Process, quotas and deadlines

On this page, you’ll learn about the process and deadlines for organizing an EPFL event and get more details on the quota system.

EPFL has introduced specific rules for student-run events in order to ensure that organizers get the assistance and support they need. These rules specify which types of events can be held and under what conditions, and establish deadlines so that we have enough time to review all the event requests we receive. It’s important that you become familiar with these rules before sending in your event request, as this can help ensure your event goes smoothly and meets all applicable requirements.

Process overview

Validation Schedule for Quota-Based Events

Early November
Meeting of the Events Committee to review submitted applications (planning, school image, security, finances, etc.).

Mid-November
Email notification sent to student associations and publication of the festive events calendar online.

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Quotas

We use a quota system for student-run events. By capping the number of events that any one association can hold in a given period, we seek to ensure that event opportunities are distributed fairly and equitably. This approach also means that our School’s facilities, resources, and staff can be used judiciously and efficiently.
Click here to learn more about the types of EPFL events.

Major events
Major events can be held once every two weeks, but not during consecutive two-week periods or during exams or exam study weeks.

Large events
Large events can be held once a week, but not during weeks when a major event is planned. Large events can be held in two consecutive weeks provided that no major events are planned in that two-week period. They cannot be held during exams or exam study weeks.

Standard drinks events

Up to three drinks events can be held per week, but not on Fridays or over the weekend.

The events schedule is established over a full year.

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Deadlines for submitting event requests

Major events Large events Drinks events

Deadlines and Quotas – File Submission

From 1 to 30 April
For Major Events (ME) (festivals, welcome parties, etc.) of the following calendar year
For Grand Events (GE) (dinners, parties, etc.) of the following autumn semester

From 1 to 31 October
For Grand Events (GE) of the following spring semester

10 business days in advance
For announcements of Standard Apéritifs (no full file required)
A short description and a layout plan are required
No apéritifs are allowed during exam periods

Deadline for the ServiceNow Form 

10 business days in advance
for event announcements
5 business days in advance
for internal meetings

Requests submitted after the deadline will not be considered and will be automatically cancelled.