Technical, safety and logistical measures

Signs containing the following information should be posted in the buildings around your event venue at least one week before the event:

• The date(s) and times the buildings will be closed, as determined by EPFL’s Security, Intervention and Safeguarding (SIS) service.
• If your event includes a concert in the Salle Polyvalente, a notice that the lockers in the CE and CM buildings cannot be accessed during the event.
• If applicable, a notice that certain parking places and/or bike stations will be unavailable during the event.

Signs containing the following information should be posted in the buildings around your event venue at least one week before the event:

• The date(s) and times the buildings will be closed, as determined by EPFL’s Security, Intervention and Safeguarding (SIS) service.
• If your event includes a concert in the Salle Polyvalente, a notice that the lockers in the CE and CM buildings cannot be accessed during the event.
• If applicable, a notice that certain parking places and/or bike stations will be unavailable during the event.

Click here for sign templates.

At all bars:

• An A4-size list of the prices and volumes of beverages served, approved by MEV. The list must include at least three different non-alcoholic beverages (3 dL) at a price below that of the cheapest alcoholic beverage.
• The official notice (from the West Lausanne police department) of the minimum legal age for consuming alcohol.
• A notice that sound levels could reach 100 dB per hour.
• A sign that the venue is entirely non-smoking.
• A sign that a coatroom is available free of charge. Click here for sign templates.

Click here for sign templates.

Forklifts may only be used by individuals with the appropriate license.

You can request a forklift and forklift operator from Balélec by completing this form.

Balélec will automatically reserve the vehicle with the building caretaker.

The use of fog machines must be approved by SIS. In your request to SIS, specify the machine model and type of liquid you plan to use.

Note: Do not test the machine without informing SIS ahead of time, as the smoke detectors will need to be deactivated.

Smoke machines and signal flares are prohibited.

For health and safety reasons, EPFL rooms, lecture halls and other on-campus spaces cannot be used as dormitories or to lodge individuals. Event organizers and participants must find off-campus accommodations.

SIS may require that certain buildings be closed during large evening events such as PolyNite, Sysmic, Satrocks, Artiphys and Balélec. In this case, your organizing committee must inform building users ahead of time by posting signs that clearly indicate the date(s) and times that the building will be closed. These signs should be posted at all building entrances and on all floors.

For some buildings, your organizing committee will also need to send an email to building users during the week of the event giving the email address and phone number of a contact person.

• Camipro terminals, TV screens and telephones
  These objects must be protected and covered during evening concerts and dance events. MEV can provide protective covers for the screens in the CE building (the MEV office is in La Boutique, at CM1 364).

• Printers
  During large evening events, printers must be moved outside of event areas. This can only be done by the building caretaker. MEV will notify the head caretaker (Denis Monney), who will make the necessary arrangements.

• Floors
  Floors in areas where drinks are prepared must be protected with a waterproof covering and a rug, both of which must be flame retardant (or at least inflammable) and approved by SIS. The walls around these areas must also be protected. Floors that are flat and have no protection must be cleaned by a cleaning company.
  SG building: All walls and pillars must be protected with a covering reaching up at least two meters.

Contact the caretaker for the building in which your event will be held to perform a walk-through inspection of the venue.

Your organizing committee must contact the building caretaker to schedule the walk-throughs required both before and after your event.

During the first walk-through, you should:

• Assess all areas of the event venue
• Discuss where any borrowed furniture and additional equipment should be placed
• Agree on which keys will be made available (e.g., the key to the room where cleaning materials are stored)
• Discuss how furniture should be handled, rearranged or put away
• Agree on furniture cleaning (all borrowed furniture must be cleaned and put back in its place)
• Discuss how waste should be sorted
• Identify where waste containers and bins are located
• Discuss safety measures for loading areas (such as for the SG building)
• Agree on any locks that need to be changed
• Review where supplies are located (trash bags, paper towels, toilet paper, hand soap, etc.)

Your organizing committee is responsible for noting where furniture should be placed or put away after the event. Any furniture that is returned dirty or not put back in the correct place will be cleaned and/or moved by ISS at your expense. You will also be billed for any broken furniture at its replacement cost.

If you will need to have delivery vehicles parked outside the standard delivery area, please contact Pascaline Di Maggio at [email protected] or 021 693 50 38. If your request is approved, she will contact the security company for your event venue.

Venues must be left clean and in perfect condition. You should ensure that all surfaces and any equipment you use are properly cleaned and that the furniture is put away.

Large halls must be cleaned by a professional cleaning company (ISS is the company we work with at EPFL) at your expense.

You can clean hallways, outdoor areas and restrooms yourself, but if these areas are not returned to their original condition, we will commission ISS to clean them at your expense.

We suggest you schedule a meeting with ISS to discuss the cost of any required cleaning. Please copy the head caretaker, Denis Monney, on your email exchange with ISS.

Estimated ISS cleaning hours (for information only, not binding)

If a light cleaning is needed

• SG hall and surrounding area – 2 hours
• SG foyer and surrounding area – 2 hours
• BC atrium – 2 hours
• Salle Polyvalente – 3 hours
• SV hall and surrounding area – 2 hours
• CO hall, first floor – 2 hours
• ELA hall 1 – 1 hour
• MED hall – 2 hours
• MX hall – 1 hour

If a heavy cleaning is needed

• SG hall and surrounding area – 4 hours
• SG foyer and surrounding area – 4 hours
• BC atrium – 4 hours
• Salle Polyvalente – 5 hours
• SV hall and surrounding area – 3 hours
• CO hall, first floor – 3 hours
• ELA hall 1 – 2 hours
• MED hall – 3 hours
• MX hall – 2 hours

Note: As the event organizers, you are responsible for the condition of the buildings surrounding the event venue and any outdoor areas affected by your event (e.g., the path to the metro station). These areas must be returned to their original condition.

EPFL offers a waste collection and management service.

It is important to collect trash in outdoor areas regularly during your event. After the event, empty the large bins surrounding the event venue as part of your clean-up procedure.

Link: Materials and resources at your disposal

If you plan to prepare, package, distribute or otherwise handle food at your event, someone on the organizing committee must take The Basics of Food Hygiene course and provide a certificate of completion.

Check the dates on which the course is offered as soon as possible so that you can be sure to complete it before your event. The person on the organizing committee who takes the course will be responsible for all food and beverage services at your event.

A coatroom must be provided free of charge.

The following notice should be posted at the coatroom where it can be clearly seen:

The organizing committee is not liable for any stolen items or other damage resulting from the use of the coatroom.

Click here for a template