Am I to book my transport and accommodation myself?


The support team will book hotel room and travel tickets for you. Participants should not book their accommodation and transport. No reimbursement will be made for hotel bookings or travel tickets purchase directly by yourself. 


Accommodation will be booked for you at the conference hotel, based on your travel tickets. 


What travel tickets will be booked for me?


We will book your travel according to European Commission rules of best price/comfort option. After completing the registration form, the support team will send you a travel proposal in line with the above-mentioned rules. You are requested to respond to the travel proposal within 48 hours in order to confirm your trip. After confirmation, the support team will issue your electronic travel ticket (eTicket) and send it to you via email. 


We book rail travel in first-class and air travel in economy class. 


What about local transportation?

In your home country


Travel is booked from the city of residence OR the nearest airport/train station. If you need to travel domestically to get to the nearest airport/train station. In that case, those additional domestic train/air tickets will be booked by the support team. There may be cases where the support team cannot book certain intercity bus or train connections. In this case, you will have to buy the tickets and will be reimbursed upon presentation of proof (ticket/receipt). 


You are responsible for local transportation in your home/residency country. In case no public transport is available to reach the train station/airport before 6 am or after 10 pm, the taxi expenses will be covered upon presentation of proof (receipt or invoice). The taxi receipt must show the date and time the service was used. 


In the country where the event takes place 

Once you arrive at the destination (event location), local transportation via transfers will be available from the train station/airport to the hotel and the conference venue. A welcome desk will be available upon your arrival at the airport/main train station, and you will be directed to a shuttle bus. Kindly note that as local transportation is provided, no taxis will be reimbursed.


What is covered in the travel arrangements booked?


  • The international travel costs in economic class (plane/train roundtrip in economy class between the participant’s place of residence and the city where the event takes place);
  • Accommodation and local transportation between the airport/train station, the hotel, the conference venue and the social events;
  • Breakfast at the hotel, and lunches and dinners as indicated in the programme;
  • Any other meals, domestic local travel costs and other sundry expenses incurred by the participant during the event are reimbursed through the per diem; 
  • One piece of check-in luggage if requested. 


Not covered are: 

  • Taxi costs (except early departure/ late arrival/no other mean of transport);
  • Travel insurance;
  • Seat reservations; 
  • Priority boarding;
  • Travel by car related costs such as parking fees and gas/petrol costs, etc.;
  • Extra luggage costs.

Related Articles


I want to go to the city where the event is being held a few days before and/or leave a few days after the event. Will this affect my travel arrangements? 

What is a per diem, and how will they be paid?

How do reimbursements works?