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Logistics & Accomodation

TRAVEL  

 

Upon confirmation of your participation, you will have the option to choose between traveling by flight, train, bus, or car. If you need a flight ticket, the event management team will arrange flight tickets directly. If you are taking another mode of transport, such as train, car or bus, we ask you to buy the tickets yourself. If you need assistance with buying your traveltickets, our team will help you out with that (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). 

Other Transportation Arrangements

We’ll do our best to arrange all necessary transportation, but there may be some instances where you'll need to purchase your own tickets. In those cases, we’ll reimburse you (see more details below). We’re also happy to help with travel info, like what transport to take and where to go (more info will follow).

 

ACCOMODATION 

 

We are happy to provide accommodation for you and let you know as soon as we have details on our hotels. Your single-occupancy room will include breakfast and will be booked and paid by us directly.

The hotel will offer Wi-Fi. 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.).

Check-in is usually available from 3:00 pm and check-out by 12:00 pm.

 

REIMBURSEMENT INFORMATION

All travels related to the event and the Programme will be reimbursed after the event (such as airport-travel, trains or buses to partners of the hub).
Meals will be covered by the so-called per diems according to German law, see below.

Please note:

✘ no need to keep receipts for meals

⚠️ important to keep receipts for travel

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.

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, all in once after the event. Hence, initial costs for meal expenses must be paid by you, but you don't nee to keep any receipts.

You will need to claim the per diems after your trip, through the template "travel expense report", which we will send you before the trip.

How the calculation works:

The rates are set by German law and change depending on the country of the event. Additionally, the meals that are provided for participants play also a role in the calculation. Here is the procedure:

  • Full day (24 hours)
    • you get 43,20€ per full day for Finland, because your breakfast is provided by the hotel.
    • If a partner or the host provides lunch, you will get 21,60€ for this particular day (that you can spend on dinner).
    • If you were provided breakfast, lunch and dinner, you won't receive a perdiem for this particular day, because no meals are left.
  • Day of Arrival & Departure
    • The day you arrive in Finland (30 March), and the day you leave Finland (12 April), you receive 28,80€ per day, because your breakfast is provided by the hotel.

We will send you a template prior to the event, where you can fil in the per diems that you need. You will have to send back the completed template 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.

Travel Expenses

  • Public Transport
    • to the location of the event:
      Get reimbursed for second-class train or bus tickets directly to the event, up to €350 for round-trip travel. Our event organization team will assist you in finding the best solution.
    • within the country, in order to reach partner organisations:
      All other public transport (such as trains, metro, bus) that is needed to reach the event (e.g. train to reach the airport) or to reach locations of the Programme within Finland, will be reimbursed too. We don't reimburse taxis, but if there is no other option please share one.
       
  • Car
    If you use your (own) car, we'll reimburse you €0.22 per km for distances up to 200 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. Flight tickets purchased by you will not be reimbursed.

Approval Process for per diems & travel reimbursement

 

Download Leaflet

In a nutshell:

  • ⚠️ Keep Receipts: travel
    For all your travels, that are directly linked to the programme, keep your receipts and tickets. These need to send (via email) to us after the event so that you get reimbursed for it.
     
  • ❌ No need for receipts: food & drinks
    Regarding your meals and drinks, you don't need to keep any receipts, because you will get per-diems, lump sums that are described above, after the event.
     
  • ⚠️ Sign the attendance sheet
    You have to sign the attendance sheet every day of the event, in order to get the reimbursements for travel & the per diems!
     
  • ⚠️ Send the travel receipts and the per-diem template to us
    You have to send us the filled-out template (that you received prior to the event from us) along with scans of your tickets/mileage log and proof of payment (e.g., receipts, bank statements) within 15 days of returning from the event.
     
  • ⁉️ Non-Reimbursable Expenses / Fees not paid by us
    Unrelated to the event:
    We do not reimburse expenses for activities not specifically related to our programme, such as personal entertainment, sightseeing, travels apart from our programme, car hire or parking expenses.

    Hotel-related fines or expenses:
    Please be aware that we only pay your room, breakfast and tourist tax. All other costs apart from that (e.g. double occupancy, minibar, laundry services, damages, fines due to forbidden actions, luggage assistance, etc.) will not be covered by us, but by yourself.

    We provide your single-occupany hotel room from Sunday, 30 March, to Saturday, 12 April. If you choose to extend your stay in Finland, we may book an earlier or later flight for you, but you have to take care of all your expenses and organisation (e.g., additional costs for hotel room, travel costs not related to the event, sightseeing, insurance etc.). If you like to change the room into double occupancy, we will arrange it for you, but you have to pay the additional fee for that.

Policy Enforcement 

Failure to adhere to these guidelines may result in denial of reimbursement.

 

CERTIFICATION

 

Certificate of attendance will be issued to you.
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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