1. General Information

1. What is a Youth Exchange? Youth Exchange is a meeting of groups of young people from at least two different countries who gather for a short period to implement jointly a non-formal learning programme (a mix of workshops, exercises, debates, role-plays, simulations, outdoor activities, etc.) on a topic of their interest, seeking inspiration from the European Youth Goals. The learning period comprises a planning period before the application, preparation phase before as well as evaluation and follow-up after the exchange.

2. Target audience and participants selection

1. The target audience is young people mostly aged 16 and 24 interested in the given topic and willing to take part in all phases of the project (planning, preparation, implementation, and follow-up).

2. Eligible participants are young people aged between 13 and 30 residents of the countries of their sending organisations.

3. Participants are not required to speak fluent English. One of the learning aims of youth exchange is for participants to improve their multilingual competence.

4. Young people who want to participate in the youth exchange are asked to fill in an application form providing their contact details, general information, motivation and experience to participate in the project.

5. Generally, young people having no or very little experience in youth exchanges are given the priority to participate. Young people who have been to youth exchange more than 2 times are encouraged to contribute to its implementation and take responsibilities, e.g. being group leader, facilitating sessions, helping project coordinator with logistics or media team, etc.

6. We follow fair and non-discriminatory principles during selection process and aim for gender equality.

7. About selection results young people are informed via email.

3. Organizers and group leaders

1. Youth Exchange involves group leaders. Group leaders monitor and provide support to participants to ensure the qualitative learning process during the learning mobility. At the same time, they cater for a safe, respectful, and non-discriminatory environment and protection of the participants.

2. Each group of participants from each country will be accompanied by at least one group leader.

3. The group leader must be over 18 years old with no upper age limit.

4. The group leader must have at least conversational (B2) level of English.

4. Learning and recognition

1. Erasmus+ supports non-formal learning mobility of young people in the form of Youth Exchanges, with the objective to engage and empower young people to become active citizens, connect them to the European project as well as to help them acquire and develop competences for life and their professional future. More specifically, Youth Exchanges aim to foster intercultural dialogue and learning and feeling of being European; develop skills and attitudes of young people; strengthen European values and breaking down prejudices and stereotypes; raise awareness about socially relevant topics and thus stimulate engagement in society and active participation.

2. By attending a Youth Exchange, you will obtain Youthpass. It is the recognition instrument developed for the projects realised in the European youth programmes. Through the Youthpass certificate, participation in such projects can be recognised as an educational experience and a period of non-formal and informal learning.

5. Funding and costs

1. EU grant funding is an incentive to carry out the youth exchange, which would not be feasible without the EU financial support, and is based on the principle of co-financing. Co-financing means that the EU grant may not cover all costs of the project and its activities, and additional funding must come from sources other than the EU grant.

2. From the EU grant, we cover the main project-related costs, including organisational and coordination expenses, accommodation at the activity venue, three meals provided during the programme, and the most economical travel option, as described in the related sections.

3. Participants are not required to pay any contribution fees as a form of co-funding. We are aiming to make the activity accessible and avoid creating any financial barriers to participation particularly to participants with fewer opportunities. Therefore we plan to organize activities in a way that allows participant to take part without incurring any additional cost by following our recommendations in the related sections.

4. Costs, which are not directly related or not essential to the mobility, can be covered by participants from their own contribution, if they want. For example: snacks, extra foods, drinks (non-alcoholic), entrance fees to facilities and entertainment during free time, non-essential travel costs (like higher class tickets, priority boarding, extra luggage, taxi), accommodation prior or after the mobility, vaccinations, medical certifications, etc.

5. Double funding - Each project financed by the EU is entitled to receive only one grant from the EU budget per beneficiary. Under no circumstances may the same costs be financed twice by the Union budget. To avoid the risk of double funding, applicants must declare the sources and amounts of any other EU funding received or applied for during the same year.

6. None of the expenses may be financed by any other activity or programme funded by the European Union. During the period of this activity, including travel days, participants must not take part in any other activity or programme funded by European Union (Erasmus+, European Solidarity Corps, etc.)

6. Confirmation of participation

1. Each selected participant receives a confirmation email from the project coordinator about positive selection results and requesting them to confirm their participation.

2. To confirm their participation, participants must complete the participation confirmation form on E29 Portal. Last step of this form is the 50 EUR online deposit payment by credit/debit card or Google Pay.

3. The deposit will be refunded within 30 days after the end of the youth exchange, provided that all participation requirements have been fulfilled. These include: staying for the full duration of the activity at the venue, attending all sessions, completing the online evaluation report, and completing the follow-up by submitting the dissemination report.

4. The deposit will be retained if any of the participation requirements are not met – including skipping two or more sessions during the youth exchange, not staying for the full duration, not submitting the evaluation or dissemination report, or cancelling participation before the mobility.

5. In case of damages caused to the venue, equipment, or transportation used during the mobility due to the fault of the participant, the deposit paid by that participant will be used to compensate the damages. If the sum of the damages is lower than 50 EUR, the remaining amount will be returned. In case the sum is higher than 50 EUR, the participant will be required to cover the difference.

7. Travel and practical matters

1. The travel itinerary and means of transport will be planned by the project coordinator in cooperation with the national group leaders. The following aspects will be considered when determining the travel arrangements: sustainability of the transport method, participant safety, and cost-efficiency.

2. In line with Erasmus+ environmental priorities, sustainable means of transport (“green travel”) are encouraged and prioritised. Green travel refers to low-emission transport options used for the main portion of the journey, such as bus, train, or carpooling.

3. All participants from the same country are required to travel as a group, accompanied by their designated group leader. Travel must be carried out according to the official itinerary provided.

4. All international flight, train, and bus tickets will be booked and purchased by the organiser. Flight bookings will include only the most basic fare, which allows for one small backpack (placed under the seat). There is no guarantee that participants will depart from their nearest airport.

5. Each country will have up to three designated sending cities. Participants are responsible for arranging their own travel to reach these departure points within the sending city. In case of difficulty reaching the meeting point, participants must notify the organisers in advance so that alternative arrangements can be explored.

6. Local transportation within cities (e.g. metro, shuttle bus, or similar) to access airports or train/bus stations must be arranged by each participant.

7. Once all participants have been selected and confirmed, the coordinator and group leaders will finalise the detailed travel itineraries. All travel details and tickets will be shared with participants via Discord and Email. Tickets will be purchased and distributed by the organiser.

8. In exceptional cases where participants are required to purchase their own travel tickets, they will receive clear instructions and travel itinerary details from the project coordinator. All tickets must be purchased online, and only electronic copies saved in PDF format are accepted for reimbursement. Tickets that do not meet this requirement will not be reimbursed. In case a participant travels by car, reimbursement is possible in accordance with the travel reimbursement policy outlined in point 10. All reimbursements are processed after the activity has ended.

9. Pack clothing appropriate for the weather at the youth exchange location, and check the forecast before departure. Always bring comfortable clothes and shoes suitable for both indoor and outdoor activities, including items you wouldn’t mind getting dirty. Please bring slippers, towels, shampoo, toothpaste, and other personal hygiene products, as these will not be provided by the accommodation. Do not bring valuables that are not essential for your participation in the youth exchange. Before packing, carefully read the infopack to check if any specific items or clothing are required, such as a swimsuit or waterproof jacket.

8. Venue and accommodation

1. Youth exchanges are mostly organised in tourist-type accommodations, which means that the rooms and the entire building are typically equipped and furnished in a simpler, more basic way.

2. Hair-dryers and a washing machine are not provided, thus pack enough clothes for the duration of the youth exchange or be prepared to wash them with hands.

3. Participants will be accommodated in multi-bed rooms arranged for 3-6 persons per room, grouped by gender. Rooms have shared bathrooms usually.

4. At the venue there is usually no internet, or the speed is very slow so be prepared not to have internet access.

5. Any damage or destruction to the property of the accommodation will be covered by the participant after agreement with the owner/manager of the building.

6. Cleaning service is not provided, thus it is the responsibility of participants to keep order in the common rooms and in their own rooms.

7. In most accommodation there are quiet hours after 10 p.m. lasting until 6 a.m., therefore it is asked from participants to respect the night hours and not to shout, run in the corridors or slam doors or otherwise significantly disturb the night’s peace.

9. Food

1. Meals are provided three times a day (breakfast, lunch, and dinner). The meals are typically prepared in the style of the local cuisine of the country where the youth exchange takes place.

2. Clean water is provided throughout the stay.

3. Participants must indicate any dietary needs in the application form before the youth exchange, which will be communicated to the kitchen staff in advance.

4. Participants with allergies or intolerances (e.g. nut allergy, lactose intolerance, etc.) will be provided with appropriate meal options. However, in the case of severe allergies, participants should still take personal precautions, bring their own snacks, carry medication, etc..

5. In case of dietary preferences or non-medical diets (e.g. vegetarian, vegan, keto), please note that local kitchen staff may have limited experience with certain diets, and full compliance cannot be guaranteed. In these cases, participants are asked to be flexible and prepared to adapt to the meals provided or bring supplementary items if necessary.

10. Travel reimbursement

1. Travel costs are reimbursed from the designated sending city to the accommodation where the activity takes place.

2. Only the essential and most economical travel fare (value/economy/second-class tickets) will be reimbursed.

3. Travel tickets must be purchased online. Electronic tickets must be saved in PDF format and submitted to the project coordinator in order to be eligible for reimbursement.

4. Travel expenses related to urban transport (within the same city), taxi transfers, flight modifications, priority boarding, seat reservations, additional luggage, business class tickets, and parking fees will not be reimbursed.

5. Travel starting or ending in a country different from the sending organisation’s country will not be reimbursed.

6. Only registered and authorized public transportation company tickets will be reimbursed.

7. Car travel will be reimbursed in case of car-pooling of at least 3 participants. The reimbursement sum will be calculated based on shortest and most economical standard route with fixed fee of 0,13 EUR/km from 1 to 2 000 kilometres and 0,00 EUR above 2 000 kilometres.

8. For travel cost reimbursement the participant must deliver supporting documents containing the route description, date and travel fare (such as electronic ticket/receipt/invoice) within 30 days after end of the activity. The supporting documents must be delivered in PDF format, if it’s on a website, it must be saved as PDF or printed into PDF. Screenshots or forwarded emails are not accepted. Paper tickets are not accepted. Scanned paper tickets are not accepted.

9. The participant must be on the youth exchange for the whole duration and must attend all the sessions, fill in online evaluation form to be entitled for reimbursement.

10. The participant is responsible for submitting all documents required for reimbursement within 30 days after the end of the activity.

11. Reimbursement will be done in EUR via bank transfer to the group leader’s bank account and the group leader will distribute to each participant their part.

12. Travel reimbursement is usually processes within 1 to 6 months after the youth exchange. In some cases, for example when we need to receive further funding from agency it can take up to 12 or more months.

11. Safety of participants

1. As a participant, you are fully responsible for your personal belongings. The organisers will not be held liable for any loss, theft, damage, or malfunction of personal items. Participants are strongly advised not to bring valuables that are not essential for their participation in the youth exchange.

2. The youth exchange will take place in an accommodation facility exclusively booked for our activity. Therefore, only participants and accommodation staff will be present on site; no external guests or bystanders will be allowed.

3. Participants are not allowed to bring any items to the youth exchange premises that could pose a risk to themselves or others (e.g. toxic or flammable substances, pocket knives, or other sharp objects). Such items will be confiscated by the organisers and returned on the day of departure. Refusal to hand over prohibited items may result in the participant being denied access to the activity premises.

4. All participants are required to have a valid European Health Insurance Card, and appropriate travel insurance covering the full duration of the activity, including travel days. This is to ensure adequate protection in case of illness, accident, loss of belongings, or travel disruptions. In some cases, the organiser may provide travel insurance; however, if this is not the case, participants are responsible for arranging it themselves and must ensure they are properly covered.

5. Minor participants (under 18 years old, as defined by law in most countries) must bring a completed and signed parental consent form to the youth exchange. The consent form will be provided by the organiser prior to the activity.

12. Code of conduct

1. The consumption of alcohol or any mood-altering substances is strictly prohibited for all participants throughout the entire duration of the youth exchange.

2. Smoking is only allowed in designated areas, which must be away from others. Smoking during sessions is not permitted under any circumstances.

3. Offensive language, inappropriate jokes, or any form of disrespectful behaviour will not be tolerated during the youth exchange.

4. Sitting on window openings or windowsills is strictly forbidden for safety reasons.

5. Participants are expected to take care of the accommodation and surrounding environment. Any actions that could cause damage to furniture, doors, windows, or equipment must be avoided.

6. Always act in a way that ensures the physical and emotional safety of others. Be mindful that your actions - whether intentional or accidental - do not harm others.

7. Be respectful, kind, and strive to be the best version of yourself. The more effort and positive energy you put in, the more rewarding your experience will be.

8. Treat others the way you would want to be treated. Be aware of your actions and ensure that those around you feel safe and comfortable.

9. Enjoy the experience, have fun, and share what you’ve learned with others in your community to inspire future participation.

10. In case of a breach of any of the above rules, the participant will receive a formal warning. In the case of minors, the participant’s school and parents/legal guardians will be informed. If the participant violates the Code of Conduct a second time, they will be dismissed from the youth exchange and asked to leave immediately. Travel costs resulting from early dismissal must be covered by the participant or their parents/legal guardians. Participants dismissed due to repeated violations will not be eligible for future projects.