Welcome to Concordia University’s Add an Event page. All university-affiliated events—whether happening on campus or off, open to the public or just a sub-group—should follow the process below. This helps everyone stay up-to-date on what’s happening in the university, and it maximizes your effort by spreading the word to as many internal communication channels as are appropriate.

Step #1: Check calendar & reserve a room

To start, check the campus calendar to see if your event conflicts with any other university-affliated events. If your event is occurring on campus and/or you will need Maintenance, Sodexo, or AV services, reserve your room in EMS.

Student groups should check with their faculty advisor for assistance with this step.

Step #2: Create registration form (if applicable)

If your event requires a reservation or payment, it’s a good idea to start thinking about your options up front. Concordia officially supports the following:

  • MachForms: Good for simple RSVPs
  • Qualtrics: Great for very complex questionnaires
  • Regics: For more advanced questionnaires and payments
  • Vendini: A simplified payment gateway

Ask your department supervisor who to contact for registration form setup.

Step #3: Provide (or revise) event information

Create a new event or Update an existing event

Update an existing event

Create a new event

Step #4: Promote your event

Congratulations! Just by filling out the form in Step #3, your event is being shared on at least five of the most frequently used communication channels within the university.

If you want to take it a step further, consider some of these other routes:

  • Marketing materials—posters, postcards, etc. can be requested from the Marketing team here.
    • Please factor in enough time for design and print requests:
  • Send an Outlook invite to key people within the university. It only takes a second, and a personal invite is just the motivator some people need!
    • Tip: By filling out the event form, you now have a custom event page url. Don’t waste time by re-explaining the event details. Just provide a link to your event page in the invite along with a personalized message to the recipient.
  • Identify “event ambassadors” (students, professors, classes, clubs, or other groups who have a natural connection to or enthusiasm for your event) who can personally invite 4-6 of their friends.
  • Word of mouth—Don’t underestimate the power of an in-person, enthusiastic invite. Your passion for your own event is infectious, and it’s crucial to the success of the entire effort.
  • Leverage the readership of one of the many newsletters that are sent out from the university. Do yourself (and others) a favor by including an upcoming events section in your own newsletter that links back to the university’s Events Page.

Thank you for taking the time to complete these steps! In 3-5 business days, your event will show on the university’s campus calendar and, depending on the boxes you checked, will also show on:

  • A corresponding CUAA web page (Let us know if you don’t see it on the page you want after five days)
  • The university’s upcoming events page (reserved for events that are open to the public)
  • The Current (An email sent weekly to faculty, staff, and students)
  • Campus monitors (Let us know if you don’t see it on campus monitors after five days)
  • The Portal (Let us know if you want it to show up on the Portal sooner than a week out)
  • The CUAA news page and/or community calendars or local news calendars (These channels are reserved mainly for events that are open to the public)


Kali Thiel, Director of University Communications