OD2019 LHC Visits Points, coordination

1. OD2019LHC Visits Points, coordination Nicoletta Garelli & Gérard Cumer9 August 2019

2. Agenda • Points of Attention – Nicoletta and Gerard • Tents, installation and preparation – Yann Lechevin • TETRA – Yann Lechevin • AoB

3. OD2019 LHC Visit Sites CMS experiment – P5 + 17 surface visitpoints LHC Tunnel & RF – P4 UX45 – UA/RA43 LHC Tunnel (UA/RA63) + 16 surface visitpoints + 9 surface visit points 6 Underground Visits 63 Surface Visit Points Underground Visits Rules ALICE experiment + Machine LHC2 UA/RA23 + 7 surface visit points ATLAS experiment – P1 LHC-b experiment – P8 + 9 surface visit points + 5 surface visit points

4. Action Items for Site/Activity Managers • Transport Requests • Few transport requests as of today, important to place them for planning • Confinement space • Communicate to Didier available space on site to be used as confinement space in case of emergency • Missing feedback from P2? • Operational Dosimeter needs • Google Sheet • All done, thanks! Information passed to Meriem • Generic LHC posters • Google Sheet • All done, thanks! Information passed to Fabienne, posters ordered yesterday

5. LHC Site Maps • GIS [https://gis.cern.ch/gisportal/Opendays2019.htm] • Consensus in improving it: details up to date and scale tents accordingly to size, as the buildings, especially for future reference [Action Item to Core Team] • Number of toilets and position of water points to be added [Action Item to Core Team together with Site Managers] • The maps used in the websites and panels are not extracted from GIS. They are drawings from design office in .svg format starting from OD2013 maps. • Gerard and me are using GIS and the maps prepared by the site managers to help “Esma Mobs esma.mobs@cern.ch” to prepare the A0 Aquilux

6. LHC Site Maps • Today, small maps only with buildings/tents and areas where visitors can go will be added to the special pamphlet for the Tribune de Genève • In principle, by Thu 15/8, we should finalize the following details in the maps for printing the A0 Aquilux for the site entrance [Action Item to Site Managers and Core Team together with Esma]: • Activity, with ODFlow code and category • Parking velo • Bus stop • Toilets and PMR toilets • Assembly Points • First Aid • Food trucks • Water points • To site managers, send to Gerard and me your updated map. Thanks! Attention!On 20.8 technical meeting to establish water/electricity needs for food trucks  impact on site map!!! Remove them from maps or waiting before printing??

7. Signage • Beach Flags - validated • One beach flag 'WELCOME TO LHC Pn‘ at each site entrance. • 3 additional beach flags for the three big halls: • 'LHC P4/5/6 Activities‘ in front of SX4/5/6 • Transport Map. On-going [Didier] • Map of transportation plan, with “You are here” sticker. • Safety Aquilux. Ordered / New on-going • Generic safety rules • One panel foreseen at site entrance, registration tents and group forming tents • Proposal: prepare specific safety panels for the group forming tents displaying the actual constraints specific to that visit [Action Items to od19 safety] • Generic Panels. On-going • As the ones indicating toilets and restoration tents

8. 5 mm Aquilux for Activities • Thanks! All validated [Google Sheet] [Sharepoint] • ATLAS asked for A3 sheet stands that can be placed anywhere to inform about the queue for the underground • "Waiting time for ATLAS underground visit: less than 1 hour" • "ATLAS underground visit temporarily closed“ • Do other sites need the same?

9. Delivery Procedure Proposal • All centrally purchased items will have to be delivered to the LHC sites • A data base will be kept up to date by the core team to deliver the material and also to take it back after the event • We suggest to prepare a dedicated space on (LHC) site and deliver to the site managers together to the “regular gerant de site” • P4, P6 – OK • P1 – special case ? • P2, P5, P8 – OK?

10. Spare Shoes for underground visitors • Each site will receive 20 pairs of flat-closed shoes purchased at Go-Sport • 37(x3); 38(x4); 39(x3); 40(x4); 41(x2); 42(x2); 44(x2) • After the event we can leave the shoes to sites with regular visits or IR/ECO or give them to charity. • Looking for disposable socks • Guides will use safety shoes, not in OD19 budget

11. Table Cloths • We will purchase rolls of resistant paper table cloths in CERN blues via Novae • Same used for catering • It should come in rolls of 50mx1,8m • We propose • 1 roll @ P1 • 1 roll @ P2 • 2 rolls @ P4 • 2 rolls @ P5 • 2 rolls @ P6 • 1 roll @ P8 Is it OK?

12. PMR • As of today, 524 PMR registered to the OD19 • Core team will inquire to verify the number • Necessity to improve the PMR infrastructure and offer • Any chance to get a second PMR approved underground visit? • Today, no PMR on Jaquet buses, one PMR at the time on TPG buses, no dedicated parking spaces on the LHC sites • The core team might open • 2 PMR parking places @ Point 2; • 6 PMR parking place @ Point 4; • 10 PMR parking place @ Point 5; • 6 PMR parking place @ Point 6; • Questions to site managers: How many PMR toilets available on site? How many foreseen?

13. Water Tanks • Core team looking for solutions for water fountains • Opted to go for containers sold in CERN shop • About 1m3. Considering glasses of 0,2 l  5000 glasses per tank • We suggest 4 tanks for site for both days • The water source must be checked (3 weeks bacteriological tests) • Where will the tanks be filled? Should we look for sources on each site?

14. Next Meetings • Next LHC coordination meetings: • 23 August, LHC Visit Points – Last(?) Coordination Meeting #8 • Topics: exact procedure IMPACT/RP; tent installation planning; details on food trucks; details on cleaning procedure; … • 30 August, Core Team will organize a special meeting about guidelines for site managers • E-group for communicating to LHC site managers and underground visit responsibles: OD19-LHC-SiteManager-Underground@cern.ch