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Space Booking & Event Planning

CSU Concordia / Clubs  / How to Manage Your Club / Space Booking & Event Planning

Hospitality Concordia

The university has a multitude of spaces available, including classrooms, conference rooms, and lobbies, for clubs to use for events throughout the year. All bookings of these university-administered spaces are done through Hospitality Concordia’s MyEvents service, which can be found here. Keep in mind that only your club’s booking officer can make a space request through MyEvents.

For instructions and information about the space booking process, visit Hospitality Concordia’s event planning site.

Dean of Students Office

The Dean of Students Office is responsible for administering space bookings for a few spaces on Concordia’s campuses:

  • The Terrace is located in SGW behind the Hall building between Mackay and Bishop streets. This space is very useful for big outdoor events in the centre of downtown.
  • The Quadrangle, also called the Quad, is a huge open space located in the heart of the Loyola campus and can fit up to 6,000 people. This space is ideal for concerts, winter fests, all kinds of outdoor activities, and much more.
  • The Guadagni Lounge, also called the G-lounge, is a large space on the 4th floor of the CC building on the Loyola campus that includes a small snack bar run by Concordia’s Inter-Fraternity Council (IFC).

In order to book one of these spaces, fill out a “Request for Space Reservation” form (found here) and submit it to the Dean of Students Office at least twenty (20) business days before your event. If you plan on serving food at your event, you should bring them the form and completed food waiver twenty-five (25) business days before your event. Any additional information about booking these spaces can be found here.

7th Floor Lounges

There are two lounges located on the 7th floor of the Hall building and administered by the CSU.

The Large Lounge, located in front of the CSU reception, has 180 sq. m. of floor space (18 x 10 metres) and a maximum standing capacity of 450 students or a maximum seating capacity of 150 students.

The Small Lounge, located between the Large Lounge and Zest cafeteria, has 62 sq. m. of floor space (6.2 x 10 metres) and a standing capacity of 155 students or a maximum seating capacity of 62 students.

Food and alcohol can be served in both of these lounged as long as your group has the appropriate permits, and music is allowed as long as it does not disturb nearby offices, classes, and events. The lounges are available to registered groups and departments at Concordia.

To reserve one of the lounges, requestors must complete and return the “CSU Space Request Form” a full ten (10) business days prior to the event. This form can be downloaded from the CSU’s website — go to csu.qc.ca > Resources > Bookings > “CSU Space Request Form”.

Bakesale Space

Located on the 7th floor of the Hall building next to the Zest cafeteria and in front of the small lounge, the bakesale space was created to allow registered groups at Concordia to fundraise for their association or for a cause that falls in line with the club’s mandate. The bakesale space is only available to registered groups and departments at Concordia.

To reserve the bakesale space, requestors must complete and return the “CSU Bakesale Space Request Form” a full ten (10) business days prior to the event. This form can be downloaded from the CSU’s website — go to csu.qc.ca > Resources (at the top) > Bookings > “CSU Bakesale Space Request Form”.

Food Waivers & Permits

If you would like to serve food at your event, please consult Hospitality Concordia’s page to find out what type of food waiver you need for your event. Note that Concordia provides a list of University Approved Caterers, which can be found through the link provided above. If you are using one or more of these caterers to provide food for your event, then a food waiver is not necessary. If you are not using an approved caterer, clear instructions are provided on Hospitality’s site as to the requirements for self-catered events.

Alcohol Permits

An alcohol waiver is required for all events where alcohol will be served, and must be submitted twenty (20) business days prior to the event date. Visit Hospitality Concordia’s page on having alcohol at events for all the necessary information, including the costs and responsibilities associated with obtaining an alcohol permit for your event.

Deadlines to keep in mind

Ten days:
All space requests must be submitted at least ten (10) business days prior to the event date.

Twenty days:
If your event involves one or more of the following, your request must be submitted at least twenty (20) business days prior to the event:

  • large events
  • the use of public space
  • the use of amphitheatres
  • where alcohol is to be served or sold
  • where media is expected
  • high-profile speakers
  • an external event being hosted on campus

Twenty-five days:
If your event involves food, your request is due at least twenty-five (25) business days prior to the event date. Exceptionally, CSU spaces do not follow this rule. The CSU requires your request and waiver ten (10) business days in advance, unless you are required to apply for a MAPAQ permit.

Frequently requested event supplies

Custodial

  • tables
  • chairs
  • easels
  • risers (4×8 feet)
  • movable cork boards
  • set-up (billable item)

To reserve one or more of these items, you need to include them in the space request form.

IITS

  • microphone (wired and wireless)
  • mic stand, table stand
  • speaker
  • projector
  • screen
  • laptop
  • set-up (for $25.00)

If you are booking space through Hospitality, you can request IITS equipment through them. If you are booking your event venue through CSU or the Dean of Students, the CSU’s Executive Administrative Assistant, Yu-Hui, will help you make a request for IITS equipment. Send Yu-Hui an email at office@csu.qc.ca.

Hospitality

  • stanchions ($150 for 10)
  • cocktail table ($10)
  • black table cloth ($10)
  • burgundy table cloth ($15)
  • podium ($50)

To reserve one of these items, indicate so on the MyEvents booking for your event. For instructions on how to do so, follow the steps outlined in the ‘MyEvents Manual’ provided by Hospitality Concordia, found here.