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Frequently asked questions

1. REGISTRATION AND ACCREDITATION FOR SPBILF PARTICIPANTS AND ACCOMPANYING PERSONS

Registration

1.1 How do I apply for SPBILF participation?

To register as a SPBILF participant, complete and submit your registration application form on the SPBILF website, www.spblegalforum.ru, specifying the participant’s personal data: full name, passport info, organization, title and contact info, and upload a photo for the badge.

The registration process, consisting of five consecutive steps, is available in Russian and English. Russian nationals complete the registration form in Russian. Foreign nationals may, at their option, complete the form in Russian or English.

Once the 5th step of the registration form is completed, a Preview Data page will open, showing all data input so far. Check if everything is correct. If you detect an error, return to the previous step and fix. If all data appears correct on Preview Data, confirm correctness to complete your registration.

Registration is not completed successfully unless you see a page saying “Thank you for your SPBILF registration!” and receive the same “thank you” message by email.

Your SPBILF application, filled with the registration data you indicated on your form, goes to the SPBILF Organizing Committee for review.

1.2 What is the processing time of a SPBILF application?

The Organizing Committee will review each SPBILF application individually. It usually takes between 3 and 14 business days to process an application. When registration is confirmed, the participant will receive an email with their personal login ID and password to access the participant’s personal account on the SPBILF website.

The Organizing Committee reserves the right, in its sole discretion, to extend SPBILF application processing time or deny SPBILF registration to an applicant without giving its reasons.

SPBILF personal office

1.3 What is the personal office of a SPBILF participant?

The participant’s personal office is an online service for communication and document exchange between the participant and the SPBILF. The participant’s office will be used to pay for their SPBILF participation, to make hotel reservations at the reduced rates offered by SPBILF official and recommended hotels, to complete registration for any persons accompanying the participant, and to generate an official SPBILF invitation for the purpose of processing the participant’s business travel and/or obtaining a Russian entry visa.

1.4 How do I access my SPBILF personal office?

The participant will be granted access to his or her SPBILF personal office once the Organizing Committee decides favourably on the participant’s SPBILF application.

You access your SPBILF personal office by clicking on the blue icon with a key image in the top right-hand corner of any page on the SPBILF website. To log in to your personal office, use the login ID and password you received by email from the Organizing Committee when your SPBILF registration was confirmed. Any SPBILF account login IDs or passwords you may have received in the past years are no longer valid.

Participation options

1.5 What SPBILF participation options are available in 2018?

The following SPBILF participation options (delegate packages) are available in 2018:

  • The SPBILF delegate’s package covers:
    • delegate All events of the SPBILF official business programme;
    • All events of the SPBILF official cultural programme.

  • SPBILF delegate package for the accompanying person*:
  • *this participation option becomes available for one accompanying person only, after the SPBILF application of the accompanied participant has been approved by the Organizing Committee.

    • All events of the SPBILF official cultural programme.

To view the current price of these delegate packages and the prospective price change graph, visit the Participation/Conditions of Participation section on the SPBILF official website.

1.6 What are some of the costs not covered by the delegate package?

The delegate package does not cover hotel accommodation, travel to/from St. Petersburg (the SPBILF host city), individual transportation in the city, personal translation services, or any additional cultural events or excursions.

1.7 How is a discounted SPBILF delegate package different from a regularly priced delegate package?

All features included in the SPBILF delegate packages are identical. Discounts on the SPBILF delegate package are available to participants representing commercial organizations that are not consultancy service providers.

1.8 How can I purchase a SPBILF delegate package for my accompanying person?

Send your application for the purchase of a SPBILF accompanying person’s package via the “Accompanying Person” section of your SPBILF personal office. On all matters relating to your accompanying person’s participation in the SPBILF official cultural programme, including payment matters, communicate with the SPBILF via your SPBILF personal office.

Paying for SPBILF participation

1.9 How do I pay for my SPBILF participation?

Once the Organizing Committee confirms your registration as a SPBILF participant, you are expected to pay the applicable fee for your SPBILF participation. In your SPBILF personal office (the “Delegate Package” section), generate your “official offer” contract by entering your payer details in the appropriate box of your registration form. Within 5 minutes after your input data is confirmed and saved, your contract will be generated automatically and sent to the mailbox you specified at registration. No follow-up submission of a paper contract is required.

You pay as per your official offer contract: no invoice will be sent to you. When you pay, please bear in mind that the money transfer may take a few days, subject to the operating regimen of the payer and payee banks.

The pertinent accounting documents will be processed according to applicable law. Your accounting documents will be available for pickup during the SPBILF days.

1.10 How long will the current delegate package price last?

The delegate package price effective on your registration date will remain firm for two weeks after the Organizing Committee confirms your participant registration.

If payment is not made within 15 calendar days of the date of your official offer contract, your contract will become void. When you generate a new contract, your registration date will no longer be relevant: the amount payable will equal the participation package price effective on the date of your new contract.

1.11 How do I pay?

  • by bank card on the SPBILF official website;
  • by bank transfer as per official offer contract (no invoice will be sent to you);
  • in cash (Rubles only) or by bank card at the SPBILF venue (General Staff Building) during the Forum.

Payments for SPBILF participation are accepted from legal entities or individuals. However, payment must be made by the payer named in your official offer contract.

1.12 How can I make sure that my payment went through successfully?

The status in the “Delegate Package” section of your SPBILF personal office will change to “Payment Confirmed.”

SPBILF certificates

1.13 What is a SPBILF certificate?

A SPBILF certificate is a depersonalized SPBILF delegate package that has no participant’s name on it. These certificates can be taken out for one or several participants. Depersonalized SPBILF certificates are available at whatever price applies on the date of the purchase. This means that you can purchase a certificate at a low early price, but you do not have to decide who will actually attend the SPBILF until days before the Forum. For more information about the depersonalized SPBILF certificates, visit the Participation/Certificate for participation section of the official SPBILF website.

1.14 When does one have to make up one’s mind about the individuals whose participation will be covered by the certificate?

You are expected to finalize your list of participants, covered by the certificates you purchased earlier, on or before 30 April 2018, and advise your decision by email to delegate@spblegalforum.com. By this time, all your participants are required to have completed their online registration on the SPBILF website.

Accreditation

1.15 What is an accreditation badge and how can I get one?

Access to all SPBILF events requires an accreditation name-badge. SPBILF accreditation desks will issue accreditation badges to SPBILF participants and their accompanying persons personally upon presentation of their passports, or to participants’ representatives upon presentation of a proper power of attorney. A power of attorney template can be found on the SPBILF website.

Bering a name-badge, the accreditation badge is not transferable to third parties during the working days of the Forum. Participants are required to carry their accreditation badges at all times during the working days of the Forum.

1.16 Where are the accreditation desks located?

There will be accreditation desks in the lobbies of the SPBILF official hotels and at the main SPBILF venue: the General Staff Building. The accreditation desks will be decorated in the SPBILF style and branded with a SPBILF logo. The list of accreditation desk locations and their hours can be found in the “Participant’s Guide/Accreditation” section on the SPBILF official website.

2. SPBILF PROGRAMME

The SPBILF programme includes the events of the SPBILF official business programme, official cultural programme, and satellite events.

The schedule of all events is available in the section “Agenda” of the official SPBILF website.

SPBILF Official Business Programme

2.1 How is the SPBILF official business programme organized?

The SPBILF business programme includes a Plenary session, lectures, presentations, moot courts, discussion sessions and International Insolvency Forum events. The discussion sessions are grouped into “tracks,” or theme clusters. Every track is coded with a colour and a number. Every discussion session has a two-figure number: the first figure refers to the track, and the second indicates the session’s ordinal number in the track.

Visit the “Business programme” section of the official SPBILF website to view the tentative SPBILF official business programme.

2.2 What official business programme events are included in the SPBILF delegate package?

All events of the SPBILF official business programme are included in SPBILF delegate package.

2.3 What is a Plenary session and how to visit it?

The Plenary session is the core event of the SPBILF official business programme, setting the work guidelines for the Forum. The SPBILF Plenary session is attended by Russian and foreign top officials, prominent academics and members of the business community.

Any SPBILF delegate with an accreditation badge is welcome to attend the plenary session. Admission to the hallof the Plenary session is closing thirty minutes prior to the event.

2.4 What is International Insolvency Forum and how to visit it?

International Insolvency Forum (IIF) is a series of special events within SPBILF uniting bankruptcy professionals from around the world. All IIF events are part of the SPBILF official business programme, they take place at the same venue, and their visit is also included in the SPBILF delegate package.

Official website: IIF.spblegalforum.ru

2.5 What languages will translation be available into during the SPBILF official business programme events?

Simultaneous translation into both English and Russian will be provided during all the events of the SPBILF official business programme.

2.6 How to take part in the SPBILF official business programme and to speak at the Forum?

For any questions related to the formation of the SPBILF official business programme, participation of speaker or moderator you can contact the Speaker Relations Department at programcommittee@spblegalforum.com

SPBILF Official Cultural Programme

2.7 What cultural events are included in the SPBILF delegate package and accompanying person’s package?

SPBILF delegate package and accompanying person’s package includes all events of the SPBILF official cultural programme. Visit the Cultural Programme section on the SPBILF official website to view the tentative SPBILF official cultural programme.

2.8 If a cultural event involves the seating arrangement, how can I get my ticket or find out what my seat number is?

Tickets will be issued to participants at the venue immediately prior to the event, upon presentation of their badges.

2.9 How am I going to get to the venues of the SPBILF official business and cultural programme?

There will be shuttles running from the SPBILF official hotels to the venues of the SPBILF official business and cultural programme events. Visit the “Participation/Transportation” section on the SPBILF website to view the shuttle schedule and routes.

2.10 Is there a dress code for SPBILF events?

Welcome Reception: Business casual

Gala Dinner: Cocktail Attire, Black Tie Optional

2.11 Is it possible to purchase tickets for one event only and invite guests who are not SPBILF participants?

Only accredited, badge-holding SPBILF participants and their accompanying persons may attend any events on the SPBILF official business and cultural programme as per their participation package.

Guests who are neither SPBILF participants, nor their accompanying persons may be invited to any satellite events staged outside the main SPBILF venue (the General Staff building), subject to the permission of the hosts of the event in question.

No persons under the age of 18 are admitted to any SPBILF event.

Satellite Events

2.12 What is a satellite event?

A satellite event is an event hosted by a SPBILF Partner during the days of the Forum. The SPBILF Partner sets the agenda, invites the speakers and participants for its satellite event at its own discretion. A satellite event may be staged at the SPBILF main venue (the General Staff Building) or elsewhere. The Partner is at liberty to designate its satellite event as “by invitation-only,” which will be mentioned in the SPBILF programme.

2.13 Who may host a satellite event?

Subject to the Organizing Committee’s consent, any commercial or not-for-profit organization may host a satellite event. If you are interested in hosting a SPBILF satellite event, please get in touch with us at: sponsorship@spblegalforum.com.

2.14 How can I attend a satellite event? How can I obtain an invitation for a satellite event?

If the satellite event is open to all SPBILF participants, any SPBILF participant with an accreditation badge may attend. If access to the event is by invitation only, the participant wishing to attend should request an invitation by email delegate@spblegalforum.com, indicating the event’s title and the participant’s full name, title and company name. An invitation will be issued or withheld by the satellite event hosting Partner in its discretion. Invitations may be withheld without explanation.

3. SERVICES

Accommodation

The Organizing Committee invites SPBILF participants to benefit from the special low room rates offered by the SPBILF official and recommended hotels.


3.1 What is the difference between an official SPBILF hotel and a recommended hotel?

The special low room rates for participants are offered by both the SPBILF official and recommended hotels on SPBILF days.

There will be shuttles running from the SPBILF official hotels to the venues of the SPBILF business and cultural programme events. Visit the “Participation/Transportation” section on the SPBILF website to view the shuttle hours and routes. There will be accreditation desks in the lobbies of the SPBILF official hotels, which will issue accreditation badges to participants.

There will be no accreditation desks or shuttle services at the recommended hotels.

3.2 How can I make a hotel reservation at the special low rate?

The specially priced hotel reservation option will become available to you in the “Accommodation” section of your SPBILF personal office after you complete your registration and your official offer contract, which you will use to pay for your SPBILF participation.

3.3 How much will I save by staying in an official or recommended hotel during the Forum?

In accordance with our hotel relations policy, the special low room rates will only appear in the “Accommodation” section of your personal office. You can view them after you complete your registration and your official offer contract, which you will use to pay for your SPBILF participation.

3.4 How can I check with the hotel to see how many specially priced rooms they have left?

The number of specially priced rooms available will be shrinking fairly quickly as the beginning of the Forum approaches. Updates on room availability will appear in the “Accommodation” section of your personal office. If any hotel from the number of the SPBILF official or recommended hotels does not come up on your personal office, this means that there are no more rooms available in that hotel.

3.5 How do I change my reservation if I have to check out earlier than planned?

You will need to contact the hotel directly to change your reservation. Note, however, that the hotel reserves the right to levy a penalty when you stay fewer nights than you had booked. The penalties will be detailed in your SPBILF account and on the booking confirmation form you receive from your hotel.

3.6 How can I book a hotel for the yet-to-be-finalized participants on my SPBILF certificate?

You do this by sending a request to us at: accommodation@spblegalforum.com.

Translation

3.7 What languages will translation be available in during the SPBILF?

Simultaneous translation into English will be provided during the events of the SPBILF official business programme.

3.8 Will it be possible to order a translation service onsite at the Forum, and how can this be done?

At the participant’s request, subject to availability, optional translation services will be available onsite during the SPBILF. However, the participant’s request must be received at service@spblegalforum.com on or before 30 April 2018.

Transportation

There will be shuttles running from the SPBILF official hotels to the venues of the SPBILF business and cultural programme events. Mercedes Sprinter minibuses will be used as shuttles.

On 15 May 2018, shuttles will also run from Pulkovo Airport to the SPBILF official hotels.


3.9 Can I use the shuttle service if I am not staying in an official or recommended hotel?

Any SPBILF participant with an accreditation badge is welcome to use the shuttle service, regardless of where the participant is staying.

3.10 How frequently will the shuttles run?

Shuttles will run with a 30-minute interval, leaving as soon as the vehicle is filled. The airport shuttles will run exactly every 30 minutes. Visit the “Participation/Transportation” section on the SPBILF website to view the shuttle hours and routes.

3.11 Who do I contact if I wish to use the shuttle service?

Concurrently with the shuttle schedule, a uniformed SPBILF representative will be available on the premises of every SPBILF official hotel, who will advise participants about the shuttle schedule, and will assist participants in reaching the desired SPBILF destination. In addition, the volunteers manning the accreditation desks at the SPBILF official hotels will be onsite to answer any questions regarding the shuttle schedule or how to get on a shuttle.

3.12 Do I need accreditation for my personal vehicle?

Personal vehicle accreditations are not available due to the shortage of parking room in the neighbourhood of the SPBILF venue. You can either try to park your vehicle in a side street adjacent to the General Staff building (but heed the traffic signs!), or park next to a SPBILF official hotel and take a shuttle from there (bring your accreditation badge!).

Please note that traffic may be restricted or rerouted in the SPBILF neighbourhood on Forum days. Watch out for temporary traffic signs!

3.13 Is it possible to drive up to the General Staff to let SPBILF participants out?

It will not be possible to drive up to the General Staff building as Palace Square will be closed for traffic.

Tour services

The SPBILF tour programme is of two parts. One part is covered by the delegate package, the other is optional, available for an extra charge.


3.14 How do I sign up for the tour programme?

You can sign up for any tour included in your SPBILF delegate package via your SPBILF account. To sign up for a paid tour on the optional programme, email your request to: tour@spblegalforum.com. The tour will be confirmed if/when the required minimal number of participants have signed up for that particular tour. If not, you will be offered an alternative tour.

3.15 What is the deadline for the submission of optional tour requests?

Optional tour requests must be received on or before 30 April 2018. The organizers cannot promise that any tour vacancies will be available at a later date.

3.16 Can I pay for my optional tours onsite instead of signing up in advance?

You can pay onsite if there are tour vacancies available. For vacancy availability updates, inquire at the information desk in the General Staff building, or email us at: tour@spblegalforum.com.

3.17 We have sent a request, but it was denied. We really want to get on the programme. What do we do?

One possible reason why your request was denied is that the tour group is full and they are not accepting any new participants. Another likely explanation is that the tour has been cancelled because too few people signed up. You are welcome to order a personal tour by emailing us at: tour@spblegalforum.com.

4. LEGAL FORUM LIVE

4.1 What is Legal Forum Live?

This project, Legal Forum Live, is a series of regional events in cities across Russia and the CIS, accompanied by the online streaming and discussion of SPBILF discussion sessions.

For more information please refer to the Legal Forum Live section on the official website.

4.2 Where and when will the Legal Forum Live events take place?

Legal Forum Live events take place in dozens of cities across Russia and the CIS concurrently with the SPBILF dates.

4.3 How much does it cost to attend a Legal Forum Live event?

Legal Forum Live is not a for-profit project. However, the hosts of a local Legal Forum Live event have the discretion to determine the event format in their city, and to charge an organizational fee to cover their overhead expenses.

4.4 How do I sign up to host a local Legal Forum Live event?

If you wish to host a local Legal Forum Live event in your area, complete your registration application form in the Legal Forum Live section of the SPBILF official website. If your registration is confirmed, you will receive an email with your login ID and password to access your personal local event host’s account on the SPBILF website. The email will be sent to the mailbox you indicated on your registration form.

4.5 What are the benefits of hosting a local Legal Forum Live event for the host?

Benefits of joining Legal Forum Live:

  • you get to stage your own event under SPBILF auspices in a format that best suits you (conference/roundtable/seminar);
  • you set up dialogue with partners in the course of preparing and staging the event;
  • you debate topical legal issues and trends among peers while watching the SPBILF online stream, and then direct your questions and ideas to prominent international experts care of the SPBILF Organizing Committee;
  • you make your organization visible to members of the international legal services community: an interactive map with LF Live local event hosts’ info will be posted on the SPBILF website.

4.6 What are the reporting obligations of the hosts of local Legal Forum Live events?

Following the local Legal Forum Live event, the host is expected to submit to the Organizing Committee:

  • a collective photo of the participants of the local Legal Forum Live event, which will be posted on the SPBILF website;
  • key conclusions from the discussions: no more than 4 000 characters of text.

4.7 What is the purpose of the online account of a local event host?

The Legal Forum Live local event host’s online account provides access to the services offered by the SPBILF to Legal Forum Live event hosts. Among other helpful features, the Legal Forum Live local event host’s online account provides a step-by-step guide to the preparation of a local Legal Forum Live event.

5. PARTNERSHIP AND MARKETING OPPORTUNITIES

5.1 Who is a SPBILF Partner?

A SPBILF Partner is any organization providing sponsorship support for the Forum in exchange for advertising opportunities and the privilege of having its brand integrated into SPBILF events.

Expo Participant (Exhibitioner): any organization providing sponsorship or marketing support for the Forum in exchange for the opportunity to showcase its products or services on SPBILF premises, in an area designated by the Organizing Committee.

Media Partner: any Russian or international media organization or association providing informational marketing support for the SPBILF concurrently with the Forum and its preparation, and following up with the coverage of SPBILF results after the Forum.

5.2 How does one become a SPBILF Partner?

To offer your partnership ideas and discuss partnership terms, please contact our Partner Relations Office by email at: sponsorship@spblegalforum.com.

5.3 What are the benefits for SPBILF Partners?

  • partner’s brand positioned for maximum visibility as SPBILF events are widely covered by the mainstream media;
  • diverse and versatile promotional tools at Partner’s disposal: the official SPBILF website, info mailings to national and regional media, news agencies, and SPBILF participants on the database, SPBILF mobile app, SPBILF accounts on social networks, SPBILF print products and SPBILF venue;
  • partner’s chance to strengthen brand recognition among members of the Russian and international business, political and academic elites;
  • the unique opportunity to test a highest-level international audience of politicians, lawyers, academics and entrepreneurs.

5.4 Is the Partner permitted to use SPBILF designations?

Any use of SPBILF designations in Partner’s materials needs the prior permission of the Organizing Committee. SPBILF Partners are not at liberty to use SPBILF designations in any material unrelated to the Forum.

5.5 Who can advertise at the SPBILF venue?

Only SPBILF Partners are allowed to disseminate their advertising on the premises of the SPBILF venue, if their partnership agreement provides for such an opportunity. The Partner’s advertising will, in this case, be disseminated by SPBILF staff in areas specially reserved for that purpose.

With the exception of SPBILF Partners, no organization may distribute any print products (books, magazines, brochures and so on) or other items, or offer services to SPBILF participants, anywhere on SPBILF grounds or in the immediate vicinity thereof. Any person found in violation of this restriction will be ordered to immediately discontinue their unauthorized acts. Any person failing to comply will be asked to leave the premises of the Forum, and their accreditation badge will be revoked.

5.6 Is it possible to obtain the database of SPBILF participants?

The SPBILF draws up a list of participants who have consented to the publication of their personal data, and posts this list in the “Delegates Include” section on its website. The SPBILF will not disclose the personal data of SPBILF participants to any third party, not even a SPBILF Partner.

5.7 Is it possible to advertise my event during the SPBILF days?

SPBILF Partners may advertise their events, subject to the terms of their partnership agreement. The SPBILF will not announce or advertise any other events, except for those approved by the Organizing Committee and named in the partnership agreement.

6. MEDIA

Please note that the work of media staff at SPBILF events is governed by our Media Work Guidelines, while the media coverage of SPBILF events is regulated by our Reference Policy.


6.1 How do media staff get accredited?

Media accreditations are issued for SPBILF business programme events only.

A media staff member wishing to obtain accreditation for SPBILF business programme events should apply for registration in the “Media” section on the SPBILF website. Media staffers having registered successfully have to pick up their accreditation badges, which will allow them access to the Forum venue. SPBILF accreditation desks will issue accreditation badges to media staff members personally upon presentation of their passports, or to their representatives upon presentation of a proper power of attorney. A power of attorney template can be found in the “Media” section on the SPBILF website.

Bering a name-badge, the accreditation badge is not transferable to third parties during the working days of the Forum. Participants are required to carry their accreditation badges at all times during the working days of the Forum.

Please note that media access to closed-door events attended by members of the Government of the Russian Federation is subject to special procedures, prescribed by the pertinent department of the Office of the President and the Federal Guard Service of Russia. Events of the SPBILF cultural programme are closed to the media.

If the satellite event is open to all SPBILF participants, any media staff with accreditation badges may attend. If access to the event is by invitation only, the media staff member wishing to attend should request an invitation on delegate@spblegalforum.com, indicating the event’s title, his/her full name, title and media organization. An invitation will be issued or withheld by the satellite event hosting Partner in its discretion. Invitations may be withheld without explanation

6.2 Where are the accreditation desks located?

There will be accreditation desks in the lobbies of the SPBILF official hotels and on the premises of the main SPBILF venue: the General Staff building. The accreditation desks will be decorated in the SPBILF style and branded with a SPBILF logo. The list of media accreditation desk locations and their hours can be found in the “Media” section on the SPBILF official website.

6.3 How can one obtain an access pass for a media company vehicle?

To obtain an access pass with parking rights, have the vehicle registered via the “Transportation” section of the media staff member’s online account.

Please be informed that personal vehicle accreditations are not available due to the shortage of parking room in the neighbourhood of the SPBILF venue. You can either try to park your vehicle in a side street adjacent to the General Staff building (but heed the traffic signs!), or park next to a SPBILF official hotel and take a shuttle from there (bring your accreditation badge!).

6.4 How can I follow SPBILF news?

We invite you to join the SPBILF community on Facebook, Twitter, or Instagram, and to subscribe for the SPBILF Digest, then you will be the first to know about SPBILF news and highlights.

6.5 How can I obtain SPBILF photos?

All SPBILF business and cultural programme events are chronicled in photos. This material is available for HD viewing and downloading on the SPBILF multimedia website: www.spblegalforum.tassphoto.com.

SPBILF grants Forum participants and the media an open license to use SPBILF photo materials exclusively for professional purposes with compulsory reference to the St. Petersburg International Legal Forum.

6.6 How can an interview or press event be organized?

There are designated, properly equipped areas on SPBILF premises where Forum participants can talk to the media. We will be glad to assist you in organizing any media event such as a press conference, briefing or interview within SPBILF framework. If you wish to organize such an event, please contact us by email at: press@spblegalforum.com.