INTRODUCTION

This guide is intended for all members of the personnel (MPE and MPA) who wish to hold an event on the
CERN site that is not recognised by the Organization as one of its official activities. For example, a social
gathering of colleagues on the CERN site.

As a reminder, this is an exhaustive list of CERN’s official non-research activities:

- “organising and running events within the framework of the CERN Staff Association and its clubs;”
- “organising conferences, lectures and meetings [on the site] and receiving visitors;”
- “organising performances, celebrations, events and exhibitions [on the site].”

This guide will help you to prepare for your event by answering the following 15 questions.

1 QUESTION 1: HAVE YOU THOUGHT ABOUT YOUR RESPONSIBILITY AS THE ORGANISER?

You are answerable to the Director-General while on the CERN site, even outside your working hours.
CERN’s rules remain applicable and disciplinary measures (as far as exclusion from the site) may be taken
against anyone in breach of them.

While the event is underway, the organiser is responsible for supervising the participants and protecting
any goods and equipment used. In the event of accident or damage to equipment, those affected may hold
the organiser liable. This may be in addition to taking action against liable third-parties.
As the organiser, you are personally liable.

2 QUESTION 2: HAVE YOU PREPARED FOR SAFETY MANAGEMENT DURING THE EVENT?

Tip: as the organiser, you are responsible for the safety of the participants. You are advised to put together
a team of helpers who will work with you to ensure the safe running of the event (with at least one helper
for every 25 participants).

Tip: if you are expecting a large number of participants, it is advisable to engage the services of a
professional security firm to control access and ensure the safe running of the event.

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