FAQ

Contractor Accreditation

Please make note of these important dates:

  • The organization card must be visaed and submitted to the Technical Staff and Transport Accreditation Department before 17 April 2020;
  • Registration via the personal web office must be completed before 24 April 2020;
  • The accreditation packet must be received before 1 June 2020.

Contractors are organizations that have entered into agreements with the Roscongress Foundation to render services at the Forum venue during event preparations and the Forum itsel.

To obtain accreditation for organization staff, vehicles, and drivers during the Forum and the setup/dismantling period, you must complete an organization card, making sure that the document includes a seal and the signature of the head of the organization, and visa the document.

The organization card must be visaed and submitted to the Technical Staff and Transport Accreditation Department no later than 17 April 2020.

Moreover, you must complete a Contractor Form, ensure that the document has been signed by the head of your organization, and deliver it in person or send a scanned copy via email to the Technical Staff and Transport Accreditation Department manager.

Subcontracting organizations must also complete a Contractor Form, have the form signed by the head of their organization, place a seal on the form, and deliver it in person or send a scanned copy via email to the Technical Staff and Transport Accreditation Department manager assigned to their organization.

Staff and driver accreditation

Organization staff accreditation applications for the Forum and setup/dismantling periods can be submitted in the personal web office from 1 March to 24 April 2020.

The number of staff that can be accredited for the Forum and setup/dismantling periods is determined by a quota established in agreement with the Roscongress Foundation department head.

Staff that will be located at the Central Forum Venue for work-related purposes from 08:00 on 17 May 2020 to 18:00 on 1 June 2020 and from 08:00 on 7 June 2020 to 24:00 on 12 June 2020 must be accredited for the setup/dismantling period. Staff accredited for the setup/dismantling period are issued temporary passes.

Individuals seeking to enter the Central Forum Venue with a temporary pass must also have their passport on hand.

Staff that will be located at the Central Forum Venue for work-related purposes from 18:00 on 1 June 2020 to 08:00 on 7 June 2020 will need to be accredited for the Forum period. Staff accredited for the duration of the Forum will be issued technical staff badges.

Please note that staff accredited for the duration of the Forum do not require additional accreditation for the setup/dismantling period. Badges issued to staff for the duration of the Forum are also valid for the setup/dismantling period. In this case, there is no need to acquire temporary passes.

The staff quota (the number of staff that may be located in the central venue during the Forum (in the Red + Congress Hall, Red, Blue, and Green zones, respectively) and during the setup/dismantling period) must be determined in an agreement with the Roscongress Foundation department head, justifying the number of people that need be present in each zone.

The personal web office is a section of the official Forum website that has been personalized for your contracting organization. By visiting the web office, you can register staff, vehicles, and drivers for the setup/dismantling and Forum periods, upload the photographs of staff and drivers receiving accreditation for the Forum period, print powers of attorney and their accompanying lists for the collection of badges, temporary passes, and vehicle passes, and print the delivery notes that are required to leave the territory during the dismantling period.

You must enter a login and password to access the personal web office.

After determining quotas and inputting information about your organization into the database, your organization will be assigned a Technical Staff and Transport Accreditation Department manager, who will send you your personal web office login and password information by email.

A photograph is a mandatory pre-requisite for the accreditation of staff and drivers for the duration of the Forum. Photos are not required for the accreditation of staff and drivers for the setup/dismantling period.

Photographs of staff and drivers seeking accreditation for the Forum period should be uploaded to the personal web office in their respective sections. 

Photo requirements:

  • dimensions: 480 x 640 pixels;
  • in colour and on a white background, suitable for documents;
  • jpg or jpeg format;
  • subject must be facing the camera, no hat or head covering;
  • subject’s face must occupy at least 70% of the image.

Vehicle accreditation

No, unaccredited personal vehicles can only go as far as the Central Forum Venue.

Applications for the accreditation of vehicles and drivers can be submitted through the personal web office. Applications can be submitted in the sections ‘Vehicles and Drivers for the Forum Period,’ ‘Vehicles for the Setup/Dismantling Period,’ and ‘Drivers for the Setup/Dismantling Period’ from 1 March to 24 April 2020. Please note that if a driver has been registered and been accredited as a staff member, they do not have to be entered into the driver accreditation list a second time – simply select that driver from the list of registered staff.

Organization vehicles and drivers that will need access to the Central Forum Venue for work-related purposes from 08:00 on 17 May 2020 to 18:00 on 1 June 2020 and from 08:00 on 7 June 2020 to 24:00 on 12 June 2020 should undergo accreditation for the setup/dismantling period.

Vehicles and drivers that will need access to the Central Forum Venue for work-related purposes from 18:00 on 1 June 2020 to 08:00 on 7 June 2020 will need to be accredited for the Forum period. Each vehicle accredited for the duration of the Forum will receive a transport pass. Drivers accredited for the duration of the Forum will be issued driver badges. 

Please note that vehicles and drivers accredited for the duration of the Forum do not require additional accreditation for the setup/dismantling period. Driver badges and transport passes issued for the duration of the Forum are also valid for the setup/dismantling period. In this case, there is no need to acquire temporary passes.

Transport passes are issued based on the submission of a document confirming the need for the vehicle to enter the venue.

No more than two driver accreditation applications can be submitted during the accreditation of one vehicle.

There is no limit on the number of vehicle accreditation applications that can be submitted for the setup/dismantling period.

Vehicles and drivers are not interlinked when driver and vehicle applications are being submitted for the setup/dismantling period.

Yes, trailer accreditation applications can be submitted in ‘Vehicles and Drivers for the Forum Period’ and ‘Vehicles for the Setup/Dismantling Period’ sections of the personal web office. In the registration form, select the make of the transport vehicle, the model of the trailer, the ‘Trailer’ license plate type, enter all necessary data, and save the form.

Issue of badges and passes

Before collecting a package of badges and passes, please ensure that:

  1. all of the organization’s staff, vehicles, and drivers that will be located at the Central Venue during the Forum and setup/dismantling period for work-related reasons have been registered in your personal web office;
  2. in the ‘Export Data’ section, check that all of the data entered for your staff and drivers matches their passport data exactly;
  3. the data of all organization staff, vehicles, and drivers have been processed and that this is reflected in the personal web office in the ‘Data Status’ field;
  4. all of the photographs of staff and drivers for the Forum period have been uploaded to the personal web office.

When collecting badges and temporary passes with a power of attorney, you will be asked to present copies of the passports of all staff and drivers awaiting accreditation according to the list appended to the power of attorney.

If any discrepancies between the entered data and passport data are found, the data must be revised and the new information must undergo additional processing (at least 3 working days) before the badge can be issued.

No. Temporary passes for the setup/dismantling period and staff and driver badges and transport passes for the Forum period are issued in a single accreditation package (AP) to a designated individual upon presentation of their passport, power(s) of attorney, and accompanying lists.

The AP can be collected from 14 May 2020 to 1 June 2020 at the Technical Staff, Driver, and Vehicle Accreditation Point only after a date and time has been agreed upon in advance with the Technical Staff and Transport Accreditation Department manager assigned to your organization.

A sample power of attorney and staff, vehicle, and driver lists can be printed from ‘Power of Attorney and Lists’ section of the personal web office.

Regulations for bringing in and removing valuables during the setup/dismantling period

To drive into the Central Forum Venue during the setup/dismantling period, you must have the following items on your person:

  • transport pass;
  • driver badge or pass.

Vehicles are prohibited from parking at the Central Forum Venue. Only loading and unloading are permitted.

An act is required to accept and return equipment.

In order to leave the Central Forum Venue, you are required to have a completed delivery note (a separate note for each vehicle carrying cargo) listing the equipment you are intending to remove. The note must be completed in triplicate and each of those copies must be signed by a Roscongress Foundation department head, the pavilion/venue administrator and the organization staff member removing the equipment (‘delivered/received’). Please note that each pavilion/venue requires a separate delivery note, even if there are fewer vehicles transporting the cargo than there are pavilions/venues visited.

  1. The first copy of the delivery note is handed to the pavilion/venue administrator granting permission to exit.
  2. The second copy is kept by the driver.
  3. The third copy is handed off at the checkpoint.

If necessary, the contractor must allow the vehicle to be inspected at the checkpoint.

Blank of the delivery note can be downloaded from the ‘Useful Information’ section of the personal web office or from the SPIEF website.

Delivery notes are only required for vehicles carrying cargo. Each vehicle requires a separate delivery note. If a single vehicle is transporting equipment from several pavilions/venues, a separate delivery note must be completed for each pavilion/venue.

The delivery note must be completed in accordance with the template.

The individual responsible for removing the contracting organization’s equipment from the Central Forum Venue must indicate the name of the organizations sending and receiving the cargo at the top of the form.

Unless arranged otherwise, the contracting company is the organization sending and receiving the cargo. The next lines should be completed with the organization’s organizational and legal status and its name.

The top right section of the delivery note is for describing the vehicle that will be transporting the equipment: mark, model, license plate type, and the driver’s full name.

The data table about the valuables being removed must be filled in completely.

The ‘Release approved’ section is for indicating the job titles of the Roscongress Foundation department head and pavilion/venue administrator responsible for the offloading of valuables from the pavilion/venue. By signing the document, they confirm the accuracy of all the information listed and approve the sending of the cargo to the organization receiving the cargo. The ‘Cargo released by’ section is for indicating the job title of the contractor’s representative responsible for removing the equipment and must include a signature and the contracting organization’s seal.

The bottom of the document indicates when the date that the delivery note was composed.

The pavilion/venue administrator must place their seal on the delivery note.

Please note that a delivery note is invalid without a seal.

If you have any questions related to organization staff, vehicle, and driver accreditation, please call the Technical Staff and Transport Accreditation Department at: +7 (812) 408 0013.