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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:
During the Programme:
Local Transportation:
Throughout the event, participants will have the opportunity to visit multiple venues across Zagreb, Croatia. Tentative list of venues*:
We are happy to provide accommodation at:
Best Western Airport Hotel Stella Zagreb
Maslenička ul. 1, 10010 Zagreb
Phone: +385 1 5393 600
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:
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 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:
Travel Reimbursement
Eligibility:
Only available to participants who have signed the attendance sheets.
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.
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.
Policy Enforcement
Failure to adhere to these guidelines may result in the denial of reimbursement.
A Certificate of attendance with the EU Commission`s logo will be attested by EU-PROMENS and the Hosting Institution.
An Ambassador's brand for the EU-PROMENS project will be attributed to a recognition of active involvement and advocacy for mental health in Europe.
If you have any questions or special requests regarding travel and accommodation, please contact us.
* The list of venues is tentative and may change due to potential programme changes; you will be informed about all the changes in due time.
** The accommodation might be changed; if you are selected for the participation, you will be informed about all the changes in due time.
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