Host an info session registration form

 

Information and privacy: questions regarding the collection of information on this form can be directed to the form administrator.

1. Contact information

2. Preferred date & time

Review the info session calendar for availability

Date * (required)
Time * (required)
Please inform us of any details that will help us find the best hosting options for you should your ideal option not be available.

Setup time: please plan to arrive 30 minutes prior to the start-time of your info session for setup.

Please note, we don't book concurrent sessions that target the same student programs for both open and closed sessions. This is mutually beneficial for students and employers, as students don't have to choose between sessions, and employers receive optimum attendance.

3. Type of info session

Open: Info session will be advertised and promoted by CECA

Closed: Info session is not advertised or promoted by CECAEmployer is responsible for all advertising and promotion. Only students contacted by employer will be aware of, and be able to attend.

4. Candidate details

*Graduating students are available on campus to attend info sessions in the Winter and Fall terms.
What student level are you targeting? (select all that apply) * (required)
What graduating student level are you targeting? (select all that apply) * (required)
What student level are you targeting? (select all that apply) * (required)

Need help understanding program cluster mapping in WaterlooWorks?

Student attendance data collected by the University of Waterloo at Employer Information Sessions (EIS)

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 EIS by the University of Waterloo, is for internal insight only. The data retrieved cannot be released to employers for the protection and privacy of students and their personal information. Student attendance data is collected at EIS, to validate that those attending are current students.

If you’re interested in retrieving student information at your EIS, you may track your own attendance using electronic or hard-copy formats, or through the collection of résumés. This does not violate student privacy policies, as students would be volunteering their information to you.

5. Style of info session

Session style Recommended venues

Theatre

Tatham Centre 2218; Davis Centre 1301; Fed Hall; Bombshelter Pub; University Club

Lecture/classroom

Davis Centre 1302; Davis Centre 1304

Banquet

Fed Hall; University Club - Main Dining Room; Bombshelter Pub

Open reception

Fed Hall; Davis Centre 1301; University Club - Main Dining Room; Student Life Centre - Multipurpose Room

6. Venue

Choice of venue (choose one of the following): * (required)
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual

William M. Tatham Centre (TC)

$200 110 

110

110

(92 chairs + 18 reception)

N/A

Internal or external

See details
Venue Rate Reception + theatre capacity Banquet seating Catering Audio-visual

William G. Davis Centre (DC) - 1301

$125

160 (45 chairs + 115 reception)

120 (70 chair + 50 reception)

(45 chairs come with venue; 25 additional chairs can be ordered if requested)

N/A Internal or external See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual

William G. Davis Centre (DC) - 1302

$125 100 100 100 N/A Internal or external See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual

William G. Davis Centre (DC) - 1304

$125 52 52 52 N/A Internal or external See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual

Fed Hall - Main Hall 

$250

400

400 Dependent on # of chairs set up 300 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Westmount Room $125

27

50 Dependent on # of chairs set up 48 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Columbia Room A $125

N/A

100 Dependent on # of chairs set up 64 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Columbia Room B $125

N/A

40 Dependent on # of chairs set up 40 Internal only See detials
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Columbia Room A&B $150

N/A

140 Dependent on # of chairs set up 72 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Main Hall + Columbia Room A&B $350

550

540 Dependent on # of chairs set up 380 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Fed Hall - Entire Building $400

550

550 Dependent on # of chairs set up 400 Internal only See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
University Club (UC) - Main Dining Room

$250

280

120

200

(100 chairs + 100 reception)

100 Mandatory internal catering  See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual

University Club (UC) - Burgundy Room

Day:$95

Evening:$150

50

45 45 24 Mandatory internal catering  See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
University Club (UC) - West Wing

Day:$95Evening:$150

30

25 25 20 Mandatory internal catering  See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Student Life Centre (SLC) - Bombshelter Pub $275 150 150 150 150 Mandatory internal catering  See details
Venue Rate Reception capacity Theatre capacity Reception + theatre capacity Banquet seating Catering Audio-visual
Student Life Centre (SLC) - Multipurpose Room $300 90 90 90 N/A Internal or external See details

7. Catering

Internal catering: External catering:
Internal catering can be serviced in all venues on campus for a fee.

External catering is permitted in the following venues:

  • Tatham Centre: 2218
  • Davis Centre: 1301, 1302, 1304
  • Student Life Centre: Multipurpose Room

(Please note, external catering is not permitted in the following venues: Fed Hall; University Club; ​Bombshelter Pub)

Catering cancellation:
Cancellation of your internal catering order with less than four business days, will result in a cancellation charge.

8. Audio-visual requirements

Please specify a-v equipment (select all that apply): * (required)
(press CTRL (on Windows) or "Command" key (Mac) to select multiple options)
*Maximum order of 4 wireless microphones

Please note, a laptop is only provided in Tatham Centre - TC 2218 venue. Laptops are not provided in any other venue. 

A Windows laptop is available in TC 2218 for your use. Please plan to bring your presentation files on a usb stick to connect to the laptop provided for you in the venue at no additional charge.

(*depending on venue, a wireless microphone may be ordered, instead of a wired microphone)

Audio-visual (a-v) costs:
  • Please review our venue descriptions for a-v costs, as costs are by venue.
  • To ensure the highest level of customer service, when a-v equipment is ordered, a professional a-v operator is mandatory in the following venues: Davis Centre 1301, 1302, 1304; University Club - Main Dining Room, Burgundy Room, West Wing; Student Life Centre – Multipurpose Room. A service fee of $15/hour will be applied.
  • All other venues may be subject to the operator charge of $15/hour should additional equipment be ordered in addition to the equipment provided in the venue.     
Audio-visual cancellation:
  • Please note, cancellation of a-v equipment less than one business day prior to your info session is subject to cancellation charges for both equipment and operator.

9. Promotion

The following only applies to open info sessions. Closed info sessions are not promoted by CECA; the employer is responsible for all advertising and promotion, and only students invited and contacted by the employer are available and able to attend.

Please be aware the Employer Information Sessions (EIS) team has moved to another office within the Tatham Centre of Co-operative Education & Career Action. Please send any future promotional materials for your upcoming EIS, to our updated mailing address

(will be displayed on info session calendar for students to see)
(please email a .pdf file of your poster to infosessions@uwaterloo.ca at least 2-3 weeks prior to your info session date to be printed and distributed across campus)

Promotional blurb for info session calendar

(promotional blurb should be no more than five sentences in length)
Promotions package provided as a service to you by CECA Additional promotions you can leverage

These promotional activities take place 1-2 weeks prior to your info session date.

  • Send a promotional blurb and company logo to be added to your session details on the info sessions calendar
  • Create a poster advertising your info session that complies with our poster guidelines
  • Advertise your info session details in a student newspaper

10. Shipping and return shipping

Review our shipping and return shipping procedure

If you plan on shipping us promotional materials or swag (print materials, apparel, water bottle, pens, etc.) for your info session, they must arrive at least two weeks prior to your session date to ensure we receive them on time and can arrange for them to be brought to your session.

11. Recruiting dates & job posting deadlines

Your info session should complement your campus recruiting strategy, and align with your job postings in WaterlooWorks (CECA's recruiting/administration system) for undergraduate students - co-op and graduating.

12. Level of experience with info sessions

13. Checking registration numbers

To check students registered for your info session:

  • Click info session calendar 
    • Click on your session 
    • Select "check registrations" 
    • Enter your e-mail address (must be the email address of the booking contact, the one who submitted the registration form)

Students are encouraged to register for info sessions. It allows for an approximate estimate of attendance which can be used for:

  • Catering quantities
  • Venue capacity
  • Venue layout
  • Resources

All of these factors combined, create a more satisfying event for employers and students!

Please note: Student registration is not mandatory, but encouraged. Students are admitted on a first-come, first-serve basis. They must have a valid WatCard for attendance purposes.

14. Directions, parking, and campus map

Directions to campus

  • 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.

Parking

  • Reference our campus map, which maps out visitor pay parking lots available for your use. Visit the Parking Services' webpage for more information on visitor parking and rates.
  • Visitor parking lots: H Lot, C Lot, D Lot, N Lot, M Lot, W Lot, X Lot
    • Please note the following updates to parking H LOT, the closest parking lot to the Tatham Centre (TC) for Co-operative Education & Career Action. The next closest visitor lot to TC is C LOT
      • You can only gain access to H Lot via the west entrance, furthest from the main University of Waterloo entrance
      • Cost of parking in this lot is $2 per hour ($10 maximum)
      • Punch in the 5 digit code into keypad followed by the “#” (the # key is equal to okay and must be entered for ticket to dispense). Codes will be included in your email confirmation you receive from CECA one week before your info session. Please note, codes will be reset on a monthly basis
      • If you arrive after 4:00 p.m, no code is required. Follow prompts on machine to obtain ticket
      • Payment will be made upon exiting the parking lot; the exit is located at the opposite end from the entrance
      • Payment can only be made by either Mastercard or Visa
  • Credit card payments are currently available in: C Lot, N Lot, S Lot, and W Lot. Machines in these lots do not issue change.

Campus Map

15. Inclement weather policy

Inclement winter weather occasionally forces the University of Waterloo to close. On such days, your Employer Information Session (EIS) will not take place as scheduled, but can hopefully be rescheduled to a later date.

Before travelling to campus when there's anticipated inclement weather, please check UWaterloo’s website homepage for a notification in the case of the campus closing. 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 EIS. We’ll need to remain in contact with you day of, to maintain communications.

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

If you decide to continue to host your scheduled EIS, please be aware that student attendance may be impacted. We’ll do our best to ensure your EIS is serviced by one of Co-operative Education & Career Action’s (CECA) Event Facilitators, but can’t guarantee. Other arrangements will be made if a CECA Event Facilitator can’t be provided. 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.

CECA will not charge you a cancellation fee if you choose to cancel your scheduled EIS due to inclement weather, but charges cannot be waived on other campus services already rendered.

16. Fees and charges 

You will be sent one invoice 6-8 weeks after your info session.

Charges will apply for the venue, audio-visual equipment and operator, and catering and gratuities (if internal ordered). An overall 15% administration fee and HST will be applied. (Please note, HST will be applied to gratuities, administration fee, and subtotal).

Please be advised an extra labour charge may be applied by Catering & Event Services for changes to venue arrangements in Fed Hall that are required due to last minute fluctuations in student registration numbers.

Cancellation charges:

To ensure that CECA can meet your info session needs, please inform us if you need to cancel at least five working days prior to your session. A cancellation of less than five working days will result in a $100.00 cancellation charge. 

* Charges cannot be waived on services rendered (catering, audio-visual operator and equipment, venue charges).

* If you rebook and host your cancelled session within the same term, the $100.00 cancellation charge will be waived.

17. Contact us

Email: infosessions@uwaterloo.ca

Phone: 519-888-4567, ext., 31803

Career Fair

Partners For Employment Career Fair

  • Wednesday, September 27, 2017
  • 10:00AM - 3:30PM
  • Manulife Sportsplex at RIM Park
  • Waterloo, ON
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