Event Planning & Coordination
From seminars to conferences, the Campus Events & Conference Services (CECS) team makes planning effortless. We’re your one-stop partner for venue rentals and event services on the St. George campus—backed by expert knowledge of U of T’s spaces, amenities and policies.
Why Work With CECS?
- Campus experts — we know every venue and amenity, ensuring your event runs seamlessly.
- All-in-one services — booking, logistics, AV, catering, staffing—we cover it all.
- Dedicated support — one coordinator guides you from planning to wrap-up.
- Student Ambassadors — trained U of T students bring energy and professional on-site support.
- Peace of mind — with compliance, security and troubleshooting handled, you can focus on your guests.
Explore our event services
From planning to wrap-up, we’re with you every step of the way
Pre-event support
Consultation & Needs Assessment
Every event is assigned a dedicated CECS coordinator. Depending on the size and scope, we’ll meet with you to understand your goals, audience, format and requirements. Campus Event Ambassadors are also available to assist with administrative and on-site tasks.
Venue Selection & Booking
We’ll help you select the most suitable space from a wide range of campus venues and take care of all booking logistics.
Budget Guidance
Our team provides cost estimates, helps align your vision with your budget, and ensures transparency with invoicing.
Timeline & Milestone Planning
We’ll create a tailored planning timeline, setting clear deadlines for bookings, AV needs, catering orders and more.
Room Set-Up & Layout Planning
From tables and chairs to podiums, staging and flow, we’ll design a layout that works for your event type.
Catering Coordination
We connect you with trusted caterers to create the perfect menu for your guests.
Audio Visual & Technical Support
Available AV services include technicians, livestreaming, microphones, projectors, digital screens, Wi-Fi and PA systems. Requirements vary by venue; your CECS representative will confirm details.
Accessibility Arrangements
We ensure your event is fully inclusive, always providing accommodations for guests with accessibility needs.
Permit & Policy Compliance
We guide you through permits and ensure compliance with all university policies.
Event Day Support
Event Set-Up & Signage
We oversee physical set-up including seating, signage, registration tables and décor, so everything is ready before your guests arrive.
Vendor & Staff Coordination
Your CECS coordinator acts as the point of contact for caterers, security, AV teams and custodial services, consulting with you as needed.
Troubleshooting & Issue Resolution
Our team handles last-minute changes, delays or technical issues quickly and discreetly, ensuring your event runs smoothly.
Post-Event Support
Teardown & Clean-Up
We coordinate teardown, restore the venue to its original condition, and ensure proper waste management.
Feedback Collection
We ask for your feedback after every event to help us improve our services and client experience.
Final Invoicing
We provide a detailed summary of services and associated costs, aligned with the preliminary budget discussions.
Ready to start planning?
Let us help bring your event to life on the St. George campus. Submit your request today and a CECS coordinator will be in touch to guide you through the next steps.
