Partner accreditation
 

Dear partners,

Accreditation of representatives of Partner companies for the 11th St. Petersburg International Legal Forum will open for all categories (event participants, guests, technical staff, drivers, and vehicles) on 6 February 2023.

Please take note of the key dates for submitting information and the rules for using the partner company’s personal web office.

Accreditation procedure

6 February 2023 – 17 March 2023
Approval of quotas

6 February 2023 – 28 March 2023
Submission of accreditation requests

2 – 13 May 2023
Receipt of accreditation package

The partner company’s personal web office includes the following information:

Employees, drivers, and vehicles of partner organizations whose work requires that they be at the 11th St. Petersburg International Legal Forum (hereinafter, the Forum) venue between 08:00 on 22 April and 22:00 on 7 May 2023 and between 20:00 on 13 May and 23:59 on 16 May 2023 must obtain accreditation for the setup/dismantling period.

Stand attendants, employees, drivers, and vehicles of partner organizations whose work requires that they be at the Forum venue for work-related purposes between 09:00 on 8 May and 20:00 on 13 May 2023 must obtain accreditation for the Forum.

Please note that stand attendants, employees, drivers, and vehicles accredited for the duration of the Forum do not require separate accreditation for the setup/dismantling period.

The following steps are required for accreditation of participants, staff, drivers and vehicles (for the needs of technical staff):

  1. Complete a partner company card: information about the company, participant and staff quotas by zone for the Forum and for setup/dismantling (the number of participants and staff must be specified per the terms of the partnership agreement); the completed card must be signed by the company’s senior executive and endorsed with a corporate seal.

  2. Email an electronic copy of the document (in Excel format) and the scanned version (in PDF or JPEG format) to your personal manager no later than 17 March 2023.

  3. Receive an email information letter from the Roscongress Foundation, which will specify your username and password to log on to your personal web office.

  4. Log in to your personal web office on the official Forum website using your username and password.

  5. In your personal web office:

    • Complete participant registration form.
    • Complete forms for stand attendants, employees, drivers, and vehicles. This should be done in the manner indicated and in accordance with the selected accreditation period.
    • Upload photos and scanned copies of identification documents for all participants / stand attendants / staff members / drivers.

    Should a partner company wish to exceed their participant quota, an official request must be sent to the Roscongress Foundation.

    The Organizing Committee reserves the right to request a written justification from the partner company for the number of stand attendants and technical staff.

  6. Participants working with professional photography and video equipment (and with a corresponding job title) must obtain accreditation in line with the accreditation rules for media representatives. Please note that professional photography and video equipment will only be allowed into the venue with the appropriate accreditation.

  7. After participants have been approved by the Organizing Committee, you must log on to the personal web office of each participant and, if necessary, register drivers and vehicles.

  8. Please provide a signed original copy of the consent to processing of personal data form for each staff member / driver to the Accreditation Department in advance, in case they were not previously provided to the Roscongress Foundation. The form can also be downloaded from the personal web office.

Requests for accreditation of stand attendants, employees, drivers, and vehicles will be open until 28 March 2023.

Changes and additions to the lists must be agreed with the Roscongress Foundation division head and may be made until 31 March 2023. After 31 March 2023, changes and additions may be made only with the approval of the Forum Director.

When using the personal web office, please note:

  1. Photographs and scanned copies of an identification document are required for all participants, stand attendants, staff members, and drivers that will need to be at the Forum venue for work purposes, and are a mandatory part of the accreditation process.

    Photographs must meet the following requirements:

    • 480×640 pixels in size
    • Colour, on a white background, suitable for documents
    • File format: jpg or jpeg
    • Subject must be facing the camera, with no head covering
    • The face must fill at least 70% of the photograph

    Scanned copies of identification documents must meet the following requirements:

    • All of the data provided during registration must be present: this includes full name, the document series and number, date and place of birth, name of issuing authority, date of issue, and a photograph.
    • The scan is legible.
  2. Vehicles (whether personal or rented) assigned to participants, can only be registered via the participant’s personal web office.

  3. Consent to processing of personal data form can also be downloaded in ‘Collecting accreditation package’ section of the personal web office.

  4. If a driver has been registered in the accreditation request as an employee, you do not need to list them again for accreditation as a driver.

  5. If the stand attendant / employee / vehicle and driver have been registered for the duration of the Forum, you do not need to list them again for accreditation during setup/dismantling.

  6. Accreditation requests for towed vehicles must be submitted separately.

  7. After the data has been entered and saved, any changes to that saved data must be done by submitting a data change application to your designated specialist.

  8. If one participant is replacing another, the latter participant must decline participation in the personal web office and inform your designated specialist about the replacement of the participant.

  9. If a stand attendant/staff member/driver/vehicle has been replaced, you must first delete the corresponding stand attendant/staff member/driver/vehicle record and complete a new form in its place.

  10. Replacing or removing a participant/staff member/driver/vehicle that has already received a badge must be done through the Accreditation Department specialist assigned to your organization.

The Forum organizer reserves the right to refuse accreditation requests without explanation.

Collecting accreditation documents

  1. To make the accreditation process as smooth as possible, participants have the option of collecting their accreditation badges from accreditation points at the Forum main venue.

  2. To access the Forum preparatory area during the assembly period, each participant / stand attendant / staff member must have a temporary badge, as well as an identity document (passport). Temporary badges must be printed from the personal web office. Temporary badges may only be printed for applications with the ‘Processed’ status.

    Please note that the application processing time is at least 10 days from the date of registration. Accreditation documents may only be issued for applications with the ‘Processed’ status.

  3. Participants’ badges are issued in person or by proxy to a third party.

    Badges may be collected in person by presenting:

    A third party may collect the badges of a participant or a group of participants by proxy.

    To collect another participant’s badge by proxy, the authorized person must present:

    • his/her own passport;
    • the original version of the standard-issued power of attorney;
    • a list of participants for whom the authorized person is collecting the badges;
    • copies of the participants’ passports for whom the authorized person is collecting the badges (a sample power of attorney and the list can be printed from the ‘Collecting accreditation package’ section of the personal web office).
    • the original version of the consent to the processing of personal data.

    A power of attorney shall not be valid without a list, copies of passports, and original versions of the consent to the processing of personal data of all accredited participants.

  4. Staff and driver badges and transport passes are issued in a single accreditation package (hereinafter, AP).

    The AP can be collected at the technical staff, driver, and vehicle accreditation point, only after agreeing upon a date and time in advance with the Accreditation Department specialist assigned to your organization.

    The AP will be issued to a designated individual upon presentation of:

    • a passport,
    • a power of attorney,
    • the list accompanying the power of attorney (a sample power of attorney and the lists can be printed from the ‘Collecting accreditation package’ section of the personal web office).

    To replace a lost badge/pass, complete a request for a duplicate badge/pass. The decision about whether to issue a duplicate will be made on a case by case basis.

    Badges/passes may NOT be picked up in person by individual employees/drivers.

Participant accreditation point operating hours

Accreditation Centre

Date

Time

St. Petersburg

Accreditation Centre 1 (Outlet Village Pulkovo, 60/1, Pulkovskoye Shosse)

4–9 May 2023

10:00–20:00

10–12 May 2023

07:30–22:30

13 May 2023

07:30–15:00

Corinthia St. Petersburg (57, Nevsky Prospekt)

8-9 May 2023

10:00-20:00

10-12 May 2023

07:30-23:00

13 May 2023

07:30-12:00

Moscow

Roscongress Foundation Accreditation Centre

at the World Trade Center Moscow (12, Krasnopresnenskaya Naberezhnaya)

4–7 May 2023

10:00–18:00

8–11 May 2023

09:00–20:00

12 May 2023

09:00–15:00

If you have any questions regarding participant and media accreditation, please send an email to Partner and Media Accreditation Department at partners.accreditation@roscongress.org.

Technical staff and vehicles accreditation point operating hours

Accreditation Centre 1
(Outlet Village Pulkovo, 60/1, Pulkovskoye Shosse)

Date

Time

2–9 May 2023

10:00–20:00

10–12 May 2023

07:30–22:30

13 May 2023

07:30–15:00

If you have any questions about accreditation for stand attendants, employees, drivers, and vehicles, please call the Accreditation Department on +7 (812) 930 0705 between 10:00 and 18:00.

In order to prevent the spread of the novel coronavirus COVID-19, the Forum will be conducted in accordance with the recommendations of the World Health Organization (WHO) and the Federal Service for the Oversight of Consumer Protection and Welfare (Rospotrebnadzor).

Forum organizers are developing COVID-19 prevention measures in close cooperation with Rospotrebnadzor.

Compliance with all prevention measures will ensure that the Forum is safe for all to attend.

Please note the Forum venue can only be accessed upon presentation of an accreditation badge/permit that has been activated by a negative PCR test result for COVID-19, obtained in the designated manner. Information about the testing procedure will be published on the website in due course.

Please follow updates on the Forum website and information contained in mailouts.