Sample Transport to ESRF

All parcels/dewars of samples shipped to the ESRF, either for remote experiments or for samples sent ahead of onsite experiments, must be declared via this platform that will allow:

• Parcel tracking - you will receive information about where your parcels are at the ESRF in real time;
• Pre-payment for reimbursed parcels - you may use the ESRF courier account to pay for eligible parcels (public experiments only, one subsidised parcel transport in place of a subsidised user visit).

A summary of the ESRF parcel shipment process is provided below, and full details will be available on our new sample transport webpages: https://www.esrf.fr/SampleTransport/. 

All samples and materials shipped to the ESRF for an experiment must be declared in advance in the session A-Form in the User Portal (and via a Risk Analysis form when requested by the Safety Group), and must have been approved by ESRF Safety before sending. Shipping documents must be prepared using the Data Portal (ESRF label) and the forwarder’s website (forwarder documents and proforma invoice if necessary). Parcels must be properly packed, with both the ESRF label and forwarder documents affixed to the parcels and with the return paperwork enclosed.

For structural biology users, note that the ISPyB interface will continue to remain available for sample shipment management until 1st March 2026, to ensure a smooth changeover. However, users are strongly urged to start using the Data Portal as soon as possible.

We remind you that the Data Portal tracking system does not exempt users from their responsibility to follow the general transport regulations applicable to the shipment of the samples (as arranged with the forwarder).

Your samples and synchrotron beamtime are highly valuable - please help us to ensure the success of your experiments by following closely the instructions that are provided in our webpages!