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Visitors, Groups Forming

Improve visitor registration and group formation processes at LHC sites. Enhance safety, manage visitor flow, and distribute arrivals effectively. Key principles and tools outlined for efficient visitor management.

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Visitors, Groups Forming

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  1. Visitors, Groups Forming LHC Points – Meeting #2 – 24May 2019 François Briard

  2. Visitors François Briard Work package 3

  3. Constraints • Limited capacityboth on surface and underground • Safetyconstraints to go underground • All visitorswant to go underground • Somevisitorswant to seeboth machine and experiment • Host States want to have a count of visitors on each site • Host States wantbagsvisual inspection • Host States and CERN want to distributearrivals over time • Volatile registrations (visitors change theirmind)

  4. Principles(updatedsince 30 April) • Registration mandatorywith point and time of arrival for all • One registration per email per day • Maximum 6 persons per registration • Detailedagesprovided at registration time • Same registration process for CERNiesday • First-in First-servedpolicy at visit points • Up-to-date information on availabilityshared on OD Mobile App • No need to register full identity at any stage (HSE) • Maximum 2 underground visits per day per visitor (CT) • FastTrack underground option for 5% of delivered registrations (CT)

  5. Registration tool (IT)Arrival point and time

  6. Registration tool (IT)Visitors information

  7. Registration tool (IT)e-Mail confirmation

  8. Arrival quota: a proposal (to bevalidated by Didier, Yann, Nicoletta and Gérard)

  9. Arrival points logistics BAG CHECK ALREADYCHECKED-IN CHECK-IN WITH ONLINE REGISTRATION NO REGISTRATION

  10. Checked-in visitors identification Proposal: 5%of new arrivalswill have FastTrack option Day of visit Standard Maximum 2 undergoundvisits S FastTrack Access to the FastTrack line for underground visits D

  11. Groups Forming Work package 3

  12. Underground visit queues GO TO LIFT Volunteer to form group and hand over to guide Groups forming area Volunteer to- Decidewhich queue to pickfrom - Decidenext group language - Identifyvisitorslanguages - Invite visitors in groups forming area UNDERGROUND FAST TRACK OTHERS Clearlyseparatedqueue for FastTrack RULES !Max 2 visits / dayMin 12 yearsold Reminder of rulesat entrance of queue

  13. OD Flow update Work package 3

  14. What has changed in OD Flow since meeting #1 • « Confirmed » column in resources • New point codes (ongoing) • New categories (done)

  15. Visitors activities coding system XX99 SITES P5 P4 P6 SITE NUMBER PR P2 P8 SM P1 ME

  16. Additional slides Work package 3

  17. Registration solutions not considered (1/2) • Predefined time of visit at registration time • Wasimplementedduring OD 2013 • 90% of visitorsdid not makeit on planned time • Generate stress on visitors to getontime at the site • Latecomerswereunhappy as their slot wasgiven to someoneelse • Distribution (at visit point) of tickets with time of visit • Wasimplemented for Researchers Night 2017 for AVC visits • All tickets distributed in minutes for the wholedayor if distributedgradually: visitorsstart to queue to get a ticket… • Massive % of no-shows at the time of visit as visitors are stuck in anotheractivity, or did not plan well the time needed to get back on site • Latecomerswereunhappy as their slot wasgiven to someoneelse

  18. Registration solutions not considered (2/2) • Predefinedvisittrackswith multiple underground sites and transport • Wouldreduce chance for everyone to go underground • Would not be compatible with the bag inspection policy, or buses would have to enter fenced sites – safety issues • Wouldincrease transport costs

  19. Enter Site On site Exit site Check-In Registration • WRISTBANDS • Distributeregisterednumber of wristbands. 1-2 extra maybedistributedexceptionally (be flexible). • No extra FastTrackwristbands are distributed in any case. • E-Mail address • Nr visitors • Eachvisitorage • FastTrack • Point of arrival • Time of arrival • Origin • Transport • ReducedMobility • WITH REGISTRATION • One person per group shows registration form and confirmnumber of visitors. • Surface visit • Wristband scanning • Bag visual inspection • Wristband scanning • Undergroundvisit • Remind of rules at queue entrance • Queue • Visual verification of safetyrules • Wristbandisscanned to check maximum2 visits / dayis not reached WITHOUT REGISTRATION Depends on availability.OD Operation Centre informs check-in points volunteers if theycanaccept extra visitors. WRISTBANDS Distributewithewristbandsonly (no FastTrack). Guaranteed Depends on availability

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