Employer Information Session FAQ

Booked an Employer Information Session (EIS)? Still thinking about hosting one? These frequently asked questions can help!  


What happens once I’ve completed the EIS registration form?

Once you’ve completed and submitted the EIS form, our team will review your application. We’ll contact you through the email address you provided to offer a hosting option. We base hosting options on your preferences and session availability.

You’ll receive an automated confirmation message with important details to review. We’re here to support you! Please contact us at infosessions@uwaterloo.ca for any questions.

TIP: Contact your account manager through WaterlooWorks to discuss how an EIS can best fit your recruitment strategy.

How much does an EIS cost?

The cost to host an EIS is $300 CAD plus tax. You can pay with a credit card when you submit the registration form. The cost includes the venue (William M. Tatham Centre (TC)), social media promotions, dedicated support from our EIS team plus audio-visual (AV) and tech support.

Larger venue options and refreshments are available at an additional cost.

What are my catering options?

Catering is available at all our venues. Our on-campus catering and events services team can provide you with a quote. Explore Catering and event services student friendly food menu options. Contact catering@uwaterloo.ca to discuss cost, delivery and any further questions. 

If you plan to order external catering connect with the Employer Information Sessions team for instructions on how to order and where to direct the order on campus.

Please note: Cancellation of your catering order within four (4) business days of your event will result in a cancellation charge.

What is a closed versus an open session?

Closed sessions are invite-only private sessions that we do not promote. For example, if you are hosting a session for specific students like your scheduled interviewees. Host a closed session if you’d like to create your guest list and reach out to them directly.

Open sessions are available and promoted to all our students. Host an open session if you’d like your session to be open to all targeted students.

Please note: Even if your session targets candidates based on your description, brand or thematic clusters, we’ll still welcome any student with a valid ID.

How can tagging thematic clusters help my session?

Thematic clusters are tags within WaterlooWorks that help target student talent based on your job function. To schedule an EIS, you must select thematic clusters. Thematic clusters are more impactful for these sessions than academic clusters. Academic clusters focus on programs or faculties.

Review our thematic clusters to choose what’s best for the role(s) you are promoting. Your account manager can assist you with your selection.

If you need help connecting with your account manager, or don’t have an account manager, our EIS team can help.

What is your cancellation policy?

  • Cancellations requested more than five (5) business days before your EIS are eligible for a full refund.
  • Cancellations requested within five (5) business days of your EIS will not receive a refund.

Depending on availability, your session may be re-scheduled within the same term at no cost. To cancel a scheduled session, please contact: infosessions@uwaterloo.ca.

What happens if there is inclement weather on the day of my EIS?

  • Inclement winter weather can force closures on campus. If this happens, we’ll reschedule your EIS. Before travelling to campus, please check Waterloo’s website for closure notifications.
  • The University posts closing notifications around 6 a.m., and they typically remain in effect until 6 a.m. or later the next day. You can also call 519-888-4567 for any weather closure updates.
  • If the campus remains open in inclement weather, hosting the session will be at your discretion. If you cancel your scheduled session because of inclement weather, we’ll aim to reschedule.
  • Keep in mind that inclement weather, and rescheduling, may impact student attendance. If you choose to cancel your session because of inclement weather, we won’t charge a cancellation fee. However, we cannot waive charges for other campus services (e.g., catering costs).
  • Please note that charges for other campus services (i.e. catering) already rendered cannot be waived. Contact our team for further details on which services you will be refunded.


What promotions does an EIS include?

We promote all open Employer Information Sessions on campus 1-2 weeks in advance.

Promotions include adding your session to:

  • Our Employer Information Sessions Calendar in WaterlooWorks
  • Waterloo events page
  • Digital signage screens across campus
  • Job descriptions in WaterlooWorks
  • E-blasts (emails to campus newsgroups)
    • Recipients include students (who subscribe through their faculty, program, or club) student societies and relevant staff. 
  • Daily Bulletin (a daily campus-wide e-newsletter published)
  • Social media channels (Instagram)

What additional promotions can I leverage?

There are many ways to add a personal touch to your EIS.

  • You can create an event on social media (e.g., LinkedIn) and invite students to attend. Be sure to reshare any posts we’ve tagged your organization in on social media to promote the event.
  • Consider inviting students who have applied for your jobs in WaterlooWorks.
  • There are options to advertise your info session details in a student newspaper.

Can I ship materials for my session to Waterloo’s campus?

Yes, you can ship promotional materials like SWAG. You are responsible for all shipping charges including customs. Please ensure delivery on-campus to the William M. Tatham Centre is no later than five (5) business days before your session.

Please note: We do not ship promotional materials back to companies.

Can I find out student attendance before my event?

We encourage students to register for an EIS in WaterlooWorks. Please contact the EIS team if you have questions about your registration numbers.

Can I get the contact information for students registered for my event?

The EIS team does not distribute student contact information. 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.

If you’re interested in retrieving student information at your session, bring a sign-in sheet or distribute an electronic form that prompts students to input their contact information. Ensure that you are following Canada’s anti-spam legislation.


Is the venue accessible?

We’re committed to serving 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. We commit to offering people with disabilities the same opportunity to access our services.

Contact an event co-ordinator for accessibility requirements: infosessions@uwaterloo.ca

What are my venue options for an in-person EIS?

The William M. Tatham Centre (TC) is our primary on-campus EIS venue. Larger venue options are available at an additional cost.

Please note: Venue bookings are subject to change based on requests from on-campus partners such as faculty, staff and student-affiliated events. If it changes, we’ll work with you to find an alternative and comparable venue.

What are the directions and parking information for the venue?

For directions to campus, please visit our facility, directions and parking page. Your session will take place on our main campus: 200 University Avenue West, Waterloo, Ontario. Reference our campus map to locate the building you will be hosting in. 

Where do I go when I arrive at the venue?

Please head directly to the venue at the set-up time provided by the EIS team. Contact our events co-ordinator at 519-888-4567 ext. 40252 between 8:30 a.m. - 4:30 p.m.  Monday to Friday.