Get started
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.
If you know what you want and are ready to take the lead, we’ve got the tools to help you succeed.
Quickly access everything you need to plan and book your event:
- Venue options on campus
- How to book a space
- Catering options
- Request equipment
- Serving alcohol at events
- Technical assistance
Need a bit more structure? Browse our pre-event checklist below for helpful tips and timelines.
New to booking? We’re here to help.
This free service is available to those looking to reserve space on campus. Hospitality Concordia will help you generate the required work orders for tech and equipment, making the process smooth and stress-free.
Book your space through MyEvents and we will reach out to you to help.
Let’s talk planning!
This free 30-min consultation with an event planner helps you to set up your event logistics for success.
We’ll work with you to:
- Clarify your event goals
- Define event scope and timelines
- Explore venue options and availability
- Navigate university policies, procedures, and forms
- Build a personalized planning roadmap
- Identify the level of support you need
To book a consultation, please email hospitality.booking@concordia.ca.
Focus on your guests, we’ll handle the rest.
Looking for comprehensive event support? For a fee, our Event Coordinators can take care of all the details, from space booking and vendor coordination to on-site event management and post-event wrap-up.
Get in touch: hospitality@concordia.ca
Availability is limited and fees are based on the level of service provided.
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.