More than studies Social life

Frequently Asked Questions (FAQ)

You will find information on how to apply for (re-)recognition, as well as all the required paperwork on the page Recognition process.

Please do also take into account the conditions for any new application and feel free to contact the OSL team with any questions! (osl@uni.lu)

This Website has a calendar function: please click on “submit an event” to add any events. This event publication has to be approved by the OSL. This does NOT mean the event has been approved by the university:

! Before planning any events, please read the FAQs on Security & Safety, Insurance and Room Reservation!

The Presidents’ Meetings are organised by the Office of Student Life (OSL) once a month during the semester. It is used to discuss current affairs between the associations and/or between the associations and the OSL.

All Presidents and Vice-Presidents of the officially recognised student associations, as well as the Student Delegation, are invited to attend; it is necessary to have one representative per association present during the meeting. Exceptionally, if neither the President nor the Vice-President can attend, a board member can attend instead (2 people/association max during the meeting).

Please contact the OSL Team (osl@uni.lu) if you would like to book a room. Please inform us about:

  • (expected) number of attendees
  • date and time (including time for preparation)
  • preferred campus (and room, if known)
  • necessary logistics (e.g. projector, microphone, extra tables)

Please inform us about any reservations as early as possible, preferably at least 1 week in advance.

To reserve any rooms in the MAE, see the FAQs below.

The chill-out zone is the area on the first floor of the MAE. It can be used by all students at their convenience until 21:45. Please inform the OSL Team if any larger gatherings are planned, so that we can inform the Security Department ahead of time in case of a problem.

Please contact the student association SAUL (SAUL@uni.lu) as well as the OSL Team (osl@uni.lu) to request the booking of one of the Student Lounges. You can consult our calendar to check whether another event is already taking place at the same time. Since SAUL manages the Student Lounges, it is important to check the room availability and conditions of booking with them.

If your event will end before 10 p.m, just be sure to inform the OSL so that we can inform the Security Department.

If your event will continue after 10 p.m., you will need to have an authorisation; please contact the OSL (osl@uni.lu). Please note that there are fees associated with this.

Please contact the SAUL and OSL as early as possible!

Do also read the Insurance and Safety and Security details before organising an event. Add your event to the Calendar of this website to share the information with other students (see Event Calendar).

Reservation of the Grande Salle (MAE) has to be done very early (at least a month in advance) since there are a lot of technical, logistical and safety issues to be considered. The room is managed by Fonds Belval and can be rented by other organisations as well, even if the student associations are prioritised in case of a simultaneous rental request.

To make a reservation request for this room, please contact the OSL Team (osl@uni.lu).

You will need to fill in a form from Fonds Belval detailing all the information related to the event; the OSL will send you this form and guide you through it if necessary. You will also need to include a plan of the MAE with the location of the stage and any further elements you will need.

! There are fees associated with the reservation of this room !

Also, be aware that the association has to hire and pay for a certified security team (read the Safety and Security manual for detailed information); you can ask for financial to help with covering these costs (see Funding).

Do also read the Insurance and Safety and Security details before organising an event. Add your event to the Calendar of this website to share the information with other students (see Event Calendar).

For all events, associations must ensure, with the help of the University, that the event is safe at all times.

You will find the recommendations from our Safety and Security department during such events in this file:

Recommandations Safety Security pour évènements étudiants (Please note that this document is only available in French.)

You will find information on food safety on this website.

If you have any more questions, do not hesitate to contact us at osl@uni.lu. This is an important matter!

The MAE is situated on the territory of the town of Esch-sur-Alzette. For this reason, their permissions are necessary in the following cases:

  1. Installations around the buildings: if, for the event you are organising, you intend to add installations on the outside of the building i.e. in the public domain (e.g. barriers, a tent for the tickets), you will need the authorisation of the city of Esch-sur-Alzette, so they can check the access for firetrucks and ambulances, among others. You will find information on this on the website of the city of Esch-sur-Alzette.
  2. Food safety: if you intend to serve food at your events, there are strict rules you need to follow in order to ensure food safety.  In certain cases, you will need additional authorisations:
    1. Outside Food Truck (any vehicle which sells food on public domain)
    2. Outside BBQ
  3. Authorisation “Nuit Blanche”: if your event lasts after 1 a.m., you will require an authorisation “Nuit Blanche“. Associations registered directly with the Esch administration can apply for 3 Nuits Blanches per year for free!
  4. Deliveries: if your event necessitates deliveries (e.g. food or audiovisual equipment) and the deliverers have to park in the pedestrian area for that time, you will need a permission (authorisation between 9 and 11 a.m. not necessary). Follow this link for the permissions in pedestrian areas.
  5. Any further permissions: if you are unsure about any further points, do not hesitate to contact the OSL Team!

> the OSL will need a copy/scan of these permissions in order for the event to be accepted.

For any other cities, similar conditions might apply: please get information from the city and/or contact the OSL (osl@uni.lu).

For all large events (e.g. party in the MAE “grande salle”, big party in Kirchberg, conferences, visits from ambassadors, others), please see the relevant sections:

  1. Safety and Security during events
  2. Room reservation
  3. Esch-sur-Alzette permissions (or other cities)
  4. Event calendar/coordination
  5. Publicity – Advertising
  6. Funding

! Deadline: Due to the scope of and requirements for such events, you must contact the OSL at least 6 weeks prior to the event!

As students of the University of Luxembourg, you are covered by the civil liability (responsabilité civile) and by the CNS as individuals (since this is a prerequisite for the enrolment at the University).

However, you are not covered when organising an event as an association. In that case, you should take out a civil liability insurance as an ASBL. Upon request, the University can ask for a coverage proposal through its own insurance provider, but the costs would then have to be covered by the association.

While it is not mandatory to take out such an insurance, we recommend for your own safety that you take out a civil liability insurance if you intend to organise events as a student association.

There are several ways you can advertise your events.
As an officially recognised student association or club, you can contact the Office of Student Life Team (osl@uni.lu) for the following:

Note about the logos at the University

  • Uni.lu Students Logo: can be used by all recognised student associations and clubs (download the logo)
  • OSL and SEVE logos: must be used if the event is sponsored or supported in any way by the University
  • University logo: cannot be used without prior consent from the Communications Department

Reprography (= printing)

  • This service includes everything for printing: posters, flyers etc. You can contact us if you require the printing of such items (this service is free of costs).
  • Please include the quantity of copies as well as the size (A4, A3, flyer, etc.) of the printing materials you need.
  • The printed materials will then be delivered to the OSL office: you will be informed when they are ready and can then come pick them up from our office at any time during our opening hours, Monday-Friday 8h-17h.
  • Don’t forget to include the Uni.lu students logo if you are a recognised student association, club or partner.
  • All posters/flyers advertising events supported by the OSL / SEVE must include the OSL and SEVE logos.
  • ! Deadline: you must submit your files to be printed to the OSL (osl@uni.lu) at least two weeks before you need them, although they may arrive more quickly, depending on demand.

Weekly Moodle post

The Moodle weekly post “Student Events this Week!” based on this calendar is published every Monday. Please enter your event at the latest the Thursday noon before your event so it will be published on Monday. If you would like to include an image with your publication, please email it to osl@uni.lu and we will add it to the event for you.

OSL’s Facebook & Instagram

The OSL manages a Facebook page and an Instagram page.

The “Students events this week!” post is published once a week on Mondays (based on the Moodle post, see above). The deadline to be included is the same (Thursday noon before the event).

We can promote your individual events on our pages, under the following conditions:

  1. The event needs to be published on the Student Calendar
  2. The event has to be on the Student Calendar at least 1 week before the publication
  3. According to availability: if there are too many events happening in one week, we might not be able to promote everything

PS: Please be respectful of our privacy and do not contact our private social media accounts for these requests. We will also only react during office hours.

If you have created an event on Facebook, you can add us as co-host, this will allow you to keep track of the statistics.

See the section “Publicity – Advertising” > Reprography (=printing).

Student associations have accesses to offices in the MAE (1st floor).

Upon request, board members can receive accesses on their student cards to these offices, as well as to the kitchenette and student associations storage room.

If you would like to grant or remove a board member’s accesses, please contact the OSL Team (osl@uni.lu) with the following information:

  • first and last name
  • email address (@student.uni.lu or @uni.lu)
  • association name

The accesses will be granted for the academic year (i.e. until the end of the summer term, mid-September).

Once the update has been confirmed by the OSL, please update your student card by using one of the terminals on campus: there should be one in every major building (e.g. MSA, entrance “administration”, behind the second glass door).

> For those of you who have never had any accesses of the University on your card before, you will have to activate your card beforehand. In order to do so, please go to the security desk (first floor of the MSA, entrance “administration”).

If there are any issues with the accesses, feel free to contact the OSL Team!

The Uni.lu webpage with information about the student associations, clubs, and partners is managed by the OSL Team.

If you wish for any changes to be made to your page, please let us know (osl@uni.lu).

Please note that the pages can have different translations: English, French and German (top right corner). If you wish to have all your information available in these languages, please send us a version in each language. If you do not send us the translations, the text you have sent us will be the default in every language (which is of course perfectly fine if you wish for it to be that way).

Only for associations: If you would like a “association@uni.lu” e-mail address, please inform the Office of Student Life (OSL) Team (osl@uni.lu) and we will submit a request to the IT Department on your behalf.

Please note that this is a distribution list, i.e. all recipients will receive the e-mail on their individual @uni.lu e-mail accounts, but you cannot answer as “association@uni.lu“.

If there are any changes to be made to this e-mail address (adding/removing members), please let us know and we will request that the changes be made.

If your association is officially recognised by the University and the address of your ASBL is at the 2, Avenue de l’Université (Maison du Savoir); L-4365 Esch-sur-Alzette, your mail will arrive in the Office of Student Life (OSL).

You can come pick up these letters any time during our office hours (Monday-Friday, 8h-17h). We will also bring them to the Presidents’ Meetings.

If you require other letters or packages to be delivered, you can of course also use this address. Please check with us beforehand if you plan to order a large or bulky package.

Clubs

Please inform the OSL (osl@uni.lu) of any changes to your club.

Associations

If there are any changes in your association’s:

  • board members
  • name
  • address
  • statutes
  • bank information

you will have to contact three different entities:

  1. Registre de Commerce et des Sociétés (RCS) www.lbr.lu to update the ASBL
  2. Registre des Bénéficiaires Effectifs (RBE) www.lbr.lu to update the ASBL’s beneficiaries
  3. Office of Student Life (OSL, osl@uni.lu) to update the University’s database as well as the website if necessary

Important! If you have an association@uni.lu e-mail-address, please do also inform the OSL about the members that should be added and/or removed from this address.

You can find trainings on how to manage an ASBL via:

Additionally, CLAE has published a set of booklets titled “Guide to Association Life,” which include many helpful tips and can be accessed for free.

Contact osl@uni.lu for the following:

Associations: Associations receive a yearly grant of 600€ if they apply for it at the beginning of the academic year (this is part of the recognition process). Please note that new associations can only apply for this funding in their second year.

  • Associations can also receive financial support for their events, but it is NOT guaranteed. In order to receive funding, the association must send us a description of their event, the number of expected participants, and a detailed quote for the budget they are requesting. This quote must include the price per item (if multiple of one item is being bought) as well as the total price. Once the budget request has been received, it will be evaluated, and the association will receive a response of how much funding has been approved. The funding will be transferred to the association’s bank account. Please note that reimbursement may take up to two months after the event.
  • Application deadline: 1 month before the event. The OSL reserves the right not to consider applications that are submitted later than this deadline.

Clubs: Can receive funding for their events or goals if requested, but it is NOT guaranteed. The process to request for funding is the same as funding for associations. The funding reimbursement process will be explained by the OSL team. Please note that reimbursement may take up to two months after the event.

  • Application deadline: 1 month before the event. The OSL reserves the right not to consider applications that are submitted later than this deadline.

Partners: Do NOT receive funding from the University.

Outside of the University, there are other funding possibilities. Some examples:

Here is a recapitulation of the deadlines listed above.

  • (Re-)recognitions as a student association with funding: 15th of October
  • Printing (reprography): 2 weeks notice
  • Weekly posts on Moodle and on social media (Facebook and Instagram): published in the student calendar at the latest on Thursday noon before your event so it will can published on the following Monday
  • Social media promotion: 1 week notice + included in the student calendar
  • Room reservations: 1 week notice
  • Financial support: 1 month notice
  • Large events: at least 6 weeks notice

All requests must be sent to osl@uni.lu.

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