Know before you go

What is the conference format this year?

The 2025 Staff Conference is a hybrid event. Day one of the Staff Conference on April 8 will be held in person, with livestreams for keynotes. Day two of the conference on April 9 will be hosted virtually through Microsoft Teams, with in-person keynote/special session viewing rooms in Arts Lecture Hall (AL) and East Campus 5 (EC5). 

Where are the in-person sessions being held this year? 

The in-person events on April 8 will be held in Hagey Hall (HH), both in Hagey Theatre and the School of Accounting and Finance extension as well as one room in the Tatham Centre (TC). The April 9 in-person keynote/ special session viewing rooms are located in Arts Lecture Hall (AL) and East Campus 5 (EC5). See Portal for exact locations. 

Where can I find accessible maps of the conference spaces?

Accessible maps of the conference spaces will be available on this page at least one week before the conference.

Are food and drink allowed in the conference spaces? 

For the 2025 conference, you can eat and drink on Day One, April 8, in the Humanities Theatre during the keynotes. No food will be allowed in any of the workshop rooms on Day One.  

Is there a registration fee to attend the staff conference? 

There is NO COST to attend this year’s event which is made possible through the Staff Excellence Fund.

Do I need a ticket to attend the in-person events? 

Each participant has a personalized QR code in Portal and in the conference registration confirmation and reminder email. You can also use a screenshot of the QR code from your mobile device. We will be scanning attendees’ QR codes once per day for in-person events.

If you are using the Portal app, you can locate your QR code in your Profile under the “More” tab in the app or near the My Registered Events area of the Portal homepage. To support a smooth check-in, please have your QR code open and ready to show on your phone or personal device. You may also print out a copy of your QR code or use a screenshot to show if you prefer.

Are there viewing room options for Day Two's virtual keynotes/special sessions?

Yes! If you are looking to continue to connect with other attendees and sit in a more social environment on Day Two of the conference on April 9, you are invited to join the in-person viewing rooms at 10:30 a.m. and 2:30 p.m. in Arts Lecture Hall (AL) and East Campus 5 (EC5). It's a great opportunity for teams and staff to gather to watch together and continue conference dialogue.

What does the check-in process look like at the conference?

This year, we have streamlined the check-in process for attendees on day one. When you arrive at the conference, first visit one of the Registration/Check-in desks to check in with your QR code. After that, you are welcome to attend the conference sessions without needing to show it again. Please note: We will be scanning/registering participants for the Day two in-person viewing rooms, as needed.

What if I want to attend a session that I haven't registered for?

As best as possible, we encourage participants to register for the sessions that interest them. That being said, we know things come up last minute and sometimes people forget to update their registration. If you want to attend a workshop on Day One of the conference but haven't registered, check in with the room host. For fire code requirements, please allow registered attendees to enter to space first. If space remains available, the room host will invite you in just before the session starts.

Who is eligible to register? 

All temporary/contract and full-time staff members in Workday are eligible to attend the conference. Co-op students that are employed on campus during the winter 2025 term are also eligible to participate.  

How do I register for the conference?

Registration for the Waterloo Staff Conference is done via Portal. Visit the registration page to register and learn more.

Do I need to register for the entire staff conference?  

Attendees can choose one session, all sessions, or as many that fit their schedules and are satisfactory to their department. We recommend speaking with your manager and team to determine what works best for your situation. Please note that you are only able to select one session per time slot offered. 

I deleted my e-mail registration. How can I tell what I registered for? 

Portal contains your personalized event schedule.  Login with your WatIam credentials, on the web or in the Portal app, and look under My Registered Events or on the Calendar function.  New to Portal? Learn more about this useful application and its capabilities. 

How do I cancel or modify my registration for a session? 

Login to Portal and click on the Staff Conference 2024 event under My Registered Events. You can update your registration by selecting or deselecting the sessions you want to add or remove from your schedule (space permitting). Please note that you are only able to select one session per time slot offered. 

If you cancel your registration, you will receive a cancellation e-mail confirmation. 

If you add a session to your schedule, make sure to download the new iCal calendar booking from Portal, as a new one will not be emailed to you.  

Can I register on the day of the conference? 

Yes! Portal allows you to register for any of the sessions offered in 2025, space permitting, even while they are occurring. For in-person sessions, simply register for the session and quietly join the group. For virtual sessions, you will receive an Microsoft Teams link after registration. 

Do I need to take time off from work or vacation time to attend this conference? 

No, the Waterloo Staff Conference counts towards your minimum guaranteed 35 hours of training and development as stated in policy 18. However, be sure to discuss your attendance with your manager or supervisor. 

Does this conference count toward my 5 days/35 hours of training and development as stated in policy 18? 

Yes, the Waterloo Staff Conference counts towards your minimum guaranteed 35 hours of training and development.