Logistics & Accomodation
TRAVEL
We will provide all travel arrangements including return tickets from your place of residence to Prague. 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:
Hotel DUOTeplická 492 190 00 Prague 9
Hotel Duo - Modern hotel in Prague
https://maps.app.goo.gl/aFQ71zmqJ4pWrLVk8
Each participant will be provided with a single-occupancy room including breakfast and WiFi connection to ensure comfort and privacy. Major details will be communicated in due time.
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.
The per diems serve as supplementary support for meal expenses. Rates vary according to the duration of the stay, with lower amounts (€21 for Czechia) provided for arrival and departure days compared to full days (€32 for Czechia). If meals are provided by the host, the corresponding rates (20% for breakfast, 40% for each lunch and dinner) will be deducted from the reimbursement rate. Our Event Management Team will assist participants in applying for and receiving these allowances post-event using our designated forms.
Approval Process for per diems & travel reimbursement
- Submission
Participants 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
We do not reimburse expenses for activities not directly related to the event, such as personal entertainment, sightseeing, or daily substance allowances. Half board will be provided during the event. 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 the project, 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 for standard economy 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.