1. GENERAL ASPECTS
1.1 What is a Youth Exchange?
A Youth Exchange (YE) is a meeting of groups of young people from at least two different countries who gather for a short period to implement jointly a non-formal learning programme (a mix of workshops, exercises, debates, role-plays, simulations, outdoor activities, etc.) on a topic of common interest, inspired by the European Youth Goals.The learning period includes:
• A planning phase before the application,
• A preparation phase before the activity,
• An evaluation and follow-up after the exchange.
1.2 What is a Training Course?
A Training Course (TC) is an educational activity designed primarily for youth workers, educators, trainers, and active volunteers who wish to develop their skills, knowledge, and competences in the youth field.It combines theoretical inputs, experiential learning, workshops, and peer learning within a non-formal educational setting. Training Courses focus on capacity building, networking, and improving youth work quality across Europe.
Both YEs and TCs are carried out under the Erasmus+ Programme and adhere to the same quality, safety, and inclusion standards.
2. TARGET AUDIENCE AND PARTICIPANT SELECTION
1. For Youth Exchanges, the target audience is young people aged 16–30 interested in the given topic and willing to take part in all project phases (planning, preparation, implementation, and follow-up).
Depending on the project, specific age ranges may vary.
2. For Training Courses, the target audience includes youth workers, educators, trainers, and NGO staff or volunteers, aged 18 and above.
3. Participants are not required to be fluent in English. One of the aims of Erasmus+ activities is to improve participants’ communication and multilingual competence.
4. All applicants must fill out an application form, providing their contact details, relevant background, motivation, and experience.
5. For Youth Exchanges, preference is usually given to participants with little or no previous Erasmus+ experience, while those with more experience are encouraged to take active roles such as group leaders, facilitators, or media coordinators.
6. For Training Courses, selection is based on motivation, professional relevance, and the expected impact on participants’ organisations and communities.
7. Selection follows fair, transparent, and non-discriminatory principles, aiming for gender balance and inclusion.
8. Cloud Five is committed to supporting the full participation of individuals with fewer opportunities, ensuring confidentiality regarding their circumstances and offering additional mentorship and logistical support.
9. Applicants are informed of the selection results via email.
3. ORGANISERS AND GROUP LEADERS
1. Each group participating in a Youth Exchange must have at least one Group Leader, who supports and monitors participants throughout the activity to ensure safety, inclusion, and quality learning.
2. Group Leaders must:
o Be 18 years or older (no upper age limit);
o Have at least a B2 level of English;
o Have experience in working with young people (as youth workers, trainers, teachers, or volunteers).
3. For Training Courses, trainers and facilitators are selected based on their professional background, expertise, and capacity to deliver non-formal learning.
4. LEARNING AND RECOGNITION
1. Both YEs and TCs are based on non-formal education principles, promoting active participation, intercultural learning, and development of competences for life and work.
2. Through these projects, participants:
o Develop personal, social, and professional competences;
o Foster intercultural dialogue and European citizenship;
o Engage with socially relevant topics and active participation in society.
3. Upon completion, participants receive a Youthpass Certificate, which formally recognises their learning outcomes within the Erasmus+ framework.
5. FUNDING AND COSTS
1. The project is supported by an EU grant under Erasmus+, based on the principle of co-financing.
2. The grant covers:
o Project organisation and materials,
o Accommodation and meals at the venue,
o Travel costs within Erasmus+ distance limits.
3. Participants are not required to pay participation fees, but must acquire travel insurance at their own expense (considered their co-funding contribution).
4. Cloud Five strives to eliminate financial barriers, ensuring accessibility, particularly for participants with fewer opportunities.
5. Costs not directly related to the activity (e.g., personal snacks, entertainment, additional luggage, or extra days of stay) are the responsibility of the participant.
6. Double funding is strictly prohibited — no costs may be financed twice by EU funds. Participants must declare they are not simultaneously engaged in another EU-funded mobility during the same period.
6. TRAVEL AND PRACTICAL ASPECTS
1. Green travel (using low-emission transport such as buses, trains, or carpooling) is highly encouraged.
2. Travel routes are coordinated by the organisers and group leaders, considering sustainability, safety, and cost efficiency.
3. Participants from one country travel together with their group leader whenever possible.
4. Participants may need to purchase tickets following the approved itinerary; reimbursements follow the official Erasmus+ travel rules (see section 9).
5. Participants should pack appropriately for the destination and bring personal hygiene items.
Avoid bringing valuables not essential for participation.
7. VENUE AND ACCOMMODATION
1. Activities are usually held in tourist-type or educational accommodation with shared rooms and simple facilities.
2. Participants share rooms (3–6 per room), usually separated by gender.
3. Internet access may be limited — participants are encouraged to disconnect and fully engage in the activities.
4. Participants are responsible for keeping their rooms and common spaces clean and orderly.
5. Any damage to property caused by negligence must be covered by the responsible participant.
6. Quiet hours (23:00–06:00) must be respected to ensure a peaceful environment.
8. FOOD
1. Three meals a day are provided, often reflecting local cuisine.
2. Clean drinking water is available throughout the stay.
3. Dietary needs must be communicated in advance.
While every effort will be made to accommodate special diets (vegetarian, vegan, lactose-free, etc.), organisers cannot guarantee full compliance due to local catering limitations.
9. TRAVEL REIMBURSEMENT
1. Travel reimbursement applies only for the most economical route between the participant’s home city (or sending organisation city) and the venue.
2. Only public transport tickets are eligible; taxis, parking, seat reservations, and business-class tickets are excluded.
3. Car travel may be reimbursed if at least 3 participants carpool, at €0.13/km/car based on official distance calculators (e.g., ViaMichelin).
4. Reimbursement requires valid supporting documents (tickets, invoices) submitted within 5 days after the activity.
5. Participants must attend the entire duration of the activity to be eligible for reimbursement.
6. Reimbursement is made in EUR via bank transfer (usually within one month after the activity).
10. SAFETY AND PROTECTION OF PARTICIPANTS
1. Participants are fully responsible for their personal belongings. Organisers are not liable for theft or loss.
2. Only registered participants and staff are allowed in the activity venue.
3. Dangerous items (e.g., weapons, alcohol, flammable substances) are strictly prohibited.
4. All participants must have valid health and travel insurance for the duration of the mobility, including travel days.
5. Underage participants must submit a signed parental consent form before attending the activity.
11. CODE OF CONDUCT
1. The use of alcohol, drugs, or mood-altering substances is strictly forbidden.
2. Smoking is allowed only in designated outdoor areas.
3. Participants must behave respectfully, avoiding offensive language or behaviour.
4. Participants must care for the accommodation and its environment.
5. Punctuality and full attendance are required for all activities.
6. Violations of the Code of Conduct may result in:
o A first warning (parents or sending organisations informed if underage);
o Immediate dismissal from the activity upon repeated misconduct.
In such cases, return travel and related costs will be borne entirely by the participant.
12. FINAL PROVISIONS
1. All participants (including youth workers, group leaders, and trainers) must complete the European Commission’s final report and any other evaluation forms required by Erasmus+.
2. Participants consent to being photographed or filmed during the activity, with materials used for educational, dissemination, and promotional purposes by Cloud Five and Erasmus+ stakeholders.
3. Participants agree to disseminate and promote project results upon return to their local communities.
4. All participants give consent for the processing of personal data in compliance with Regulation (EU) 2016/679 (GDPR).
Data is securely stored and used solely for project implementation and reporting.
5. The European Commission’s support for this publication does not constitute an endorsement of the content, which reflects only the views of the authors. The Commission cannot be held responsible for any use of the information contained herein.