Dear Team leaders,
We have compiled a catalogue of the most frequently asked questions (FAQs) to clarify some of the questions that may arise within the framework of the event or its preparation. Please read the FAQ carefully before you finally commit to the event. They replace the general terms and conditions of business and are legally binding!
The FAQ catalogue is divided into four categories:
If you have a question regarding the event, please check if the answer can be found in this list. If not, please contact the conference management team at:
OFAJ-DFJW-Berlin@labconcepts.de (for travel, accommodation and visa arrangements)
Berlin2018@dfjw.org (for programme related and other questions)
download the pdf version
Youth leaders are required to be present for all days as all event activities (preparatory meeting the from September 14 to 16, 2018 and for the event from November 13, 2018 to November 19, 2018). It is therefore not possible to participate only in individual events or to shorten the stay.
It is possible, but not required, to apply directly as a tandem or tridem. In this case, simply include the name of your partner in your application.
You will be informed of the status of your application by the mid of July 2018.
Once you have received confirmation that you have been accepted for the event, please confirm your participation and your acceptance of the regulations at hand within 1 week via the link provided in the confirmation email. If we have not heard from you within one week, your place will be made available to other applicants.
After your confirmation, we will contact you and provide you with further information regarding your contract, travel booking and the preparatory workshop in September.
Unfortunately, we cannot provide you with any information about the likelihood of being able to take part if you are on the waiting list. The number of available places depends on the number of cancellations, etc. and this can be difficult to predict.
The experience in intercultural education and international youth work, language skills, the eligibility of the proposed workshop ideas, as well as statistic factors of balance of age, gender and nationality are key factors for accepting or declining applications. Unfortunately, a high number of applications inevitably leads to many cancellations. Please understand that the organisers cannot give individual reasons for cancellation. We hope that we may be able to welcome you to another event in the future if your application is unsuccessful.
Yes, once your application has been accepted, and you have confirmed your participation, you will receive a written contract. The fixed allowance for the different tasks and activities is 1300 Euro (gross) (lump sum). The honorarium will be transferred to your bank account after the youth event.
Based on your draft ideas or draft proposals for workshop modules (mentioned in your application), workshop ideas and methods (intercultural and language animation) will be further and jointly elaborated, under the guidance of a team of pedagogical experts, during the two-day preparation and training seminar on September 14-16, 2018 in Berlin. External speakers or instructors will also provide additional thematic support in the workshops. Further information on the overall Workshop concept will be provided ahead of the September Seminar (14-16 September 2018).You should count about two days of further preparation work for your workshop modules between September and the big youth event in November 14-18, 2018.
The Franco-German Youth Office bears the following costs for the youth leaders:
Participants must cover the following costs themselves:
In your confirmation email you will receive a link to the 2nd part of the online registration tool. There please confirm your participation and your acceptance of the regulations and provide us with the necessary information for your travel (place of departure, scan of passport/ID) by filling in the appropriate boxes. Once we receive this information, we will contact you for the travel booking.
We will book the flight and train tickets as early as possible in order to respect public fund travel expense guidelines. We count on your timely cooperation.
If you need a visa, we are happy to assist you by sending you an official invitation letter to the event and a travel reservation in order to apply for the visa. The actual travel booking will take place only upon the confirmation of receipt of the visa. Please note that you are responsible for obtaining a visa in a timely manner. Please inform yourself about the necessary requirements. We have summarized the most important conditions for visa applications in the Visa Checklist available on the event website www.fgyo.org/youth-for-peace. Please read this document and plan sufficient time for applying for the visa! Should any problems arise, we will gladly assist you.
We will only book round-trip tickets for the period of the event. Please note that in case you would like to travel to another destination than your departure place, you will have to cover and organise the travel by yourself.
This is at your discretion. However, you will have to organize and pay for your own accommodation and for any additional travel expenses.
The additional travel cost reimbursement will be effectuated after the event. Participants from non-SEPA countries receive the travel cost reimbursement directly during the event in cash and in Euros. Participants from SEPA countries fill in an application form on site and will receive a bank transfer of the travel cost reimbursement to their account after the event. Payment of travel cost reimbursements is not possible before the event. To receive payment you must attend every day of the event. This will be proved with daily-signed attendance lists.
You can use all means of transport, but please note that only public transport tickets will be reimbursed. No additional costs will be refunded separately. This also applies to insurance, excess baggage, transfers etc. The obligatory travel medical insurance for participants from non-EU member states will be covered (up to 30 Euro).
Please use the public transport to get to the youth hostel. Further practical information (addresses, subway and bus information) will be provided once your application was successful.
Yes. In your confirmation email you will receive a link to the 2nd part of the online registration tool. There please confirm your participation and your acceptance of the regulations and tick the box “I will need a personal letter of invitation for my visa application.” We will then issue you the invitation letter via email.
No, the participants must cover costs incurred in case of cancelled trips if he/she is responsible for the cancellation (e.g. missed bus/train/flight). In the event of illness, the costs will only be refunded upon presentation of a valid medical certificate.
If you cannot attend the event, please let us know as soon as possible via OFAJ-DFJW-Berlin@labconcepts.de. If you do not inform us that you are not participating in the event, we will also have to charge you for accommodation and meals that have been booked for you. Even if you only go to some of the event, you will lose your entitlement to payment of the travel cost reimbursement.
No, unfortunately, we cannot send individual booking confirmations. However, if you need this for a visa or customs, then please send an email to the conference management (OFAJ-DFJW-Berlin@labconcepts.de) to receive a certificate from the organisers indicating that you have accommodation. This certificate should be sufficient for visa and customs matters.
Please check regularly the event website www.fgyo.org/youth-for-peace to get the latest information on the event: Programme, travel information, etc
No. For reasons of data protection we cannot provide a list of the participants and their contact data.
No, there is no specific dress code.
The organisers will provide the following meals:
Arrival day: 13 November: Dinner
Preparation day and Opening event: 14 November: Breakfast, lunch, dinner
Workshop days: 15 – 17 November: Breakfast, lunch, dinner
Closing event (morning) and debriefing meeting (afternoon/evening): 18 November: Breakfast, lunch, dinner
Departure: 19 November: Breakfast
There will always be a non-Vegetarian (no porc) and a vegetarian food option provided.
Any additional catering costs must be covered and organised by the participants.
Yes, all event locations as well as the youth hostel have barrier-free access. If you need special assistance, please send us an email to OFAJ-DFJW-Berlin@labconcepts.de.
The workshop programme during the event will be exclusively in English to enable active discussions. Simultaneous interpretation into French, English and German will be offered at the opening and closing event.
Yes, absolutely. If you are not able to attend theevent, please inform us as soon as possible at OFAJ-DFJW-Berlin@labconcepts.de so that we can make the appropriate changes.
If you do not inform us that you are not participating in the event, we will have to charge you for travel tickets, accommodation and meals that have been booked for you.
If you cannot attend for health reasons, you need to provide a valid medical certificate.
The Franco-German Youth Office (FGYO) is an international organization working for Franco-German cooperation, which has enabled nearly 9 million young people from France and Germany to participate in 320,000 exchange programs since 1963.