Reserving rooms or kiosks

Kiosks at Louis-Colin entrance and in the Decelles building

Kiosks are available for the use of student groups exclusively (not individual students working on personal projects).

To reserve a kiosk, send an e-mail (with a description of the activity and its date) to Carmen Daigle from Student Services (carmen.daigle@hec.ca). It is best to request a reservation in advance (ideally at the beginning of each term), due to high demand. Any posters must be hung using the designated holders.

• Kiosks – Louis-Colin entrance

Kiosks 1-4 are located permanently under the south stairwell. Two sites for kiosks 5 and 6 are located next to the Banque Nationale ATM. To install tables and chairs at kiosks 5 and 6, you must submit a Maximo request (maximo@hec.ca). Or you can take tables from the cafeteria.

• Kiosks – Decelles building

A kiosk site is available on the landing of the corridor leading to Université de Montréal. To install a table and chairs, you must submit a Maximo request (maximo@hec.ca).

The sale of sponsor company products is prohibited. Promotional signs or streamers from sponsors are also forbidden. If in doubt, contact Carmen Daigle (carmen.daigle@hec.ca, 514 340-6166). During the sale of graduate rings, a member of the association must be present at the kiosk.

Allocation policy at the beginning of the term

During the first two weeks after the beginning of the fall and winter classes, kiosks may be reserved for a maximum of two and a half consecutive days a week:

• Monday, Tuesday and Wednesday, until noon, or
• Wednesday as of noon, Thursday and Friday.

Applications will be handled on a first-come, first-served basis.

After mid-September and mid-January, kiosks may be reserved for longer periods.

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Reserving rooms

Because of high demand, it is strongly recommended that you submit your room reservation requests as soon as possible. Any request submitted less than five working days before the planned activity may be refused.

Student associations, committees and interest groups may reserve different rooms for their activities:

• The L’Oréal and National rooms.
• The school’s meeting and reception rooms, i.e. the IBM Amphitheatre, the SGF room, the Tata Communications Room, the Hydro-Québec Atrium (alcove side), the Esdras-Minville room, the Édouard-Montpetit room and the Deloitte room.
• Classrooms.
• Le Cercle HEC (restaurant on the sixth floor), depending on the activity and the availability of other rooms.

No reservations may be made for common spaces, e.g., the north or south lobby or the ground floor near the Coop HEC Montréal in the Côte-Sainte-Catherine building. No reservations may be made for the cafeteria in the Decelles building, since the cafeteria must be in operation at all times and it is difficult to remove and store its furniture.

Maximum legal capacity

All activities must respect the maximum legal capacity of the room in which the event is held. You must check it with Security Services.

Procedure for student lounge and meeting room reservations

An online reservation form is available on the School website. A response will be sent by e-mail to the applicant.

If the activity involves alcohol consumption, the form will also be sent to Security Services, so that it can approve the planned length of the alcohol consumption period and determine the number of security agents necessary.

Procedure for classroom reservations

The person requesting will fill out the electronic form available on the School website (in French only). A response will be sent by e-mail to the applicant.

Procedure for cancelling a reservation

If an activity is cancelled, it is important to cancel the reservation of the room using the online form.

Notes on rooms

• In the reception rooms, music may be broadcast with the School’s equipment and a band may play, but only without any drums or amplifiers.
• 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 (see the section “Barbecue”).
• There is a minimum interval of half a day between two events in a given location, so that Facilities Management can clean the room and set up for the next event.
• If an event is held on a weekend and requires any special set-up or maintenance, Facilities Management may charge the organizers for their services.
• No more than one activity may be held on weekends in a given location. From 3 p.m. on Friday to Monday morning, no resources are available to take down and set up decorations and other materials.

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