Information on the Accreditation Procedure for Partner Companies

Accreditation of representatives of partner companies for the Eastern Economic Forum will open for all categories (participants, staff members, drivers, and vehicles) on 1 July 2024. 

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

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

• Participants – in this section you can register your company’s representatives for the Participant package.
• Participants’ vehicles and drivers – in this section you can document your vehicles and drivers registered through the participant’s personal web office.
• Vehicle hire – in this section you can hire an accredited car with driver.
• Staff – in this section you can register stand attendants and technical staff from your company.
• Contractors – in this section you can specify information about your contractor’s registered representatives (in view mode).
• Media representatives – information about your company’s registered media representatives.
• Obtaining an accreditation package – this section contains information and documentation for obtaining an accreditation package.
• Data export – in this section you can upload the main data of participants, staff, drivers, and vehicles according to the accreditation period for data reconciliation.
• Useful information – in this section you can find information about the rules for unloading and loading operations and traffic patterns for freight transport to reach the unloading area at the Eastern Economic Forum, as well as accreditation badge photo requirements.

Staff members, drivers, and vehicles of partner companies whose work requires that they be at the venue of the Eastern Economic Forum (hereinafter the Forum) as well as the venue of the ‘Far East Street’ exhibition from 07:00 on 1 September 2024 until 08:00 on 7 September 2024* must obtain accreditation for the duration of the Forum.

Staff members, drivers, and vehicles of partner companies whose work requires that they be at the Forum venue for setup work from 08:00 on 12 August 2024 until 07:00 on 1 September 2024 and for dismantling work from 08:00 on 7 September 2024 until 20:00 on 10 September 2024* must obtain accreditation for the duration of the Forum. 

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

* Dates and time subject to change. Please check the Forum website regularly for updates.

APPROVAL OF QUOTAS AND SUBMISSION OF ACCREDITATION REQUESTS

For the accreditation of participants, staff members, drivers, and vehicles (for the needs of technical staff), you must:

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. Complete the consent to the processing of personal data and personal data confidentiality agreement; it must be signed by the company’s senior executive and endorsed with a corporate seal. These documents do not need to be completed if the company has taken part in the events of the Roscongress Foundation and transferred the original documents to the accreditation department in 2024.
3. Submit the signed documents to the accreditation department no later than 10 July 2024. Please note that you cannot open a personal web office without submitting at least one of the listed documents.
4. Receive an information letter by email from a Roscongress Foundation specialist with an individual username (login) and password to log into your personal web office.
5. Using your username and password, log into your personal web office on the official Forum website.
6. In your personal web office:
   • Complete questionnaires for participants
   • Complete questionnaires for stand attendants, staff members, vehicles, and drivers in accordance with their accreditation period
   • Upload photos and scanned copies of identification documents for all participants/stand attendants/staff members/drivers.

   If the established quotas for the number of participants have been exceeded from a single partner company, you must send an official request to the Roscongress Foundation.

   The Organizing Committee may request a written substantiation from a partner company for the number of stand attendants and technical staff.

7. 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.
8. After participants have been approved by the Organizing Committee, you must log into the personal web office of each participant, confirm participation in the Forum, and, if necessary, register drivers and vehicles.

PERIOD OF SETUP/DISMANLTING AND THE FORUM

1. ACCREDITATION APPLICATIONS FOR PARTICIPANTS
   are accepted until 16 August 2024
2. ACCREDITATION APPLICATIONS FOR STAFF MEMBERS, DRIVERS, AND VEHICLES
   for access during setup/dismantling work performed from 12 August 2024, as well as during the Forum, are accepted until 18 July 2024
3. THE APPLICATION PROCESSING TIME
   is at least 10 days from the registration date
4. PARTICIPANTS, STAFF MEMBERS, DRIVERS, AND VEHICLES
   may only access the Forum venue with accreditation documents for applications with the ‘Processed’ status. Accreditation documents can be picked up at the accreditation centre

Please keep the following information in mind when using your personal web office:

1. Photographs and scanned copies of an identification document are required for all 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:

• Size: 480x640 pixels
• Colour against a white background suitable for documents
• JPG or JPEG file
• 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:

• Contain all of the data provided during registration, including the document series and number, issuing authority and issue date, and a photograph
• The scan must be legible

2. Participant’s vehicles – the Participant package (personal or rented) – can only be registered through the participant's personal web office.

3. If a driver has already been registered in the accreditation application as a staff member, then they do not need to be entered a second time to the driver accreditation list.

4. If a stand attendant/staff member/driver/vehicle has already been registered in the application for the duration of the Forum, then they do not need to be entered a second time into the accreditation list for the setup/dismantling period.

5. The accreditation application for trailers must be submitted separately.

6. 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.

7. 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.

8. Replacing or removing a stand attendant/staff member/driver/vehicle that has already received a badge/pass must be done through the accreditation department specialist assigned to your organization.

9. If a participant is replaced with another, the former must first decline participation in the Forum in the participant’s personal web office and inform the participant’s accreditation specialist about the replacement of the participant.

10. Please note that the data is sent for processing in accordance with the schedule for the processing procedure. Additionally, the personnel must be in possession of your photograph as well as a scan of the identity document uploaded according to the requirements listed in the personal web office. Verification of the uploaded documents and data is performed by the accreditation department within two business days from the date of application submission.

The Forum Organizer reserves the right to deny any accreditation application without explanation.

COLLECTING ACCREDITATION DOCUMENTS

Participant access 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, as well as at points of arrival and accommodation.

2. In order to receive the accreditation badge personally or by a third party with a power of attorney, the participant’s badge must be ready to be issued. The readiness of participants’ badges for issue is reflected in the personal web office of the partner company in the ‘Participants’ section or in the participant’s  Roscongress personal account. 

3. Participants’ badges are issued in person or by proxy to a third party. Badges may be collected in person by presenting:

• Your passport
• The original version of the consent to the processing of personal data with the seal and signature of the company’s senior executive if it has not been submitted to the accreditation department in 2024
• The original version of the personal data confidentiality agreement with the seal and signature of the company’s senior executive if it has not been submitted to the accreditation department in 2024
• The original version of the standard-issued power of attorney
• A list of participants 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)
• Copies of the participants’ passports for whom the authorized person is collecting the badges (the copies of the passports will be returned after badges are issued)

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

Accreditation documents for access during the period of set-up/dismantling and the Forum

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, as well as at points of arrival and accommodation.

Temporary passes for the setup/dismantling period, as well as stand attendant, staff member, 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 company.

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

• A passport
• A power of attorney
• The original version of the consent to the processing of personal data with the seal and signature of the company’s senior executive if it has not been submitted to the accreditation department in 2024
• The original version of the personal data confidentiality agreement with the seal and signature of the company’s senior executive if it has not been submitted to the accreditation department in 2024
• The lists accompanying the power of attorney (a sample power of attorney and the personnel lists can be printed by visiting the ‘Collecting accreditation package’ section of the personal web office)

If the badge/pass is lost, it shall be replaced after completing the application for issuing a duplicate. The decision to issue a duplicate is made on an individual basis.

Badges/passes may not be collected in person by individual staff members/drivers.

Participant accreditation centre operating hours

Technical staff accreditation centre operating hours

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

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

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

CONTACT INFORMATION

If you have any questions regarding participant and media accreditation, please send an email to the partner and media accreditation department at: partners.accreditation@roscongress.org.

If you have any questions about accreditation for your contractor’s staff members, vehicles, or drivers, please contact the accreditation department:

+7 (812) 930 0705
accredteh@roscongress.org