5.5 International Events

Definition

Those academic, educational, cultural and social events that are not organised on a purely local basis and will be open to all associates of the (Prospective) Affiliated Societies and (Prospective) Adjunct Members are considered official EUROAVIA international events if they fulfil the following minimal criteria:

1. they have at least fifteen (15) EUROAVIA associates, from other than the hosting (Prospective) Affiliated Society, registered after the end of the Free Cancellation period of the Applications;

2. they provide accommodation, meals and transportation to venue of the event for all the participants during the whole event;

3. the event lasts at least three (3) days.

The organisers are responsible for declaring their wish to host a public event to the International Board. The use of the name EUROAVIA is subject to the permission of the International Board.

The International Board can temporarily give the status of EUROAVIA International event

Workshop

Workshops can be defined as the events where members of EUROAVIA come together to learn and practise new skills.

These workshops can be about soft skills such as Formation Workshop (also referred to as FoWo), technical skills, management, design or a type of skill that an organiser comes up with. The definition and the theme of a workshop must be approved by the International Board.

Under the roof of the EUROAVIA Training System, regular training workshops are organised. EUROAVIA Trainers attend different kinds of workshops organised, as trainers or trainees.

Six (6) months prior to the starting of the event, the hosting Local Group shall communicate its capability to cover expenses for the trainers. An MoU to formalise the agreement must be signed by the International Board, the EUROAVIA Training System Working Group and the Local Group hosting the event.

Air Cargo Challenge

Air Cargo Challenge is a technical competition aimed at university students using their engineering and scientific knowledge to design, document, build and fly the aircraft that respects the regulations of this event.

Symposium

A symposium is a technical or non-technical event with a specific topic. On this topic, lectures and workshops will be given to help the students to widen their experience in the field of engineering.

Fly-In

A Fly-In is an international event organised by one or more Affiliated Societies that use such a non-technical event to show the participants what their city can offer and what industrial and university sights in the surrounding are worth visiting. In addition to field trips the intercultural exchange and the teambuilding among the students are of core focus.

Train New Trainers

This international event offers EUROAVIAns the opportunity to understand the importance of soft skills, rise their expertise in this field and to gather all the tools necessary to divulge this knowledge as trainers. The participants will be provided with knowledge on preparation and delivery of training sessions for students. On completion of the event and after having delivered one first training session, participants of the Train New Trainers are qualified to become EUROAVIA Trainers

Six (6) months prior to the starting of the event, the hosting Local Group shall communicate its capability to cover expenses for the trainers. An MoU to formalise the agreement must be signed by the International Board, the EUROAVIA Training System Working Group and the Local Group hosting the event.

General Rules of EUROAVIA International Events

To assure high quality of International Events and enable good coordination, some basic regulations are defined. These should be used to avoid low numbers of participants or last- minute cancellations, but also to protect a Local Group from failing in the organisation or financial balance of their event. Two (2) documents should be available to help Local Groups prepare an international event: the event manual and the exam calendar. Local Groups are encouraged to consult those documents before setting to prepare an international event.

1. The Local Group must notify the International Board when planning to organise an International Event. When setting up a date, the Local Group should take into account exams, holidays and especially other international events that are already organised or fixed. It is clear however that the satisfaction of all the time constraints is not always possible.

   1. (Prospective) Affiliated Societies have priority over Adjunct Members in regard to date selection.

   2. Adjunct Members shall not organise the following International Events:

      1. Formation Workshop;

      2. Train New Trainers;

      3. General Meetings of the EUROAVIA Congress.

2. The organising committee should start the preparation at least six (6) months prior to the event in order to avoid last-minute work. Setting up a timeline with defined milestones for the organisation is strongly advised.

3. The maximum allowed regular participation fee is EUR 100 (one hundred euros), defined for a standard five (5) days and four (4) nights event. This maximum allowed price for events of different duration could be raised up to EUR 20 (twenty euros)per additional night (which must be never exceeded), being always derived proportionally to the duration itself. This shall always be discussed and approved by the International Board, motivated by the impossibility of hosting the event otherwise.

4. For getting the approval by the International Board, the event organising committee must meet the following requirements at least five (5) months in advance of the event:

   1. provide a preliminary version of a financial plan;

   2. provide a preliminary day to day schedule;

   3. provide an estimated date of application period start.

5. In addition to the requirements listed in point 5.5.6d., the event organising committee must provide an online website containing the following sections filled in, at least three (3) months in advance of the event:

   1. event related information (event description, sponsors, accommodation, etc.);

   2. application form;

   3. application procedure;

   4. list of participants, to be continuously updated during the application period.

If the event organising committee proves that it cannot host the information of the International Event on their official website, the Information Technology Working Group will provide a temporary domain exclusively for the International Event that will be deleted six (6) months after the last day of the International Event. This domain used in the International Event is independent from the domain referred in point 2.1d.

1. The organisation committee is advised to create the event’s rules taking into account Local Group assortment, following the requirements of diversity maximisation.

2. The International Events Working Group Tutor (only one (1)) responsible for the international event can apply to the event as “Tutor”, without having any priority in the application list and without being considered as a supplementary person for their Local Group/Working Group.

3. Only one (1) place on the application list shall be reserved for a member amongst all EUROAVIA Working Groups members. Any members of the EUROAVIA Working Groups can apply to international events as “XYZ Working Group member” without being considered as a supplementary person for their Local Group.

4. The selection criteria for the reserved place is first come, first served, unless otherwise regulated by the application rules.

5. Only one (1) place on the application list shall be reserved for a member of the EUROAVIA International Board. Any members of the EUROAVIA International Board can apply to international events as “International Board member” without being considered as a supplementary person for their Local Group.

6. The selection criteria for the reserved place is first come, first served unless otherwise regulated by the application rules.

7. Only one (1) member belonging to the EUROAVIA Training System can apply to international events as “Trainer” in order to deliver a training session having priority in the application list and without being considered as a supplementary person for their Local Group/Working Group. A clear-cut definition on the Trainers’ methods and applicability rules regarding FoWo and TNT.

8. Applicants, for FoWo and TNT, when completing the application process, should provide a motivation description with the form to apply to the event; the content, the extension, and the format will be established in the application rules.

9. Applications start at least three (3) months prior to the event.

10. Participants that apply in the first round of applications are to be confirmed to attend the event at least two (2) months prior to the event.

11. If the International Board is sure that the International Event will not be successful, it will ask the hosting Local Group to postpone or cancel the event.

12. The Application Procedure:

    1. the prospective participant fills out the application form on the event’s website

or sends it to the event organisers:

• 1. the organising committee sends a request to the respective Local Groups/Working Groups asking for membership confirmation of the applicants. This ensures that all applicants are EUROAVIA members. The request must include:

     1. applicants’ full names;

     2. participation fee;

     3. application & cancellation rules;

     4. statement that the Local Group takes the full responsibility of the confirmed applicant. This includes that the Local Group will cover the costs of the event in the case of the applicant’s refusal of payment.

  2. the organising committee confirms the place of the applicant, based on the event rules;

  3. if the member cancels their participation after the deadline, the respective the Local Group/Working Group is responsible for transferring the cancellation fee to the event organisers, under the condition that their place cannot be filled by someone else.