Study Visits Institutional Visits ICM Porto Roundtable Discussion

Study Visits & Institutional Visits ICM Porto

Roundtable Discussion o Do you plan to organise an Institutional Visit or Study Visit this year? o What was the most challenging part of organising this project?

Study Visits o Definition o Academic, cultural and social exchanges of ELSA Groups o Involves at least 5 participants per group o Has an academic programme of at least 3 hours duration o Types o Unilateral – one group visits another group o Bilateral – two groups visit each other in turn o Multilateral – several groups visit on group o National or International o Why o The essence of ELSA – sharing of experience between people with different cultural and legal backgrounds

Tools o o Study Visits General Agreement Facebook Group Intranet Handbooks o Study Visit Handbook – General o Study Visits in 4 minutes – Practical

Checklist o o o Organising Committee (OC) Study Visit partner Promotion Accommodation Fundraising Academic Partner Participants Logistics Budget Social Programme Cultural Programme

How to organise a Study Visit? o Find a partner o Study Visit Guide o Study Visit Facebook Group o S&C Mailing list o Sign the Study Visit Agreement o Adjust it to your needs and circumstances o Written form o Include parties involved, dates, responsibilities o Hosting/Visiting

Responsibilities of a Hosting Group o To organise – o Academic Programme - Lawyers @ work events, Institutional Visits, Lectures, Panel Discussions and more. o Social Programme - Sightseeing, social events, traditional food and more. o Should – o Take care of the accommodation for the participants. o Provide all the information required such as Visa, letter of invitation and other legal documents required. o Assist with the Airport transfers o Assist with other logistics related to food, internal transport and more.

Responsibilities of the Visiting Group o Pay the deposit or pay the accommodation fee and any other necessary fees in advance. o Be active during the academic programme o Collaborate with the hosting group

Disputes o If the Study Visit agreement is not concluded and dispute arises – o The organising group may request a deposit from the visiting group(s) which will not be fully refunded in the event of – A. Withdrawal of the event if the organising group already has a proven financial loss. The organising group shall determine the latest date to cancel the visit without forfeiting the deposit. B. Damage incurred during the visit, for example financial loss incurred as a result of material damage or the use of a telephone. o The deposit and its use shall be agreed upon by the participating parties in advance. o The visiting party is responsible for their insurance.

Institutional Visits o Definition o Visits to – o Governmental or non-governmental Organisations o Public administrations o Private institutions o Universities or other higher education institutions o Types o International – In a foreign country o National – In the country of the organising group o Regulated in the Institutional Relations section under the BEE Part of the Decision Book

Why to organise an Institutional Visit o o o o o Unique opportunity for your members. Develop your project management skills. Get to know potential future workplaces. Learn about internship possibilities. Access direct information about the institutions. Develop international cooperation. Academic and Social Programme. Travel and explore a different city and culture. Make friends for life. Use the Institutional Visit as a learning experience to develop other S&C projects.

Approaching Institutions o Approaching National Institutions o Permission of the respective National Group o Answer in 2 weeks o Approaching International Institutions o Before contacting approach the International Board – Mainly the Vice President for Seminars & Conferences o Answer in 2 weeks o Evaluation o This must be done for International Events

Case-Study