Request event services (Jira)
The Events portal – Demandes de services – Jira allows you to centralize requests with 6 HEC Montréal entities.
Make your requests at least 10 business days before the date of the event, failing which, some service may not be able to fulfill the requests to your liking.
Summary
Services that can be accessed from the portal
- Audiovisual Department
- Coop HEC Montréal catering services
- Digital Communications Services
- Facilities Management Service and Space Planning Services (room layout)
- Graphic Design Studio
Services that cannot be requested via the portal
- Eventbrite ticketing
- Reprography Centre
- Order and hang flags
- Hang posters and signs
- Cleaning
- Reserve a public room, classroom, or student lounge
- Reserve self-service rooms
- Parking
- Transport and handling of materials and equipment
- Coat check
- Videos for the digital signage network
Ready to request services for an event you are planning?
Complete the request form step by step (in French)
Step 1 – Confirm that you have received all necessary approvals
When you access the portal, you must confirm that you have the necessary approvals if any of the following apply:
- Event during which alcohol will be served
- Student event
- Research event with 80 or more people
- Research event that will generate revenue
See how to obtain these approvals
You may not need any sort of approval. If this is the case, please indicate as much.
Step 2 – Provide us as much information as possible about the event
You must provide the following information on the form:
- First and last name of the person in charge of coordinating the event
- Their email address and phone number
- Name of the department, service, unit, or student group planning the event
- First and last name of the person in charge of the budget
- Their email address
- Event title
- Type of event and activity
- Mode of event: online, hybrid or hyflex, in person
- Dates and times the event starts and ends. Do not include set-up time.
- Number of people who will attend the event (planning team, guests, public).
- Building where the event will be held, as well as the reserved rooms.
- Helpful specifications about the event (e.g., public figures expected to attend, how the event will unfold, specific issues, etc.)
- Attendance by one or more members of government (municipal, provincial, territorial, federal). Reminder: you must have already notified the Office of Communications and Government Relations of this person’s attendance by email, at communications@hec.ca.
Step 3 – Tell us your logistical needs
State what you need from HEC Montréal’s services in order to plan your event. This will be your first contact. The services will contact you quickly (by Jira or email) and ask you to specify your expectations.
For more information on service requests:
- Audiovisual Department
- Coop HEC Montréal catering services
- Institutional Communications Services (videos for the digital signage network)
- Digital Communications Services
- Facilities Management Service and Space Planning Services (room layout)
- Graphic Design Studio
Step 4 – Submit your requests and wait
- To submit your requests, click Send.
- All involved services will be notified of your logistical needs.
- In most cases, a service ticket (Jira) will be created.
If the tickets do not appear in the right column after clicking Send, refresh the page.
Once you have submitted your requests, the various services will contact you to confirm or specify your needs (by email, a phone call, or a message in Jira).
Need to modify your requests?
You can modify requests by going back to the form, on the Events portal – Demandes de service — Jira (in French).
Characteristics and new services
To modify the event characteristics (e.g., dates, times, and locations) and request new services:
- Go to the Events portal – Demandes de service — Jira (in French).
- Click Demandes (requests), in the top right of the home screen.
- In the drop-down menu, select the option Créées par moi (created by me).
- Click the desired request to view it.
- In the Affichage (display) section on the form, click Modifier (modify), to the right of the title Demandes de services événementiels (event service requests).
- Make changes or submit new requests.
The services that will be affected will be notified of the change(s).
To modify requests made through the portal
- Contact each of the services you requested using the (Jira) service tickets they issued.
- To upload a file or image in a ticket :
- Click in the Add a Comment (Ajouter un commentaire) field to display the toolbar.
- On the right side of the toolbar, click the Files and images (Fichiers et images) pictogram.
- Select the files you want to upload.
- Click Open (Ouvrir) to upload them.
- To contact the digital screen network, email adn@hec.ca.
You must directly contact the services with whom you have made a request outside the portal (e.g., Security Service, room reservations, Office of Communications and Government Relations, reprography).
Event cancelled?
You must cancel your requests through the portal.
Failure to notify services of an event cancellation may result in fees.
- Click Demandes (requests) in the top right of the home screen.
- In the drop-down menu, select the Créées par moi (created by me) option.
- Click the desired form to view it.
- In the right column, select Annuler l’événement (cancel the event).
All the services with which you have made a request will be notified of the cancelation.
You must directly contact the services with which you have made a request outside the portal (e.g., Security Service, room reservations, Office of Communications and Government Relations, reprography).
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