Here is a quick procedure to follow in order to organize events in atrium of the SPOT

Write an email at spot@epfl.ch asking to book the atrium of the SPOT as early as possible. The rule is first come first serve, if the date you have in mind is confilicting with another reservation, you won't be able to organize your event in the atrium of the SPOT. Note: the atrium of the SPOT can only be booked by MAKE interdisciplinary projects. Every MAKE project can book the atrium to organize big events only once a year and not once a semester (academic year from September to September)

If the SPOT is free for your event and booked, you then must announce it to mediacom-events. It is a mandatory step for your event to be official. If not announced to medicaom, your event can be cancelled.

• Link to announce your event : Announce your event form
• Important information related to organizing events at EPFL : Organize an event on the campus

Mediacom events is responsible to follow everything related to your events, including the following:

• When you announce your event, a ticket (service desk) will be open and will be able to exchange with mediacom envents via this ticket. You will need to provide them details such as
  • the number of guests,
  • the schedule,
  • a plan of the events (where will you have the chairs, stands, scene, tables etc..)
  • to create the plan you can check plan epfl
• Mediacom will provide you a contact of the safety team which will be the person checking everything is allright before the event in terms of safety

For the following you need to ask mediacom events proactively, but Mediacom events can provide you with

• furniture such as chairs. Note that at the SPOT only 25 chairs are available.
• elements to build a scene,
• specific aperitif table,
• support for audiovisual requests by putting you in relation with the audiovisual service. This includes testing the big screen in the atrium and the different microphones.
• A contact of ISS, a private company that can help you to set up your event and clean the atrium after the event. CAREFUL - this service is quite expensive (around 1500CHF.- per event)

Because the SPOT is a makerspace, it is important to manage prototyping activities (priority of the space) and event related activities. The SPOT team is available to help you with two main things: - How to stop prototyping activities and transform the atrium for your event? - How to display videos/pictures on the small screen of the SPOT (the sreen at the entrance and the vertical screen - th totems) Here a timeline of what you can check with the SPOT team: 1.