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Thinking of hosting an event on campus? Whether you’re a seasoned planner or just getting started, Concordia offers flexible support options to suit your needs. 

Support options

From full autonomy to full-service logistical coordination, you decide how much help you need.

Before you begin: Your pre-event checklist

Take a moment to consider the full scope of the event and your needs as you're getting started. 

Before your book venue, ask yourself:

  • What’s your expected attendance? (internal guests, external guests, minors)
  • What’s the event format, formal or informal?
  • What kind of room setup do you need?
  • Will you require AV equipment, furniture, or a podium?
  • Are you serving food, alcohol, or refreshments?
  • Does your event require online registration?

Great events take time to plan! To keep things running smoothly, here are some deadlines you need to know:

  • Alcohol orders (from the university bar): 20 days in advance
  • Reunion permit (students): 15 days in advance
  • Alcohol waiver form (students): 20 business days in advance
  • Safe Serve certification: plan for training and testing time accordingly. Don’t forget to register for training. 
  • Booking event spaces: 20 days in advance
  • Booking classrooms/kiosks: 10 days in advance
  • Furniture requests: 6 days in advance
  • Tech support requests: 10 days in advance

Pro tip: Account for form submissions, required approvals, and processing time.

Depending on your role and your event details, you may need prior authorization:

  • Staff & Faculty: If catering exceeds $5,000 or alcohol is served/sold, the Prior Approval Form must be completed and submitted with your space or alcohol request.
  • Students: Alcohol waiver forms must be submitted at least 20 business days in advance, signed by the space administrator and the Dean of Students.

A clear budget helps you make decisions on venues, catering, rentals, and services. Don’t forget that event planning services, technical support, and cleaning may carry additional costs.

  • Registered Student Associations: ensure budget approval from the VP Finance of your Umbrella Association before making any event-related requests.

Policies matter. If your event includes food, alcohol, or minors, or if you're booking campus space, you are responsible for following all applicable university policies and procedures. Review event policies.

Faculty and staff: the following procurement guidelines must be adhered to: 

  • Catering orders should be paid using a University T-card
  • Catering orders over $25,000 before tax require two written quotes
  • For more information, visit Procurement.

A detailed event request helps us help you! 

Provide an accurate description of your event when you submit your request. Lack of information can result in delays or services that may impact the success of your event. 

Request and review quotes and confirmations received from service providers to ensure the accuracy of information.  

Don’t promote your event until your booking is officially confirmed. This helps avoid confusion and ensures your promotion reflects accurate information.

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