In the wake of the COVID-19 epidemic, there are many questions. Should we cancel our meetings? Can we recover our costs from pre-paid bookings? Should we avoid travelling? Find more information here.
Update Corona virus
24 feb 2020
In the wake of the COVID-19 epidemic, many of you have asked us: Should we cancel our meetings? Can we recover our costs from pre-paid bookings? Should we avoid travelling? What alternatives do we have?
To help you understand the impact of the epidemic on your Interreg EMR project, we put together a list of recommendations.
1. Should you travel abroad for meetings?
There is no single, correct answer as the situation is evolving every day. We recommend that you assess the situation based on the advice of:
- Partner organisations
- National health organisations
- World Health Organisation (WHO)
You should avoid travelling if:
- There is an official travel ban or travel warning for the region
- A partner organisation restricts travels for meetings
- You have other justified medical conditions
2. Are your costs eligible?
Some of you may have already paid for flights, hotels, catering, or a venue hire. What should you do if you cannot attend the event?
We recommend that you ask for reimbursement quickly and in line with contractual terms.
If the costs are not recoverable, costs will generally remain eligible if the situation is a result of unforeseen external circumstance and you have documented justification. Make sure that you keep the necessary documentation and audit trail (including official announcements, cancellation notes, internal notes etc.).
3. How can you protect yourself?
Could you carry out your meeting or event using videoconferencing?
4. Can you apply measures to make your meetings safer?
Follow the recommendations of the relevant health organisations or your employer. If you have further questions, please contact us at www.interregemr.eu/contact.