Conference hosting
Deliver seamless, professionally managed conferences at Concordia
Whether you're organizing a single-day symposium or a large multi-day conference, we offer scalable end-to-end support tailored to your goals, format, and logistical complexity.
Why host your conference at Concordia?
Hosting your event within a fully integrated academic environment gives you more than a venue, it gives you a coordinated support system designed for complex events.
- Access to modern classrooms, auditoriums, meeting spaces, and conference facilities
- Centralized campus services and support that simplify planning and coordination
- Reduced logistical burden through expert level event management and operational support to help you navigate complex event decisions with confidence.
- Lower operational risk through integrated technical and venue support
- Proximity to researchers and students, creating opportunities for collaboration and engagement
- Institutional credibility that elevates your event’s profile
Part of the Concordia community?
Faculty and staff
Planning an event on behalf of a Concordia department, faculty or service? Visit Carrefour for event-planning information, packages and resources tailored to the internal community.
Students
Planning an event as a student? Contact Hospitality Concordia to discuss your event and explore the options available to you.
Our approach
We work as your operational partner, managing the logistics behind the scenes so you can focus on your programming, speakers, and attendees.
Our team manages venue operations, technical planning, and service delivery reducing complexity, minimizing risk and streamlining execution to help you bring your vision to life, ensuring a seamless professional event experience with sustainability practices integrated into every step.
We support events such as:
- Conferences
- Symposiums
- Research colloquia
- Congresses
- Association annual meetings
- Inter-institutional events
What we offer
End-to-end conference support, built around your vision.
Concordia’s conference services are designed to simplify planning, elevate the attendee experience, and ensure every detail is expertly managed.
Every conference begins with clarity. We work closely with you to assess your needs and translate them into a seamless on-campus experience, integrating every element into our environment with precision and care.
Services include:
- Dedicated event planning support
- Needs assessment & event scoping
- Logistical budget development, guidance, and optimization
- Guidance, and optimization with sustainability considerations to support responsible resource use
- Regular check-ins adapted to your needs.
With a wide range of spaces across both campuses, our venues are designed to accommodate events of all sizes and formats.
Services include:
- Strategic room selection to support your programming structure
- Site visits
- Floor plans, capacity planning, and crowd circulation
- Accessibility needs and safety compliance
- Contingency space planning
- Coordination of external suppliers when required, including:
- Soliciting and evaluation of quotes
- Confirmation of technical and operational requirements
- Verification of delivery, installation, and setup
We coordinate closely with Concordia’s internal audiovisual team to deliver reliable, high-quality technical support.
Services include:
- Audiovisual needs assessment, planning and equipment coordination
- Infrastructure validation (power, network, conductivity)
- Technical scheduling and planning
- Planning and coordination of comprehensive hybrid components, including adapted logistical workflows.
We help ensure food service aligns seamlessly with your program and guest experience.
Services include:
- Catering coordination and recommendations
- Strategic advice on catering formats and timing to align with your programming flow
- Dietary accommodation recommendations
- Sustainable and ethical catering options, with clean-up and waste reduction practices
- Management of alcohol permitting and alcohol orders.
- Management and preparation of dishware, flatware, and glassware (as required).
We help to create a welcoming and professional environment.
- Room set up and furniture arrangement
- Exhibitor and sponsor space planning and logistics
- Wayfinding signage coordination and in-house printing to incorporate personal branding preferences, while prioritizing sustainable materials and environmentally responsible printing practices.
During your event, our team will provide operational oversight and real-time support to ensure everything runs smoothly. This service is billed on an hourly basis, giving you flexibility to use support as needed and ensuring you only pay for the time required.
Services include:
- On-site event support, coordination and vendor management
- Troubleshooting and rapid response support
- Delivery scheduling and setup oversight
- Assessment of on-site staffing requirements
- Creation of detailed on-site support schedules for the duration of the event.
How we work
Every stage is designed with efficiency, responsibility, and sustainability in mind, helping reduce environmental impact while maintaining exceptional standards.
We work with you to design a clear and structured plan tailored to your needs.
- A dedicated event planner as your single point of contact.
- Full logistical coordination and planning support
- Logistical budget management.
- Obtaining complementary quotes from external suppliers (as required).
- Staying ahead of key logistical administration* Site visits and walk-throughs (as required).
- Pre-event testing and validation (as required).
We act as your on-site partner, managing logistics behind the scenes to keep everything running smoothly and on schedule.
Support includes:
- Full on-site event coordination, with proactive oversight of all planned activities
- Coordination of external suppliers as required
- Daily review and validation of event setups, with adjustments as needed to stay aligned with plans
- Monitoring timelines, flagging changes, and adapting in real time
- Serving as the main point of contact for all on-site needs
- Real-time troubleshooting and operational support
- Coordination of catering, AV, and room transitions
We support a smooth and efficient wrap-up, ensuring all post-event activities are completed with care and with sustainability practices integrated into the clean-up process. All on-campus services are consolidated into a single invoice for simplicity and ease of reconciliation.
Support includes:
- Post-event clean-up with sustainability practices, including waste diversion and responsible disposal
- Food donation coordination, where applicable, to support community partners and reduce waste
- Personal equipment management, overseeing on-site handling, and coordinating teardown and eturn logistics
- Final walkthrough and space reset to ensure rooms are left in appropriate condition for subsequent use
- Consolidated invoicing of all on-campus services for streamlined administration