2.8. Project related events

Project events shall be organised based on the following basic principles:

• All services (catering, room rental, printing services) must be ordered from the partners to the framework agreement.

As a general rule, only the costs of registrants are eligible, i.e. when 12 people have registered and the catering has been ordered for 15, the expenses of 3 people must be covered from other sources.

• The participants of an event shall be pre-registered online (or in any other way) and a reminder must be sent to all registrants the day before the event. This will avoid the need for financial corrections – if someone fails to attend, but you have taken the person into account, the registration reference and your reminder provide proof to the funder that you have done everything in your power to carry out the event as required.

• If it is not an online event, a separate list must be drawn up for each day and signed by the attendees. The header of the list shall include the name of the project, the logo and the date of the event. In the case of an online event, it must be ensured that the registration allows the attendees to be tracked by day. A guide to organising online events for projects supported from the Structural Funds is available on the website of the State Shared Service Center.

• Alcohol is not eligible for funding in projects financed by the Structural Funds. In European Commission funded projects, a glass of wine for dinner is acceptable.

• Presentations as well as evening gatherings/social events, if any, must be indicated in the agenda of the event. No separate signed list of attendees is required for evening gatherings if the event is listed on the agenda.

• The speakers shall be listed on both the agenda and the registration form and their signature is also required.