Thanks for your interest in hosting an employer information session at the University of Waterloo. We are keen to support you, and encourage you to be in touch with us, and your UWaterloo Account Manager to discuss your session.
The first step of the booking process is to submit a registration request form. The Employer Information Sessions team will review your request in queue, and offer a hosting option based on your preferences, and our availability.
When we are able to book your session, we will inform you in a personal email that we will be booking your session. You will then receive a confirmation message from our backend booking system, with important details for you to review.
The following are the most commonly used venues and have proven to be effective for facilitating information sessions:
For full details about our venues (including costs, 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.
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 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 or Davis Centre, make sure discuss set-up options with the Events Coordinator at email@example.com.
If you are hosting in one of the following venues, contact their operations staff to discuss set-up and catering for your event:
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 firstname.lastname@example.org 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:
Costs and invoicing
Employer information sessions can have various cost components, depending on your preferences. We can provide you with the cost components and typical cost ranges associated with info sessions:
- Venue: Each venue typically ranges from approximately $125 - $400. Please review the venue descriptions for more information on venue charges.
- Audio-visual (A/V) equipment: Typically ranges from approximately $15 - $300, depending on the equipment ordered.
- Catering: If ordering internal catering, our catering teams can provide you with a quote to help estimate the associated costs. To request a quote, see contacts on the Venue Options.
- 15% administration fee: An overall 15% administration fee will be applied to the subtotal.
- GST: GST at 13% will also be applied to the subtotal (excluding the admin. fee).
Co-operative Education’s financial associate amalgamates all costs of your session, and UWaterloo’s central finance department will send out your invoice at least eight weeks after your session.
The invoice will either mailed to the address inputted on your registration. In occasional cases, when the email address you’ve input has a specific accounts receivable address, the invoice will be emailed rather than mailed.
Instructions on how to pay will be on the bottom of your invoice, which includes a link to the UWaterloo e-commerce website.
If you receive a statement, contract, or order summary from catering or any of our campus partners such as the UWaterloo Catering & Events Service or Bombshelter Pub, keep it for your records, but do not pay until you have received the amalgamated invoice from UWaterloo Finance.
Session types- open and closed
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.
Promotions package provided as a service to you by Co-operative Educatio
Additional promotions you can leverage
These promotional activities take place 1-2 weeks prior to your info session date.
Creating a poster for your session is a great way to advertise your event across campus. Posters are displayed in the William M. Tatham Centre (TC), Student Life Centre, Math and Computing, and the Davis Centre Library.
We must receive your poster at least two weeks prior to your info session date.
Prior to creating your poster, be sure to review our poster guidelines. Email your poster to email@example.com in .pdf format to be printed on campus (please review our associated printing charges), or you can mail Co-operative Education 10-15 copies of your printed poster to the following address:
c/o Events Associate, William M. Tatham Centre 1109
University of Waterloo
200 University Avenue West
Waterloo, ON N2L 3G1
Please include the following information in your poster:
- Name of organization
- Organization logo
- UWaterloo branded header/footer, which can be placed in the header or footer of your poster. Download the promotional bars here:
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).
Shipping promotional materials
To ship swag, please follow our shipping and return shipping procedures.
If you plan on shipping promotional materials or swag for your session, we must receive materials at least two weeks prior to your session date. Inform our Events Associate at firstname.lastname@example.org, and ensure to confirm receipt.
Employers are responsible for all charges incurred when shipping promotional material, including customs and return shipping costs. On the date of your event, our team will take the items to your venue. If you anticipate any leftover swag, arrange for return shipping with our Events Associate.
Students are encouraged to register to attend sessions, which can give you a general sense of students’ interest level in your event. This registration is not mandatory, and students are not obliged to attend, even if they register.
You have the option of checking the number of registered students for your session – treat it as an expression of interest from the students. Most sessions can expect 50% of registered students to attend.
If this is the first time your company will host on campus, we advise that you can expect 0-30 students to attend your session.
To check student interest level for your session:
- Visit the info session calendar
- Find and click on your session
- Click “Check registrations (employers)”
- Enter the email address submitted on your initial registration form (note: case sensitive)
- You’ll find your registration/interest level number indicated in red below the promotional blurb
Student Data and Contacts
The EIS team does not collect or distribute student information for hosting employers. If you are interested in retrieving student information at your info session, bring a sign-in sheet or tablet that prompts students to input the information you require.
Student attendance data is collected at EIS to validate that those attending are current students. 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 attendance data collected at info sessions by the University of Waterloo, is for internal insight only. The data cannot be released to employers for the protection and privacy of students and their personal information.
Directions, parking, and arrival on campus
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.
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.
Please inform us if you need to cancel your info session at least five working days prior to your session. A cancellation of less than five working days will result in a $100.00+tax cancellation charge.
Charges cannot be waived on services rendered (catering, audio-visual operator and equipment, venue charges). Catering & Event Services requires four or more days’ notice, to avoid receiving a cancellation charge. Cancellation of audio-visual equipment less than one business day prior to your info session is subject to cancellation charges for both equipment and operator.
If you rebook and host your cancelled session within the same term, the $100.00 cancellation charge will be waived.
Inclement weather policy
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.