Who can organize an EPFL event?
- EPFL community (faculty members and research, administrative and technical staff), provided the event supports one of our core missions (education, research and innovation).
- Class delegates, to hold working meetings.
- EPFL-recognized student associations, provided the event is related to the purpose stated in their bylaws.
- Outside businesses, subject to conditions (at the SwissTech Convention Center).
| Event type | Description | Examples | Can be organized by: |
|---|---|---|---|
| Internal meetings | Meetings that do not require additional services (such as special set-up, cleaning, food and drink, or signage) | Meetings involving EPFL staff and PhD students EPFL training courses Thesis defenses Q&A sessions Multi-week seminars for EPFL participants Internal talks and presentations Exams and study sessions | EPFL community |
| Talks and seminars | Meetings that require additional services (such as special set-up, cleaning, food and drink, or signage) | Plenary sessions Internal seminars Talks Symposiums Workshops | EPFL community |
| Student association meetings | Meetings that do not require additional services (such as special set-up, cleaning, food and drink, or signage) | Student association meetings Student association rehearsals | EPFL-recognized student associations |
| EPFL-wide events | Events for the entire EPFL community University-wide events Awards ceremonies Graduation ceremonies | EPFL’s Research and Education Days Themed weeks (on health, sustainability, etc.) Campus lectures Vivapoly EPFL’s open house Scientastic Welcome Day | EPFL community |
| Working meetings for class delegates | Meetings that do not require additional services (such as special set-up, cleaning, food and drink, or signage) | Group meetings | Class delegates |
| Major events | Fun and/or public events, with alcohol served; 400–1,200 people | EPFL’s open house Scientastic Sysmic Balélec Sat Rocks Sporting events | EPFL community |
| Large events | Fun and/or public events, with alcohol served; up to 400 people | Dance parties Concerts Sporting events | EPFL community |
| Standard drinks event | Drinks that do not follow a talk, meeting or gathering; not open to the public | EPFL community | |
| Off-campus events held by student associations | Events held off campus | Integration week EPFL-ETHZ Challenge Nuit de la Magistrale Titanic Lémanique | EPFL-recognized student associations |
| Drinks events following thesis defenses | Room must be booked with the Registrar’s Office, and Mediacom Events must be informed of the event | EPFL community | |
| Games and Fun events | Non-educational and non-work-related events | Quizzes Card tournaments | EPFL community |
| Inaugural lectures and farewell lectures | Since teaching is one of a professor’s main duties, it’s important to mark the beginning and end of their professorial career. | Faculty members | |
| Meals at EPFL restaurants | These events are held under the responsibility of the restaurant manager, who must be present. The restaurant cannot be refitted to include a dance floor or bar, for example. | EPFL community | |
| Wine tastings | Wine tastings can only be run by winemakers. Wine cannot be sold directly on an EPFL campus, although orders can be taken | EPFL-recognized student associations | |
| Booths on the Esplanade | Booths promoting the activities of EPFL-recognized student associations | Promotional booths for associations Ticket sales Market | EPFL-recognized student associations |
| LAN parties | Events where participants bring their own laptops and connect to a local network to take part in activities | Video-game tournaments Online competitions Live multiplayer gaming sessions | EPFL-recognized student associations |
| Hackathons | Events where participants work (usually in teams) to develop software, applications or other technological solutions within a set period of time | EPFL community | |
| Second-hand sales and swaps | Events where participants can buy, sell and swap used items | EPFL-recognized student associations | |
| Cooking events and food sales | Events where participants prepare and/or distribute food on campus | EPFL-recognized student associations | |
| Film screenings | Events where films are shown | Open Air Cinema | EPFL community |
| Sporting activities and live-action games | Events involving sports or live-action games, either outside on campus or in a room | Escape games Obstacle courses | EPFL community |
| Sports broadcasts | Not allowed | Not allowed | Not allowed |
| Tombola and lottery games | Allowed only as part of a major or large event or at a restaurant | EPFL-recognized student associations | |
| Concerts, artistic performances and cultural events | Events related to the arts and creative expression | Concerts Dance performances | EPFL community |
| Debates, political discussions and panel discussions with outside participants | Events where two or more people discuss ideas and opinions on specific topics | EPFL community | |
| MAKE project presentations | Events associated with EPFL’s cross-disciplinary MAKE projects, whether to promote the initiative, share results or raise funds | EPFL-recognized student associations | |
| Project presentations, exhibits and poster sessions | Events where large halls are used to display presentation materials (posters, models and installations) | Master’s projects Presentations | EPFL community |
| Summer and Christmas parties | Festive events held by individual EPFL schools and colleges | Administrative and technical staff | |
| Delegations and visits by political figures | Political events | Administrative and technical staff | |
| Summer schools and class visits | Events run by EPFL PhD students for their peers | Administrative and technical staff |