Visitors cards: Access to CERN for visitors and conference participants

Applicable to:  Visitors and conference participants who do not have a CERN access card

General

The Implementation Measures relating to Operational Circular No. 2 state that

  • individual visitors,
  • participants in organised group visits, and
  • people attending conferences on the CERN site

must be in possession of a short-term CERN Visitor Card (hereinafter referred to as a “visitor card”), which, for conference participants, can take the form of a special badge.
The visitor card bears the holder’s name and its maximum period of validity is the duration of the visit or conference.

The card gives the holder access to non-restricted parts of the CERN sites (Meyrin and Prévessin) when presented to the security guards on duty. It does not allow access to controlled-access areas.

Pursuant to paragraph 17.8 of the implementation measures relating to Operational Circular No. 2, participants in organised group visits and individual visitors are exempt from the obligation to hold a visitor card if a member of the CERN personnel, a person acting on behalf of the CERN Visits Service or the organiser of the visit accompanies them at all times from their arrival on the site until their departure from it.

Participants in conferences held on the CERN site must be in possession of either a visitor card or a special badge for the entire duration of the conference.

Visitors and participants in visits and conferences arriving at CERN by private transport may park in the visitors’ car park adjacent to the Globe, except in the park and ride (P+R) area. They are permitted to enter and leave once only by default.
In certain cases, holders of a visitor card may obtain a "laissez-passer" sticker allowing them to bring their vehicle onto the CERN sites.

Procedure

1. The visitor card for individual visitors or groups of visitors

If an individual visitor or a group of visitors wishes to enter the CERN site, in either a professional or a private capacity, a CERN official or another authorised person must vouch for the compatibility of the visit with CERN's activities and must apply for the visitor card.
This guarantor must be:

1.1 Obtaining a visitor card for a scheduled visit

The guarantor must apply for the visitor card in advance by completing the form Request for a CERN visitor card (individual visitors or groups), providing the following information:

  • the name of the person whom the visitor is coming to see (the CERN guarantor) if different to the person submitting the application,
  • the reason for the visit,
  • the date and duration of the visit,
  • the following details for each visitor:
    • surname and first name,
    • nationality,
    • vehicle registration number if the visitor is coming by car and cannot park in the Globe car park.

    For groups of 10 or more visitors, the guarantor must prepare an Excel spreadsheet containing the details of each visitor and must attach it to the application form.

Applications for visitor cards valid for more than two days are considered on a case-by-case basis by the head of the Reception and Access Control service.

For individual visitors or groups of up to 30 people, the visitor cards, and "laissez-passer" stickers where applicable, can be collected from the security guard (Reception and Access Control Service) in the Reception area in Building 33 by either the CERN guarantor or the visitor(s) themselves on presentation of proof of identity.
For groups of more than 30 people, the guarantor must produce the visitor cards as explained in section 2.3 of the procedure below, "Production and distribution of visitor cards for conferences attended by more than 30 participants”.

1.2 Obtaining a visitor card for a non-scheduled visit

If an unannounced visitor arrives at Reception in Building 33, the security guard on duty there contacts the guarantor to check that the visit is legitimate.

If the guarantor vouches for the visitor, a visitor card is produced and issued.

2. Visitor cards for participants in a conference (workshop or seminar) on the CERN site

If the organiser of the conference is a member of the personnel, he or she is considered to be the CERN guarantor for all participants in the event. If the organiser is not a member of the personnel, another person involved in the organisation of the event who is a member of the personnel must be the guarantor.
No visitor cards can be issued to accompanying persons who are not on the list of participants for the conference.

2.1 Applying for visitor cards for conference participants

The CERN person organising the conference must submit, at least five working days before the event, a Request for a CERN visitor card (participants in conferences) giving the following information:

  • the title of the conference,
  • the organiser’s name,
  • the conference venue (building),
  • the start and end dates of the conference,
  • whether security services are required (for a fee; a budget code must be provided),
  • means of transport (how the participations will get to CERN, if not by public transport or on foot):
    • bus,
    • taxi,
    • car; in this case, each participant must be in possession of a “laissez-passer” sticker,
  • if the conference is attended by 30 participants or fewer: the desired means of distributing the visitor cards and, if applicable, "laissez-passer" stickers (see section 2.2).

The list of participants must be attached to the application and must include the following information for each visitor:

  • surname and first name,
  • nationality,
  • arrival and departure date, if different from the start and end dates of the conference,
  • registration number of the vehicle to be used on the site, if applicable.

2.2 Production and distribution of visitor cards for conferences attended by up to 30 participants

If the conference is to be attended by 30 participants or fewer, the Reception and Access Control Service produces the visitor cards and the “laissez-passer” stickers after approving the application. The guarantor chooses the appropriate distribution method for the visitor cards and, if applicable, the "laissez-passer" stickers. The cards may be:

  1. given in advance to the organiser, who then sends them to the participants,

  2. given directly to the participants on the day of the event by the security guard on duty in the Reception area in Building 33,

  3. kept by the security guard at Reception in Building 33 and given to the organiser or a member of the organising committee on the day of the event to distribute to the participants when they arrive at Reception, or

  4. collected by the organiser from Building 33 and distributed to the visitors elsewhere on the site. In this case, the participants must be in possession of an invitation or a written confirmation of their registration for the conference in order to be granted entry to the site. The security guards at the site entrances will then direct the participants to the welcome point.

If the participants arrive the evening before the conference and it has not been possible to issue the organiser with the documents in advance, they are given to the security guard, who will distribute them to the participants on their arrival at the entrance to the CERN site.

2.3 Production and distribution of visitor cards for conferences attended by more than 30 participants

Once the Reception and Access Control Service has approved the application, the CERN organiser him or herself must produce either a standard visitor card or a special visitor card, referred to as a “special badge”, in accordance with the instructions provided by the CERN Printshop.

The badge created must be validated in advance by the head of the Reception and Access Control service.

Any “laissez-passer” stickers required are produced by the security guard on duty at Reception in Building 33.

The organiser decides how best to distribute the badges and stickers to the conference participants in consultation with the Reception and Access Control Service.

3. Parking and access to the CERN site for private vehicles

3.1 Private vehicles

Visitors and participants in visits and conferences should normally park their private vehicles in the Globe car park, leaving the P+R area free, if their visit takes place on the Meyrin site and is within walking distance.
They are permitted to enter and leave the car park once by default. For an event lasting two days or more, they must report to Reception in Building 33 with their visitor card or special badge to be granted an additional entry.

Where bringing a car onto the CERN site is justified, for example by the venue being some distance away, holders of visitor cards can obtain "laissez-passer" stickers for their private vehicles. The need for these stickers must be indicated and substantiated in the visitor card application. The stickers, which are produced by the Reception and Access Control service, bear the relevant vehicle registration number and are valid for the same period as the holder's visitor card.

3.2 Coaches

Coaches are permitted to enter the CERN site to drop off or pick up participants in visits or conferences at the event venue.
The organiser of the visit or conference must inform the Reception and Access Control Service in advance that a coach will be coming and must provide the details of the driver(s) (surname, first name) and the coach itself (model, registration number).

Special parking spaces for coaches are provided in the Globe car park, outside the Meyrin site.
Coaches are permitted one single entry to the car park by default. For an event lasting two days or more, the coach driver must report to Reception in Building 33 in order to reactivate the allowance and be granted an additional entry. Coaches are not permitted to park on the CERN site.

Revisions 

No revision Modifications Approuved
1 If the visitor plans to come to CERN with his car, a visitor's parking ticket may be requested in advance by providing the service concerned with his car number plates. 17.12.2010
2 "Special badges" are created either using a Word template or using "Indico", as detailed in the CERN Printshop instructions. 21.10.2013
3 Update of the content to the new OC 2: contractor's personnel no longer entitled to request visitor's cards; visitors park their vehicles on the parking lot closed to the Globe 04.03.2015