Information for EWL members

European Women’s Forum, Brussels 07-11 June 2017

We are pleased to share with you all the information you require to finalise your attendance to the European Women’s Forum, including the EWL General Assembly.

As communicated previously, this year’s General Assembly will be different from previous editions. It forms part of our European Women’s Forum, a week of events featuring the General Assembly for EWL member organisations on 9-10 June, a Board meeting in the morning of 9 June, a public event on 8 June and meetings of the EWL established Working Groups on either side of the General Assembly.

IMPORTANT NOTE: all nominated delegates must register online and book travel by 10 May. Read more below for all the instructions!

# 1. PROGRAMME

You can download the full programme here.

# 2. REGISTRATION FOR ATTENDANCE

Delegates to the General Assembly must have been nominated by their respective EWL member organisation to attend the General Assembly (2 delegates for National Co-ordinations and 1 delegate for European Wide Organisations as per Article 11.2 & 11.3 of the Statutes). For attendance to EWL established Working Group meetings, you must be a member of the specific Working Group (see more under point 5 below). Observers must also be nominated by their respecting EWL member as per Art. 6 of the EWL Statutes and article 7.4 of the EWL Internal Rules (see more undet 6 below).

Please complete the online registration form here by 10 May.

The General Assembly will take place from 13.00 on 9 June to 14.00 on 10 June. It will be preceded by a Board meeting in the morning of 9 June. In addition, all General Assembly delegates are invited to arrive in time for the public event starting at 14.00 on 8 June.

The meetings of the EWL established Working Groups taking place on either side of the General Assembly are open solely to members of these specific groups and unfortunately we can only cover the extra night(s) of accommodation if you are a member of such group. Please read more under point 5 below.

# 3. TRAVEL ARRANGEMENTS

EWL can pay travel (up to 290 EUR max) for delegates to the General Assembly (2 delegates for National Co-ordination’s and 1 delegate for European Wide Organisations as per Article 11.2 & 11.3 of the Statutes). You need to complete the registration form and book your travel by 10 May via our travel agency. If you book later than 10 May and the price is more than 290 EUR, we cannot guarantee that will be able to pay the additional costs and you may be asked to cover the difference yourself.

For delegates - how to book your travel

To support us with our cost-saving efforts, we ask you to book your travel via our travel agency Sky Travel. Please get in touch with Robert Badot at Sky Travel at robert[at]skytravel.be with the following information:

  • First name and last name(s) as it appears on your travel document (passport or ID)
  • Date and estimated time of arrival
  • Date and estimated time of departure
  • City departing from (closest airport or train station):
  • Any special travel requirements

For Working Group members who are not delegates to the GA, please look out for an email with instructions for registering your attendance and booking travel from your group’s EWL coordinator.

For Observers to the GA (once you have been confirmed), you may book your travel via our travel agency following the instructions above and we will invoice you for the cost of the ticket(s), or you can book your own travel.

IMPORTANT NOTE ON TRAVEL EXPENSE REIMBURSEMENTS:

  • EWL is only able to reimburse expenses for public transport, including to and from airports. Taxis are reimbursed on an exceptional basis and when no other travel method is available (for example for very late or early arrivals).
  • No expenses can be claimed or paid without proof of expenditure.
  • Please don’t forget to send us your original boarding passes, for both ways, at the end of the General Assembly.

- #4. ACCOMMODATION

We have booked rooms at the Thon Hotel Brussels City Centre, located in the centre of Brussels and easily accessible by public transport.

When completing the registration form, you must indicate whether or not you require accommodation and for how many nights. Please note that due to our limited budget, EWL is only able to pay your accommodation for the period you are in Brussels for the relevant EWL meetings/events, including relevant EWL Working Groups.

If you require additional nights, please indicate this in the form and check the costs for additional nights in our ‘Estimated observers’ costs & other prices’ document. We will book these for you and invoice you for the additional nights.

#5. OBSERVATORY ON VAW, WORKING GROUPS & TASK FORCES

In our efforts to reduce our costs, we are organising the in-person meetings of the Observatory on Violence Against Women and our other established Working Groups on either side of the General Assembly. Please read the instructions below:

  • If you are an official delegate to the General Assembly & a member of an EWL established Working Group (WG) and/or the Observatory, you can proceed with completing the registration form indicating which Working Group meeting you are attending.
  • If you are a member of an EWL established Working Group or the Observatory but not an official delegate to the GA, your respective EWL coordinator will be in touch soon with further information.

Please note that members of the Observatory & other Working Groups who are not official delegates can participate in the General Assembly if nominated as observers by their respective organisation. They would then have to bear the costs for the additional night of accommodation, meals & meetings costs as well as a participation fee of 100 EUR (see more under point 6 below).

If you have questions about arrangements for your working group, please contact your coordinator (Irene Rosales for the Observatory on VAW, Matilda Flemming for Women in Politics, Mary Collins for Feminist Economics, and Stephanie Yates for CEBBS task force).

You can check the list of EWL Working Group members in the EWL Members Forum Living Room.

#6. OBSERVERS TO THE GENERAL ASSEMBLY

Member organisations can nominate additional participants as observers to the General Assembly. Supporting member organisations can also send observers to the General Assembly. Observers need to cover their own expenses (travel, accommodation, meals, meeting costs) and contribute a participation fee (100 EUR), as per Art. 6 of the Statutes and article 7.4 of the Internal Rules.

All costs relating to observers are in the document here.

The deadline for submitting nominations for observers is 21 April. Please send the forms to Stephanie Yates at yates[at]womenlobby.org.

#7. VENUE OF THE STATUTORY MEETINGS & ACCOMMODATION

Thon Brussels City Centre
Avenue du Boulevard 17
1210 Brussels
+32 2 205 15 11
Nearest metro & tram station is Rogier (metro line 2&6 / tram line 3, 4, 25, 55, 88)
Nearest train station is Bruxelles-Nord/Brussel Noord/Brussels North

#8. LIVING ROOM

We will be using the Living Room, our members’ forum, for all documents and relevant information pertaining to the 2017 General Assembly.

If you have not registered yet, please do so at https://womenlobbyforum.org/ and click on ‘Register’ button on the top right hand-side.

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