Planning a student-run event

Need a hand? The Dean of Students Office is here to support student groups and associations with event planning, logistics, and more. Reach out to us anytime at deanofstudents.office@concordia.ca.

Booking your venue

Both campuses offer a variety of venues for events and activities.

Each venue is managed by a Designated Space Administrator (DSA). Depending on the venue, you may need to book through Hospitality Concordia or an individual overseeing that space.

To book a venue: 

1. Identify the Designated Space Administrator (DSA) of your chosen space. 
2. Contact the DSA directly, or complete the booking form as indicated on the list.

Students with a valid Concordia ID can view venue availability, but only authorized booking officers from registered student associations can submit reservation requests. If you're unsure who your booking officer is, contact David Baker at david.baker@concordia.ca.

To reserve the Hive Café Solidarity Co-op, refer to their website.

Serving alcohol at your event

All on-campus events with alcohol must comply with the university's guidelines and regulations. For important information, waivers and permits, refer to the Hospitality Alcohol page.

Note that:

• Anyone serving alcohol must complete the Safe Server Program (SSP), offered by the Dean of Students Office. Sign up for training.
• Alcohol must be purchased from the SAQ, convenience or grocery stores. Donations are not allowed.
• The alcohol waiver and RACJ permit must be posted at the event and organizers must provide food, water and non-alcoholic beverages whenever alcohol is served.
• Your Event Organizer is ultimately responsible for being at the event and ensuring all policies and procedures are followed.

Make sure to review the Procedures for the Sale and Service of Alcohol and the Régie des Alcools' policies on alcohol advertising. Advertising that emphasizes or promotes drinking will not be permitted (all you can drink, pub crawls, free alcohol, sponsored by an alcohol brand, etc.).

Serving food

You have two options for serving food at your events:

A university approved caterer

Choose from Concordia’s list of approved caterers list (student groups receive a discount). This is by far the easiest option.

Tips:

• Get quotes from multiple caterers to compare prices.
• Ask if they'll sponsor your event, even if it's just a few extra pizzas or sandwiches, it's worth the ask!
• Don't see what you're looking for on a menu? Ask, they may customize it for you.

Self-cater your event

The process for self-catering depends on the type of food you’re serving. You must submit certain forms before hosting a self-catered event. Learn more about self-catering your event.

Event safety

Campus Safety and Prevention Services agents may be required at certain events to help ensure a safe environment. Most events without alcohol do not require agents, but you can request them.

Note there is a fee for reserving the agents.

What Campus Safety & Prevention Services can do for you:

• Administer first aid
• Call 911 and direct emergency responders
• De-escalate and intervene in uncomfortable or dangerous situations
• Provide 24/7 accompaniment service

Contact Campus Safety & Prevention Services at 514-848-3717 or through the Rave Guardian app.

Event equipment support

IT equipment

Instructional & Information Technology Services (IITS) offers two types of technical support:

1. On-site support during your event.
2. A pre-event consultation to assess your IT needs.

For further information, visit the IITS virtual or on-site technical support page.

DJ equipment
For DJ equipment, contact CJLO.

Transportation 

There are many ways for your event participants to get to Concordia's campuses, including plenty of options for sustainable transportation that you can recommend to your event participants.

Parking

Find rates, locations and rules for parking at the Sir George Williams Campus or the Loyola Campus.

Parking Services can help you organize parking arrangements for larger events. You'll need to complete the special request form.

Chartering a bus

If you're planning to take participants off campus, we encourage public transportation. If that’s not feasible, you’ll need to charter a bus.

To make a reservation, complete the Request Bus Loading Space form through the MyEvents portal a minimum of 20 business days before your event.

You can load buses:

• In front of the Hall Building on De Maisonneuve Boulevard West
• On Bishop Street between De Maisonneuve and Sherbrooke

Only one to two buses can load at a time, so you may need to stagger loading to avoid street blockages.

If you need a space to register participants before loading, you'll need to book an additional space. You can use the Hall Mezzanine for large loads, but gathering on the sidewalk outside the Hall Building is not allowed.

Tip: Bus loading can be stressful, so make sure you have enough team members and volunteers. If it’s your first time, we recommend you reach out to Eddie Jude Hareven for guidance.

Sustainability at events  

• The Sustainable Event Guide is meant to help all Concordians host more socially and environmentally sustainable events.

Volunteers at your event

Volunteers play a crucial role in making your event run smoothly. They support your team on the day of the event by helping with logistics, welcoming guests and keeping things on track.

To determine how many volunteers you'll need, start by identifying the key roles:

• Set-up: Preparing the space before the event.
• Registration: Signing in guests and participants. 
• Greeters/ushers: Welcoming attendees and directing them.
• Clean-up: Taking down equipment and tidying up afterward.

As a general guideline, plan for about four to five volunteers per 100 attendees for larger events.

To manage your volunteers effectively:

• Assign roles and create a schedule.
• Set clear expectations in advance.
• Share contact info for your on-site representative and event coordinator.