Organizations, please see Student Groups.

Finding a suitable space on campus

University space for temporary use is managed by various Designated Space Administrators (DSA), depending on the location. Your request must be made to the Designated Space Administrator responsible for managing the space you wish to reserve.

To see a list of suitable spaces on campus and the DSA contact information, please refer to the Designated Space Administration list.

If your event requires the use of spaces managed by multiple DSA, contact Hospitality Concordia at booking@alcor.concordia or at 514-848-2424 ext 4999 to help coordinate the multiple requests.

Serving food and/or Alcohol at your event ?

In accordance with the Policy on the Sale and Service of Food and Beverage Service on University Space (VPS-7) and Policy on the Sale and Service of Alcohol on University Premises (VPS-3), please make sure you follow the instructions provided below which will guide you through the necessary process at the time of your request. University policies and external agency regulations may apply when serving food and/or alcohol at your event. The how-to steps which will guide you through the process.

University Approved Caterers

See the University Approved Caterers list to select from when planning to serve food at your events and University-related business lunches, meetings, and activities on campus.

Before you get started, Remember:

• Avoid last minute planning...
  

  The key to a successful event is to allow yourself plenty of time for the planning process to ensure you have everything covered! Otherwise, you may jeopardize your event by missing important deadlines.

• Pay attention to what applies to your event...
  

  Carefully read relevant policies, forms, and applications which apply to you.

• Ask your DSA if the space is equipped, otherwise you will need to place your request with the IITS Department for AV equipment needs.


• Ensure your attendance does not exceed maximum capacity for the space.


• Only advertise your event AFTER you have secured your space and received an official confirmation from the Designated Space Administrator (DSA).


• Always ensure you receive and review quotes/confirmations from service providers.

Send us your feedback on the website, Caterers and other items you'd like to see available, to Hospitality@Concordia.ca

So get started here, and have a successful Event!