Concordia University

http://www.concordia.ca/content/concordia/en/students/clubs/event-planning.html

Plan an Event on Campus

Registered student groups can host events on campus. Planning an event on campus is a time-sensitive process and procedures can vary depending on the space you would like to book. The Dean of Students Office has several spaces available to book. Check our Designated Space Administrators list to find out who to contact for spaces on campus.

Dean of Students spaces

The following spaces can be booked through the Dean of Students Office:

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Hall Building Terrace

The Terrace is an outdoor space located behind the Hall building.

Location: Sir George Williams campus (see map)

 

 

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Loyola Quadrangle

The Quad is a great outdoor space in the heart of the Loyola Campus. 

Location: Loyola campus (see map)

 

 

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Guadagni Lounge at Loyola 

Located on the fourth floor of the CC building, the Guadagni Lounge is a great space for students to study, hang out and eat. The space is available to book during the academic year (Sept. - April) on week-ends only. During the summer months (May to August) the G-Lounge can be booked during the week as well.

Location: CC-408, Loyola campus (see map)


Rules & guidelines

How to book

To book one of our spaces, please fill out the Request for Space Reservation and bring it to one of our offices a minimum of 20 business days before your event. 

If you are in a student group please use this form

If you are a Concordia staff or faculty member please use this form

Alcohol at your event

Registered groups can serve alcohol at events with the proper permit. Registered non-profit groups can also sell alcohol at events with the proper government permit.

  1. Read the Policy on Alcohol
  2. Sign-up and attend an in-person training session. Registration is available at http://www.concordia.ca/offices/dean-students/ssp.html
  3. Complete and pass an on-line test available via the MyConcordia Portal. 
  4. Take the Safe Server Program (SSP) test for the right to serve alcohol at your event. You can find it on your MyConcordia Portal, under Retail Services.
  5. Fill out the Waiver and attach it to your booking form. Bring the waiver to the Designated Space Administrator (DSA). The DSA is the person who owns the space you are booking. Our office is the DSA for the spaces listed above.
  6. Once the event is approved, an alcohol letter will be prepared for you to mail to the Régie, in order to obtain your permit.
  7. Hand in a copy of the permit to the DSA.
  8. Post the permit at your event.

Food at your event

Registered groups can serve food at events OR sell hot/cold food at events with the proper government permit. If you are using a University Approved Caterer you do not need a food waiver.

  1. Read the Food Policy
  2. Fill out the Food Waiver and bring it to the Designated Space Administrator (DSA). The DSA is the person who owns the space you are booking. Our office is the DSA for the spaces listed above.
  3. If you require a government permit, you must give the Designated Space Administrator (DSA) a copy prior to your event.
  4. Hand in a copy of the permit to the DSA. 
  5. Post the permit at your event.
Posters and Flyers for your Event
 
Posters  

The University allows registered student groups to place posters on bulletin boards in the Hall building, AD and CC buildings. However, only stamped posters are permitted on boards.

To find out how you can poster around the University, follow these steps:

  1. Read the Postering Guidelines
  2. Visit the office of your Umbrella Association (Ex: CSU, ASFA) and ask them to stamp your posters.
  3. Hang up your posters on designated bulletin boards around campus.
  4. Take down your posters after the expiry date.

Posters that have not been approved and stamped will be taken down.

Flyers

The distribution by student associations of printed material on campus is governed by the existing University policy on publications. Read the Flyer Guidelines to find out more about flyers on campus.

Booking other spaces on campus

Check out Hospitality Concordia’s Event Planning Guide to find out more about what spaces are available and how you can obtain food and alcohol permits for those spaces.

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