FAQ

Everything you need to know about our Belgian Presidency.

General event information

1. Who is responsible for the Belgian EU Presidency events in the field of Youth?
   The Flemish Department of Culture, Youth and Media is responsible for the events in the field of Youth. All the other partners can be found on the “About the organisers” page.
   
   
2. Where will the events take place?
   The events will take place in the cities of Brussels, Ghent and Leuven. The specific details of each event will be shared with the participants via the event app.
   
   
3. What are the themes of the events?
   We are organising four main events with different themes and participants. The main themes of the events are child and youth policy, local youth work and youth participation, social inclusion and policies on the EU youth programmes and the EU Youth Strategy. Read more about them on the “Our goals” page.
   
   
4. Who can I contact if I have questions?
   Presidencyteam@jint.be

Registration

1. Who can register for the events?
   Anyone who has received a personal link to the registration form, either from the Belgian organisation or from their ministries. The events are by invitation only.
   
   
2. Can I add another person to my party?
   No. There are limited places for each delegation during the events. The ministries compose their delegation for each event and send us the names and contact information. Anyone who is not included in the list will not be able to attend the event.
   
   
3. Can minors participate in the Belgian Presidency events?
   No, participants must be over 18 years old to participate in the events. We cannot provide the legally required support for minors.
   
   
4. How and from when can I register?
   You will be able to register as soon as you receive the registration link from the Belgian organisation via email. We receive your email address and name from your ministry and will contact you as soon as possible. If you are an input provider or have some other specific role, your email address is provided by the organisers of the different events.
   
   
5. Is there a deadline by which I must register?
   Yes. There is a deadline to register for each event. This deadline is communicated to you via email. Please take this into account as the organisers need to know how many rooms/restaurants/places need to be reserved.
   
   
6. Can I make changes to my registration once I have filled it out and sent it?
   Yes and no. No, you cannot change the fields you have filled out in the registration form, such as your dietary requirements, assistance needs etc. But it is possible to add new information to your profile in the event app if you haven’t filled it out yet. If you still need to make changes to your registration, though, please contact the organisers by sending an email to presidencyteam@jint.be. We will make the changes for you.
   
   
7. What information will I have to provide through the registration form?
   Depending on your profile and role during the event, you will need to provide us with the following information: first name, last name, pronouns, phone number, specific role during the event, choice of workshop (if relevant), dietary requirements, travel information, need for accommodation and a portrait picture.
   
   
8. What will the organisers do with my personal information?
   We will use your personal information only for relevant purposes such as linking your profile to our event app “EU needs youth”. This app will be indispensable during the event(s) you are attending as it will serve as the general means of communication.

The event app

1. Why do I need the event app “EUyouth24”?
   We will start informing you via the app starting one week before the event. You will be able to check all the necessary information on the app once you have downloaded it and logged in with your profile. The app will include full details such as the location of your hotel, the location of the venue(s), time schedules, chosen workshops, speaker information, news, pictures taken during the event, who is attending etc. We will push notifications during the event to update you on upcoming highlights or any changes to the timetable. The app will be your personal guide during our events.
   
   
   
2. When do I need this event app?
   We will start sharing information one week before an event. This will be to welcome people to the app and help where necessary. The app will become active the day before the start of an event. This is when the first notifications of your stay, travel, venue, programme etc. will start appearing.
   
   
   
3. How do I install the event app?
   Once you are registered, you will receive a link to the App Store and Google Play, where you will be able to install the event app. The app is free and will take around 152 MB of memory on your phone.
   
   
   
4. How long do I have to keep the event app after the event I attended is over?
   Depending on your preferences, we suggest you keep the event app installed on your phone for at least one more month. That way, you will not miss out on the notifications on the important documents, reports, results, pictures, etc. It is possible, however, to receive these notifications via email if you prefer.
   
   
   
5. What information will be shared about me and other people on this event app?
   The organisation will share your profile, with information such as your first name and last name, your role during the event, your country or delegation and your field of expertise (if you have given this information). Other participants will be able to find you in the app under “attendees” and, if you have approved this feature, contact you via an in-app message tool.
   
   
   
6. Can I be anonymous on the event app?
   No, this is a public event in a professional setting, so it will not be possible to be anonymous at the event or in the app. You can, however, disable the option of the message tool at any time so that other participants cannot contact you.
   
   
   
7. What if I do not want to use the event app?
   Your profile will be linked to the event app, even if you choose not to use it. So other participants will be able to see who is participating, and whether you have installed the app or not. If you choose not to use the app, however, that is up to you. This does mean that you will not get notifications with important information such as programme delays, venue information, organisational updates, pictures, plenary surveys etc. We do recommend you install the app to be fully included in the event. If you have problems installing the app, problems with phone memory or other issues, please contact us for help with this. There will be someone at the welcome desk to help with all issues related to the event app.

Your travel and stay

1. Do I need a visa to come to Belgium?
   Only for three countries where we've sent invitations, you'll need a visa: Armenia, Azerbaijan, and Turkey. 
   
   For Albania, Bosnia and Herzegovina, Georgia, Moldova, Montenegro, North Macedonia, Ukraine, Serbia, and the United Kingdom (countries outside the EU and EFTA), there's no visa obligation if you have a modern Biometric Passport. If you don't have such a passport, you'll need to apply for a visa. Please indicate this in the registration form so we can provide you with the necessary documents for your application.
   
   
   
   
   
2. Do I need to book my trip myself?
   Yes, participants are responsible for booking their own travel, except for Youth Delegates participating in the EU Youth Conference (EUYC). The organisation will handle the coordination of travel arrangements for EUYC Youth Delegates.
   
   
3. Will my travel expenses be (partially) reimbursed?
   In most cases, travel expenses are not reimbursed. However, there are specific instances where travel expenses may be eligible for reimbursement. Please carefully review your personal invitation for clarification. If you are uncertain about the reimbursement policy for your case, please contact us for further assistance.
   
   Youth delegates during the EUYC will not have to book and pay for their trip and can ask the organisation to book their tickets. There are two options:
   1. Return ticket: You leave and return to the same airport, paid for and booked by the organisation.
   2. Single ticket: You leave from one airport and want to return to another. The organisation books and pays for one ticket of your choice. The other one should be paid by the participants themselves.
      
4. Is there a maximum budget I can spend on travel costs when I am eligible for reimbursement?
   Keep in mind that we have a Green and Ethical framework you have to take into account when booking your trip and getting a reimbursement. We accept economic class for flights and 2nd class for train tickets.
   
   
5. Do I need to keep receipts to get expenses reimbursed?
   If travel expenses are eligible for reimbursement, participants must keep receipts for all expenses incurred during travel. Submission of receipts will be necessary for reimbursement.
   
   
6. What airports can I arrive at in Belgium?
   Belgium has two main airports. Brussels International Airport is located 15 km east of Brussels, 20 km west of Leuven and 65 km from Ghent. Brussels Charleroi Airport is another option when travelling to Belgium. This airport is smaller and located 70 km south of Brussels, 85 km south of Leuven and 110 km from Ghent. 
   1. Getting there from Brussels International Airport:
      TRAIN: From the Brussels International Airport, take any train towards Leuven and Brussels. From Brussels, you can take a train to Ghent onwards. The airport train is located on the basement level of the airport. Tickets can be bought at the machines at the basement level next to the gates heading to the train tracks.
      Note: Do not forget to take the receipt with you if you are eligible for reimbursement.
      
      
   2. Getting there from Brussels Charleroi Airport:
      SHUTTLEBUS (+ TRAIN): From Brussels Charleroi Airport, take the shuttle bus towards the Brussels-South (Brussels Midi) train station. Tickets can be bought via Flibco beforehand or at the kiosk at the airport and cost around €20. Brussels-South is very near our venues in Brussels. Take the train towards Leuven or Ghent from the Brussels-South train station. The tickets can be bought at the ticket machine or the ticket window.
      Note: Do not forget to take the receipt with you if you are eligible for reimbursement.
      
      
7. Is accommodation provided during the events?
   Yes. Accommodation is provided by the organisation for every participant who chooses this option in the registration form. However, participants have the option of choosing not to use the provided accommodation and finding their own if they prefer. Depending on your role during the event, your accommodation is paid for by the organisation.  Don't hesitate to get in touch with us if you have any questions.
   
   
8. Can I choose the type of room I sleep in (single/double/twin)?
   No, the organisation has made all the hotel arrangements beforehand depending on whether your accommodation is paid for by us or by yourself/your organisation. Don't hesitate to get in touch with us if you have any questions.
   
   
9. Are the hotels far from the venue?
   No, the hotels and venues are never far apart, as we want the participants to have easy and safe access to the venue in the mornings and evenings. When necessary, we will provide a shuttle service.

Food and beverages

1. Will there be vegetarian/vegan options available?
   Yes. We are even going one step further: vegetarian food will be the standard option during our presidency. Some events, however, will have an evening where you can have meat as an option. If you want this option, please select “omnivore” on the registration form. For more information on our choice of vegetarian meals as a standard, you can read our “Green & Ethical framework”.
   
   
2. Can I request special dietary arrangements?
   Of course – please inform us of your allergies or food requirements such as vegan, halal, kosher etc. on the registration form, and we will make sure the caterer takes it into account.
   
   
3. What food and beverages are included during the events?
   Breakfast will be served in the hotel and the organisation will provide coffee and tea breaks in the mornings and afternoons and lunch and dinner with drinks during the day and in the evening.
   
   
4. Will there be alcohol served?
   Yes, alcohol will be available during the events after 6 pm, adhering to our alcohol use policy outlined in the Green & Ethical Framework. In line with our commitment to responsible alcohol consumption, we will provide sufficient tasty and attractive non-alcoholic alternatives for participants.

Accessibility and safety for everyone

1. Do you have guiding principles for participants?
   Yes. As we believe “inclusive societies” are places where everyone should feel welcome, we want all people involved in our events to take the lead and act in such a way that everyone, no matter who they are and where they come from, feels respected.
   
   We do this with some apparent rules of play:
   1. Respect for inherent dignity.
   2. Full and effective participation and inclusion of all participants.
   3. Respect for and acceptance of differences as part of humanity and of human diversity.
   4. Equality and equal treatment, while ensuring specific support to enable participation on an equal footing.
   5. Non-violent communication and balanced facilitation.
   6. Zero tolerance of any form of discrimination or violence, including but not limited to bullying, humiliation, harassment, verbal, non-verbal, physical or non-physical humiliation and intimidation.
   7. Consent is key. Not sure what someone wants? Ask.
      
2. Will there be quiet spaces during the events?
   Yes. Every event will be provided with a quiet space where people can find help, calm down, meditate or relieve stress in their own way. There will also be a separate space available for praying.
   
   
3. Will there be someone I can talk to if I feel unsafe during the event?
   Yes. We have two people who will be responsible for supporting participants with any questions or issues regarding safety and integrity. We take this very seriously and want to create a safe environment for all.
   
   
4. Will there be specific measures for people with disabilities?
   Yes. We will tailor our events to the specific needs of the participants. Our venues are chosen carefully and can welcome people with limited mobility as well as other impairments. We will provide personal assistance if necessary to make sure each person can participate as they like. You can read about specific measures in our “Green & Ethical framework”. If you have any questions, please send us an email.

Practicalities

1. Weather
   The weather in Belgium is rather unpredictable. In February and March, the temperatures fluctuate between 15°C and 0°C, with days of rain and sunshine alternating. The occasional snowflake might be possible as well. It is advisable to take an umbrella or a water-resistant coat with you on your trip to Belgium. Keep in mind that the temperatures drop at night and you might want to add layers of clothing later on. Additionally, because of the frequent rainfall and possible freezing/snow, it is wise to take a pair of sturdy shoes. 
   
   
2. Electricity
   Sockets come in type C and type E
   
   
3. Currency and payment
   The currency in Belgium is the Euro. Card payments are the most common form of payment, with a preference for Maestro, Visa or Mastercard. Apple Pay and Payconiq are also possible. A lot of shops don't accept cash anymore so make sure to have an alternative.
   
   
4. Emergency numbers
   1. Medical emergency/ambulance: 112
   2. Fire department: 112
   3. Other important telephone numbers can be found via this link.