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Logistics

 

Logistics & Accomodation

TRAVEL  

 

We will support and reimburse all travel arrangements including return tickets from your place of residence to Barcelona. Upon confirmation of your participation, you will have the option to choose between traveling by flight, train, bus, or car. 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:

MARTÍ-CODOLAR
Av. Cardenal Vidal i Barraquer 15
08035 - Barcelona
https://marti-codolar.net

 

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 and kitchen. 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.).

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

 

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 €23 the day you arrive in Barcelona, and the day you leave Barcelona. For full days (if you stay 24 hours) you receive €27 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.

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.
    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 participant will arrange and advance flight tickets, and the EU-PROMENS event managers will give support and reimburse the costs. 

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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