Required documents and forms

This form is mandatory and should be sent to MEV each time there’s a change in the event organizing committee.

Your association must designate a contact person for its on-campus event(s). This person will serve as the single point of contact for all EPFL departments and services and will be responsible for the administrative tasks related to the event request.

Each association can have only one contact person, even if the association holds several events organized by different committees. The contact form must be updated with MEV every time a new contact person is appointed.

You must use one of the standard plans and attach it to your event request. These plans are designed to ensure the safety and security of all participants and have been approved by EPFL’s Security, Intervention and Safeguarding (SIS) service.

You must complete this form and attach it to your event request if you plan to connect to the EPFL power supply or set up additional electrical equipment.

The GastroSuisse course on the basics of food hygiene is required if you plan to store, handle, produce or distribute food at your event. If this is the case for your event, you must attach the course completion certificate to your event request.

EPFL has put together a checklist that applies to all events held by EPFL student associations and outside organizations at an EPFL site, as well as off-site events held by EPFL.

Click here to download a template data protection form you can use for your event.

This cover page, which you can download below, must be sent in with your event request, along with the event request template discussed in the next paragraph. Requests that are missing either document will not be taken into consideration.

The event request template, which you can download below, must be sent in with your event request. Requests that are missing either this document or the cover page will not be taken into consideration.