Authorized guest
An authorized guest is an individual who does not have business with Fermilab (is not working or conducting research) but needs access to facilities such as the day care or on-site housing. Examples of an authorized guest is a non-Fermilab employee who is the spouse of an affiliate or a user and is staying in on-site housing or has children enrolled in the day care.
For information on other access types, visit the Definitions of access types page and read the Access types guidance document. For one-day access (not staying overnight), visit the Personal visitor page.
Access process for authorized guests
Important notes on access before beginning the process
- Please make sure to complete all the necessary steps on this page so as to not be potentially turned away at the gate upon arrival.
- Plan to begin the process a minimum of four weeks before access is needed for the request to be fully routed through the approval process.
- Up to one year of access can be requested.
- If you are planning to come on site at all during your requested access, select the on-site option on the access request form.
- If you are on a short-term visa (i.e. B-2, VWT, etc.) and will need a long-term badge, you can put the full date range for which you need an ID badge. The Campus Access Office can issue multiple badges, if needed, within that time frame without needing you to resubmit an additional request form.
- You are required to present a valid REAL ID-compliant document to come on site.
- The detailed workflow includes the list of access approvers. The Spanish version of the detailed workflow is available.
Access steps to follow
Everyone completing the access forms must have the following ready to complete the form:
- Scan of your photo ID (i.e., passport or REAL ID driver’s license)
- CV (if you are a non-U.S. citizen).
Need help?
If you require assistance when completing the form, refer to the following links:
There are two different ways to begin the access request process depending on your current access.
- Option 1: If you’re new to the lab or renewing or extending access, complete the authorized guest access request form.
- Option 2: If a point of contact (POC) would like to begin the access process for you, complete the invitation process. You will receive an email to complete the access process once the invitation is submitted. This step must be completed for the access request to be routed for approvals. Once you submit your access request, it will be routed through necessary approvals. To check the status of your request or to submit a question, please visit the Site Access Request Status page.
Once your access request has received all required approvals, you will receive your informal invitation letter via email. After you receive your informal invitation letter, you must schedule your badge appointment if you requested on-site access.
Have you lost your Fermilab ID badge? Please report your ID badge as lost or stolen prior to scheduling your badge appointment.
Day before your appointment
At 6 p.m. CST the business day prior to your appointment, you will receive an email with your badge appointment instructions. Please read the email in its entirety.
Please be prepared to bring all required documentation to your appointment, including your REAL ID-compliant document or alternative forms of identification.
If you are renewing your badge, you will need to bring your old badge to your appointment to return it.
Please note a REAL ID that has a hole punched in it and the paper receipt from the DMV are not acceptable forms of REAL ID. In this case, please bring the alternative forms of identification.
Day of your appointment
On the day of your scheduled badge appointment, please go to the Fermilab Welcome and Access Center (Aspen East) in Fermilab Village to obtain your Fermilab ID badge prior to heading to your destination on campus. Hours and location can be found on the homepage of this website. You are encouraged to enter though the Batavia Rd. / Warrenville gate.
When you arrive at the security gate, be prepared to present your 1) *QR code found on the informal invitation letter email and 2) REAL ID-compliant document or alternative forms of identification (only applicable to those accessing the site for business purposes). *If you are staying in onsite housing and are arriving after business hours, your name will also be on the Housing Occupancy list that Security has.
For information on arrival procedures, emergency preparedness reminders, security guidance, and other helpful site information and resources, please review the Security and Emergency Management Site Guide.
Translate the page
If you need to translate the webpage, the Google Chrome browser is recommended. On the right of the address bar, click translate and select your preferred language. Google Chrome will then translate the webpage.
Si necesita traducir la página web, se recomienda utilizar el navegador Google Chrome. A la derecha de la barra de direcciones, haga clic en traducir y seleccione su idioma preferido. Luego, Google Chrome traducirá la página web.