FAQ

How is EYE2023 engaged in achieving Sustainable Development Goals?

EYE2023 is committed to engage youth and be a role model for others, to ecologically design all aspects of the event and ensure the event is inclusive and accessible to all young people. In 2021, the EYE obtained the ISO 20121 certification for sustainable event management, which will be renewed for EYE2023.

More info on the link below: https://european-youth-event.europarl.europa.eu/en/home/sustainability/

Can I become a volunteer at EYE2023 with a physical disability/impairment?

Yes, we encourage volunteers with disabilities or impairments to volunteer at EYE2023. Depending on the disability, an appropriate position or task will be identified. Moreover, the volunteer recruitment campaign actively promotes inclusiveness.

Please, send an e-mail to coordinateur.volunteers@europeanyouthevent.eu  if you request specific assistance, notably to fill in the volunteer’s application form.

Can I make a positive impact on EYE2023?

Absolutely. You can contribute by building collaborative and mutually beneficial working relationships with volunteers of different backgrounds. Diversity enables learning with people from a variety of experiences which encourages collaboration and fosters innovation, thus benefitting all.

In order to make the organisation of the event sustainable, the EYE has a sustainability policy with targets related to economic, environmental and social sustainability. Volunteers play an essential role in the implementation of this policy. The EYE has obtained the ISO20121 certification for sustainable event management and we count on volunteers to help us renewing this certification!

The following selection criteria and conditions will be applied to volunteer applications. Not meeting each and every one of them will not result in your application being automatically rejected. However, while we strive to give every candidate the opportunity to volunteer, applicants who meet the most criteria will be privileged.

To apply, you need to:

1. be at least 18 years old and at most 30 years old on the day of the event (9 & 10 June).
2. be able to communicate in French at B1 or medium-low intermediate level.
3. be able to communicate in English at B2 or medium-high intermediate level.
4. be willing to contribute at least 12 hours of volunteering in total during 9 & 10 June
5. agree to take part in a minimum of 4 training sessions addressed to all volunteers.
6. agree to take part in a minimum of 2 visits to the European Parliament in Strasbourg if your volunteering activities are conducted inside the Parliament premises.
7. be capable of using web tools, social media networks and messaging apps.
8. preferably, live in Strasbourg or in neighbouring areas.

What nationalities are accepted?

European Union citizen applicants will have to provide a valid proof of their identity. (Austria, Belgium, Bulgaria, Croatia, Cyprus, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden.)

Non-European Union citizen applicants will have to provide a valid proof of their identity and a European Union valid resident permit and/or visa.

Which documents will I need to become a volunteer at EYE2023?

If you:

• Are a European Union citizen:
  You will be asked to provide: a copy of a valid European citizen passport or ID card as a proof of your identity.
• Are a Non-European citizen:
  You will be asked to provide a copy of a valid passport or ID card and a copy of a valid European visa or Resident permit.
• Wish to claim travel and/or accommodation expenses:
  You will need to provide a proof of your residency (as a recent water, electricity, gas, internet or phone bill) and provide a copy of your travel receipts.

Can the EYE organisers help me to obtain a visa to travel to France and volunteer at EYE2023?

No invitation letters pertaining to Schengen visa applications will be issued by the EYE organisers. If your application to volunteer at EYE2023 is accepted, the confirmation email could be used as supporting evidence for your visa application.

Is it mandatory to speak French?

Yes, volunteers are required to be able to speak French at what we call ‘level 2’ (medium-low intermediate or B1). This is because volunteers will need to work with the French speaking logistical team and French will be the main language used among volunteers.

Is it mandatory to speak English?

Yes, volunteers are required to be able to speak English at what we call ‘level 3’ (medium-high intermediate or B2). This is because English is the main language used by EYE2023 participants.

When does the recruitment period end?

The volunteer recruitment period closes on March 15, 2023.

When will I receive an answer regarding my application?

You will receive an answer within five working days following the submission of your application.

What can I do if I have a reCAPTCHA issue when trying to submit my application form?

You can try reloading the application (your previous answers will still be saved in the form). If the problem persists, please send an e-mail to coordinateur.volunteers@europeanyouthevent.eu.

Can the European Parliament cover expenses related to volunteering at EYE2023?

Yes. The European Parliament can cover expenses related to volunteering at EYE2023, for 60 volunteers. This includes accommodation and travel costs to come to the event. Volunteers will be selected on a first come, first served basis, taking into account geographical balance when it comes their countries of origin. Beyond these 60 volunteers, volunteers will have to cover their travel and accommodation cost.

Travel expenses shall only be reimbursed under the following conditions:

Zone 1	Volunteers living in Strasbourg or nearby - within the Upper Rhine Region - within a 150-km radius from the European Parliament in Strasbourg.	No reimbursement
Zone 2	Volunteers living in France, Germany, Belgium, Switzerland, Luxembourg, - outside the Upper Rhine Region - and outside of a 150-km radius from the European Parliament in Strasbourg.	Reimbursement 50% of the cost, up to 150 €
Zone 3	Volunteers living in any other European country excluding France, Germany, Belgium, Switzerland, Luxembourg.	Reimbursement of 50% of the cost, up to 400 €

1. Request for reimbursement shall be made on the “volunteer space” approved forms.
2. Travel by air, boat, bus or rail shall be reimbursed up to a maximum cost of an economy class ticket at the time of the reservation; and should be based on the most direct route from the volunteer hometown to the Strasbourg area.
3. Reimbursement will only be for approved travel.
4. Payments related to reimbursable expenses will be subject to the submission of all original receipts and invoices related to the expenses incurred.
5. Receipts and invoices shall imperatively be sent to DDMC no later than 1 calendar month after the EYE. Receipts and invoices sent after this compulsory deadline will not be accepted.

Miscellaneous expenses including parking fees, taxis, shuttles, Travel agency fee and other such expenses required by the travel shall not be reimbursed.

Travel by car or motorbike shall not be reimbursed.

Accommodation expenses shall only be covered under the following conditions:

Whenever possible, volunteers requiring an accommodation in Strasbourg will be hosted by Strasbourg-based volunteers.

Should it not be possible to accommodate volunteers in the homes of Strasbourg-based volunteers, a Shared Hotel rooms will be offered by the European Parliament on demand for up to 60 international volunteers between 8 to 11 June 2023.

Extra services at the hostel will not be covered by the European parliament.

Zone 1	Volunteers living in Strasbourg or nearby - within the Upper Rhine Region - within a 150-km radius from the European Parliament in Strasbourg.	Low priority / Only if any vacancies remain unfilled
Zone 2	Volunteers living in France, Germany, Belgium, Switzerland, Luxembourg, - outside the Upper Rhine Region - outside of a 150-km radius from the European Parliament in Strasbourg.	Strong priority
Zone 3	Volunteers living in any other European country excluding France, Germany, Belgium, Switzerland, Luxembourg.	Highest priority

1. Request for accommodation shall be made on the “volunteer space” approved forms. Check-in, arrival and leaving information must be completed prior arrival.
2. Getting an accommodation is subject to availabilities and approval.
3. Final Booking needs to be confirmed to volunteers.
4. Volunteers must comply with the Internal Regulations of the hostel, which contain the rules for living in the establishment, whether in the bedrooms or shared spaces. In the event of breach of these Internal Regulations, the Management of the establishment may cancel the Volunteer’s stay without further notice. Volunteering at EYE2023 will also be compromised.

Volunteers’ code of conduct applies at the Hostel as well.

In the current sanitary and security context, is it safe to volunteer at EYE?

The EYE is closely following the ongoing COVID-19 pandemic and consequences of the war in Ukraine, and will respect and implement all appropriate safety and security measures.

What role and tasks do volunteers have to fulfil at EYE2023?

EYE2023 takes place in and around the European Parliament in Strasbourg on 9 & 10 June 2023. Volunteers are the faces and representatives of EYE2023. They are in direct contact with participants and all the event stakeholders. Their tasks are varied but mainly consist of assisting and guiding participants in the European Parliament and in the EYE Village and answering the questions of participants and other stakeholders during the event.
EYE2023 volunteers are also expected to contribute to the implementation of the Sustainable Development policy of the event, notably when it comes to waste management.

How many hours of volunteering am I expected to do?

Each volunteer must be able to contribute at least 12 hours of volunteering in total during the two-day event (9 & 10 June). You can volunteer for a maximum of 8 hours per day.

Is there a volunteer dress code?

You will be provided with EYE2023 T-shirts. Wearing the T-shirt is mandatory whenever you are actively volunteering.

Is parking provided for volunteers?

No. If you arrive by car on the day of the event, please make sure to arrive in advance. Finding parking spaces close to the European Parliament may be increasingly difficult during EYE2023. We would recommend using public transport.

Can I leave my personal belongings in a secured area?

Yes, you will be able to leave your essential personal belongings in a secure area either inside the European Parliament or outside depending on your specific volunteering area. Please note that this does not include travel luggage.

What are the scheduled lunch/snack breaks during volunteering?

Volunteer activities will begin at 07:30 on the event days. A one-hour break will be scheduled between 12:00 and 14:00. Meals and drinks will be provided to all volunteers on active duty.

What is the role of a team leader?

All team leaders are volunteers. A team leader is in charge of a group of volunteers. He/she is responsible for his/her team and for the performance of team assignments. The team leader is also responsible for communicating all necessary information to the volunteers in his/her team: timetables, assignment descriptions, possible last-minute changes, etc. He/she is the link between the EYE2023 organisers and the volunteers. A team leader needs to motivate his/her team and therefore needs to be a good people manager.

What is the selection process and training requirements for team leaders?

Team leaders are required to be frequently present in Strasbourg prior to the event. They must attend several extra training sessions and they have more responsibilities. A preselection is made based on the initial volunteer application. After this preselection, an interview with the volunteer coordinator is planned (a one-on-one interview or a virtual meeting if a volunteer cannot be in Strasbourg at the time of the interview).

Do all volunteers need to physically attend training sessions and visits to the Parliament?

Volunteers from Strasbourg and the surrounding areas will be required to attend at least two visits to the European Parliament and four training sessions between March and June 2023.
Volunteers from abroad will be allowed to attend information and training sessions online. Specific in-person volunteer training sessions will be organised in Strasbourg prior to the event for them to visit the European parliament.

How many training sessions have been planned? When will they take place?

We will request each volunteer to attend a minimum of 4 training sessions and a minimum of 2 visits to the European Parliament in Strasbourg if your volunteering activities are conducted inside the Parliament premises.

Please refer to the table below for the appropriate dates.

Date	Day	Time	Cat.	Trainings
02/02/2023	Thursday	18:30 - 19:15	ALL volunteers	Information session (1st)
15/02/2023	Wednesday	18:30 - 19:15	ALL volunteers	Information session (2nd) - ENGLISH
28/02/2023	Tuesday	18:30 - 19:15	ALL volunteers	Information session (3rd)
02/03/2023	Thursday	18:30 - 19:15	ALL volunteers	Information session  (4th) - ENGLISH
09/03/2023	Thursday	18:30 - 19:15	ALL volunteers	Information session (5th)
22/03/2023	Wednesday	18:00 - 19:00	ALL Volunteers	1st Global training session
03/04/2023	Monday	18:00 - 19:00	ALL Volunteers	2nd Global training session
12/04/2023	Wednesday	18:00 - 19:30	ALL volunteers	English Global training session
19/04/2023	Wednesday	18:00 - 19:30	ALL Volunteers	3rd Global training session
19/05/2023	Friday	18:00 - 19:30	ALL Volunteers	4th Global training session
22/05/2023	Week	16:30 - 18:00	Team Members	Visits to the EP : TEAM MEMBERS
29/05/2023	Week	16:30 - 18:00	Team Members	Visits to the EP : TEAM MEMBERS
31/05/2023	Wednesday	17:30 - 19:00	Team Members	Team focused training sessions (1st)
02/06/2023	Friday	17:30 - 19:00	Team Members	Team focused training sessions (2nd)
07/06/2023	Wednesday	ALL DAY	Team Members	Visits to the EP : TEAM MEMBERS

If I am accepted as a volunteer, can I still participate in EYE2023 activities?

Volunteers who want to participate in EYE2023 activities will have the possibility to do so. However, a specific procedure and certain rules (e.g., prioritising volunteering over participating in activities and respecting one’s volunteering schedule) need to be respected.

It is thanks to volunteers that take time out of their schedules to support the event that the European Youth Event is such a success over the years! It is really important for us, the EYE2023 team, to acknowledge every effort and to show our appreciation.

Besides providing a supportive, personal, and social atmosphere amongst volunteers, EYE2023 will provide the following:

• Regular social events in Strasbourg (dates and places to be confirmed)
  - breakfast clubs, picnics, etc.
  - an official welcome drink
  - a post-event volunteers party
• T-shirts, meals and drinks for every volunteer on active volunteering shifts.
• Group chats or social media groups to share ideas and to meet each other.
• A certificate signed by the European Parliament, recognising your contribution to EYE2023 as a volunteer.
• Leadership positions to former volunteers. We encourage experienced volunteers to mentor and welcome newer ones.
• Letters of recommendation or LinkedIn endorsements to volunteer leaders. But also: professional networking opportunities, career advice, or job offer.

Overall, Volunteering at EYE2023 is also a great opportunity to develop new skills, and meet people with similar interests.