Erasmus+ Youth Exchange Participation terms and conditions

1. General Information

  1. What is a Youth Exchange? Youth Exchange is a meeting of groups of young people from at least two different countries who gather for a short period to implement jointly a non-formal learning programme (a mix of workshops, exercises, debates, role-plays, simulations, outdoor activities, etc.) on a topic of their interest, seeking inspiration from the European Youth Goals. The learning period comprises a planning period before the application, preparation phase before as well as evaluation and follow-up after the exchange.

2. Target audience and participants selection

  1. The target audience is young people mostly aged 16 and 24 interested in the given topic and willing to take part in all phases of the project (planning, preparation, implementation, and follow-up).
  2. Eligible participants are young people aged between 13 and 30 residents in the countries of their sending organisations.
  3. Participants are not required to speak fluent English. One of the learning aims of youth exchange is for participants to improve their multilingual competence.
  4. Young people who want to participate in the youth exchange are asked to fill in an application form providing their contact details, general information, motivation and experience to participate in the project.
  5. Generally, young people having no or very little experience in youth exchanges are given the priority to participate. Young people who have been to youth exchange more than 2 times are expected to contribute to its implementation and take responsibilities, e.g. being group leader, facilitating sessions, helping project coordinator with logistics or media team, etc.
  6. We follow fair and non-discriminatory principles during selection process, aim for gender equality.
  7. About selection results young people are informed via email.

3. Organizers and group leaders

  1. Youth Exchange involves group leaders. Group leaders monitor and provide support to participants to ensure the qualitative learning process during the learning mobility. At the same time, they cater for a safe, respectful, and non-discriminatory environment and protection of the participants.
  2. Each group of participants from each country will be accompanied by at least one group leader.
  3. Group leader must be over 18 years old with no upper age limit.
  4. Group leader must have at least conversational (B2) level of English.

4. Learning and recognition

  1. Erasmus+ supports non-formal learning mobility of young people in the form of Youth Exchanges, with the objective to engage and empower young people to become active citizens, connect them to the European project as well as to help them acquire and develop competences for life and their professional future. More specifically, Youth Exchanges aim to foster intercultural dialogue and learning and feeling of being European; develop skills and attitudes of young people; strengthen European values and breaking down prejudices and stereotypes; raise awareness about socially relevant topics and thus stimulate engagement in society and active participation.
  2. By attending a Youth Exchange, you will obtain Youthpass. It is the recognition instrument developed for the projects realised in the European youth programmes. Through the Youthpass certificate, participation in such projects can be recognised as an educational experience and a period of non-formal and informal learning.

5. Funding and costs

  1. EU grant funding is an incentive to carry out the Youth exchange which would not be feasible without the EU financial support and is based on the principle of co-financing. Co-financing implies that the EU grant may not finance the entire costs of the project and its activities, the project must be funded by sources of co-financing other than the EU grant.
  2. From EU grant we will cover the cost of the organization, accommodation in the activity venue, food in the venue, and the most economical travel as described in the related sections.
  3. Participants are not required to pay any contribution fees as a form of co-funding.
  4. We are aiming to make the activity accessible and not to create any financial barriers to participation particularly to participants with fewer opportunities therefore we plan to organize activities in a way that its possible for a participant to take part without incurring any additional cost by following our recommendations in the related sections.
  5. Costs, which are not directly related or not essential to the youth exchange, can be covered by participants form their own contribution, if they want. For example: snacks, extra foods, drinks (non-alcoholic), entrance fees to facilities and entertainment during free time, non-essential travel costs (like higher class tickets, priority boarding, extra luggage, taxi), accommodation prior or after the mobility, vaccinations, medical certifications, etc.
  6. Double funding -Each project financed by the EU is entitled to receive only one grant from the EU budget to any one beneficiary. Under no circumstances shall the same costs be financed twice by the Union budget. To avoid the risk of double funding, the applicant person must indicate the sources and the amounts of any other funding received or applied for in the year. None of the expenses must be financed by any other activity or program of the European Union and in the period of this activity, including travel days, participant is not participating in any other activity or program funded by European Union (Erasmus+, European Solidarity Corps, etc.)

6. Confirmation of participation

  1. Each selected participant receives a confirmation email from the project coordinator about positive selection results and requesting to confirm their participation.
  2. To confirm the participation, participants need to fill the participation confirmation form on E29 Portal. Last step of the participation confirmation form is the 50 EUR online deposit payment by credit/debit card or google pay.
  3. Deposit will be refunded after fulfilling requirements of participation within 5 days after the youth exchange ended – staying the full duration of the youth exchange in the venue of the activity, attending all sessions and filling in an online evaluation report.
  4. Deposit will be retained if at least one of the participation requirements is not fulfilled – skipping 2 or more sessions during the youth exchange, not staying the full duration of the youth exchange, not filling in the online evaluation report, cancelling participation before the youth exchange.
  5. In case of damages occurred to the venue of the youth exchange due to the fault of participant, the deposit paid by that participant will be used to compensate the damages. If the sum of caused damages is lower than 50 EUR, the remaining sum will be returned. In case the sum is higher than 50 EUR, participant will be asked to cover the difference.

7. Travel and practical matters

  1. Sustainable means of transport (green travel – defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling) is encouraged and preferred for selection of travel route and means.
  2. The travel itinerary and means will be planned by the coordinator and the group leaders considering sustainably of the means of transport, safety of participants on the given transport and economic aspect.
  3. Participants from one country must travel to the venue of Youth Exchange as a group together with their group leader.
  4. Travel tickets will be bought either by project coordinators or participants themselves. Each case is individual and decided based on different criteria by project coordinators. Participants will be informed about the travel arrangements from project coordinators and provided with needed information about travel itinerary and instructions how to buy the tickets, in case participants are buying the tickets themselves. Tickets need to be bought online and electronic copies of tickets need to be saved in PDF in order to be eligible for reimbursement, only electronic copies of tickets saved in PDF format are accepted. The tickets will be reimbursed after the activity based on the travel reimbursements rules (see point 10. Travel reimbursement).
  5. Pack clothes based on the weather where the youth exchange will take place, check the forecast before leaving. Always bring comfortable clothes and shoes for indoor and outdoor activities which you wouldn’t mind getting dirty. Bring slippers, towels, shampoo, toothpaste and other hygiene products as they are not going to be provided by the accommodation. Do not bring any valuables which are not essential for participation in the youth exchange. Before packing to the youth exchange, read the infopack if there are some specific mentions of things/clothes you should bring, e.g. swimming suite or waterproof jacket.

8. Venue and accommodation

  1. Youth exchanges are mostly organized in tourist-type accommodation, this means rather simpler equipment and furnishings of the rooms and the entire building.
  2. Hair-dryers and washing machine are not provided, thus pack enough clothes for the duration of the youth exchange or be prepared to wash them with hands.
  3. Participants will be accommodated in multi-bed rooms arranged for 3-6 persons per room, grouped by gender. Rooms have shared bathrooms usually.
  4. At the venue there is usually no internet, or the speed is very slow so be prepared not to have internet access.
  5. Any damage or destruction to the property of the accommodation will be covered by the participant after agreement with the owner/manager of the building.
  6. Cleaning service is not provided, thus it is the responsibility of participants to keep order in the common rooms and in their own rooms.
  7. In most accommodation there are quiet hours after 10 p.m. lasting until 6 a.m., therefore it is asked from participants to respect the night hours and not to shout, run in the corridors or slam doors or otherwise significantly disturb the night’s peace.

9. Food

  1. Meals are provided 3 times a day (breakfast, lunch, and dinner). Meals are mostly prepared in the manner of classic cuisine from a country where the youth exchange is organized.
  2. Clean water is provided throughout the stay.
  3. Dietary requirements need to be reported in the application form before the youth exchange. However, from our previous experience we are aware that accommodation chefs are not always knowledgeable enough to cook for specific diets (keto, vegetarian, vegan, lactose intolerant, gluten-free, etc.). Therefore, if you have specific diet requirements, we recommend you not to apply for the youth exchange as we cannot guarantee 100% compliance of the menu to your needs/preferences due to insufficient knowledge of the chefs. If you decide to apply, we will put all the effort to meet your dietary needs/preferences, but keep in mind your required diet might not be fully provided and you will need to adapt to the menu offered.

10. Travel reimbursement

  1. The travel costs are reimbursed from the city of the sending organization to the activity venue. Travel to the sending city from the city where participants live, is covered by participants and not reimbursed.
  2. Only the essential and most economical travel fare (value/economy/second-class tickets) will be reimbursed.
  3. Travel tickets need to be bought online, electronic tickets need to be saved in PDF and provided to the project coordinator for the reimbursement.
  4. Travel expenses related to urban transport expenses (within the same city), taxi transfers, flight modifications, priority boarding, seat reservation, additional luggage, business class tickets, various types of travel insurances and parking fees will not be reimbursed.
  5. Travels starting or ending in different country than the sending organization’s country, will not be reimbursed.
  6. Only registered and authorized public transportation company tickets will be reimbursed.
  7. Car travel will be reimbursed in case of car-pooling of at least 3 participants. The reimbursement sum will be calculated based on shortest and most economical standard route with fixed fee of 0,13 EUR/km from 1 to 2 000 kilometres and 0,00 EUR above 2 000 kilometres.
  8. For travel cost reimbursement the participant must deliver supporting documents containing the route description, date and travel fare (such as electronic ticket/receipt/invoice) within 30 days after end of the activity. The supporting documents must be delivered in PDF format, if it’s on a website, it must be saved as PDF or printed into PDF. Screenshots or forwarded emails are not accepted. Paper tickets are not accepted. Scanned paper tickets are not accepted.
  9. The participant must be on the youth exchange for the whole duration and must attend all the sessions, fill in online evaluation form to be entitled for reimbursement.
  10. The participant is responsible for delivering the documents required for reimbursement within 30 days from the end of the activity.
  11. Reimbursement will be done in EUR via bank transfer to the group leader’s bank account and the group leader will distribute to each participant their part.
  12. Travel reimbursement is usually processes within 1 to 6 months after the youth exchange. In some cases, for example when we need to receive further funding from agency it can take up to 12 or more months.

11. Safety of participants

  1. You as participant are fully responsible for all your belongings. The organizers will not bear any claims in case of theft/disappearance/destruction/malfunctioning, etc. Do not bring any valuables which are not essential for participation in the youth exchange.
  2. The youth exchange is going to be held in accommodation exclusively booked for our activity, therefore there won’t be any bystanders, just participants and accommodation staff. The rooms will have locks.
  3. No access to the premises of the youth exchange will be allowed for any participant having any kind of things that could endanger other participants (e.g. toxic or flammable materials, pocket knives or other sharp tools). Such items will be taken away by organizers and returned on the departure day; in case of participant refusing to give away the item, s/he will be denied from access to the premises of youth exchange.
  4. Every participant is required by Erasmus+ program to have a valid European health insurance card and a valid travel insurance for the period of the activity including the travel dates.
  5. Minor participants, by law in most countries under 18 years old, must bring a completed and signed parental consent form to the youth exchange. The parent consent will be provided by organizer before the youth exchange.

12. Code of conduct

  1. Consumption of alcoholic and any mood-altering substances is strictly prohibited during the whole duration of the youth exchange.
  2. Smoking is not allowed unless in designated place, which is far from others; smoking during sessions is not allowed.
  3. Offensive jokes, swearing, offending other people in any way is not welcomed in our youth exchanges.
  4. Sitting on the windows opening or windowsill is strictly forbidden.
  5. Take care of accommodation and its environment, do not make any actions which could potentially cause breaking chairs, tables, beds, doors, etc.
  6. Be careful and considerate that your actions will not hurt another participant ‘s feelings or hurt them physically, either intentionally or accidentally.
  7. Be respectful, kind and always try to be the best version of yourself. Put in effort and energy, you will be highly rewarded.
  8. You should behave to others like you would want others to behave to you. Be aware of your actions and that others feel comfortable around you.
  9. Have fun, enjoy, and spread your experience to your friends and family so that others also get the opportunity to take part in the youth exchange.
  10. In case of breaching any of the rules mentioned in the Code of Conduct, participant will get a first warning. Schools and parents, in case of underaged participants, will also be informed about participant receiving the warning due misbehaving. If participant repeats the violation of the Code of Conduct for the second time, s/he will be asked to leave the youth exchange immediately and won’t be considered for the future projects. The travel back from the youth exchange will be covered by the participant and/or their parents in case of leaving due to breaching of the Code of Conduct.