Tasks of hosting NA

The hosting NA needs to collect additional information from the participants
and provide information to the participants necessary for their preparation.

• Additional information to collect through a separate form: this can also be prepared and sent through the Platform (see template - tbd).

• Birth date

• Special needs 

• Disability which requires support

• Dietary needs

• Any medical issues requiring support

• Any other support need

• Emergency contact

• Passport information in case of visa

• Travel info (see infopack)

• Consent to use pictures and video (can also be asked on the spot)

• Consent for sharing email and possible other data with the participants and the team

Information to be provided by the host NA to the participants (such as via
an infopack) 

Minimum info to include:

• Arrival and departure times: 

• Remind that participants need to contact sending NAs to check travel arrangements and reimbursement rules

• Host NA should give clear information on expected arrival and departure times at the venue and the time needed to get from the entry point in the host country to the venue and from venue to departure point in the host country

• Possible travel options with links to public transport websites showing time schedules and prices

• Mention if participants will have a pick-up by the host NA 

• If needed, collect travel arrangements (arrival and departure times etc) of participants 

• Give information on how to accommodate the need of extra nights due to travel schemes and who will pay for it 

• Extra information for pax with a disability impacting their mobility

• Information on the venue:

• Meals (also meeting their dietary wishes/needs)

• Rooms 

• Other practicalities

• Extra information for participants who have indicated any special need (e.g. disability, needs based on religion, mothers bringing child, …)

• Information on the programmes: aims, objectives, draft schedule, methods etc.

• What to bring

• Limited basic practical information: e.g. links to weather info, information on currency, voltage etc

• Contact details of host NA / contact person in case of questions and emergencies during the travel

• Optional:

• Information on the team 

• Any other information

Optional/ if needed: send out a last reminder just before the activity
with any last information.

Tips:

• Use plain language

• Keep the info pack concise and to the point 

• Be aware of careful management of participants’ data (GDPR proof)
  

• Check out SALTO I&D's Inclusion Meter for ideas to make your activity and preparations more inclusive

Tasks of sending NA

1. Make sure participants understand the context and the nature of the activity: adapt information based on the type of activity (e.g. basic information on Erasmus+/European Solidarity Corps; basic information on LTA etc)
   
2. Stress the importance of reading carefully the information provided by the hosting NA and clarifying any questions
   
3. Information on travel arrangements
   
4. Information on any participation fee
   
5. Guidelines on reimbursement of costs (such as travel, visa etc)
   
6. What is expected after the activity (e.g. report, reimbursemen forms etc).