Logistics & Accomodation
TRAVEL
We will provide all travel arrangements including return tickets from your place of residence to upper Austria. Upon confirmation of your participation, you will have the option to choose between traveling by flight, train, bus, or car. The event management team will arrange flight tickets directly and assist with train and bus ticketing (for more info see below at Eligible Travel Expenses).
Arrangements will be made for participants with disabilities or impairments (wheelchair access, sign language interpreters, assistive listening devices) and those needing day care services to ensure their participation.
Other Transportation Arrangements
Shuttle services and other transportation arrangements will be provided to ensure easy access to the event venues (details to be determined).
ACCOMODATION
We are happy to provide accommodation at:
Wesenufer Hotel & Seminarkultur an der Donau
Wesenufer 1, 4085 Wesenufer, Austriae
BW Hotel Spinnerei Linz
Wiener Str. 485, 4030 Linz, Austria
PLAZA Premium Vienna
Hertha-Firnberg-Straße 5, 1100 Wien, Austria
Each participant will be provided with a single-occupancy room incl. breakfast to ensure comfort and privacy. The hotel offers amenities such as Wi-Fi. We provide your room and breakfast. Please be aware that all services that exceed this will be paid by the participant directly (such as gym, sightseeing, personal travel, parking fees, fees resulting from damages, etc.).
TRAVEL AND REIMBURSEMENT INFORMATION
Travel Insurance
All EU participants; as well as participants from Norway and Iceland are covered through their European Health Insurance Card (EHIC) in case of any medical needs. Should you not yet have your EHIC, you can request it in your country of residence.
In case you are not covered please inform your event manager and individual arrangements will be done.
Additional meal expenses
We provide meal allowances according to the per-diem-rates in BStBl I 2022 of the Federal Republic of Germany, effective 1 January 2024. This policy applies to participants of the event who have demonstrably participated by signing the attendance sheet.
Per diems serve as flat-rate allowances for meal expenses that we pay per day. Initial costs for meal expenses must be paid by you, receipts are not required. You can claim these per diems after your trip through the template "travel expense report" (this will be provided by us).
The rates are set by German law and change depending on where the program happens and if meals are given to the participants. If the host provides meals, these rates will be reduced by a certain percentage: 20% for breakfast, 40% for lunch, and 40% for dinner. The rate for arrival and departure days is lower.
So, for example, the per diem is €33 the day you arrive in Austria, and the day you leave. For full days (if you stay 24 hours) you receive €40 if breakfast was provided.
We will send you a template prior to the event, where you can fil in the per diems that you need. The completed template you will have to send back after the event (no need for keeping receipts for food and drinks). After we have checked your attendence you will be reimbursed with the per diems.
More info available here: Reimbursement_AU.pdf
Approval Process for per diems & travel reimbursement
- Submission
You must submit the filled-out template along with a scan of tickets/mileage log and proof of payment (e.g., receipts, bank statements) within 15 days of returning from the event to your event manager. You will receive detailed information after the selection process.
- Review and Approval
The submitted invoice will be reviewed by the Finance Department of GFA Consulting Group GmbH, and payment will be transferred to the participant's provided account.
- Non-Reimbursable Expenses / Fees not paid by us
Reimbursement: We do not reimburse expenses for activities not specifically related to our programme, such as personal entertainment, sightseeing, travels apart from our programme, or Car hire and parking expenses. We do not reimburse taxis (bolt/uber) unless it is the only available means of transport.
Hotel fees: Please be aware that we only pay your room, breakfast and tourist tax. All other costs apart from that (e.g. Minibar, laundry services, damages, fines due to forbidden actions, luggage assistance, etc.) will not be covered by us, but by the participant him/herself.
Eligible Travel Expenses
- Public Transportation
Get reimbursed for second-class train or bus tickets directly related to the event, up to €350 for round-trip travel. Our event organization team will assist you in finding the best solution.
- Car
If you use your car, we'll reimburse you €0.22 per km for distances up to 100 km (one way). For longer trips, reimbursement will be provided only for the corresponding second-class train ticket.
- Flight Tickets
The event manager will arrange and directly pay flight tickets for participants who require air travel. Flight tickets purchased by participants themselves will not be reimbursed.
Policy Enforcement
Failure to adhere to these guidelines may result in denial of reimbursement.
CERTIFICATION
Certificate of attendance with EU Commission logo will be attested by EU-PROMENS and the hosting institution.
An Ambassador's brand for the EU-PROMENS project will be attributed as a recognition of active involvement and advocacy for mental health in Europe.
CONTACT
If you have any questions or special requests regarding travel and accommodation, please contact us.