Plan a research event

You want to plan a research event for at least 80 people or that will generate revenue. You must request approval from the Office of Research and Knowledge Transfer before you begin planning.

Planning a free event for fewer than 80 people? See the page Plan a standard event.

Procedure

 

Step 1: Identify a person as the event planner.

This person will:

  • plan the event and handle all event logistics
  • be the point of contact for all services involved in the event planning.

 

Step 2: Reserve your rooms and spaces

Access the reservation tool

 

Need help?

 

Step 3: Wait for approval from the Office of Research and Knowledge Transfer.

You will not be able to request services before obtaining this approval.

For all larger events (e.g., annual meetings or international colloquiums), you must contact the Office of Research and Knowledge Transfer.

  • You will provide them with a file presenting the event.
  • You will discuss how the event will be planned.
  • A committee will evaluate your request before responding.

Email direction.recherche@hec.ca

You can also contact the Office of Communications and Government Relations for advice on holding this type of event (e.g., room choice, media invitations, protocol, internal sponsor visibility). Email communications@hec.ca

 

Step 4: Request approval from Security Service for an event with alcohol.

To obtain approval, inform securite.reservations@hec.ca about the event: 

  • Date and time
  • Rooms reserved
  • Number of people attending

Make sure to let Security Service know if the event is being held outside regular work hours (in the evening or on the weekend), or if a particular dignitary or public personality will be attending. In this case, email securite.reservations@hec.ca

 

Step 5: Use Eventbrite ticketing if it is a paid event.

See how to use HEC Montréal’s institutional account.

  

Step 6: Request the right services for your specific needs.

Take the time to learn about the pricing of services offered and some budgetary information for research events.


In the Events portal – Demandes de services – Jira

You can access several services through this request centralization tool. Refer to the Guide to Using Event Resources and Requesting Services, as needed.

Access the Events portal – Demandes de services – Jira (French only )

  

Requests with other services

Need help planning an event?

Guide to Planning a Standard or Research Event

Guide to Using Event Resources and Requesting Services

10 tips for planning a successful event

You can also email the Office of Communications and Government Relations, at communications@hec.ca.


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