Notices may be posted on the bulletin boards provided for that purpose. To post a notice, you must first obtain authorization from Student Services (for postings in both buildings) or from room RJ.741 (for postings in the Côte-Sainte-Catherine building specifically). Outside of regular hours, refer to Security Services. If approved, the notice will be marked with a blue stamp. Advertisements for the sale of computers must be authorized by Security Services, in order to regulate the sale of equipment.
A maximum of seven copies of a single notice may be posted (five in the Côte-Sainte-Catherine building and two in the Decelles building). These may be displayed for up to 30 days. Any notice not bearing an original stamp will be automatically removed and destroyed.
Posters must respect a certain number of rules:
Notices that do not comply with these rules will not be authorized.
Notices may be posted at the following locations:
Aside from these locations, no notices may be posted on the School’s architectural elements or furniture.
Security Services and Facilities Management regularly inspect notices to ensure that they have been approved, that they have not been up past the authorized period of time, and that the content of messages respects the established policies.
The School’s flatscreens can be used to announce events. To do so, applicants must send the completed application form (PDF - 103 ko - in French only) to adn@hec.ca at least 20 days before the date of the activity or the planned announcement.
Read more information on ADN flatscreens.
Please note that the following information and technical specifications will be required to process your request:
Identification:
Activity to be announced:
Technical specifications:
You can advertise your activities on the Student Services RSS feed. Just send notice two weeks in advance to Chantal Prud’homme (chantal.prudhomme@hec.ca). Include in your e-mail:
The information below is taken from the Politique sur les activités étudiantes et les boissons alcoolisées (PDF -204ko - in French only).
Drinking or “chugging” contests are officially prohibited at HEC Montréal. Offences will result in the cancellation of the activity and punishment for the organizers. Alcohol must be consumed in a moderate and intelligent fashion. All alcoholic beverages must be served in a cup or glass; bottles may not be passed around.
Once the activity is over, alcohol consumption must cease, along with the sale of alcohol in bottles or cases. Since the School does not wish to encourage overconsumption of alcohol, selling beer or other alcohol at a discount at the end of an activity, to get rid of a surplus is prohibited.
When opening bottles of beer, organizers and bartenders must plan according to the expected bar closing time. Student groups are responsible for the supply management and the storage of alcohol at the School, especially:
At the beginning of the activity:
At the end of the activity:
Alcohol storage at the School must be done safely and reasonably; it is important that alcohol be stored in the appropriate room. Only the followings may be put in the storage:
It is up to Security Services to approve the time period during which alcohol may be consumed. Security Services will also estimate the number of security agents required for an activity at which alcohol is served, depending on the risks involved.
In order to prevent the presence of minors at an activity during which alcohol is served, security agents will check participants’ ID cards and stamp their hands to confirm that they are authorized to attend the activity. Activity organizers must ensure that no alcohol is served to minors.
You must have a meeting permit to sell or serve alcoholic beverages, unless they are being sold/served through the Coop HEC Montréal (Room RC.511h, service.traiteur@hec.ca, 514 340-3197). It is strongly recommended that you read and understand the requirements for meeting permits from the Regulation respecting liquor permits (sections 12 and following) of the Régie des alcools, des courses et des jeux (RACJ).
Before applying for a meeting permit, you must reserve the room, using the appropriate form, and the proposed activity must be approved by Student Services. The request must also be evaluated by Security Services, who will determine the appropriate security parameters.
The application for a meeting permit must be made using the Application for a reunion permit form (PDF - 268ko) from RACJ; it must be approved by the Coop HEC Montréal the official holder of the HEC Montréal alcohol permit (service.traiteur@hec.ca, 514 340-3197). In addition, written authorization from Student Services must be sent to the RACJ. You have to request it from Carmen Daigle (carmen.daigle@hec.ca).The application for the reunion permit must be submitted to the RACJ at least 15 days before the activity takes place. Note that this time limit is strictly enforced by the RACJ.
Once the reunion permit is received, a copy must be provided in person to the security counter at the main entrance of Côte-Sainte-Catherine building.The permit must be posted in the room during the event. Any failure to do so will result in the immediate suspension of the activity.The sale of alcohol to minors or inebriated individuals is prohibited. Room capacity must be respected at all times.
If an activity is cancelled, it’s important to:
Activities taking place in the School or on the School grounds are covered by your liability insurance (see section “Liability insurance”).
During off-campus activities, student groups must apply for an insurance certificate from the insurance broker, Philippe Lareau, and pay the associated (minimal) costs (p.lareau@lareauassur.com, 514 861-7429 ext 231 ; or 450 245-3322 ext 231 ; or 1 888 527-3281).
While planning events, it is important to anticipate the following costs:
Students are encouraged to organize ecoresponsible events (this website is in French only).
For more information, see the Sierra Youth Coalition How to Guide.
Facilities Management can lend ladders for installing decorations and other materials. You can exchange your student card for equipment in room RC.311 in Côte-Sainte-Catherine building, Monday to Friday from 8:30 a.m. to 4 p.m..
To reserve audiovisual equipment, contact Audiovisual Services (room RC.234 in Côte-Sainte-Catherine building, room1.045 in Decelles building, audiovisual.info@hec.ca, 514 340-6565).
It is possible to borrow equipment and get help from a technician. A $45 hourly rate may be charged for setting up and/or operating certain equipment. For off-campus activities, fees will apply. If the borrowed equipment cannot be returned during the opening hours of the Audiovisual Services, you must make an agreement regarding returns with Audiovisual Services at the time of the equipment booking.
For support and help planning major events, please communicate with Audiovisual Services (514 340-6565) at least two weeks before the event takes place.
Student groups can fund their activities through sponsorship. To better coordinate the School’s and student groups’ fundraising efforts, you are invited to discuss your sponsorship plan with the Foundation HEC Montreal (foundation.hecmontreal@hec.ca, 514 340-6896).
However, any distribution and promotion of sponsor’s products and services are prohibited in the School.
Associations and interest groups recognized by HEC Montréal can make a financing request to the School in order to help them carrying out their projects and activities. Thanks to the Foundation HEC Montreal, which maintains special relationships with HEC Montréal graduates and corporations, the School can contribute financially toward the execution of student projects and activities. Please note that a public exposure plan is required.
For more information about evaluation criteria and application forms, click here.
Student groups are authorized to organize fundraisers at the School, provided that they comply with three rules:
Students may obtain 12 kg bags of ice from the AEHEC. The bags cost $10 each. To arrange to pick up bags of ice, contact Nicole Laboursodière (room RJ.741, nicole.laboursodiere@hec.ca, 514 340-6098). The payment of the paper bill must be done by check to the order of AEHEC.
To avoid potential injuries or falls, bins of ice used during activities are not to be emptied outside. Security officers will give you access to the maintenance room where you can empty ice bins into tubs.
AEHEC has a barbecue that student groups can borrow for free. To check availability of the barbecue and to book it, contact Nicole Laboursodière (room RJ.741, nicole.laboursodiere@hec.ca, 514 340-6098).
Propane tanks must be stored in the outer cage designed for this purpose, which must be locked at any time: it is strictly forbidden bring propane tanks into any building. The student groups who use the barbecue for their activities must have to deal with the filling of the propane tanks by their own and pay the fees.
The patio of the L’Oréal room is the only location where activities with barbecues may be held, because of the School’s ventilation system. It’s important to inform Maximo (maximo@hec.ca) so that Facilities Management can close the ventilation system for the duration of the barbecue activity.
Event must take place during the School’s opening hours:
No activity may be held outside the opening hours.
The decorations and banners set up for an event may need to be fireproofed. You must consult Security Services.
The Communications Office advises student groups on the use of the HEC Montréal logo and name and for major events (regarding VIPs as well as public and media relations). You can contact the Communications Office with any questions (514 340-6299).
If a senior official of the School, e.g. the Director or Secretary General, is expected to attend an activity, it is important to inform the secretary of the person concerned of the event’s time and location well in advance, in order to ensure that she or he is available.
In addition, if a government minister or dignitary is invited to the School as part of an activity, it is mandatory to notify the Communications Office, so that a member of the administration can greet the guest.
For information or emergencies, call:
Security officers will be able to answer your questions at any time concerning:
There are two types of alarms in the Côte-Sainte-Catherine and the Decelles buildings:
You can organize breakfasts, coffee breaks, banquets or cocktail parties with Coop HEC Montréal Catering Services.
To arrange an event with Coop HEC Montréal Catering Services:
Before finalizing your order, make sure that the Coop price fits with your budget. After the event, be sure to pay the invoice promptly (see the section “Billing and payment methods for School services”).
