Add an Event

To start, check the campus calendar to see if your event conflicts with any other university-affiliated events.

In-person events: If your event is occurring on campus and/or you will need Maintenance, Sodexo, or AV services, reserve your room in EMS. Display/promotion tables outside of the cafeteria or at the base of the library stairs should also be reserve through EMS.

Virtual events: Login to Zoom and click the “Meetings” tab on the top of your Zoom screen. Click on “Show Meeting Invitation” (Hyperlinked below the “Copy Invitation” button). Next, copy the link provided below “Join Zoom Meeting” (It will begin with an "https://").

Provide this link when prompted in Step #3 on this website. Save the link for yourself as well. You’ll want to click on it and join the meeting yourself shortly before your guests begin arriving.

For student groups: In addition to the above, students should be aware that any fundraisers, collections, or drives require the completion of a Fundraising Application that is to be submitted to the Student Success Office for approval by the Dean of Students. Student groups should check with their faculty advisor if they need assistance with this step.

If your event requires a reservation or payment, it’s a good idea to start thinking about your options up front. Concordia officially supports the following:

• MachForms: Good for simple RSVPs
• Qualtrics: Great for very complex questionnaires
• Regics: For more advanced questionnaires and payments
• Vendini: A simplified payment gateway

Ask your department supervisor who to contact for registration form setup.

Congratulations! Just by filling out the form in Step #3, your event is being shared on at least five of the most frequently used communication channels within the university.

If you want to take it a step further, consider some of these other routes:

• Marketing materials—posters, postcards, etc. can be requested from the Marketing team here.
  • Please factor in enough time for design and print requests:
    • Preferred lead time for poster design is 2 weeks (if that timeframe doesn’t work, please feel free to access our templates and create your own posters here).
    • Preferred lead time for the Print Center is 3 days (sometimes less).
• Send an Outlook invite to key people within the university. It only takes a second, and a personal invite is just the motivator some people need!
  • Tip: By filling out the event form, you now have a custom event page url. Don’t waste time by re-explaining the event details. Just provide a link to your event page in the invite along with a personalized message to the recipient.
• Identify “event ambassadors” (students, professors, classes, clubs, or other groups who have a natural connection to or enthusiasm for your event) who can personally invite 4-6 of their friends.
• Word of mouth—Don’t underestimate the power of an in-person, enthusiastic invite. Your passion for your own event is infectious, and it’s crucial to the success of the entire effort.
• Leverage the readership of one of the many newsletters that are sent out from the university. Do yourself (and others) a favor by including an upcoming events section in your own newsletter that links back to the university’s Events Page.