European Contact Making Seminar

Poland! Amazing Cracow! European Contact Making Seminar!

Title: Youth Exchange – European Contact Making Seminar
Venue: Cracow, Poland
Date: September 10-16, 2017
Participants’ profile:
• At least comunicative English;
• Involvement, active attitude, ablity to contribute to project programme development;
• Experience in Youth work.
Should be aged over 18 years
We’re looking for: 2 participants

Please, donate 10 000 HUF (Hungarian organization) in case of selection.
Deadline to submit your completed application is July 14th, 2017
I’m your application form! :)
Only selected participants will be informed on July 16th, 2017.


The project “European Contact Making Seminar” was prepared by the European Center for Youth Initiatives in collaboration with 13 partner organizations, whose very detailed selection as one of the basic principles was the existence of common needs, among which are:
1) Development of the Youth sector and the quality of work with young people both in selected countries and the EU.
2) Establishing contacts with non-governmental sector organizations from other EU countries to increase existing options for action and the exchange of good practices and their experience.
3) Creation of partnership, whose members will stay in touch and would work together to create new initiatives, sharing knowledge and ideas, using technologies, such as planned virtual common working space in the form of platform.
4) Personal development of youth workers from the scope of its existing knowledge of the Erasmus + and the opportunities it provides, as well as creation of the opportunity to gain knowledge and experience for youth workers who are relatively at the beginning of their youth work.


1. Development of international cooperation in the NGO sector and establishing effective international partnerships.

2. The exchange of good practice in work in Youth sector, as well as about establishing international partnerships, project management, use of instruments of non-formal education and ways of improving quality of youth work.

3. Creation of space for the development of the youth sector initiatives, including future local initiatives, programs, training and education of young people in particular cities and countries.

4. Promotion of the Erasmus+, its initiatives and non-formal education, by increasing knowledge about them and to learn best practices regarding their use.

5. Raising the competence of youth workers in the field of Youth, in complex project management, inspiring, motivating and activating Youth while taking into account the multicultural environment and rapidly changing needs of EU societies.

Health insurance is not provided by the organizers and will not be reimbursed. All participants are required to purchase health insurance individually.

Financial matters:
¬ Accommodation, food, local transportation during the activity days, materials for activities are totally covered by the grant of the Erasmus+ Program.

¬ Travelling from your country to the project venue will be reimbursed till a maximum of 180 euro as calculated with the distance tool. Taxi invoices are not accepted.
¬ Important: keep all the invoices and boarding passes.


Travel (flights, other means of transport) expenses are compensated (up to 100%), based on the actual expenses incurred and the distance from your location of residence to the location of the project (Cracow, Poland). In the case of Hungary the available sum is €180/participant.
You will be reimbursed with 100% of your travel costs up to 180 euro. Reimbursement of travel costs will only be done upon full attendance in the training program and presentation of the original tickets with boarding passes and receipt/invoices. Remember that you can travel only with the cheapest means of transport (2nd class trains, economy class in the planes).

1. We applied for additional travel days for all participants, so they could come to Cracow one day earlier and leave Cracow one day after the end of activities without the necessity of paying for additional night. It’s the result of possible lack of connection in accurate dates/hours.
It means that:
– participants have to come to Cracow on 09.09.2017 and leave from Cracow on 17.09.2017 (no hours limit);
Those additional days are to make travel easier and more comfortable for everyone, because without them participants would be obliged to come till the „Lunch time” on 10.09.2017 and leave after „Lunch time” on 16.09.2017, what could make it hard and complicated for participants.
Accommodation in Cracow during additional travel days is going to be provided by hosting organisation, so participants are not going to pay anything for stay in „Nawojka” in Cracow on 09.09 and 16.09.2017.
2. We are cooperating with travel agency, so we can buy plane tickets directly, what is more comfortable for you and for us as well. If any of you would like us to suggest connections or will have plane connection to Cracow in accurate dates, please let us know. Then we would be able to check it and buy your tickets – what makes everything easier for everyone, but we need all details of your travel to let travel agency know earlier. This solution is the most welcome ☺
3. In case of travel by private bus, train or buying plane tickets on your own and asking for reimbursement based on tickets and/or invoice for travel service, we are kindly asking to prepare documents as follows:

TRAVEL INVOICE that includes in its description (possibly in English) the exact dates of travel and the reference to the project (title and code number).
• Example of description: travel for 2 participants for the purpose of Erasmus+ project “European Contact Making Seminar” (project number 2017-1-PL01-KA105-035625) – project coordinator Stowarzyszenie Europejskie Centrum Inicjatyw Młodzieżowych, ul. Okrętowa 84a, 01-309 Warsaw, VAT number 5223047047.

4. In case of participants’ travel would be shorter than from organization’s hometown, please contact us, because it may cause the change of distance travel limit.
5. If you are buying tickets by yourself, reimbursement of travel costs will be done only upon the presentation of all including documents, receipt/invoices, electronic tickets and boarding passes. The best way is to send us your electronic tickets and invoices. It will let us do the reimbursements during the project.
6. In case of not having all documents during project, reimbursement for trip will be done after sending all scanned and hard copies documents regarding to participants’ travel after their return.


Representatives of each organization have to put information about the project on their websites and prepare:
implementation of mini-workshop (20-30 min – day 3. and 4.) within Multidimensional Organisation Passage focused on organisations and their goals, target groups, key activities, including various types of expressions – multimedia presentations, videos, photos, used tools. Form of workshops has no limitation – simulation games, inside, outside, formal, non-formal, in one big team, in smaller groups, dramas, working while sitting, etc. It should allow others to find out more about your organisation, work and initiatives in interactive way. It would be the element of exchange of good practices in the youth sector – presenting activities in practice and building partnerships at the same time.

contribution to specific workshops:
–  Energizers and integration activities – day 1. and 2. – do not hesitate to propose them;

–  IT tools supporting Youth sector that we would use to cooperate in future – day 6. We would work on building Virtual Platform of Cooperation based on common ideas and IT tools available for NGO sector.

It would be welcome participants to have 6-7 laptops for the whole project group to let everyone fill Youthpass and prepare their electronic part of evaluation on project webpages (
Please make sure also, that you have valid European Health Insurance Card (EHIC) as well as insurance for travel time. Insurance for activities in Cracow is going to be provided by hosting organization.
Take some warm clothes, waterproof jacket, proper shoes. Weather in Cracow during summer can surprise – be windy, rainy. We will post weather forecast few days before the Seminar.
Furthermore, we kindly ask all participants to bring some national drink, snacks, costumes and music from their countries, as a contribution to the national evenings.

Please, donate 10 000 HUF (Hungarian organization) in case of selection.
Deadline to submit your completed application is July 14th, 2017
I’m your application form! :)
Only selected participants will be informed on July 16th, 2017.