How to book on-site/Remote Access Experiments (IX) - Detailed instructions

Remote Access experiment: a macromolecular crystallography experiment where the industrialist carries out the experiment remotely from his/her home laboratory.  (For more information on Remote Access, click here)

On-site experiment: a macromolecular crystallography experiment where the industrialist carries out the experiment at the ESRF.

Step by step

1. Agree on experiment date with MX Industrial Co-ordinator

You should contact the MX Industrial Co-ordinator to agree on the date(s) and number of shifts.  The MX Industrial Co-ordinator will inform the BDO.

2. Quotation

If you wish to purchase shifts for one particular experiment, you will be sent a quotation for a specific number of shifts which, if you accept, should be signed and returned as soon as possible.

If, however, you plan to carry out several experiments, you will receive an "open" quotation that will cover all your experiments.  You will be invoiced quarterly according to what you have used.  The quotation is valid until further notice.

We cannot proceed with the administrative procedures, thereby blocking your experiment, until you return this quotation.


3. Admin steps for your experiment


Creation of experiment number

If it is the first time you apply for beam time at the ESRF, the BDO will create your experiment number (IX-**) which, once attributed, is valid until further notice.


The BDO will then send you, as Main Contact ("Main Proposer") an Invitation with an "Experiment Protocol" by email which contains information on how to submit the A Form

A Form

There are instructions concerning the A Form that you will need to submit as Main Contact. The A Form is submitted to obtain site entrance, mandatory for all experiments. It is also used to request canteen card and accommodation, if required. Sample Sheets must be submitted with the A Form.

Sample Sheets

You will need to create and save Sample Sheets for each experiment session, then attach them to the A Form. It will not be possible to submit the A Form if you have not attached the Sample Sheets.  The A Form is for site entrance, mandatory for all e

Electronic Declaration

This is an electronic declaration that you need to Validate and Submit for each experiment.

On-line Remote or On site Safety Training

Once completed, this mandatory safety training is valid for one year. It must be valid for all scientists in order to submit the A Form.

4. Payment

If you have purchased shifts to cover one particular experiment, once it has been completed, you will be sent an invoice for this experiment.
If you have signed an "open" quotation, you will be invoiced quarterly according to what you have used.


If you are travelling back to your home institute from Lyon St Exupéry airport with your dewars/crystals. 

For users of the Macromolecular Crystallography beamlines: After agreement with airport security and the Lyon airport customs police, we have set in place a document which serves as an accompanying letter (.pdf file) when you are travelling home with your dewars or crystallisation trays. The letter (in French) must be signed by the person transporting the samples and the ESRF Biosafety officer (Carla Dos Santos Silva, phone +33 (0)4 76 88 22 03). The English letter (.pdf file) is a copy for your information.

For experiments taking place during the week (Mon-Fri) clients must print out the letter when submitting the A-form and have it signed by the Biosafety officer. In case of any problems, please contact the Biosafety officer in advance.

For weekends and bank holidays the letter will be printed and prepared by the ESRF Safety officer and given to you personally with your Safety Approval Form (SAF) of the beamline. If you are not present when the ESRF Safety officer comes to the beamline, you must call the Experimental Hall Operator (EHO, phone 2525 ) who is present 24h/24h. If you need more than one letter, you must contact the ESRF Safety group in advance and let them know the names and addresses of the persons carrying the samples.

Attention: This letter for the airport security is only valid for going back from the ESRF to your home institute from Lyon airport. For problems during your travel to the ESRF, please contact the safety office in your home institute. If you have any other problems with biological samples travelling from France to your home country, please inform the Biosafety officer at the ESRF (Véronique Mayeux).