Step 1 – Nominate Your Head of Delegation
Every delegation will be led by a head of delegation, who represents the delegation towards the Summer Camp organisers. During the camp, the heads of delegation will meet every morning to discuss the programme and any open issues of the day.
Before registering any participants, you should nominate your head of delegation by emailing their full name, citizenship, date and place of birth, home address, email address and phone number, as well as a scan of the photo page of their passport/ID to the YES Secretariat at firstname.lastname@example.org . The subject of the email should be ‘’Head of delegation_your organization’’ The YES Secretariat will confirm your nomination by email – and once the head is nominated, you will also receive the password to fill in and submit the online form.
If separately agreed with the secretariat, it is possible to reserve a fixed number of spots to a summer camp delegation with a lower participation fee and to deliver the names later by filling the form. In this case the participation fees have to be paid by the relevant deadline or the participation fees will be charged according to the date of the delivery of the individual participant information.
Step 2 – Register Your Participants
Once you have nominated your head of delegation, you should fill in and submit the online form for every participant in your delegation separately (including the head of delegation). In order to comply with the requirements, you need to provide personal and passport/ID information for every participant. We will not accept any duplicate, (partly) blank or dummy registrations, or registrations using data that appears not to belong to a real person. Please be aware that for participants who need to obtain a visa to enter Spain in advance, you need to provide full information about their passport. In case you need visa to enter Spain, the deadline for applications is 30th April 2018. Due to technical limitations of the process, we will not be able to ensure you acquiring of visa after this deadline. For participants under 18 you need to provide personal information for a parent/guardian. Note that participants under 16 will not be admitted to the Summer Camp.
Information about your delegation arrival must be communicated as soon as possible. Flight/travel confirmation must be emailed to email@example.com.
The YES Secretariat will confirm the list of your registered participants by email and inform you of any outstanding participation fees (see below) periodically.
Step 3 – Pay the Participation Fees for Your Delegation
Every participant (including the head of delegation) needs to pay a participation fee to participate in the Summer Camp. The participation fee includes an accommodation place for 5 nights as well as 3 meals a day (starting with dinner on the arrival day and breakfast on deparature day) and transport from airport to the venue and back – exclusively on the arrival and departure day.
The fee amounts (per participant) are:
€ 170 if registered and paid before 15th April 2018
€ 220 if registered and paid before 15th May 2018
€ 270 if registered and paid before 15th of June 2018
Registering after the last deadline will be strictly subjected to availability and will carry surcharge. Participation fees need to be paid in advance (by the relevant deadline date) by bank transfer to YES using the following details:
Young European Socialists ASBL
Rue Guimard 10-12
BE 1040 Brussels, Belgium
ING Bank – Ixelles Place du Luxembourg agency
Rue d’Arlon 26
BE 1050 Brussels, Belgium
IBAN BE60 3630 9176 5070 *
* Note: this is YES new bank account number
The YES Secretariat will keep you informed on the totals of participation fees due and paid. The message of the payment should state clearly the name of your organization and number of participants you are paying for.
Example of the message:
[ORGANIZATION XYZ] – [CONTRY] – [SUMMER CAMP FEES] – [40 PARTICIPANTS]
Note that participation fees need to be paid and cleared in the YES bank account by the relevant deadline date. Registrations cannot be cancelled: they can be transferred to another participant, subject to the payment of the relevant surcharge in accordance with the date on which the modification is made. In case of a no-show and/or failure of the payment of registered participants, the fees will be added to the membership fee of the organization in question.
If separately agreed with the secretariat, it is possible to reserve a fixed number of spots to a summer camp delegation with a lower participation fee and to deliver the names later by filling the form (anyhow no later than 15th of June 2018). In this case the participation fees have to be paid by the relevant deadline or the participation fees will be charged according to the date of the delivery of the individual participant information.
Step 4 – Communicate Your Means, Place and Time of Arrival and Complete Administrative Procedures
You should communicate your delegation’s means, place and time of arrival to the Summer Camp (see list of places of arrival below) to the YES Secretariat as soon as possible. The online registration forms provide fields to this effect. The information about the arrivals and departures must be provided to the YES Secretariat by 15th of June 2018 or no airport transfer can be guaranteed.
If any participants in your delegation need to obtain a visa to enter Spain in advance, or if you have any participants under 18, you will be contacted by the YES Secretariat to complete the necessary administrative procedures. Please note that YES does not assume any responsibility with regards to your visa procedure, and that the head of delegation will be personally responsible for any participants under 18.