HOW TO HOST A STUDY VISIT - GUIDELINES

Over a number of years various members of EUCEN, including National and Regional Networks have hosted EUCEN Study Visits. On most occasions these visits have been partly funded by EUCEN as part of a European-funded core 'Association' project.

The following information provides some assistance to those intending to host a similar visit in the future. It is not an exhaustive list but highlights some questions that future hosts may have.

• How often do the EUCEN study visits occur?
  Where it is part of the Association project there has usually been one study visit per annum. On occasion there has been more than one, for example in 2008 there will be two in the autumn - EE and ES.
• Is the visit always attached to a EUCEN Conference?
  On some occasions the visits have been independent of a EUCEN Conference. In future it is likely that hosts of the autumn conferences will usually provide a study visit opportunity but this might not always be the case. Additional or alternative study visits can be organised.
• How long should the visit be for?
  There is no prescribed limit but previous hosts have found that the format of 2 days worth of time hosted over a spread of 3 days has worked well. For example the German-hosted visit in autumn 2006 started with a late afternoon session on the first day, a full second day and then finished at lunch time on the third day. This allowed people to travel to the location on the first day and leave after lunch on the 3rd day.
• How many people should you plan to host?
  In the past people have planned to host about 20-25 people but on some occasions there have been only 10 visitors. Study Visits planned along side with EUCEN conferences are likely to have more participants.
• Who pays the costs?
  Attendees have to pay for their own travel and accommodation costs.
  If it is part of the EUCEN core project then there will be some funding to pay for facilities/catering at the host venue. In some cases national networks or the host organisation have provided some additional sponsorship.
• What is the basic programme of the visit?
  This can be structured in whatever way the host chooses. The overall theme may have arisen from EUCEN national network discussions or by agreement with EUCEN? The working language should be English.
  Often the programme will accommodate the opportunity for input from a number of countries on a given theme (for example if a person who is attending is willing to contribute a short presentation), but this is not always essential.
  Follow the link for an example of programme (used for the German 2006 Study Visit in Oldenburg).
• Are there any guidance documents for handling applications for attendance?
  Yes. Follow this link for an example of the paperwork used by the German hosts in 2006.
  The host institution handles the applications for a place on the visit and also provides some guidance as to possible hotel accommodation and also transport information.
• Do you have to organise a social programme - or can you just leave people to arrange their own meals in the evening?
  The host is not required to organise a social programme or any formal dinner. A host may choose to offer to book a dinner in a local restaurant for example, but is not required to pay the cost and this would be a matter of agreement with those participating in the visit.
• Study Visits are EUCEN events.
  The host, as co-organisers, can link EUCEN's Study Visits to other events of their own but EUCEN would always lead the organisation.