EVENTS FOR 2021-22

Vaccine passport verification

Any event that is not university core business WILL require a vaccination passport. Examples include social events, film screenings, promotional activities, fundraising and community engagement activities, recreation and athletic games, open house, “frosh” activities, student club and/or group meetings and activities. 

NOTE: Organizers of events that require COVID-19 passports are responsible for informing participants of this requirement before the event and checking participants’ compliance using  the VaxiCode Verif app. For more information on the Quebec vaccination passport, including how to download and use the VaxiCode Verif scanning application, please visit the Quebec vaccination passport website.   

Any event that is part of university core business WILL NOT require a vaccination passport. A university core business is any activity that is academic or research-related, or administrative/operational in nature. Examples include Board of Governors, Senate, Faculty and department meetings, university committee meetings, exams, orientation, thesis defence, departmental academic seminars, training and professional development. 

For further information about the vaccination passport on campus, please visit our Vaccines webpage. 

Regulations for holding events on campus

Space reservations will resume according to pre-pandemic operations outlined in the Policy on the Temporary Use of Space (VPS-24) with the addition of COVID safety regulations outlined below.  

• Only events organized by internal community members for the purpose of Concordia-related activities for students, faculty and staff are permitted on campus. Guest speakers, external participants and external attendees are permitted but must respect the visitor’s guidelines. Vaccine passport verification is required in some circumstances. Learn more. 
• Please submit your event request for consideration to the appropriate Designated Space Administrator (DSA) or in the MyEvents portal at least 10 business days prior to your desired event. In the case of an internal event with an external speaker, please submit your event for consideration at least 20 business days prior to your desired event.

Important considerations for all events: 

• In the case of core business events and meetings, vaccination passports are not required. In this circumstance, attendees can meet without a mask if a two-metre distance is maintained between participants. This means that in a professional setting, masks can be removed only if people are more than two-metres apart at all times or if they are separated by a physical barrier.
• All events including core and non-core with food and beverages require a vaccination passport.
• At least one event organizer/representative must be present per 125 participants to ensure safety guidelines are being respected.

Indoor Events without circulation (attendees are seated or standing in a designated area)

If the event requires a vaccination passport:

• The venue is not subject to audience/capacity limits, up to a maximum of 250 people.
• No physical distancing is required. 
• Masks are mandatory at all times except when eating and/or drinking in a designated eating area and seated.

If the event doesn’t require a vaccination passport:

• Seated and standing events require one fixed seat or one-metre between designated standing locations or movable seat;
• Masks are mandatory at all times; 
• Food and beverages are not allowed. 

Indoor Events with circulation (no designated seating or standing area)

• Indoor events with circulation are subject to reduced space capacities based on five-square-metres of space per participants, up to a maximum of 250 people.
• Masks are mandatory at all times except when participants are eating and/or drinking in a designated eating area and seated. If food and beverages are being served, a vaccination passport is required. 

Outdoor Events without circulation (attendees are seated or standing in a designated area)

• Up to a maximum of 15 000 people per site and a maximum of 500 people per section. When using multiple sections, each must have a separate entrance, exit, and sanitary facilities. Sections must be demarcated by a physical barrier and must remain two-metres away from any other section. 
• Seated and standing events require one fixed seat or one-metre between designated standing locations or movable seat. 
• If the event requires a vaccination passport, no physical distancing is required.
• Masks are mandatory at all times except when participants are eating and/or drinking. If food and beverages are being served, a vaccination passport is required. 

Outdoor Events with circulation (no designated seating or standing area)

• Up to a maximum of 500 people (based on revised and reduced space capacity of five-square-metres of space per participants).
• Masks are mandatory at all times except when participants are eating and/or drinking in a designated eating area and seated. If food and beverages are being served, a vaccination passport is required. 

Activities not permitted:

• External events from those outside the Concordia community. 
• Buffets and cocktails 
• Bake sales (except individual portioned, packaged food and beverages with no onsite eating)

Events that fall outside of the parameters above will not be permitted. Limited exceptions will require the approval of senior administration. If you are unsure if your event/ activity is permitted, please refer to our decision chart to assist you in planning your event. 

Need some guidance? 

Check out Concordia’s return-to-campus plan, reach out to the DSA of the space you are booking, or contact Environmental Health and Safety.