Accreditation

Those exhibitor organization employees, drivers, and vehicles whose work requires that they be at the ‘Arctic: Territory of Dialogue’ International Arctic Forum (hereinafter referred to as the Forum) venue between 08:00 on March 20, 2017 and 18:00 on March 28, 2017, and/or between 22:00 on March 30, 2017 and 00:00 on April 5, 2017 must obtain accreditation for the setup/dismantling period.

Those exhibitors, employees, drivers, and vehicles of exhibitor organizations whose work requires that they be at the Forum venue between 18:00 on March 28, 2017 and 22:00 on March 30, 2017 must obtain accreditation for the duration of the Forum.

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

To obtain accreditation for exhibitors, employees, drivers, and vehicles of exhibitor organizations, you must:

  1. Agree quotas for exhibitors and employees with a Roscongress Foundation division head.
  2. Fill out an exhibitor organization card, endorsed with a corporate seal and signed by the head of the company; have it countersigned by a Roscongress Foundation division head and the Head of the Logistics and Accreditation Directorate of the Roscongress Foundation.
  3. Send the card to the head of the Department for Third-Party Organizations and Vehicles no later than February 10, 2017.
  4. Receive a unique personal web office username and password in person or by email from the manager of the Department for Third-Party Organizations and Vehicles assisting your organization.
  5. Log in to the personal web office on the official Forum website using your username and password.
  6. Complete the forms as described for exhibitors, employees, and drivers (the number of forms available to complete reflects the agreed exhibitor and employee quotas).
  7. If you need accreditation for vehicles, you must complete the abovementioned forms for vehicles as described and in accordance with the accreditation period:
    • during setup/dismantling;
    • during the Forum.

    Please note:

    • if a driver has been registered in the accreditation application as an exhibitor or employee, you do not need to list them again for accreditation as a driver;
    • if an exhibitor, employee, or vehicle has been registered for the duration of the Forum, there is no need for separate accreditation during setup/dismantling;
    • accreditation requests for towed vehicles must be submitted separately.
  8. Upload photographs of exhibitors, employees, and drivers. Exhibitors, employees, and drivers are required to provide badge photos only if their job requires them to be at the Forum venue during the event itself. In this instance, photographs are a necessary requirement for accreditation.
  9. Photographs must meet the following requirements:

      • dimensions: 480×640 pixels;
      • colour, on a white background, in line with photo ID standards;
      • resolution: 300 dpi (image quality);
      • depict the subject facing the camera, wearing no head covering;
      • the face must fill at least 70% of the photograph.

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

    Requests for the accreditation of exhibitors, employees, drivers, and vehicles will be accepted from January 16, 2017 until March 1, 2017.

  10. After completing forms for all exhibitors, employees, drivers, and vehicles, print out the following from your exhibitor organization’s personal web office:
    • checklist of employees and drivers for the setup/dismantling period;
    • checklist of vehicles for the setup/dismantling period;
    • checklist of exhibitors for the duration of the Forum;
    • checklist of employees for the duration of the Forum;
    • checklist of drivers for the duration of the Forum;
    • checklist of vehicles for the duration of the Forum.
  11. Send printed copies of the lists, bearing the organization director’s signature and stamp, to the Department for Third-Party Organizations and Vehicles no later than March 1, 2017. Changes and additions to the lists must be agreed with the Roscongress Foundation division manager and may be made until March 9, 2017. After March 9, 2017, changes and additions may be made only with the approval of the director of the Forum.
  12. Changes to information on:
    • exhibitors or employees and their quotas;
    • drivers;
    • vehicles;

    must be made by the exhibitor organization’s authorized representative themselves. Please note:

    • once exhibitor/employee/driver/vehicle information is saved in the personal web office, it can no longer be edited;
    • to make changes, delete the exhibitor/employee/driver/vehicle record from the list and complete a new form;
    • if an exhibitor/employee/driver/vehicle has been replaced with another, you must first delete the record for the replaced exhibitor/employee/driver/vehicle and then complete a new form in its place;
    • Once a badge/transportation pass has been issued, the exhibitor/employee/driver/vehicle record can no longer be deleted by the company;
    • once a temporary pass has been issued, the employee/driver/vehicle record can no longer be deleted by the company;
    • to replace or remove an exhibitor/employee/driver/vehicle in such circumstances, or to replace an exhibitor/employee/driver/vehicle whose accreditation application was denied based on the results of a check, contact the Department for Third-Party Organizations and Vehicles manager.
  13. To obtain badges/passes using a power of attorney, you must:
    • print out the power of attorney form and the list of exhibitors requiring badges during the Forum (the list should include only those exhibitors who have provided a photo, passed a background check, and not yet received a badge);
    • print out the power of attorney form and the list of employees requiring badges during the Forum (the list should include only those employees who have provided a photo, passed a background check, and not yet received a badge);
    • print out the power of attorney form and the list of drivers requiring badges during the Forum (the list should include only those drivers who have provided a photo, passed a background check, and not yet received a badge);
    • print out the power of attorney form and the list of vehicles requiring transportation passes during the Forum (the list must include only those vehicles which have passed inspection and have not yet received a transportation pass);
    • print out the power of attorney form and the list of employees/drivers requiring temporary passes during the setup/dismantling period (the list should include only those employees and drivers of the organization who have passed a background check and have not yet received a temporary pass);
    • print out the power of attorney form and the list of vehicles requiring temporary transportation passes during the setup/dismantling period (the list should include only those vehicles which have passed inspection and for which a temporary pass has not yet been issued).
  14. Organization representatives may pick up badges/passes only as a package by presenting a power of attorney and a passport from March 19 to 24, 2017 at the technical staff, driver, and vehicle accreditation point, by prior arrangement with the Department for Third-Party Organizations and Vehicles manager assisting your organization.
  15. Badges/passes may NOT be picked up in person by the employees/drivers/exhibitors in question.

  16. To replace a badge/pass containing an error, complete a personal data correction request.
  17. 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 Roscongress Foundation Accreditation Directorate on a case by case basis.

If you have any questions about accreditation for your organization’s exhibitors, employees, vehicles, and drivers, please contact the Department for Third-Party Organizations and Vehicles by phone: +7 (812) 635 8013.