BALKAN TRAFIK FESTIVAL

28. APRIL - 1. MAY 2022

Brussels, Belgium

Balkan Trafik festival is happening LIVE this year in Brussels from 28.04-02.05.
Last year, some of our YEAs participated in the debates at Balkan Trafik online about youth activism in online
and offline spheres.
Check out the video from 2021 - https://www.balkantrafik.com/balkan-trafik-aftermovie-2021/
and website: https://www.balkantrafik.com/

This year, YEA will have its own stand and be a part of the official programme of the festival which gathers
numerous singers, bands, artists etc. from the region.

Agenda

Official agenda of the Festival can

be found on the following LINK.

Our YEA working agenda with all

the details can be found on THIS
link.

This event is presented on the

YEA event page on WeBalkans
website - HERE and we kindly
encourage you to share it via
social media and with your
fellow YEAs.
The goal is to invite visitors to
attend the stand live on the
festival, and to follow in via
livestream when available.

Dress code for the entire festival

is casual.

You should bring your YEA t-shirts and hoodie if you are generation 2020.
If you are generation 2020, you will get both on site.
Accommodation

You will be accommodated in two hotels.

Group 1 - 9 Rooms in the Penta Hotel Brussels City Centre, Chau. de Charleroi 38, 1060 Bruxelles

Group 2 - 9 Rooms in the Ibis Brussels Centre Gare du Midi, Rue d'Angleterre 2-20, 1060 Bruxelles

*After listing the groups as per your answers, the 2 groups have been randomly divided.
Food
Breakfast –every morning in Hotel.
Other Meals - covered by per Diems.

Per diem explanation

You will be provided with a per diem for each night of stay which will cover the following costs:
meals, tips, and local travel, including travel to and from the airport and PCR if necessary.

The per diem will be given upon your arrival by the Event Manager or Team Leader. They will be
paid in cash. You will receive the per diem only if you give the DSA countersigned and filled with
the data that will be requested before departure.
DSA template (please print, fill out and sign)
It is always advisable to keep receipts for this type of expenditure but be aware that these costs, as
explained above, will be covered by per diem.

Transfers
Since you will receive the per Diems on 28th afternoon, you are asked to anticipate the cost of
taking you from the airport to the hotel and lunch as well. You will receive the per diems on 28th at
7PM, once everyone has arrived.

Agenda items that need special attention / Ie. Ceremony or Dinner

There will be no official ceremonies or dinners that will require a special dress code.
Only YEAs who are involved in the photo-shooting should bring makeup and clothes that will be
communicated to them directly.

Weather forecast
28.04. Thursday - 17°/4° Sunny
29.04. Friday - 15°/4° Partly Cloudy
30.04. Saturday - 13°/4° Partly Cloudy
01.05. Sunday - 16°/6° Sunny
Maps
The maps of the event are presented here.

28.4.2022. Map HERE.

29.4.2022.-1.5.2022. Map HERE.

The maps of the hotels are presented here;
Penta Hotel Brussels City Centre Map HERE

Ibis Brussels Centre Gare du Midi Map HERE

WeBalkans emergency contacts

Selena Tasić +38162445668
Daniela Kortoçi +355 69 384 4812
 FAQ about YEA travels

1. What are the expenses covered by YEA WeBalkans?

Traveling from your Western Balkan town/city to your Western Balkan Capital and from your Western Balkan Capital to the
destination, according to the best rate/route criteria. Hotel accommodation and meals.

2. Are the COVID rapid or PCR tests covered by the WeBalkans budget?
PCR or rapid tests, if required by the country from which you are traveling, through which you are transiting (should you have
a stopover), or to which you are going, are expenses that will have to be covered by the per diems you will receive in the form
of cash.

3. Shall the participant pay for the trip from the local departure location to the capital?
You will pay for arriving at your Western Balkan Capital or final destination meeting point and you will be reimbursed from
WeBalkans upon presentation of the proper documentation (receipt, invoice, report etc.). If you are getting per diems, this
expense is already foreseen within the per diem amount.

4. When will the cost be reimbursed?

60 days from the presentation of the documentation and report.
Or in case you are getting per Diems there are possibilities;
A. The per diems are paid by cash as soon as you meet the management team, the first day arriving at the destination
meeting point.
B. The per diems are paid by bank transfer. In this case, the expenses are usually advanced in full by you and, once the
receipt is presented, the per diem is refunded.

5. Is the travel costs covered if I am not in the country I represent and I am traveling from abroad? (e.g I represent
Serbia and I’m traveling from London)
Yes if you are traveling from one of the other Western Balkans 6 entities. But if you are traveling from another European or
Worldwide location.
*In some special cases and if the costs are similar to traveling within the Region, the reimbursement can be made from other
countries, as well.

6. Will the visa cost be covered in case needed?

Yes, Visas are part of the travel cost and will be covered by WeBalkans. Therefore, the procedure is to submit the expense
report as the expense must be borne by the YEA itself, then reimbursed through reimbursement of expenses.

7. When is the detailed agenda expected?

One week prior to traveling or earlier if available.

8. When must the final confirmation be submitted for participating in the event/webinar?
The deadline will be provided by the organizer.

9. Can we cancel at any time before the departure date?

Last minute cancellations are not acceptable. Bear in mind that the hotel is booked and all is paid in advance, this is an EU
project, funded by EU citizens and cannot be acted with irresponsibly.
If such a case happens you will be restricted to attending the next 3 events organized by WeBalkans.
 10. Who will organize the traveling?
WeBalkans will organize the traveling unless it is decided to proceed with other solutions.

11. Is the Survey mandatory?

Yes, after a live event, webinar online, or upon request there will be a survey where YEAs can have their say and provide their
feedback.