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Guidelines for events

These “Guidelines for Events at ETH Zurich” are primarily intended to support internal organisers in their independent organisation of events.

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Basic requirements

ETH members must submit an application via Servix for events, exhibitions and conferences requiring approval. Please check first whether your event requires approval.

External event organisers should contact the Permit Office directly.

  • There are events at ETH that require formal approval. These include, among others:
        ?    events outside regular building opening hours;
        ?    major public events, exhibitions and conferences;
        ?    events requiring additional security or infrastructure;    
        ?    events, exhibitions and conferences organised by external providers.
  • An application for approval must be submitted via Servix. Please make sure you provide all the necessary information relating to the event.
  • The event may only be held during the times stated on your permit. Any extension must be approved separately.
  • Please contact the Permit Office if you have any questions.
  • Concept development: Use the Download Concept template (PDF, 43 KB) and answer the following key questions: Who is the client, who is the project owner? Who is the sender (branding)? What is the purpose of the event? When and where will the event take place (define date, time and location)? Who is the target audience (including accessibility considerations)? Why is the event being held (define measurable goals and measures to achieve them)? How much will the event cost (initial budget planning)?
  • Timeline: Start planning early, as the time needed for preparation can vary considerably depending on the size and scope of the event (e.g. international audience, number of sessions, key speakers etc.).
  • Project organisation: Download Organisation chart (PDF, 31 KB) with responsibilities, including deputies. Further templates are available via the links below: Download Checklist (PDF, 85 KB) and Download Schedule, including dismantling plan and contact list (PDF, 104 KB)
  • Finances: A structured budget plan enables you to monitor and control all expenses. A Download budget template (PDF, 943 KB) is available to support you in this process.
  • Event communication: Plan the conception and implementation of your communication measures in good time, from guest management to internal and external communication.
  • Room/Facilities: We recommend booking the room well in advance and taking the academic calendar into account. During the semester, the rooms are heavily booked, and even during lecture-free periods, many spaces are reserved for exam preparation and exam sessions. 
  • Room information, foyers/exhibition space, outdoor areas and catering areas: 
    Please check in advance whether the room is available and whether it provides the equipment you need (seating, whiteboards, multimedia, etc.). 
  • Room reservation: ETH members can reserve rectorate rooms using the Room Request tool. Please include set-up and dismantling times in your reservation, if necessary following consultation with Facility Services based on the scope of the event. 
  • Furniture and Facility Services: Facility Services can provide you with certain furniture items (poster walls, bar tables, chairs etc.). Information on this can be found in the flyer entitled “Detailed information on buildings”. Please select the relevant building area.
  • To ensure a consistent appearance, the use of the registration desk is mandatory for events in the ETH Main Building HG (main hall and the Audi Max foyer) as well as in the HPH. 
    Additional event furniture and materials can be rented via the Event Furniture Lending Service. Please check availability, conditions and procedures for borrowing in advance.

Detailed planning

  • For coffee breaks, snacks, lunch or a well presented aperitif, we recommend using ETH’s internal catering partners. Alternatively, you may hire Download external caterers (XLS, 66 KB).
  • The following catering areas can be hired for your event. 
  • The catering guidelines stipulated by ETH must be strictly adhered to: no cooking on the premises, and no open flames. Tablecloths must be flame-retardant and can be borrowed from our internal partner .
  • Design and printing: Please contact our partner agencies and print shops for support with designing elements such as name badges, posters and signage. Our three partner print shops are listed in the drop-down menu under “Print shops for general printed matter”.
  • Corporate design: The Corporate Design Guidelines define which events can be held using the ETH corporate design. Please use the templates provided. 
  • You can use various communication channels to promote your event on the ETH campus. 
  • For larger events, the Communication Advisory team (Corporate Communications) offers guidance on how to communicate in a focused and efficient way.
  • The Multimedia Production group (MMP) in IT Services offers support for all aspects of event technology. MMP staff provide advice, supply equipment for virtual, hybrid and on-site events, and are responsible for livestreaming and recordings. On request, they can also operate the equipment during the event (subject to a fee). Please consult the procedure in advance or submit your request via Servix (check the “Technology” box) and the external page form.
  • The Multimedia Technologies team (MMT) in IT Services manages the audiovisual infrastructure in lecture halls and seminar rooms. MMT also operates a shop for loanable multimedia devices. Devices can be rented through Shop Zentrum or Shop Hoenggerberg. MMT does not provide on-site event support.
  • Facility Services can provide you with certain furniture items (poster walls, bar tables, chairs etc.). Information on this can be found in the flyer entitled “Detailed information on buildings”. Please select the relevant building area. 
  • Any support required for set-up or dismantling must be arranged with Facility Services.
  • Additional event furniture and materials can be rented through Event Furniture and Event Material Rental service. Please check the conditions and the procedure before placing an order.
  • The use of the registration desk is mandatory for events in the main building HG (entrance hall and Audimax foyer) and in HPH.
  • If you need merchandising items for your event such as lanyards, T shirts, speaker gifts or give aways, please contact the ETH Store for advice and procurement support.
  • Event participants are required to pay a fee for parking on ETH campus or in ETH garages.
  • Guests pay the parking fee at the machine themselves, or event organisers can obtain day passes (exit tickets) for a fee.
  • Security of your event: For questions concerning the safety of your event, the Safety, Security Health and Environment unit (SSHE known as SGU) provides advice. 
  • The document “protected page Safety Aspects at Events” is available for guidance. For large events or exhibitions, early involvement is advisable.
  • Fire safety, escape routes or matters related to decorations: ->  
  • Security, personal protection: ->  
  • Download In case of emergency: (PDF, 154 KB) In an emergency, you can reach the ETH emergency desk at +41 44 342 11 88 (internal 888). 
  • Room capacities: The permitted room capacity must not be exceeded. 
  • Escape routes: Escape routes in all ETH buildings must remain clear and unobstructed at all times. 
  • Decorations: Depending on the location and the number of attendees, fire safety requirements for all materials must be strictly followed.
  • Student helpers can be booked to support your event with a range of tasks.
  • Plan your event in a sustainable way and contribute to ETH’s climate goals and the UN Sustainable Development Goals. The relevant Guide supports you in putting this into practice and enables your event to be recognised with the “Sustainable Event” label.
  • If you need to transport goods for your event, ETH Logistics can support you. After submitting a transport request, you will receive a corresponding quote.
  • For participant transfers, we recommend ETH eLink or public transport. Europcar can be used as a partner organisation.

Any questions?

The Event Management team will be happy to provide you with advice and support at any time.

Please contact the Permit Office if you have any specific questions concerning approval for your event.

Contacts

Eventmanagement

ETH Zurich
365体育官网_365体育备用【手机在线】 Services
Wolfgang-Pauli-Str. 14
HPI G 43
8093 Zurich
Switzerland

Permit office

ETH Zurich
365体育官网_365体育备用【手机在线】 Services
Binzmühlestrasse 130
OCT H 55-59
8092 Zurich
Switzerland

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