Request a room layout – Event support

See how to request a room layout for one or more rooms you will need for your event.

4 types of rooms with adjustable layouts

  • Public rooms
  • Mobile classrooms
  • Student lounges
  • Certain self-service rooms

 

See the possible layouts

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Public rooms and student lounges

  1. Go to the reservation tool and log in with your HEC Montréal number and password.

Do the reservation tool menus appear in French? To set the language to English, click the globe icon in the top right of the page and select a language.

  1. In the lateral menu on the left, select Rooms.
  2. In the Building field, select All or the name of the building in which you want to plan the event.
  3. In the Additional room criteria field, select Salle publique (public room) and/or Salon étudiant (student lounge) among the Room types.
    • You can then specify your needs with the other criteria: floor level, pavilions, configuration types, etc.
    • Click the button Apply.
  4. In the results list, click a room to see all the characteristics.
  5. In the Configuration field, you can view the different configurations (layouts) proposed.

You can use the back arrow in the top left of the browser to return to your search results and view the characteristics of another room.

If you have questions about the layouts, email amenagement.evenement@hec.ca. You will not be able to make layout requests by writing to this address. See the procedure below.

 

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“Mobile” classrooms

  1. Go to the reservation tool and log in with your HEC Montréal number and password.

Do the reservation tool menus appear in French? To set the language to English, click the globe icon in the top right of the page and select a language.

  1. In the lateral menu on the left, select Rooms.
  2. In the Building field, select All or the name of the building in which you want to plan the event.
  3. In the Additional room criteria, select Salle de cours Registrariat (registrar classroom) from the Room types.
    • You can then specify your needs with the other criteria: floor level, pavilions, configuration types, etc.
    • Click Apply.
  4. In the results list, click a room to see all the characteristics.
    You can use the back arrow in the top left of the browser to return to your search results and view the characteristics of another room.
  5. Decide which room you would like to reserve and learn more about the possible layouts by emailing amenagement.evenement@hec.ca
You will not be able to make layout requests by writing to this address. See the procedure below.

 

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Self-service rooms

Certain rooms that can be reserved with self service have adjustable layouts:

  • Room CSC-02.825
  • Room CSC-04.448 (Esdras-Minville)
  • Room DEC-06.257
  • Room DEC-06.261
  • Room DEC-06.265

Choose a room and find out what layouts are possible by emailing amenagement.evenement@hec.ca.

You will not be able to make layout requests by writing to this address. See the procedure below.

 

 

Important guidelines

  • Layouts in public rooms, classrooms and training rooms are dictated by the furniture available in the reserved room. This prevents excessive handling which might damage or ruin the furniture, floors, or walls.
  • The furniture in the common areas (passageways, study areas, meeting spaces, etc.) is accessible to all those who use the building. It cannot be moved for use anywhere else.
  • The layout plan has been set up as per your requirements, using the furniture available in the room, and in compliance with the security department. Please do not shift anything.
  • Only the room layout team can move around furniture during events.
  • Shifting furniture between the 3 buildings (CSC, DEC, and HD) is not permitted, in order to prevent excessive handling which might damage or ruin the furniture, floors, or walls.
  • Furniture can be rented from external suppliers when HEC Montréal’s services are unable to provide it. Ideally, installation should be included in the delivery.
  • Removal of furniture from a reserved room is only possible if this room is located near a warehouse where it can be stored. Otherwise, it might end up in the corridors, which is not permitted.
  • In the Hélène Desmarais Building, hot buffets can be set up on specially provided tables only in rooms A.373, B.307 and A.878. Only cold buffets can be served in the other rooms.
    If external caterers are providing the food and it requires preparation, they must use a room equipped with a kitchenette (HD Rooms-A.878, D.726 and B.307). They must also bring the necessary equipment for the preparation.

While organizing large-scale events, a preparatory meeting should be conducted between the various actors involved (Buildings, Maximo, Security, Coop HEC Montréal).

 

How to request services

Provide as many details as possible about your event in the Aménagement (layout) section of the Events portal – Demandes de services – Jira.

  • A service ticket will be created to inform Facilities Management Service of your request.
  • A simultaneous Maximo request will inform Building Services of your needs.
  • They will contact you as needed for specific information regarding this request.
  • Facilities Management Service will send the layout plans from your request to Building Services (Maximo).

Go to the Events Portal – Demandes de services – Jira (in French)

 

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