Sending a request to the Vaud cantonal authorities

Some types of events must be approved in advance by the cantonal or municipal authorities.

In Vaud, you must send your event request via the POCAMA (Portail Cantonal de Manifestation) website (in French only).

The authorities will communicate with EPFL’s Security, Intervention and Safeguarding (SIS) service and Mediacom Events (MEV) as they review your request.

Criteria

Requests must be sent via POCAMA for any event that is not related directly to one of EPFL’s core missions of education, research and innovation or that is held by an EPFL-recognized student association and meets at least one of the following criteria.

Vaud cantonal approval is required for events meeting any of the following criteria:

  • Items of any kind are sold
  • Sale of entry tickets or collection of participation fees at the event entrance (except food costs collected directly on site)
  • Alcoholic drinks are sold
  • Concerts or music is played at a volume exceeding 93 dB
  • The event is a large gathering, and in particular one open to the public, or a complex event that is not part of EPFL’s regular activities

Steps

  • For major events, requests must be sent to MEV by April for the following calendar year; for large events, by April for the fall semester and October for the spring semester.
  • For events that are not subject to the quota system and that require approval via POCAMA, requests must be sent to MEV at least two months before the planned event date.
  • MEV and SIS will review your request and determine if any special security or medical measures need to be taken for the event, and inform you of their decision.
  • You complete the online form on POCAMA.
  • MEV and SIS will communicate their decision to the authorities.
  • The authorities notify you of whether your event has been approved.
Steps in the POCAMA process

Steps in the POCAMA process

Tips for completing the POCAMA form

  • Enter the same event name as the one given in the Events form.
  • In the event description, give the request number indicated on the Events form (RITM number).
  • Enter the exact indoor or outdoor location where the event will be held (room, lecture hall, etc.)
  • Make sure to fill in all the fields correctly. You cannot edit or add to the form once it’s been approved by MEV and SIS.

Existe-t-il un concept de sécurité? (“Will there be any special security measures?”) question

  • Answer no if: 
    SIS does not require that additional security agents be present at your event.
    Specify in the comments: No special security measures will be taken. EPFL’s emergency response teams will be available at all times.

Un contrat a-t-il été signé avec une entreprise de sécurité privée? (“Has a private security company been hired for the event”?) question
If you have hired a private security company, you must attach a copy of the service agreement.

Existe-t-il un dispositif médico-sanitaire (DMS)? (“Will there be any special medical services available?”) question

  • Answer yes if: 
    SIS will set up special medical services for your event.

    Coordonnées du responsable (“Contact person”)
    Give the contact details of your contact person at SIS along with the following email address only: [email protected]

Complete the BUSAMA form (in French only) and send it to SIS, which will fill in the medical information. Then send the form to the address stated on the form.

  • Answer no if: 
    SIS does not require that special medical services be provided at your event.
    Specify in the comments: No special medical services will be available at the event. EPFL’s emergency response teams will be available at all times.
  • Société ou association organisatrice (adresse de facturation) (“Company or association organizing the event (billing address)”) field
    Select Société/Association
  • Personne responsable de la manifestation (“Person in charge of the event”) field
    Enter the name of the person used for the Events form.
  • Personne de contact (“Contact person”) field
    Enter the name of the person used for the Events form.
  • This can be different from the person designated as the organizer. You will need to attach a copy of this person’s ID.

Useful documents (in French)

  • Attach a copy of your civil liability insurance policy.

Attach the event set-up plans that you included with your event request.

  • The completed form will be sent to the authorities once you click on Transmettre (“Send”).