Useful info and documents for organizers of any event in AEGEE

 

This section and all the documents you will find here should serve not only as an example and for inspiration, but all of them are STRONGLY RECOMMENDED and VALID for usage during “visa periods” - we want to use only one version of a document in AEGEE, in order to allow the recognition of AEGEE as an organization and its documents at foreign missions. Think carefully about the country you are dealing with and whether the content is appropriate for them. Also be sure to adjust logos, contact data and descriptions. Look at the "Manual for IL issuance" below!

 

For most AEGEE activities, participants should obtain a visa for free! Conferences, trainings (NetWork Meetings), cultural exchanges (Summer Universities) are eligible for a visa fee waiver under the so called 'Visa Facilitation Agreements' (VFA) (please find below in .xls exact information and legal background of them). It is important to include those numbers of specific articles mentioning visa fee waive in the Invitation Letter as well! As visa or incoming responsible of an event, it is your task to check the rules and request a visa fee waiver according to the corresponding article of the VFA.

 

Moreover, if you are preparing a Letter of Invitation for a traveler to the EU (mainly Schengen area) and the person needs a visa to enter the desired country, you are advised to tell them to contact also his/her university and ask to prepare for them a supportive letter, declaring their status of a student. You can also ask the domestic antenna to issue a letter of support for their member, to assure the foreign mission that the person is really a member of AEGEE. Many more tips and tricks can be found in the document below called ‘Manual for IL issuance’!

 

As an organizer of the AEGEE event, you can also prepare the officialy-recognized-by-authorities Invitation Letter (also called „Proof of Guarantee“ or „Private provision of accommodation“), for which you can find the forms at countries‘ Foreign Police departments, Local municipalities or Councils in most European (Union) countries. For this official Invitation Letter stamped and approved by your country’s authority you will have to pay some small amount of money which is not a part of any visa fee. With this Invitation Letter you would have to prove the legal entity from which you are inviting (which is hosting AEGEE local) and sometimes that you are able to cover the expenses of the invited person (participant) – which is only formality. The demands of the authorities may vary according to each country’s legislative.

  

Changes to the entries of VFAs and visa administration processes are regularly considered by the Council of the European Union based on advice from the individual member states. The Council then proposes draft legislation which has to be approved by the European Parliament. Therefore, it is necessary to check regularly the webpages of foreign missions, in order to be informed about current changes and not to be surprised by new regulations.

 

More detailed information and advice can be also found in our "Coming to the EU", Foreign Missions or FAQ.

 

AEGEE Invitation letters

 

What do you need from your participants to write a succesful invitation letter (the best way how to get all this info in an organized way is to prepare a spreadsheet and send the applicants survey to fill in):

 

» scan of passport 
» name and surname (as it is written in the passport, so organisers can understand which is your name and which is your surname)
» gender
» date of birth
» place of birth (as it is written in the passport)

» nationality at birth (important especially for EaP countries)
» citizenship (if you have double, state just one of them)

» marital status
» passport info (Passport no, issuing date and expiration date, issuing authority)
» permanent address of residence (street name, Nr. of house and apartment, city, region/district, postal code, country)
» date of arrival and departure
» still a student? which university? Employed? Where?
» where will the participant enter Schengen area?
» dates for which the IL should be issued? (in case of longer stay, please, provide us with your place of stay / flying ticket / insurance)
» did you experience any special / unfair treatment / requests / questions from the foreign mission you are applying at for the visa?

 

Use these documents!! -->

 

- Invitation Letter - Form (.doc) and Invitation Letter - Sample (.doc) for Summer University / EBM / Agora

- Manual for IL issuance (.doc)

- Schengen Aplication form (.pdf)

- Visa Facilitation Agreements' (VFA) (.xlsx)

 

If you are not sure about the correctness of the document, please do not hesitate to contact us.

You can also cross-check all your visa info for incoming responsibles in the section 'Visiting wider Europe' or 'Coming to the EU'.  

 

In case of any malpractise, you can contact us via our form or write us directly about your problem.