Skip to main content
Next-Gen. Now.
The Campaign for Concordia
Concordia University Concordia celebrates 50 years!
Concordia University Concordia celebrates 50 years!

Hospitality Concordia

Hospitality Concordia

Alcohol at events

If you're planning on serving alcohol, your event must adhere to the Policy on the Sale and Service of Alcohol on University Premises, and regulations from the Régie des alcools, des courses et des jeux (RACJ).

Guidelines for alcohol service

Discover the alcohol guidelines that apply to your event based on your client status. External clients will coordinate directly with Hospitality Concordia:  alcohol.coordinator@concordia.ca.

Before serving alcohol at your event, you must obtain approval from your Dean or Administrative Unit, as outlined in the Policy on Hospitality, Meetings and Events on Campus (CFO-10). Compete the Prior Approval Form and submit it along with your alcohol request.

Prior approval required

Before serving alcohol at your event, you must obtain approval from your Dean or Administrative Unit head if paying with an internal cost object, as outlined in the Policy on Hospitality, Meetings and Events on Campus (CFO-10). Complete the Prior Approval Form and submit it along with your alcohol request. Credit card payments are also accepted, but not T-Cards or P-Cards. 

Alcohol procurement  

All alcohol must be tagged and purchased through the Concordia University Bar or supplied by a University Approved Caterer with a valid alcohol license. Purchases from the SAQ or retail stores are not permitted. Learn how to purchase tagged alcohol.

Invitation-only events

Events serving alcohol must be by invitation only - not open to the general public. Invitations can be sent via email listservs, e-blasts, or private Facebook invites. Guests may bring a plus one, and the invite list should indicate this, even if the guest’s name is unavailable. A copy of the invitation or RSVP list must be accessible on-site during the event.

Permit requirements

A Notice of Reception or Reunion Permit must be visibly posted at any event serving alcohol.Learn how to obtain a permit.

Compliance & responsibilities

Event organizers are responsible for ensuring full compliance with Concordia’s event policies and alcohol service regulations.

Faculty and staff organizing an event with alcohol must: 

  • Stay onsite for the entire event.
  • Ensure compliance with the Responsibilities Regarding the Sale and Service of Alcohol on Campus. 
  • Serve only alcohol that is tagged by Concordia University or provided by a University Approved Caterer with a valid permit.
  • Have a copy of the invitation or RSVP list available on-site during the event.
  • Display the required Notice of Reception or Reunion Permit visibly at the venue.

Failure to meet these responsibilities may result in:

  • Immediate event shutdown.
  • Suspension of future event privileges.
  • Possible legal consequences.

Tagged alcohol from the Concordia University Bar

  • Order at least 10 business days before your event.
  • Registration fees, cover charges, and donations are permitted when alcohol is served.

Steps to order

  1. Choose from Concordia's alcohol menu.
  2. Place your order through MyEvents
  3. Submit your Prior Approval Form with your order to alcohol.coordinator@concordia.ca.
  4. Review who can serve alcohol at your event.

Delivery and pickup instructions
Concordia’s Alcohol Coordinator will provide details on alcohol delivery, pickup and returns after your event. Concordia’s Alcohol Coordinator will provide details on alcohol delivery, pickup, and returns following your event. Alcohol charges will only take place following you event and unopened bottles will not be charged.  

Alcohol from a University-approved caterer (with an alcohol license)

  • Order at least 20 business days before your event.
  • Alcohol from a caterer cannot be served in the Concordia University Conference Centre (MB9).

Steps to order

  1. Select a University Approved Caterer with an alcohol license. 
  2. Provide your caterer with a Letter of Authorization from the space administrator.  
  3. Complete and return a signed copy of the  Alcohol Waiver Form and Responsibilities to the Designated Space Administrator (DSA).
  4. Arrange alcohol delivery directly with the Caterer and they will invoice you directly.

Only certified individuals may serve alcohol:

  • A Notice of Reception will be provided to you by Concordia’s Alcohol Coordinator when you purchase tagged alcohol from the University Bar. 
  • A Reunion Permit will be provided to you by your University Approved Caterer with an alcohol license. 
  • If using a University Approved Caterer without an alcohol license, you must purchase tagged alcohol from the Concordia University Bar and will receive a Notice of a Reception from Concordia’s Alcohol Coordinator. 

Note: Events in the Concordia University Conference Centre (MB9) (rooms E, F, or G) do not require a separate permit since the University’s alcohol permit covers these spaces.

Need assistance?

For more details on alcohol regulations for faculty and staff, get in touch.

Mathieu Lavoie
Alcohol Coordinator
514-848-2424 ext. 5010
alcohol.coordinator@concordia.ca

If you're organizing a student event and plan to serve alcohol, you must follow Concordia’s Procedures Regarding the Sale and Service of Alcohol on Campus.

Only certified individuals are permitted to serve or sell alcohol at campus events:

To request alcohol at your event:

  • Complete the Alcohol Waiver Form
  • Submit it to your Designated Space Administrator (DSA) at least 20 business days before your event. Your DSA is whoever is attached to the space you’ve booked on campus. 

For student booking officers

If you booked your space through MyEvents, the Alcohol Waiver is already included in the electronic space request form, no separate waiver is needed. However, only student booking officers attached to registered student organization can book space on campus. Learn more on our Space Booking webpage.    

Hosting your event at the Concordia University Conference Centre (MB9)?

Reach out to your student booking officer, they will order alcohol on your behalf through My Events for all events taking place in MB9.  

Only student booking officers have access to MyEvents. If you are unsure who your student booking officer is, contact the Dean of Students Office.

To obtain a University Authorization letter, reach out to the Dean of Student’s office. They Dean of Students creates and signs all alcohol authorization letters for student groups.

If your event is outside the Concordia University Conference Centre (MB9) and involves serving or selling alcohol, you must also obtain a Reunion Permit from the Régie des alcools, des courses et des jeux (RACJ).

You can obtain the permit in one of two ways:

Steps to secure a Reunion Permit from the RACJ

  1. Complete the following before applying for the permit
    1. Book your space on campus and provide this to your Designated Space Advisor (DSA).
    2. Complete the Alcohol Waiver Form and provide this to your DSA.
    3. Request and receive your University Authorization Letter from the Dean of Students Office.
  2. Choose the correct permit for your event
  3. Gather the required documents
    • Completed Reunion Permit Application
    • Questionnaire (if selling alcohol)
    • University Authorization Letter (from DSA)
    • Payment of applicable fees
  4. Submit your application
    • You can submit your application in one of two ways: 
    • Online:
      Upload all your “gathered required documents” through the Régie des alcools, des courses et des jeux (RACJ) at least 15 days before your event. 
    • By registered mail:
      Send hard copies early to meet the 15-day deadline to: 
      Régie des alcools, des courses et des jeux
      560, boulevard Charest Est
      Québec (QC) G1K 3J3

Application deadlines

Standard deadline: 15 days before your event

Non-standard deadlines: 30 days before your event for outdoor events that are open to the public and events held on the following dates: January 1, June 24, July 1 or December 25.

Reminders:

  • The RACJ will send your Reunion Permit a few days before the event.
  • Submit a copy of your permit to your Designated Space Administrator before the event.
  • The permit must be visibly posted during the event. Failure to do so may result in the event being canceled.

For events in the Concordia University Conference Centre (MB9)

Alcohol must be ordered through the university, and a Reunion Permit is not required. 

  • Choose from Concordia's alcohol menu.
  • Place your order via the booking officer of your registered student association using MyEvents.
  • Submit your order at least 10 business days before your event.

For events using a University Approved Caterer

Alcohol must be ordered at least 20 business days before your event from your caterer. In this instance, no reunion permit is required from the event organizer, the alcohol licence will be provided by the caterer. 

For events requiring a Reunion Permit

The Event Organizer is responsible for obtaining their alcohol.

  • For wine, alcohol can be purchased from any SAQ location.
  • For beer, alcohol can be purchased from any licensed convenience store or grocery store.

Donations of alcohol are not permitted.

More event planning resources

 

 

 

 

 

 

 

 

 
Back to top

© Concordia University