Practicalities for Delegates and Guests

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.