Report from Accommodation Facilities meeting ACCU A.Rozanov 12.09.2007 1 Outlook Accommodation Facilities meeting 10.09.2007 Patrick Geeraert, Chris Onions,

ACCU A.Rozanov 12.09.2007 1

Report from Accommodation Facilities meeting

Outlook

• Accommodation Facilities meeting 10.09.2007• Patrick Geeraert, Chris Onions, Francesco Navarria, Alexandre Rozanov,

Gerard Fournier, Mauro Nonis, Bertrand Salami, Michael Poehler, Jose Salicio

Diez

• Scope of the meeting is increased from “Hostel

Fund” to include both hostel and office situation of

CERN users• New hostel in building 41 is operational since June

and reimbursement of the loan should be finished in

2008


Report from Accommodation Facilities meeting CERN Hostels (M.Nonis)

Buildings

Single +

washbasin

Single +

washbasin + Toilet

Single +

Bathroom

Double +

washbasin

Double +

Bathroom

Handicapped

FlatTotal beds

38 56 30 60 26 25 2 doubles 1 double 25439 _ _ 92 _ 24 _ _ 140

41 _ _ 91 _ 51 single et 1

double_ 104

Total 56 30 243 26 5 4 1 498

Price

27 CHF Per

room

48 CHF Per

room

58 CHF Per

room

14 CHF Per bed

64 CHF for

1 person

77 CHF for 2

persons

58 CHF Per room

For Single

64 CHF – For double

90 CHF the flat

with lounge, kitchen, bathroo

m


Report from Accommodation Facilities meetingExternal Hostels (M.Nonis)

• CERN has an agreement with a private hostel in St Genis (France). • CERN looks after the reservation; all other activities are not under

Housing Fund’s mandate.

Single + Washbasin

Single + washbasin +

Toilet + shower

Number of beds

60 21

Rate 18.1 euros 26.40 euros


Report from Accommodation Facilities meeting Occupancy rates (M.Nonis)

Buildings 38 and 39 only



M. NONIS TS/FM – CERN Accommodation Facilities meeting – 10.9.2007

BOOKING REQUESTS PROCESSING TIMES (M.Nonis)

September 2006

December 2006 –

January 2007June 2007

Requests received per day100 400 200

Requests received per day (beginning of the month)

250 780 250

Feed back from Reception2 days 7 days 3 days

Feed back from Reception (beginning of the month)

3 days 15 days 5 days



Reservation type / categoryMaximum reservation

delay1

Maximum duration for one

single stay

Maximum duration of stay, within

calendar year

Maximum number of beds per

visitorAcceptation

criteria BuildingPriority

over other reservations

Single persons 60 days 60 days 60 days 1 or 2 --- 38, 39, 41

Summer students 60 days 90 days 90 days 1Following list from the HR

Dept.38

Employed members and associates 2 60 days 60 days ----- 1 or 2 Concerned

Department 38, 39, 41

Students (others) 60 days 60 days 60 days 1Request from

CERN University’s responsible

38, 39

Selection board candidates 60 days 1 à 2 days --- 1 Given from the HR Dept. 38, 39, 41

Council members 12 months 60 days 60 days 1 or 2Via the Council

Secretariat39

Visits 60 daysFrom the day before to the day after the

visit---- 1 or 2 List given by

the organiser 38, 39, 41

School groups (official visits) 60 daysFrom the day before to the day after the

visit---- 30 % 3 List given by

the school 38

Experimental weeks 4 / workshops 4 / conferences 4 / VIP visits

12 monthsFrom the day before to the day after the conference

60 days 30 % 3List given by

the secretariat or the organiser

38, 39, 41

1 – before arrival date2 – only at beginning of contract3 – of the total capacity per room type4 – officially organised by CERN

Building 38 : 199 rooms, 250 bedsBuilding 39 : 116 rooms, 140 bedsBuilding 41 : 98 rooms, 104 beds

Draft for discussion of RESERVATION RULES (M.Nonis)



Possible improvements in hostels

• Sliding window reservations should avoid peaks in delays near 1 of the moth and beginning of the year• Clear written rules for block reservation after discussion with ACCU• Clear written rules for current day (waiting) list• Reducing the block reservations from 30% to 25%???, 20%???,…. • Monitoring of the number of refusals and the number of unsatisfied requests in daily (waiting) lists during two months (October-November 2007)• Request from hostel management to give the estimation of the number of beds needed in the hostel during LHC start-up 2008-2009 from ACCU side• Possibility to increase the number of beds by moving reception, TV rooms, cuisines to building 222 (project to be discussed with ACCU)• Restart efforts to get contract with one more external hotel/hostel• Reducing delays of reservations reply: 48h request from ACCU side, 3 days current estimate from hostel side • WWW booking (next slide)



WWW based booking

• Agreed that it is technically possible and should be introduced• It can not be on 100% of beds as some visitors do not have credit cards needed in obligatory field of WWW interface and block reservations• Abuses should be limited by credit card guarantee and fees for late cancellations/modifications (details to be discussed)• In case of cancellations forced by official changes of schedule, the facility of payment of cancellation fees by team leader account should be available• WWW reservations will apply to fixed % of beds. Initial % can be determined from experimental number of credit card users in the past. • Ultimately the WWW booking delay should be negligible (at start up ~ 3 days delays are possible)• Old non-WWW booking will still work in parallel for remaining beds



Office situation

• Request to increase the number of offices by 500 places in 2006 for LHC experiments• 200 places recuperated for LHC experiments in existing buildings in 2006/2007• Discussions of the extension of the building 40 for 300 places with eventual delivery in 2010 . To be discussed with LHC experiments concerned (ATLAS, CMS).• Is there a need for new evaluation of the office space needs in LHC start-up in 2008-2009 ?



Conclusions

• Feedback for Blocking Reservation rules will be needed• Feedback for WWW reservation rules will be needed• Transparencies of Mauro Nonis will be attached to the Agenda (these are only preliminary material for discussion)• Estimations of the need of beds (offices) in 2008-2009 will be probably needed



Additional material

Documents

Report from Accommodation Facilities meeting ACCU A.Rozanov 12.09.2007 1 Outlook Accommodation Facilities meeting 10.09.2007 Patrick Geeraert, Chris Onions,