International Anti-nuclear Network Meeting in Döbeln/Financial issues
The EU programme YOUTH IN ACTION has granted the International Anti-nuclear Gathering. This money is limited to certain conditions. Besides this EU grant we will try to provide additional support to people who can't afford travel costs themselves.
What we can provide:
70% travel cost reimbursement AFTER the camp if the requirements are met (participants have spoken to us beforehand, correct dates and destinations on tickets, boarding passes, receipts, etc., originals of the travel receipts mentioned above are provided).
(However, there is a possibility to get approximately half of the travel costs reimbursed already in the camp - if participants hand over their tickets of the one way journey to us)
! Please search for cheap tickets and use discounts (ISIC, Euro26, other) if possible!
The EU grant covers only a limited number of participants from certain countries. Other participants are welcome, too, of course! This is an overview of the participants' composition regarding the grant:
Number of participants:
Four young participants (13-25 years) from each country:
To proof the participation we need:
- participants' signature in the participants list
- their travel costs receipts
For four participants per country the travel costs refunding is provided by the grant. For anyone else we need to raise additional funding solutions.
Number of non-participants:
We have the chance to add up to 2 people of any age of each country mentioned above to the list of participants to refund their travel expenses, too. The Youth in Action programme calls them the "group leaders". If there are two of them they have to represent two genders (male/female).
The EU grant doesn't require these older people, but it allows to support their participation.
As mentioned above regarding participants we will also try to make travel costs refunding possible for additional people, but this won't be covered by the EU grant.
Age and gender:
The gender composition of participants for each country group has to be balanced (in the ideal case 50:50). "Young participants" are people between 13 and 25 years. In exceptional cases up to 20% of participants can be even up to 30 years.
Maximum refundable travel costs:
They are calculated for 6 people (4 "young participants" and 2 "group leaders" for each country), to understand the figure per person, you need to divide through 6. The figures are related to a one way ticket. For return, you multiply with 2. It is impossible to refund more than the mentioned 70 % figure.
- Austria: 660 EUR (100%), 462 EUR (70%)
- Finland: 1,680 EUR (100%), 1,1760 EUR (70%)
- France: 1,080 EUR (100%), 756 EUR (70%)
- Germany: 210 EUR (100%), 147 EUR (70%)
- Netherlands: 960 EUR (100%), 672 EUR (70%)
- Poland: 930 EUR (100%), 651 EUR (70%)
- Portugal: 1,980 EUR (100%), 1,386 EUR (70%)
- Sweden: 1,230 EUR (100%), 861 EUR (70%)
- Lithuania: 1,050 EUR (100%), 735 EUR (70%)
- Slovenia: 1,320 EUR (100%), 924 EUR (70%)
Receipts and means of transport:
We applied for refunding travel expenses with bus, train and car. To refund these costs, we need to get the original receipts, bills, board cards and everything else connected to the journey.
It is also possible to use "self-made" receipts for shared car rides (like "Mitfahrgelegenheit" in Germany). They have to show the complete address of the driver who received the money and the names of our participants going on these cars. And it is possible to use own cars and to receive a specific refunding per kilometer (the proof in this case is a print of the Google map directions showing kilometers and a form provided by the EU). The flatrate per kilometer is 22 Cents.
The EU travel expenses refunding for the gathering cover (in opposite to the preparation meeting) only 70% of the costs shown on the receipts. If someone is not able to cover the remaining 30% themselves, we need to figure out whether the organization in their country or someone else can help them with the missing money.
Travel expenses will only be refunded after receiving the tickets, receipts and board cards. This is important for the bookkeeping.
Dates of arrival/departure:
Participants to be accepted in the final reports have to be the whole time in the camp. This concerns basically the minimum number of "young participants" from each country. They confirm their participation in the participants list signing that they joined the gathering six days. Officially, the 29th of July is part of the gathering (for setting up the camp), thus, tickets should show they arrived already on July 28th. Official departure is August 4 - tickets should say the same.
If we have more participants than required, it is for sure no problem if some write to the participants list that they were not there for the whole time.
People can take the chance of refunded tickets to visit other places before or after the gathering. The EU accepts usually some 3 or 4 additional days for private issues if they refund tickets. Usually the travel costs refunding only covers the journey from their home (as mentioned in the participants list) to the gathering and back. In exceptional cases we probably can also argue with "follow-up activities" if people for example travel with us after the gathering to Finland to the protest camp there. This kind of travel costs should be refundable, too, although they are not going home. However, people need to tell us first if they plan not to take a ticket home if they want us to refund it.
Dealing with the remaining not refundable 30% of travel costs
We already heard from some people it would be difficult for participants in some countries even to pay the 30% of their travel expenses themselves. We will discuss how to help with these remaining costs of them - officially the grant must not be used for this share of their costs as the EU wants this to be the contribution of the applicants/promoters/participants to the total costs of the application.
- ask for donations in your countries/regions/organizations
- provide a certain amount of money from your organization
- ask participants to donate a share or the total refunded travel costs if they don't actually need the money to give it to those participants with less financial opportunities
- ask participants for donations for these costs just at the gathering
- apply for additional grants
Stressing the necessity of certain things
The YOUTH IN ACTION programme requires:
- from each partner country at least 4 "young participants" (only if this requirement is met these participants will be counted)
- at least 4 countries involved (groups with a composition of participants meeting the requirements)
- each of the participants has to join the gathering at least for six days (as this is the duration of the camp it means everyone has to be there for the whole time, and the tickets have to fit to that)
If these requirements are met, we have a chance to receive at least a share of the grant. If we don't we would get nothing.
As the amount of the grant depends on number of participants, it is important to try to meet the applied number of participants (or to have more). However, we will do our best to minimize costs so that the financial pressure is as low as possible. But let's do everything to get it done well.
Financial support for older people and people from non-partner countries
We will probably have much more older participants and participants from other countries than those who can be covered by the grant. (list above)
However, we must make sure that the minimum number of "young participants" will be met as this is an obligatory requirement to use the grant at all. We need to focus on making sure that this will happen. A share of the grant (besides the official "travel expenses" section) can also be used for covering costs like travel expenses of speakers. If they give a presentation on the atomic situation in their country or on current campaigns, we can support their travel costs up to a certain amount.
We want this camp to be truly international and guests from non-partner countries are welcome, too. We can help with travel costs for at least up to 10 people but they must speak to us beforehand and search for cheap tickets and use discounts (ISIC, Euro26, other) if possible.
Additional support besides the EU grant
It is obligatory to agree with us BEFOREHAND if you want expenses refunded. You must not expect refunding without asking and agreeing on it with the finances coordinator!
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