1. Access "Multiplier Events" from the Content menu

The Multiplier Events section of your project can be accessed from the Content menu. The Multiplier Events screen contains a list of Multiplier Events (1), if any are available. 

Multiplier Events already approved by the National Agency in their project management system will be displayed in this list, but they do not contain all details. These already existing Multiplier Events must be edited, by adding the costs and the number of participants. See below for details.

Under the list, you will see the Awarded budget (2) for the multiplier events, as per signed grant agreement. The amounts in the Total (Calculated) (3) column will be updated after you add or update Multiplier Events, and can exceed the Awarded Budget.

2. Click on the "Create" button to add a Multiplier Event

Adding a new Multiplier Event to a project is a two-step process:

1. Create the Multiplier Event and provide the event details
2. Create the event Budget

To add a new Multiplier Event that was not defined in the grant agreement, click on the Create button.

3. Provide the required information

Provide the required information for the event. Mandatory fields are marked with a red asterisk *. 

3.1. Basics

• Event Identification - drop-down list, to select from pre-defined values ranging from E1 to E999; the Event ID must be unique inside the project.
• Event Title - free text field to add the title of the event.
• Country of Venue - drop-down list, to select the country where the event takes place; the list contains all programme and partner countries, regardless of the participating organisation.
• Description - text box, to provide a detailed description of the event.
• Project results covered - drop-down list, to select the Project Results covered by the event; at least one option must be selected, up to a maximum of ten.
• Start and End date - use the calendar picker to add the start and end dates of the event; the dates must be within the project duration.

Additionally, three tick boxes (or flags) are available:

• Virtual event
• Force Majeure, and
• Covid-19 affected

3.2. Virtual event

If the Multiplier Event is marked as a Virtual event, specific fields become available when adding the event budget. See below for details.

3.3. Force Majeure

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.

_{Source: Erasmus+/European Solidarity Corps programme guides 2024, Glossary}

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

3.4. Covid-19 affected

Multiplier Events having an end date within 2021 or later, with the Force Majeure flag checked, and for which the provided Force Majeure explanations contain keywords such as "corona" or "covid", will automatically have the COVID-19 affected flag set. 

It is not possible to tick the Covid-19 affected box manually. 

4. Click on "Save"

To retain the entered event data, click on the Save button. The button will only be active when all mandatory information has been provided. 

5. The Multiplier Event is added to the project

A success message displays in the bottom-right area of the screen, and you are returned to the list of Multiplier events. The added event is now available in the list. 

6. Create the "Budget" of the event

You can add a budget for the newly-created Multiplier Events, after they have been saved. Also, you can add a budget for the events that have been transferred from the NA project management system, and were initially available in the list of events, if any.

6.1. Click on the Edit button for the Multiplier Event

Click on the Edit (pencil icon) from the list of Multiplier Events, to access the event details and to add the budget in the Budget section of the screen.

6.2. Update the event information, if required

View the Multiplier Event section and make any required changes, if needed.

In case of Multiplier Events transferred from the NA project management system, you may need to provide and/or update mandatory information. Click on Save to retain the changes made.

6.3. Click on the "Create" button to add a budget

A table is displayed in the Multiplier Event Budget section. Click on the Create button to add an item to the event budget.

6.4. Provide the required information

6.4.1. Basics

Provide the required information for the budget. Mandatory fields are marked with a red asterisk *. 

• Organisation - drop-down list to select organisation responsible for the multiplier event; the list contains organisations participating in the project.
• Leading? - tick box to indicate the organisation leading the event; only one organisation can be flagged as leading for a Multiplier Event.
• Country of Organisation - automatically filled in after the Organisation has been selected; read-only.

Only one organisation can be marked as Leading organisation. If a budget item with a leading organisation already exists for the event, a warning message will display.

6.4.2. Multiplier Events not flagged as Force Majeure or Virtual Event

The following information must be provided: 

• Local
  • No. of Local Participants - provide the number of local participants
    • the fields Grant Rate per Local Participant and Total Grant for Local Participants are automatically updated when the number of participants was added; read-only.
• Foreign
  • No. of Foreign Participants - provide the number of foreign (international) participants
    • the fields Grant Rate per Foreign Participant and Total Grant for Foreign Participants are automatically updated when the number of participants was added; read-only.

The Total (Calculated) amount for the budget is updated based on the information provided. 

6.4.3. Multiplier Events flagged as Force Majeure

The following information must be provided: 

• Local
  • No. of Local Participants - provides the number of local participants
  • Grant Rate per Local Participant - displays the Grant Rate applied for the local participants; read-only
  • Total Grant for Local Participants - the field can be edited and the respective value can be provided 
• Foreign
  • No. of Foreign Participants - provides the number of foreign (international) participants
  • Grant Rate per Foreign Participant - displays the Grant Rate applied for the foreign participants; read-only
  • Total Grant for Foreign Participants - the field can be edited and the respective value can be provided 

The Total (Calculated) amount for the budget is updated based on the information provided. 

6.4.4. Multiplier Events flagged as Virtual Event

Following information must be provided: 

• Virtual Events
  • No. of Participants in Virtual Events - provides the number of participants in the virtual event.
  • Grant Rate per Participant in Virtual Events - displays the Grant Rate applied for the participants in virtual events; read-only.
  • Total Grant for Participants in Virtual Events - automatically updated when the number of participants was added; read-only.

The Total (Calculated) amount for the budget is updated based on the information provided. 

6.4.5. Multiplier Events flagged as Force Majeure and Virtual Event

The following information must be provided:

• Virtual Events
  • No. of Participants in Virtual Events - provides the number of participants in the event.
  • Grant Rate per Participant in Virtual Events - displays the Grant Rate applied for the participants in virtual events; read-only.
  • Total Grant for Participants in Virtual Events - the field can be edited and the respective value can be provided. 

The Total (Calculated) amount for the budget is updated based on the information provided. 

6.5. Click on "Save"

Once you have entered all the information regarding the budget, click on the Save button. 

6.6. The budget item is added to the event

A success message briefly displays in the bottom-right area of the screen. The Budget list now displays the budget information entered for the event and the selected organisation. You can create additional budget items for other organisations participating in same event, as explained above. Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information. 

Once all the event budgets have been added to the event, click on the Back button. 

7. The Multiplier Event is added 

The list of Multiplier Events will be displayed. The various columns for a Multiplier Event are updated based on the information you provided for the event and the event budget, and the final amount is reflected in the Total (Calculated) column. Follow the instructions above to add additional Multiplier Events to your project, if required.

Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.