Calendar, deadlines and planning

Academic calendar

Every February, the Registrar’s Office issues the calendar for the following academic year. The availability of classrooms and lecture halls for events depends on the scheduled class days and times. Room reservations can be made twice a year, after the Registrar’s Office has finished drawing up class schedules:

• in early January for the spring semester
• in mid-August for the fall semester

Class times are subject to change in the first few weeks of each semester.

Academic periods

Depending on the academic period during which you plan to hold your event, room availability and use restrictions could change.

Use restrictions during exam study weeks: 

• Standard drinks events are not allowed.
• Drinks events for celebrating thesis defenses are only allowed in the following buildings: SV, MED, EL, MX and BC.
• Coffee breaks, standing lunches and drinks after a speaker event are only allowed in large halls.
• Barbeque events must use Polygrills.

Exam weeks 

Events are not permitted during exam weeks, even if they take place after exam hours. This is to make sure our campuses offer a suitable environment for studying and testing. Only EPFL working meetings may be held in classrooms and lecture halls during exam weeks, but prior approval is required from the Registrar’s Office.

• On-campus events are not allowed, even after 5pm.
• Standard drinks events are not allowed.
• Coffee breaks, standing lunches and post-meeting drinks must be held in a campus restaurant.
• Drinks events for celebrating thesis defenses are allowed only in the following buildings: SV, MED, EL, MX and BC.
• Barbeque events must use Polygrills.

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Room availability for booking during academic periods

Major events already scheduled on the Lausanne campus (disruptions possible)

Balélec – 9 May 2025 
During that week, barriers will be put up on campus, parking-lot and building access may be restricted, and there will be traffic, equipment deliveries and sound testing after 5pm.

Vivapoly – 22 May 2025 
During that week, parking-lot and building access will be modified, and there will be traffic, equipment deliveries and sound testing after 5pm.

Week before the start of the new school year – 1 to 7 September 2025 
The campus is reserved for special events for incoming students. 

Welcome Day and Party – 5 September 2025 
All classrooms, lecture halls and other spaces will be used. The Rolex Learning Center will close early.

Master’s graduation ceremony – 4 October 2025 
All areas will be blocked off the day before the event (Friday, 3 October) for set up, as well as on the day of the event.