Internal FAQ

Relevant for speakers, rapporteurs, (digital) facilitators, crew and other members of the staff.


  1. Where and when does the event take place?
    The seminar will take place on:
    1. the 21st of January in the Irish College in Leuven (Janseniusstraat 1, 3000 Leuven)
    2. the 22nd of January in the Faculty Club in Leuven (Groot Begijnhof 14, 3000 Leuven).
    3. the 23rd of January in the Faculty Club in Leuven (Groot Begijnhof 14, 3000 Leuven).

  2. What hotel will you be staying in?
    Most facilitators/speakers/rapporteurs will be staying at Begijnhof Hotel Leuven (Tervuursevest 70, 3000 Leuven)

    Others will be staying in: Martin’s Klooster (Onze-Lieve-Vrouwstraat 18, 3000 Leuven) and Ibis Leuven Centrum (Brusselsestraat 52, 3000 Leuven)

    You will get your specific address via e-mail.

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. So, the easiest way for you is to apply and obtain such a passport in your own country.
  2. Flight information
    Belgium has two main airports. Brussels International Airport is located only 20 km west of Leuven. Brussels Charleroi Airport is another great option when travelling to Belgium. This airport is smaller and located 75 km south of Leuven.

  3. Public transportation
    To Leuven from Brussels International Airport:

    TRAIN: From the Brussels International Airport, take any train towards Leuven. The airport train is located on the basement level of the airport. Tickets should cost around €10,60 total and can be bought at the machines at the basement level next to the gates heading to the train tracks. 

    To Leuven 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 and cost around €20. Take the train towards Leuven from the Brussels-South train station. The tickets should cost around €6,10 and can be bought at the ticket machine or the ticket window.

    From Leuven train station to Begijnhof Hotel Leuven
    1. On foot
    2. By bus
    3. By shuttlebus


  1. Accommodation
    All facilitators, rapporteurs, speakers and crew are provided with a single room in one of the hotels. 
  2. Travel
    To facilitate the reimbursement of your (travel) expenses, we have streamlined the reimbursement process for you. Simply complete the reimbursement form below and return it to us at the latest 1 month after the event.


  1. Weather
    The weather in Belgium is rather unpredictable. In January the temperatures fluctuate between 10°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 this trip to Leuven. 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. Especially in combination with the cobblestone roads that are often found in Belgian cities such as Leuven.

  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. Emergency doctor (Leuven): 1733 or check this website
    4. Other important telephone numbers can be found via this link.