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Logistics & Accomodation

TRAVEL 

Once your participation is confirmed, you can select your preferred mode of travel from flight, train, bus, or car, and we will manage all travel arrangements. We will arrange the flight ticket at a standard economy fare and provide assistance with train and bus ticketing, as detailed in the Eligible Travel Expenses section below.

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

Airport to Hotel and Hotel to Airport Transfers:

  • Arrival: Hotel shuttle bus will pick you up from the airport and take you directly to the hotel.
  • Departure: Hotel shuttle bus will take you from the hotel to the airport for your departure.

During the Programme:

Local Transportation:

  • Public transport tickets will be provided upon arrival at check-in.
  • We will primarily use public transport.
  • Google Maps links for directions between the hotel and programme site visits are provided in the agenda for your convenience.
  • Site Visits Outside Zagreb:
  • For visits outside the city, private buses will be arranged to pick you up from the hotel, transport you to the site visits, and return you to the hotel.

VENUES  

Throughout the 10-day event, participants will have the opportunity to visit multiple venues across Zagreb, Croatia. Tentative list of venues:

ACCOMODATION 

We are happy to provide accommodation at:

Best Western Airport Hotel Stella Zagreb 

Maslenička ul. 1, 10010 Zagreb

Phone: +385 1 5393 600

http://www.hotel-stella.hr/

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.

Please be aware of the following information:

  • Breakfast is served from 7:00 to 10:00.
  • Check-in is available from 14:00.
  • Check-out is by 12:00. If check-out occurs later than 12:00, an additional night’s charge will be applied to the participant.

Please note that we will only cover the cost of your single-occupancy room, breakfast, and tourist tax. Any other expenses, such as minibar charges, laundry services, damages, fines for prohibited actions, luggage assistance, etc., will be the responsibility of the participant.

TRAVEL AND REIMBURSEMENT INFORMATION

Travel Insurance

All EU participants, as well as those from Norway and Iceland, are covered by their European Health Insurance Card (EHIC) for any medical needs. If you do not have an EHIC, please request one in your country of residence.
If you are not covered, please inform your event manager to make individual arrangements.

Per Diem (Meal Expenses) 

Participants will receive meals during the program, and a per diem will be provided for personal expenses as follows:

  • Arrival and Departure Days: €24 per day
  • Monday to Friday (during the programme):
    • Breakfast: provided by the Hotel
    • Lunch: Provided by Hub Partners
    • Dinner: €10 for own consumption
  • Weekend (Saturday-Sunday):
    • Breakfast: provided by the Hotel
    • Lunch and Dinner: €28 per day for own consumption
  • Total Per Diem for Entire Stay: € 204

Travel Reimbursement

Eligibility: 

Only available to participants who have signed the attendance sheets.

Eligible Travel Expenses:

  • Public Transportation
    • Reimbursement for second-class train or bus tickets directly related to the event (up to €350 for round-trip travel).
    • The event team will assist in finding the best travel solution.
  • Car
    • Reimbursement of €0.22 per km for trips up to 200 km (one way). Longer trips will be reimbursed based on the equivalent second-class train fare.
  • Flight Tickets
    • Arranged and directly paid for by the event manager. Flight tickets purchased by participants will not be reimbursed.

Non-Reimbursable Expenses:

We do not reimburse costs unrelated to the event, such as personal entertainment, sightseeing, or travel outside the program.

Reimbursement Process 

Participants must submit the Travel Expense Report for both per diem (meal expenses) and travel expenses. Ensure that the submission includes all necessary supporting documents as outlined below.

  • For Per Diem: No receipts are required. The reimbursement form should be submitted within 15 days of returning from the event.
  • For Travel Expenses: Submit scans of tickets, mileage logs, and proof of payment (e.g., receipts, bank statements) along with the completed report.

Submission:

All reimbursement documents must be submitted to your event manager within 15 days of returning from the event. Detailed instructions will be provided before departure.

Review and Approval:

The Finance Department of GFA Consulting Group GmbH will review the submission, and approved payments will be transferred to the participant’s provided account.ramme.

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.

 

 

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