You will find detailed information regarding practicalities, financial support and reimbursement rules.
General Information
We would kindly ask all participants to register by January 23.
NOTE: A registration form is not enough to register as a delegate! Delegates of Member, Partner and Observer organisations need to be confirmed by their organisation. Therefore, an official email from your organisation’s email account should be sent to office@cdnee.org confirming the name(s) of your delegate(s).
In order for CDN to be able to provide financial support for the delegates’ travel costs, the above-proposed deadlines shall apply. The deadline is determined by the IRPs “Each member and partner organisation shall inform the Secretariat of the names of their representatives at least 45 days before the General Assembly”
Guests and WG members can register for the GA by filling in the same form and notifying office@cdnee.org if they would like CDN to book accommodation in the same venue.
The delegates are expected to arrive at the venue in location the on 8th in the evening (dinner will be provided) and depart on the 13th in the morning (breakfast will be provided).
Note: We strongly encourage you to follow the good practice of having one experienced delegate (preferably, someone who has been to previous GAs) and one less experienced delegate (to ensure the transfer of knowledge).
In addition, according to IRPs 8.1 Participants of CDN events can’t be older than 30 at the moment of applying. Delegates, whom we will reimburse, are considered participants. Guests, coming at their own expense, can be any age.
For any additional information regarding the financial arrangements, please get in touch with the Secretariat.
To whom will we be covering the costs?
If you’re coming as the 1st Delegate:
CDN will cover all of your costs (travel, accommodation, and meals) during the GA and Strategic Planning Meeting.
If you’re coming as a 2nd Delegate:
CDN will cover all of your costs (travel, accommodation, and meals) during the GA and Strategic Planning Meeting.
According to CDN IRP’s second delegates of Member Organizations have to pay a participation fee of 10 EUR, unless delegates are younger than 25.
If you’re coming as a 1st Delegate:
We will cover all of your costs (travel, accommodation, and meals) during the General Assembly.
If you’re coming as a 2nd Delegate:
CDN will not be able to cover any costs.
According to CDN IRP’s second delegates of Partner Organizations have to pay a participation fee of 10 EUR, unless delegates are younger than 25.
CDN will not be able to cover any costs (travel, accommodation, meals), however, there is no participation fee for Observer Organisation delegate.
We will cover all of your costs (travel, accommodation, and meals) during the General Assembly.
Non-elected EC Candidates will still have accommodation and meals covered for the duration as if they were elected.
Should get in touch with the office and financial assistance will be decided on an individual basis.
We will cover all of your costs (travel, accommodation, and meals) during the General Assembly.
CDN will cover all of your accommodation and meal costs during the event.
CDN will not be able to cover any costs of the guests of the General Assembly and Strategic Planning Meeting.
The participation fee for the guests is 10 EUR and is to be paid via bank transfer prior to or in cash during the GA.
Other information about travel and financial conditions
We encourage traveling by land whenever possible and it’s the only option if the journey takes less than 15 hours (IRPs §9.1), for reducing CO2 emissions. Since it might a long way to Warsaw for some of you, flying can be the only option. However, we ask you to organise your travel in the most economic way. Only 2nd/economy class reservations will be reimbursed. This also applies to train reservations.
As a principle, we only cover travel expenses from your place of residence to Warsaw and back. In case you need to travel from or to somewhere else, please contact office.assistant@cdnee.org (cc office@cdnee.org) with a justification of the circumstances, after which we will let you know what to do.
Once you are nominated and registered as a delegate, send your travel proposal to office.assistant@cdnee.org and keep office@cdnee.org in CC. Proceed with booking as soon as it’s approved.
Don’t wait for the last chance to register and purchase tickets as it will get expensive. The deadline to booking tickets is 35 days prior to the GA – 2nd of February.
Travel to Warsaw
– By Land:
Warsaw Central Central is located at the very heart of Warsaw. It is reachable by train from various places in Europe: including direct connections from Vienna and Budapest that makes traveling by land from the Balkans possible. There are also connections from Ukraine and Lithuania.
You can check for the train connections here: PolRail, ÖBB, Rome2Rio, RailCC
You can also reach Warsaw by Bus. Check for routes here: FlixBus, getbybus, and Rome2rio.
– By Air:
Warsaw has two airports, so make sure you check both airports for the cheapest option.
Chopin Airport (WAW) is the main airport in Warsaw with regular flights by airline companies such as LOT Polish Airlines, Wizz Air and Smartwings. It is located 10 kilometers south of the city center. You can reach city by Bus or Train.
Modlin Airport (WMI) mostly used by low-cost airline companies such as Ryanair and Enter Air. It is located 40 kilometers northwest of the city. You can reach centre both by Bus or Train.
We recommend looking for affordable flight options here and here.
Reimbursement rules
There is no participation fee for the delegates and we will be reimbursing 100% of the travel costs.
In order for us to proceed with your reimbursement, we need to receive all original proofs (tickets, bank statements, bills, bank slips, invoices, boarding passes, reservations and other proofs of payments) for the expenses that you are claiming. A cost that doesn’t have its original proof, unfortunately, is a cost that never happened and will not get reimbursed!
Examples:
- Train/bus/ferry tickets and reservations, clearly stating the price of the ticket/reservation. This includes local transport, for example a ticket for the bus from an airport to the city centre, including the bill and bank slip (if paid by card).
- Invoices of flight bookings (if bought online, it is usually an e-mail which states the total price of the flight) and all boarding passes (all need to be sent to office.assistant@cdnee.org). Online boarding passes are accepted. In case you do the online check in through a mobile application, please make sure to make a print-screen of the boarding pass, as they have a tendency to disappear. The flights should also have the proof of payment attached. In case you bought it through a bank transfer or credit card, it would be a statement from your bank system and if you paid in cash, you should always demand a paper bill.
All the reimbursement will happen via bank transfer after the event.
More details regarding reimbursement and practicalities (venue, accommodation, etc.), will be shared later with the registered delegates through e-mail.
Register for the 2023 General Assembly
Join us in Warsaw, March 9-12, for the most important political and decision-making event for our network.
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