Travel Procedures and reminder of the liason with selection group

2.2 Selection Group liason person sends the list of interpreters to Travel Group (TG),

The deadlines for SG sending Travel Group confirmed interpreters’ lists (name+contact info+linguistic combination) are.
* 08/08/17: first round: send list of all interpreters that have send a confirmation
* 08/08/22: second round
* 08/08/27: third and last round (try to avoid to be as late)

If afterwards more interpreters are needed it’s up to SG to select more, thus SG could select ‘stand-by/extra’ interpreters.

-Possible issues-
If there is no Babels coordination for certain booths, volunteers from other selection groups will be in charge of selecting the interpreters for the respective booths.

3. Travel Group contacts committed interpreters

See travel message

Interpreters are asked to look for cheapest possible tickets and send the information to and wait for approval
The TG will try to send approval within 48h

Travel arrangements follow the procedures listed below:
· Selection Group send list of committed interpreters to Travel Group, which will send travelmessage to all interpreters
· Interpreters are asked to look for cheapest possible tickets and to consider transportation by bus if possible for economic and environmental reasons.
· BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval. NO REIMBURSMENT will be made otherwise. The only exception is if the tickets are very cheap as explained below. TAXI STUFF
From travel message:
”Buy it without asking us if the price is below:
* 600 SEK or 60 EUR from Sweden, Danmark, Norway, Finland and Germany
* 150 EUR from other countries.”
· If visa is needed interpreter send a mail to, write in the mail's subject "visa for interpreter". The interpreter will get an invitation and visa should be for free or reimbursed by the Nordic Organising Committee.

Only after written approval from TG the interpreter may buy his ticket.
If the interpreter is not able to buy his/her ticket, travelgroup will try to buy ticket within 4 days.
* Tickets can be paid in advance only if
- The travel company reimburse the ticket if it is cancelled.
- If the Travel Group can decide otherwise.
All interpreters with prepayed tickets have to send back to TG a completed declaration of commitment.∞,

Interpreters are asked to send ticket’s details to TG

Accommodation Group (AG) contacts interpreters

Interpreters will be reimbursed by reimbursement group (RG)in Malmö. Information will come later.
Reimbursement will be made in cash or by transfer. The interpreter will may be not be able to choose the currency. Reimbursement will be made in Euro or in Swedish Crowns.

4. Selected interpreters with tickets

Travel Group will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. Only TG add people to this list.
This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF.
ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be ‘valid’. All the other lists would be considered as ‘provisional’.
Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list.

SG liason person may contact TG about travel arrangements at:


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