Information for EWL members

Registration, attendance & travels for the EWL European Women’s Forum

Registration, attendance & travels for the EWL European Women’s Forum

We look forward to welcoming many EWL members in Brussels from 6 to 9 June for this year’s European Women’s Forum/General Assembly. Attendees to the European Women’s Forum must read the below carefully and follow the instructions for registering and booking their travels as soon as possible, or by 6 May at the very latest.

This page contains the following information:
1. About the European Women’s Forum (EWF)
2. Programme of the EWF
3. Registration to the European Women’s Forum
4. Attendees to the EWF/GA
5. Travels
6. Accommodation
7. Conditions for travel and accommodation
8. Working Structure Meetings
9. Observers to the General Assembly
10. Meeting venue and accommodation
11. Members’ Forum and documents for the EWF
12. Key links
13. Key contacts


1. About the European Women’s Forum (EWF)

Now in its third edition, the European Women’s Forum is EWL’s annual convening of over 100 EWL members from all over Europe for four days of strategising and mobilising for women’s rights. It includes the meeting of EWL’s Board of Administration, our annual General Assembly (GA), a public event and meetings of a number of EWL’s working groups.

Taking place just two weeks after the European Elections, the theme of the Forum will be ‘Making Europe Work for Women’. It will bring together EWL members in Brussels to strategise on women’s rights and shape our demands and priorities for a feminist Europe at the institutional and societal levels.


2. Programme of the EWF

You can download the full programme here.

Thursday 6 June

  • 10.30 – 12.30: meeting of the EWL Executive Committee
  • 12.30 to 13.30: lunch
  • 13.30 to 16.45: Meeting of the EWL Board (for EWL Board Members or her alternate should the Board Member be unable to attend)
  • 17.30 – 19.00: public event on ‘Making Europe Work for Women’ (for all delegates and observers plus guests)
  • 20.00: EWL Members’ dinner (for all delegates and observers)

Friday 7 June

  • 09.00 to 12.30: session on EWL’s Strategic Review (for all delegates and observers)
  • 12.30 to 14.00: lunch (for all delegates and observers)
  • 14.00 to 18.00: General Assembly part 1 (for all delegates and observers)
  • 19.30: EWL Members’ dinner (for all delegates and observers)

Saturday 8 June

  • 09.00-13.00: General Assembly part 2 (for all delegates and observers)
  • 13.00 to 14.00: lunch (for all delegates, observers, and Working Structure members)
  • 14.00 to 18.00: meetings the Feminist Economics Working Group; Women in Politics Working Group; CEEBBS taskforce (for all Working Structure members)
  • 19.00: EWL Members’ dinner (for all Working Structure members)

Sunday 9 June

  • 09.00 to 12.30: meetings the Feminist Economics Working Group; Women in Politics Working Group; CEEBBS taskforce (for all Working Structure members)
  • 12.30 to 14.00: lunch (for all Working Structure members)

3. Registration to the European Women’s Forum

Every EWL Member attending the European Women’s Forum, in whichever capacity, must complete the online registration form as soon as possible or by 6 May at the very latest. This helps us to ensure smooth running of all the event.

3.1. Delegates to the General Assembly

Nominated delegates to the European Women’s Forum/General Assembly will receive an email from EWL with instructions for registration and travel booking. The key steps are:

  • Step 1: read the information on this page to understand the conditions for attendance, travel booking and accommodation.
  • Step 1: register online as soon as possible or by 6 May at the very latest.
  • Step 2: if you live outside Belgium, YOU need to forward your completed registration form (which you will receive in your inbox) to our travel agent at kvl@eagletravel.be as soon as possible or by 6 May at the very latest, with a copy of your passport or identity document that you travel with.

3.2. Working Structure Members (Feminist Economics Working Group, Women in Politics Working Group and CEEBBS Taskforce)

Delegates who are also Working Structure members can register following the steps under 3.1. Members of Working Structures who are not delegates to the GA will be contacted separately by their group’s coordinator with instructions for registration (see more under 8). You can see the list of Working Structure members on the Living Room here.

3.3. Observers to the General Assembly

Observers will be contacted by EWL after the deadline for nominations of 15 April.


4. Attendees to the EWF/GA

Here you can read more about who can attend the EWL European Women’s Forum/General Assembly in 2019:

  • Delegates to the General Assembly: delegates are nominated by their respective EWL full member organisation. There are 2 delegates for National Co-ordinations and 1 delegate for European Wide Organisations as per Article 11.2 & 11.3 of the Statutes.
  • Observers to the General Assembly: observers are nominated by their respective EWL member as per Art. 6 of the EWL Statutes and article 7.4 of the EWL Internal Rules (see more under 6 below). They can come from EWL full members or supporting members.
  • Working Structure members: EWL has several Working Structures, among which three are meeting this year after the General Assembly, namely the Feminist Economics Working Group, the Women in Politics Working Group and the Central Eastern European, Balkan and Baltic States (CEEBBS) taskforce. The Working Structures meetings are only open to nominated members of the Working Structures taking place after the General Assembly. You can see who is part of which Working Structure on the Living Room here .

5. Travels

Please note that following the retirement of Robert Badot from SkyTravel, the company SkyTravel is now part of a Belgian travel agency called Eagle Travel who will take care of arranging members’ travels for this year’s European Women’s Forum, together with SkyTravel staff.

5.1. For GA delegates and Working Structure members

You MUST book your travels through our travel agent. To do this, complete the registration form and forward a copy (which you will receive in your inbox) to our travel agent Kevin at kvl@eagletravel.be as soon as possible or by 6 May at the very latest, with a copy of the passport or identity document you travel with.

Please read the travel and accommodations conditions under 7 below.

5.2. For GA observers

Once you have been confirmed after 15 April, we invite you to book your own travel, but should you wish to book via our travel agent, you can do this by following the instructions above and we will invoice you for the cost of the ticket.

5.3. Arrivals and departures

  • Executive Committee members must arrive on time for a 10.30am start on 6 June.
  • Board members attending the Board meeting must arrive on 6 June in time for a 13.30 start (preceded by lunch).
  • Other delegates and observers should arrive on 6 June in time for the public event starting at 17.30.
  • Working Structures members who attend only the meetings on 8 and 9 June should arrive on 8 June for a 14.00 start (preceded by lunch).
  • All delegates and observers are expected to leave on 8 June in the afternoon, unless they are a member of a Working Structure and then they should leave on 9 June in the afternoon, after the meeting ends at 12.30.

6. Accommodation

We have booked rooms at the Thon Hotel Brussels City Centre, located in the centre of Brussels and easily accessible by public transport. You do NOT need to contact the hotel directly to book a room - EWL staff will book your room according to your online registration form:

  • For delegates to the GA, EWL can arrange and cover UP TO 3 nights’ accommodation and only if the delegate is attending all the events (so if she is also a member of one of the Working Structures which are meeting on 8 and 9 June).
  • For Working Structure members who are are not GA delegates: EWL will arrange and cover 1 night of accommodation on 8 June. Should a Working Structure member attend the GA as a nominated observer, they would have to bear the costs for the additional night(s) of accommodation on 6 and 7 June, the meals & meetings costs as well as a registration fee of 100 EUR (see more under point 9 below).
  • For observers to the GA, EWL can book a room for you at the hotel and invoice you for the costs for relevant nights. See here. )]

7. Conditions for travel and accommodation

7.1. Travels

To book your travels, you must have completed the online registration form.

  • Budget: for GA delegates and Working Structure members, EWL will arrange and pay for your return travels to Brussels. Following European Commission financial rules, EWL can pay travel up to 300 EUR maximum (including airport transport costs) per person. We are required to look for the most economical options of travelling, including low cost airlines and trains where possible, and no first class tickets are allowed.
  • Deadline: You must book your travels as soon as possible or at the latest by 6 May so we can keep within our budget. If this is not possible, you need to email us asap with the reasons for this at ewf-2019@womenlobby.org. Should you book your travels after 6 May, with no prior communication and valid reason, you will be charged the additional costs of the flight if it goes above the allocated budget.
  • Travel option from travel agent: our travel agent will send you one or more travel options as per the conditions laid out here. Once you receive the option from the agent, you will have to react within the day as usually the travel agent can only hold the option for less than 24 hours – the longer we wait, the more likely the price will increase.
  • Departing & returning city: You need to travel from and back to the same destination - we cannot, unless very exceptional circumstances, arrange for you to return to a different destination from where you departed and vice versa.
  • Travel dates: our travel agent will look for all the options for you but if there are no travel options on the dates of the meeting for your destination, then EWL will take care of your accommodation for the extra night(s). In addition, if you choose to arrive earlier or leave later, you can of course do this but you might need to cover the price difference in travel costs if there is one.
  • Baggage and flexible tickets: As we need to look for the most economical options, usually only cabin luggage is included and the tickets are not flexible (ie cannot be cancelled or changed).
  • Travelling by car: expenses for travelling by car can be reimbursed on the basis of the corresponding train fare to the destination - you will need to provide us with a map of your journey (google map is fine) and evidence of the corresponding rail fare (eg a print screen from the web page).
  • Train from Brussels airport: unfortunately, our travel agent is not able to book your return train ticket from Brussels airport to the city’s centre.
  • Boarding passes: you MUST send us your original boarding passes for both ways after the event - so please be careful with keeping these. This is European Commission requirement so it’s very IMPORTANT you do this or we risk financial loss.

7.2. Accommodation

  • Dates: due to our limited budget and the grant rules from the European Commission (our main funder), EWL is only allowed to pay your accommodation for the period you are in Brussels for the relevant EWL meetings/events, including relevant EWL Working Structure meetings. When completing the registration form, you must indicate whether or not you require accommodation and for how many nights.
  • Additional nights: If you require additional nights at your own cost, 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. Note that additional nights in the hotel are subject to availability so if this is needed, please register ASAP.
  • Sharing rooms: you are very welcome to share a room with another EWL member - you can indicate this in the form when you register.
  • Double use room: If you require double use of the room for someone who is not a GA delegate (for example if a family member, partner or friend is coming with to Brussels OR if an EWL observer shares a room with you), we will also invoice for the cost of this. Check the prices here.
  • Accommodation for Belgium-based members: if your place of residence is less than 100 km from the Thon Hotel, unfortunately, following European Commission grant rules, we cannot cover your hotel nights.

7.3. Cancellations

If for any reason you have to cancel your trip, we are required to ask you for written explanations (including medical certificates if applicable) otherwise the amount spent will go into non-eligible costs for EWL.

7.4. Additional Expenses

  • EWL is only able to reimburse expenses for public transport, including to and from airports. Taxis are NOT reimbursed except when no other travel method is available (for example for arrivals and departures between midnight and 6:00 in the morning). Travels in business or 1st class will NOT be reimbursed.
  • As per usual, no expenses can be claimed or paid without proof of expenditure, original receipts, and the boarding passes, plus the completed EWL expense claim form.
  • Meals and drinks consumed outside of those organised by EWL will not be reimbursed, including meals and drinks at the airport and during your flight or train itinerary.
  • We cannot accept single expense claims under the amount of 5 euros.
  • Expense claims will have to be sent to EWL in Brussels by 10 July at the very latest.

8. Working Structure Meetings

There will be meetings of three Working Structure AFTER the General Assembly, on Saturday 8 from 14.00 and on Sunday 9 June until 12.30:

  • Feminist Economics Working Group
  • Women in Politics Working Group
  • CEEBBS Taskforce

As per the terms of Reference for these Working Structures, only nominated members of the Working Structures can attend the physical meetings and no substitute or observers are allowed, even if the nominated member cannot come to Brussels. You can check the list of members in the Working Structures on EWL’s members’ forum here. If you have specific questions, you can contact Stephanie at yates@womenlobby.org. We will contact the few members who are members of several Working Structures individually.

Instructions and conditions:

  • If you are a nominated delegate to the GA and a member of one of the Working Structures that is meeting June, you can proceed with completing the registration form indicating which Working Structure meeting you are attending, and then booking your travels (see above).
  • If you are a member of an EWL Working Structure but not a nominated delegate to the GA, EWL will cover your travel to Brussels (up to 300 EUR max including airport transfers), your accommodation for the night of 8 June and related meeting costs. Your respective EWL coordinator will be in touch soon with further information.
  • Working Structure members who are not GA 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(s) of accommodation, the meals & meetings costs as well as a participation fee of 100 EUR (see more under point 9 below).

If you have questions about arrangements for your working structure, please contact your coordinator Manon Deshayes for Women in Politics, Mary Collins for Feminist Economics and Stephanie Yates for the CEEBBS Taskforce.


9. 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 15 April by midnight. Please send the forms to ewf-2019@womenlobby.org. Registration is on a first-come first-served basis. Once all nominations have been received, EWL staff will be in touch to confirm attendance (there is a limited number of spots for observers).


10. Meeting venue and accommodation

The European Women’s Forum event will take place in its majority at the hotel where EWL members are staying.*

Thon Hotel 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

*Note: this year, we hoped to find alternative venues and accommodation for our General Assembly, but after a lot of research and cost evaluation, we had to choose the Thon Hotel Brussels City Centre - it remains the most accessible option at the moment, both in terms of venue set up and costs.


11. Members’ Forum and documents for the EWF

As usual, we will be using the Living Room, our members’ forum, for all documents and relevant information pertaining to the 2019 European Women’s Forum/General Assembly.

Remember that we do not provide paper copies of documents for the GA or Board Meeting - they will all be available on the Living Room.

If you have not registered yet to the Living Room, go here and click on ‘Register’ button on the top right hand-side, and follow the instructions on page 2 & 3 of the Living Room manual.


12. Key links

Please see below all the key links for the EWF:


13. Key contacts

Please see below all the key contacts for the EWF:

  • For all questions about the European Women’s Forum, you can contact Stephanie at yates@womenlobby.org
  • For all financial related questions (travel expenses, invoices, boarding passes, etc), please contact Marie Anne Leunis at leunis@womenlobby.org
  • For your travel requests, please contact Kevin at Eagle Travel at kvl@eagletravel.be.

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