TRAVEL AND ACCOMMODATION RULES

Travel

The EACS has appointed "Lignes Amarantes" to handle all travel arrangements for participants to the EACS Young Investigators Conference 2022. Participants will be invited to book their flights by email. All travelers will be offered a return ticket for the least expensive direct route to their destination. Connections and one-stop flights may be proposed to travelers when they are not unreasonable in time loss. Airline preference for frequent traveler mileage points accumulation will not be taken into consideration. Travelers who want to be selective with their airlines will be requested to cover for any cost difference. EACS will take into consideration preferences based on significant schedule constraints or airline safety concerns. Costs will not be covered for changes to a booked flight; these will be covered by the participant.

Should participants prefer to book their own flight, reimbursement will be based on the most economical direct flight. The maximum amounts reimbursed are 200 Euros for national trips, 500 Euros for European trips and 1500 Euros for intercontinental trips. Where travelers exceed their allowance without authorisation, EACS will cap their claim at the relevant limit. Please note that extra costs for additional stops or special class trips as well as rebooking or insurance fees will not be reimbursed.

Should travelers choose to drive in a private car, they will be reimbursed for the mileage at a rate of thirty-seven zero seven Euro cents/km (€0.3707), based on a return trip from their hometown to the conference location, with a maximum reimbursement of 200 Euros for a return trip. EACS does not reimburse car rental unless EACS has granted prior approval for it.

Please note that taxi costs, parking costs, insurance and visa costs are not covered or eligible for reimbursement. Neither are COVID tests or other COVID-related expenses (i.e testing, expenses due to quarantine etc.). Only Brussels public transportation tickets will be reimbursed, including train ticket to-from Brussels Airport.

If the trip is beyond the official meeting dates, we ask the participants to make their own arrangements. When travel to the conference is combined with personal travel, reimbursement is limited to the roundtrip cost of the ticket only, as if no personal travel had been added. Any additional cost incurred for personal travel is at the expense of the travelers.

COVID-19  

Please ensure you have taken the time to read all the latest Government, Public Health, travel and testing guidance. Click here to consult the Belgian Federal Public Service webpage.

All participants are responsible to be adequately informed about any travel restrictions/requirements and Covid-19 rules and regulations.  The EACS shall not be held liable if travelers do not follow COVID regulations in place at the moment of the YING 2022 conference including mandatory quarantine.

Reimbursement

If you need reimbursement, please contact the EACS Secretariat (info_at_eacsociety.org) to get the reimbursement form that will have to be filled out and handed in together with all original receipts.

Accommodation

One-night accommodation is offered in a specific hotel: 1 July 2022. Any extra charges at the hotel, such as mini-bar, phone calls, restaurant bills, double occupancy of rooms, parking tickets, food & beverage, etc. will not be covered.

Liability and insurance

By registering for the meeting, participants accept that the association assumes no responsibility for medical, travel, or personal insurance. Participants are advised to take out their own insurance policies.

Contact

EACS Secretariat
info_at_eacsociety.org
+32 2 316 10 19