Employer information session FAQ

At this time we are offering Tatham Centre as the only venue for Employer Information Sessions.

• William M. Tatham Centre (TC)

For full details about our venues (including A/V options, and pictures), see our Venue Descriptions page.

Please note that venue bookings are subject to change by requests from on-campus partners. Faculty, staff, and student affiliated events receive priority. In this case, we’ll make our best effort to find you an alternative and comparable venue to accommodate your needs.

Accessibility

We are committed to excellence in serving all of our employers and students, including people with disabilities. We strive to provide services and resources in a way that respects the dignity and independence of all members of our community, and we commit to offering people with disabilities the same opportunity to access our services. Please let us know if you have any specific recommendations or requirements in relation to accessibility, regarding the booking process itself, and/or your event.

Set Up

Set up of your venue is determined by location. Please see the Venue Descriptions page for typical set-up options.

If you are hosting in the Tatham Centre, make sure discuss set-up options with the Events Coordinator at infosessions@uwaterloo.ca.

Catering is available at all of our venues. For information about catering options available at your chosen venue, see our Venue Descriptions page.

If you are hosting in the Tatham Centre or Davis Centre, contact catering@uwaterloo.ca to discuss cost and delivery, and to discuss any questions you might have about your order. Please note that cancellation of your internal catering order with less than four business days, will result in a cancellation charge.

If you are hosting in one of the following venues, contact their operations staff for to discuss catering for your event:

• Fed Hall – catering@uwaterloo.ca
• University Club – l2schaefer@uwaterloo.ca

Session Costs

The cost for an Employer information session is $260 plus tax. Payment can be made via credit card when submitting the Registration Form.

• Catering: If ordering internal catering, our catering teams can provide you with a quote to help estimate the associated costs. To request a quote, contact them at catering@uwaterloo.ca 

Invoicing

If you receive a statement, contract, or order summary from the Catering and Events Services Team please contact them directly to complete payment. 

Closed sessions are invite-only, and are not promoted by Co-operative Education. If you are interested in hosting a session for specific student individuals (your scheduled interviewees, for instance), host a closed session. Employers are responsible for curating a guest list for closed sessions, and reaching out to the guests to invite them.

Open sessions are promoted by Co-operative Education. If you would like your session to be open to all targeted students, host an open session.

Note: Although your session will be targeted to particular recruits based on your description, brand, and the thematic clusters you choose, we will welcome any student with valid ID to your session.

Thematic Clusters are tags that reflect the function of the job(s) that you are seeking recruits for.

In order to schedule your information session, we must know which thematic clusters you are choosing. We do not need information about the programs or faculties of your students – thematic clusters are the way to go!

Please carefully examine the Thematic Clusters list to discover which are suitable to select for your recruitment, and your session. Your UWaterloo Account Manager is the best individual to advise you on which thematic clusters you should choose for your session. If you need assistance connecting with your Account Manager, or do not have one yet, reach out to the Employer Information Sessions team.

All open employer information sessions are promoted by the EIS team. The following chart outlines how sessions are promoted at the University of Waterloo, and additional promotions that you are encouraged to undertake.

Data collected from our student body displays that the majority of students gather their information from social media rather than from printed posters. Our team has made great strides in an effort to reduce paper waste on campus and as a result, we will no longer be offering printing and posting of physical posters. If you and your team choose to create a poster for your information session, we will share it digitally through our social media platforms and on your event details on WaterlooWorks. 

Note: All posters must adhere to the university's alcohol policy, must be approved by the University of Waterloo, and cannot be distributed independently. The Secretariat web site houses the Alcohol Use and Education Policy (Policy 21).

At this time we are not accepting the shipping of promotional materials for your information session. 

If you are planning to bring swag for your session please bring it with you the day of your session. Another option is to ship your materials to a courier service close to campus.

Employers are responsible for all charges incurred when shipping promotional material, including customs and return shipping costs. 

Students are encouraged to register for Employer Information Sessions in WaterlooWorks, in order to get a general sense of the potential attendance. Please contact the EIS Team if you have questions about the level of interest in your event.

Student Privacy is of the utmost importance to our institute. We ask that employers always gain permission to access student mics, cameras, etc. while present in an employer run platform. In addition, we ask that employers do not record any part of a session where student information will be displayed.  

The EIS team does not distribute student contact information for hosting employers. If you are interested in retrieving student information at your info session, bring a sign-in sheet or distribute an electronic form that prompts students to input the information you require.

Due to statutory policy under Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), and policy requirements of the University of Waterloo, student contact data cannot be released to employers for the protection and privacy of students and their personal information.​​​​​

Directions

For directions to campus, please reference the directions to campus information on the University of Waterloo's website. Your session will be taking place on our main campus: 200 University Avenue West; Waterloo, Ontario. Reference our campus map to locate the building you will be hosting in.

All buildings at the University of Waterloo share an address: 200 University Ave. West, Waterloo, Ontario. If you are giving directions to an external caterer, make sure to be specific about the building location on campus.

Parking

For more information about visitor parking, please reference our campus map, or visit the Parking Services' webpage for more information on visitor parking and rates.

Arrival at Venue

When you arrive at the University of Waterloo the day of your info session, please proceed to your session venue. An internal venue staff member, or events facilitator from Co-operative Education typically give you access to the venue at the set up time of your info session.

Co-operative Education Point of Contact Day-of Event

On the day of your info session, the Events Coordinator from Co-operative Education will be your contact during regular business hours, from 8:30AM – 4:30PM. The Events Coordinator can be reached at 519-888-4567 ext. 31803.

If you require urgent assistance or in case of emergency at your session outside of core business hours, you can contact University of Waterloo Police Services 519-888-4911 or the Assistant Service Manager at 226-989-7927. 

Cancellations requested more than 5 business days prior to the date of the Info Session will be eligible to receive a full refund. Cancellations requested within 5 business days prior to the date of the Info Session will not receive a refund. Depending upon availability, the session may be re-scheduled within the same term at no cost. If you are looking to cancel a scheduled session please contact infosessions@uwaterloo.ca.

Inclement winter weather occasionally forces the University of Waterloo to close. On such days, your information session will not take place as scheduled, but can be rescheduled to a later date.

Before travelling to campus when there is anticipated inclement weather, please check UWaterloo’s website homepage for a notification in the case campus is closed. The notification will be posted normally by 6:00 a.m., remaining in effect until 6:00 a.m. or later the next day. You may also call UWaterloo’s main phone number at 519-888-4567 for a notification. Visit our website for more information on UWaterloo’s weather closing guidelines.

If the University of Waterloo remains open in inclement weather, it’ll be up to your discretion to continue to host your scheduled info session. We’ll need to remain in contact with you day-of, to maintain communications.

If you choose to cancel your scheduled info session, due to inclement weather, we’ll do our best to reschedule your info session to a later date.

Please be aware that student attendance may be impacted. We will do our best to ensure your info session is serviced by one of Co-operative Education’s Event Facilitators, but can’t guarantee.

Please also be advised, the level of service may be impacted by other service providers on campus, including venue, catering, and audio-visual equipment, due to delays and reduced resources in the event of inclement weather.

Co-operative Education will not charge you a cancellation fee if you choose to cancel your scheduled info session due to inclement weather, but charges cannot be waived on other campus services already rendered.