Accreditation for contractors of partners

Dear partners,

This section contains information about registering representatives from your contractor company (employees, vehicles, and drivers) working within your company’s networking area during setup/dismantling, as well as for the duration of the Forum.

Accreditation procedure

1 July – 20 July 2019 г. 1 July – 5 August 2019 г. 9 August – 31 August 2019 г.
Approval of quotas Submission of accreditation requests Receipt of accreditation package

Employees, drivers, and vehicles of contractor companies whose work requires that they be at the Eastern Economic Forum (EEF) venue between 07:00 on 12 August 2019 and 07:00 on 3 September 2019, and/or between 00:00 on 7 September 2019 and 00:00 on 10 September 2019 must obtain accreditation for the setup/dismantling period.

Employees, drivers, and vehicles of contractor companies whose work requires that they be at the EEF venue between 07:00 on 3 September 2019 and 00:00 on 7 September 2019 must obtain accreditation for the duration of the Forum.

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

To obtain accreditation for contractor employees, vehicles, and drivers:

  1. Submit an official letter on the selection of constructor.

  2. Agree employee quotas with the Roscongress Foundation (number of employees permitted within the EEF venue during the Forum – in the blue and green zones, respectively – and during setup/dismantling).

  3. Complete the organization registration form, ensure it is signed by the head of the organization, and affixed with the organization’s stamp.

  4. Print out the organization registration form, ensure it is signed by the head of the organization and affixed with the organization’s stamp, and scan it.

    Email a digital copy of the organization registration form (in Excel format) and the scanned version to your personal manager by no later than 20 July 2019.

  5. Receive a unique personal web office username and password by email from the manager of the technical staff and vehicle accreditation department.

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

  7. Complete the forms for each employee in the manner indicated (the number of forms available for each zone corresponds to the agreed employee quotas for each zone).

    Each application must list the period for which accreditation is required:
    • during setup/dismantling
    • during the setup/dismantling period and during the Forum
  8. If you need accreditation for vehicles and drivers, complete the form for each vehicle and driver in the manner indicated and in accordance with the selected accreditation period:
    • during setup/dismantling
    • during the setup/dismantling period and during the Forum

    Please note: if a driver has been registered in the accreditation application as an employee, you do not need to list them again for accreditation as a driver, but instead select the driver from the list of registered employees.

    You may submit no more than two driver accreditation requests for each vehicle accreditation request for the duration of the Forum.

    There are no limitations on the number of drivers per vehicle for driver/vehicle accreditation requests for the setup/dismantling period.

    Please note: accreditation requests for towed vehicles must be submitted separately.

  9. Upload photographs of employees and drivers. Employees and drivers are required to provide badge photos only if their job requires them to be at the EEF venue during the Forum.

    Photographs must meet the following requirements:
    • Size: 480x640 pixels
    • Colour, on a white background, suitable for documents
    • Resolution: 300 dpi (image quality)
    • Subject must be facing the camera, with no head covering
    • The face must fill at least 70% of the photograph

    Temporary passes (for the setup/dismantling period) do not require photographs.

  10. Requests for accreditation of employees, drivers, and vehicles will be open from 1 July 2019 to 5 August 2019.

    Changes and additions to the lists must be agreed with the Roscongress Foundation division head and may be made until 8 August 2019.

    After 8 August 2019, changes and additions may be made only with the approval of the Forum Director.

  11. Changes to information about:

    • employees or employee quotas
    • vehicles
    • drivers

    must be made by the contractor company’s authorized representative themselves. Please note:

    • once employee/driver/vehicle information is saved in the personal web office, it can no longer be edited
    • in order to make any changes, a request must be emailed to the relevant manager at the technical staff and vehicle accreditation department
    • if an employee/driver/vehicle has been replaced, you must first delete the corresponding employee/driver/vehicle record and complete a new form in its place
    • once a badge/transport pass/temporary pass has been issued, the employee/driver/vehicle record can no longer be deleted by the company
    • to replace or remove an employee/driver/vehicle in these circumstances, or to replace an employee/driver/vehicle whose accreditation application was denied, contact the manager of the technical staff and vehicle accreditation department.
  12. To obtain badges/passes using a power of attorney, you must:

    • print out the power of attorney form and the list of employees requiring badges during the Forum (the list must include only those company employees who have provided a photo, whose application for accreditation has been processed, and whose badges have not been issued yet)
    • print out the power of attorney form and the list of drivers requiring badges during the Forum (the list must include only those drivers who have provided a photo, whose application for accreditation has been processed, and whose badges have not been issued yet)
    • print out the power of attorney form and the list of vehicles requiring transport passes during the Forum (the list must include only those vehicles for which parking spaces have been approved and for which a transportation pass has not yet been issued)
    • print out the power of attorney form and the list of employees requiring temporary passes during the setup/dismantling period (the list must include only those employees of the organization whose application for accreditation has been processed and not yet received a temporary pass)
    • print out the power of attorney form and the list of drivers requiring temporary passes during the setup/dismantling period (the list must include only those drivers of the organization whose application for accreditation has been processed and not yet received a temporary pass)
    • print out the power of attorney form and the list of vehicles requiring temporary transport passes during the setup/dismantling period (the list must include only those vehicles for which a temporary pass has not yet been issued)

In order to collect badges and temporary passes, copies of the passports of all employees and drivers applying for accreditation, in accordance with the relevant list and power of attorney, must be presented.

If discrepancies are found between passport information and information entered in the system, it will only be possible to issue badges or temporary passes after the corresponding changes are made and the information is reprocessed. This process takes a minimum of three working days.

Badges and passes can only be collected by an authorized representative of the organization as a package. Collection under power of attorney and with a passport will be possible between 9 August and 31 August 2019 at the accreditation point for technical staff, drivers, and vehicles by prior arrangement with the relevant manager at the technical staff and vehicle accreditation department.

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

To replace a badge/pass containing an error, complete a personal data correction request.

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 by the head of the technical staff and vehicle accreditation department on a case by case basis.

If you have any questions about accreditation for your organization’s employees, vehicles, and drivers, please call the Technical Staff and Vehicle Accreditation Department on +7 (812) 408 0013 between 10:00 and 18:00 MSK.