Terms & Conditions

I. GENERAL FRAMEWORK

These Terms and Conditions apply to everyone who takes part in a youth exchange or training course organised by Asociația Convey, or for which Convey is the sending organisation. By applying, participants agree to them.

I.1. Youth Exchanges (YE)

A youth exchange brings together groups of young people from two or more countries for a set period. Together, they follow a non-formal learning programme on a shared topic linked to the European Youth Goals, using workshops, group work, debates, role play, simulations and outdoor activities. Every exchange has three phases:

- Planning: before the application is submitted.

- Preparation: in the weeks before the activity.

- Evaluation and follow-up: after the exchange ends.

I.2. Training Courses (TC)

A training course is designed mainly for youth workers, educators, trainers and active volunteers who want to develop their skills in the youth field. It combines short inputs, hands-on learning, workshops and peer exchange in a non-formal setting, with the aim of building capacity, creating networks and improving the quality of youth work across Europe.

Both youth exchanges and training courses run under the Erasmus+ programme and follow the same standards of quality, safety and inclusion.

II. ELIGIBILITY AND SELECTION

II.1. Who Can Apply

- Youth exchanges: young people aged 13 to 30 who are interested in the topic and can commit to every phase of the project. The exact age range may differ from project to project.

- Training courses: youth workers, educators, trainers and NGO staff or volunteers aged 18 or over.

- Language: fluent English is not required. Becoming a more confident communicator in other languages is one of the things Erasmus+ activities help with.

II.2. How We Select Participants

- Every applicant fills in an application form with their contact details, background, motivation and relevant experience.

- For youth exchanges, priority usually goes to young people taking part in Erasmus+ for the first time. Applicants with more experience may be offered roles such as group leader, facilitator or media coordinator.

- For training courses, we look at motivation, relevance to the applicant's work, and the impact the training is likely to have on their organisation and community.

- Selection is fair, transparent and free from discrimination, and we aim for gender balance and inclusion, as set out in our Selection and Non-Discrimination Procedure.

- We are committed to the full participation of people with fewer opportunities. Their personal circumstances are kept confidential, and we offer extra mentoring and practical support where needed.

- Every applicant is told the outcome by email.

III. GROUP LEADERS AND PROJECT TEAM

III.1. Group Leaders

Every national group in a youth exchange travels with at least one group leader, who supports and looks after the participants throughout the activity and helps keep it safe, inclusive and rewarding. Group leaders must:

- Be at least 18 years old (there is no upper age limit).

- Speak English at B2 level or higher.

- Have experience working with young people, for example as a youth worker, trainer, teacher or volunteer.

III.2. Trainers and Facilitators

Trainers and facilitators for training courses are chosen for their professional background, their expertise in the topic and their experience with non-formal learning.

IV. LEARNING AND RECOGNITION

- Youth exchanges and training courses are based on non-formal learning, which encourages active participation, intercultural learning and skills that are useful in life and work.

- Participants develop personal, social and professional competences, strengthen intercultural dialogue and their sense of European citizenship, and engage with issues that matter in society.

- At the end of each activity, participants receive a Youthpass certificate, which formally recognises what they learned under Erasmus+.

V. FUNDING AND COSTS

- Our projects are funded by an EU grant from the Erasmus+ programme.

- The grant covers the organisation of the project and its materials, accommodation and meals at the venue, and travel costs within the limits set by the Erasmus+ rules.

- There is no participation fee.

- Participants arrange and pay for their own travel and health insurance.

- We work to remove financial barriers, especially for participants with fewer opportunities.

- Personal expenses that are not part of the programme, such as snacks, entertainment, extra luggage or extra nights, are paid by the participant.

- Double funding is not allowed: no cost can be reimbursed twice from EU funds, and participants confirm that they are not taking part in another EU-funded mobility at the same time.

VI. TRAVEL

- We strongly encourage green travel, such as bus, train or car-sharing. Depending on the project, participants who travel green may be eligible for additional support under the Erasmus+ rules.

- Organisers and group leaders plan travel routes with sustainability, safety and cost in mind.

- Wherever possible, participants from the same country travel together with their group leader.

- Tickets must be bought according to the itinerary agreed with the organisers. Reimbursement follows the rules in Section IX.

- Pack for the local weather and bring your own toiletries. Leave at home any valuables you will not need.

VII. ACCOMMODATION

- Activities usually take place in hostels, guesthouses or educational centres with shared rooms and simple facilities.

- Rooms are shared, usually by three to six people, and are generally separated by gender.

- Internet access at the venue may be limited, so we encourage participants to disconnect and focus on the programme.

- Each participant is responsible for keeping their room and the shared spaces tidy.

- Any damage caused through carelessness is charged to the person responsible.

- Quiet hours are from 23:00 to 06:00.

VIII. MEALS

- Three meals a day are provided, often featuring local food.

- Drinking water is available throughout the stay.

- Dietary needs must be communicated in advance. We will do our best to provide vegetarian, vegan, lactose-free and other diets, but we cannot always guarantee them, depending on local catering.

IX. TRAVEL REIMBURSEMENT

- We reimburse only the most economical route between the participant's home city (or the sending organisation's city) and the venue.

- Only public transport tickets are reimbursed. Taxis, parking, seat reservations and business-class tickets are not.

- Travel by car can be reimbursed if at least three participants share one car, at €0.13 per kilometre per car, calculated with an official route planner such as ViaMichelin.

- Tickets and invoices must be sent to us within 5 days of the end of the activity.

- Only participants who attend the full activity are eligible for reimbursement.

- Reimbursements are paid in euros by bank transfer, normally within one month of the end of the activity.

X. SAFETY AND PROTECTION

- Participants are responsible for their own belongings. The organisers are not liable for theft or loss.

- Only registered participants and staff may enter the venue.

- Weapons, alcohol, flammable substances and other dangerous items are strictly forbidden.

- Valid health and travel insurance is required for the whole mobility, including travel days.

- Participants under 18 must hand in a consent form signed by a parent or guardian before the activity starts.

- Our Code of Conduct and Risk and Prevention Checklist explain how we protect participants, especially minors.

XI. RULES OF BEHAVIOUR

- Alcohol, drugs and any other psychoactive substances are strictly forbidden.

- Smoking is allowed only in designated outdoor areas.

- Participants treat each other with respect and avoid offensive language or behaviour.

- The venue and its surroundings must be treated with care.

- Full attendance and punctuality are required at all sessions.

- Breaking these rules leads to a first warning (with parents or the sending organisation informed if the participant is under 18) and, if the behaviour continues, removal from the activity. A participant who is sent home pays for their own return journey and any related costs.

XII. FINAL PROVISIONS

- All participants, including group leaders, youth workers and trainers, must complete the European Commission's participant report and any other evaluation forms required under Erasmus+.

- Photos and videos are taken during our activities and may be used by Asociația Convey and Erasmus+ stakeholders for educational, dissemination and promotional purposes, as described in our Privacy Policy. Participants can ask us not to publish material in which they appear.

- Participants commit to sharing the results of the project in their local communities after they return home.

- Personal data is processed in line with the GDPR (Regulation (EU) 2016/679) and our Privacy Policy, stored securely and used only to run and report on the project.

- Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the Romanian National Agency (ANPCDEFP). Neither the European Union nor the granting authority can be held responsible for them.

Last updated: October 2026