Space Reservation

Internal

Current Faculty, Staff and all Recognized Student Associations with a valid University ID card, who require access to and use of University space to conduct their University-related activities.

Internal users criteria
The activity is organized by Faculty or Staff for regular University operations of the department
and/or
The activity is organized by Recognized Student Associations for activities related to student group mandate.

The activities can encompass a variety of event types, including conferences not considered major events/conferences. See Major Conferences/Events criteria under External Users below.

Preferred

Alumni, Non-profit Organizations and retired University-employees who wish to host activities on campus. Also includes current students (not part of a Recognized Student Association) organizing academic events.

External

External Users (persons, groups or organizations) who are not members of the University and who wish to use University Space. This includes current Faculty, Staff and students who wish to host non-University related activities on campus (personal events). 

Conferences/Events

Note that for Conferences/Events, an Event Coordination Fee (per person) and the External Room Rental Rate will apply.

Conferences which are hosted and organized by current Faculty, Staff, Recognized Student Associations and/or External Users which meet a combination of the criteria below:

• Annual conference which is International or National in scope
• Undergoes a bid process
• Requires one (1) year or more planning services
• Off-campus activities requiring event coordination
• Registration fees are charged
• Conference is managed (primarily) by an external group in collaboration with Internal User

Note that for Conferences / Events, an Event Coordination Fee will apply (per person).

For all users in addition to Rental Rates:

Event-related charges
Hospitality Concordia prides itself in providing a value-added, one-stop-shop event planning service to the Concordia community. We handle the details which includes: coordination with various internal and external service providers such as Facilities Management, IITS, and Campus Safety and Prevention Services, space administrators and handling arrangements for permits, being onsite on event day – all to ensure the success of your event.

The User is responsible for all event-related charges such as, but not limited to:

• Hospitality Event or Conference Planning fees
• Hospitality Day of Coordination
• Facilities Management Cleaning and Setup charges
• IITS charges
• Internal and external supplier costs
• Permit costs
• Equipment rentals
• Cancellation fees

Hospitality Do-It-Yourself events (DIY)
These events refer to internal events without the assistance of a Hospitality Concordia Event Coordinator that are organized by the community directly with the service providers. The Hospitality Event Planning fees and Hospitality Day of Coordination fees are not applicable for these events. However, the User is responsible for all other event-related charges outlined above. Click here for more information on DIY events.

Cancellation fees
Cancellation fees will apply if an event or equipment is cancelled in writing less than ten (10) business days prior to the event date. Not showing up at an event is considered a cancellation.

• Internal: $33/venue/day
• Preferred: $40/venue/day
• Student: $33/venue/day
• External: As per Space Agreement terms & conditions

A User will also be responsible for assuming any event-related charges incurred by the University. Hospitality Event Planning cancellation fees may apply.