Event visitor access

An event visitor is a type of business visitor who is attending a conference, meeting, school or workshop, or another event as determined by the Fermilab Conference Office.

Process to obtain onsite or virtual access as an event visitor

Virtual access
  1. If applicable, event visitors should register for events though Fermilab Indico.
Onsite access
  1. If applicable, event visitors should register for events though Fermilab Indico.
  2. For onsite event visitors, the next steps are as follows:
    • If the event visitor already has a Fermi-ID badge covering the event onsite dates, no further action is needed.
    • If the onsite event visitor does not have a Fermi-ID badge that cover the event dates, the registration will automatically generate an access request, as detailed below:
      • Not a current affiliate/user: a business visitor onsite access request in ServiceNow, or
      • Current active, remote affiliate/user: onsite-only access request in ServiceNow
  3. Click on the “Required task” after registering through Indico to complete the access request process. Check out the helpful guidance document for further information.
  4. The access request will be routed for approvals. Once all approvals have been granted, onsite event visitors will receive a business visitor informal invitation letter with a QR code.
  5. At the security gate, be prepared to present your 1) QR code (located on the informal invitation letter email) and 2) REAL ID document or alternative forms of identification (for those accessing the site for business purposes).
  6. After passing through the security gate, next, go to the Fermilab Welcome and Access Center located at Aspen East in the Fermilab Village to obtain your Fermilab-ID badge or business visitor temporary badge prior to heading to your destination on campus. 

Business visitors who are coming onsite are encouraged to enter Fermilab through the Batavia Rd. / Warrenville gate.

Process for onsite event visitors who require onsite access outside of the event dates, and do not currently have an affiliate/user ID badge

Affiliates/users with active computing accounts
  1. Plese complete the onsite access request form with the additional onsite dates.
  2. Follow the access process, including completing training and scheduling a badge appointment prior to arrival onsite.

Business visitors
  1. Please complete the access request form and select “business visitor” as the worker type. On the form, input the additional onsite dates.
  2. Follow the access process for business visitors.

Please ensure you have received the informal invitation letter prior to coming onsite to confirm your additional onsite access dates have been approved.

Important information about event visitor access

Users/affiliates cannot be processed as a business/event visitor at the same time and vice versa. Please contact the Event Coordinators office for further guidance.

Please note that onsite access approvals will be dependent on citizenship status and the location(s) that the individual will be visiting. It may take up to four weeks to process a request. Please plan accordingly.

Event visitors who do not have Fermilab-issued ID badges must be escorted when in non-public access areas by a Fermilab-badged individual.

Event visitors who do not have a Fermi Photo ID badge are allowed onsite during business hours, which are Monday through Friday, 7 AM to 5 PM, unless there is special approval from Security be onsite outside of these hours.