Checklist: Prepare for a Visit

For the main proposer


  • Invitation Letter received with dates of experimental session
  • Safety Letter received (yellow, red experiments only)
  • All participants have user accounts in ESRF database
  • At least one fluent English-speaking scientist participates in the experiment onsite
  • Participants who should receive a financial support from the ESRF have completed the reimbursement information (private address and bank details) in their user account
  • A Form completed (with airport form requested if transporting samples home in person) and submitted (the names of ALL participants have been correctly submitted with appropriate requests for arrangements). Note: any modified/updated A Form must be re-submitted.
  • Safety requirements reviewed
  • Risk Analysis Form sent (if requested by Safety Group)
  • Sample shipping requirements reviewed
  • Equipment shipping requirements reviewed
  • Laboratory request form(s) completed (chemistry, etc.), if necessary
  • Sample sheets added to session, if necessary (for Structural Biology experiments ONLY)
  • All team members approved for site entry (check the status of the site entrance authorization of users: tab "Proposals/Experiments" -> "A Form" -> "View")

For users


  • Reimbursement details (private address and bank details) entered in user account of users who will claim the reimbursement of expenses)
  • Visa support document requested ("Convention d'Accueil")
  • Visa support document received ("Convention d'Accueil")
  • Visa requested
  • Visa received
  • Insurance forms requested for temporary affiliation to France (EU residents only)
  • Insurance forms received (EU residents only)
  • Adequate insurance in place
  • Special medical conditions considered (e.g. pacemaker, pregnancy)
  • Safety training completed through User Portal
  • Personal electronic "User and safety declaration form" validated through User Portal
  • Site entry approved (shown on A Form): check via User account: tab "Proposals/Experiments" -> "A Form" -> "View"
  • Cash in euros (for vending machines)
  • Identity document (passport or ID card for French people) to be presented at site entrance
  • IMPORTANT: Before leaving, CHECK the status of the site entrance authorisation, via the user account ("Proposals/Experiments", "A Form" -> View)