The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.

This page is relevant for:

Erasmus+ Call 2021 onward
- KA154-YOU~~~~ - Youth participation activities

This page explains how to add, edit and delete Physical events for KA154 Youth participation activities projects in Beneficiary module. We are using a KA154, call 2023 project as an example.

The term “Youth participation event” covers events that are central to achieving the objectives of the project; they could mark milestones in the project and should stand clearly out from ongoing project activities, by either their content, their size or the profile of their participants. Furthermore, a Youth participation event is a physical event, involving the physical presence of young people and, where relevant, also other participants. A Youth participation event will be attended not only by the members of the informal group or young people in the beneficiary organisations that are directly involved in the overall project activities, but also by a wider audience of young people and/or decision-makers. The duration of the event should be appropriate to the planned activities and expected achievements, and events can be both very short (hours) or have a longer duration. Specific support for the organisation of Youth participation events is available on a “per participant per event” basis, regardless of the event’s duration.
Youth participation projects that have physical project activities or physical Youth participation events that require participants to travel to a venue different from where they reside, can apply for additional funding for mobilities, which is composed of travel and subsistence support. Mobility in Youth participation projects can be both national and international but should always support a project activity funded through project management costs or a youth participation event (funded through Youth participation events support).
_{Source: Erasmus+ Programme Guide 2025, page 177}

Prerequisites

Only the contact person(s) with edit rights on the project is able to manage Physical Events in their project.
A grant agreement has been signed for the project, and it is available in Beneficiary module.
To update the project it must have the status Project Ongoing.

Steps

1. Add a physical event

1.1. Access "Physical events" in the Content menu

In your project, click on Physical events in the Content menu. The Physical events screen with the List of physical events is displayed. All the events that you add will be shown here. Initially, the list is empty.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

1.2. Click on "Create"

Click on the Create button in the top right corner of the screen to open the Physical event details screen.

1.3. Fill in the Physical event details

In the details screen fill in the fields as required. Mandatory fields are marked with a red asterisk (*). Value missing is also displayed below these fields. The form will adapt based on the information you provide. Certain fields are pre-filled and cannot be edited.

You must provide the following information:

The event ID, which is generated automatically and cannot be edited
The Title of the event
The Description of the event
Depending on the call year of your project, additional mandatory fields, such as Activity type and Country of destination/event, are displayed and must be filled in.

1.3.1. "Blended/virtual event" flag

Selecting this flag will indicate that the event combines a physical event with a virtual event component.

Note that the fields displayed depend on the call year. See below the different screens, together with the specific fields:

When you select the Blended/virtual event option, the following fields are displayed:

a description field, where you must add an explanation for the circumstances that led to the planned physical event becoming blended or fully virtual.
The fields Number of participants virtual is displayed and must be filled in. The Unit cost virtual displays the predefined rate per participant and is read-only. Once you fill in the number of participants in the virtual event, the Total unit contribution for virtual participants is displayed, with the total calculated amount.

When you select the Blended/virtual event option, the field Number of participants virtual is displayed and must be filled in.

When you select the Blended/virtual event option, the field Number of participants virtual (not funded) is displayed and must be filled in.

1.3.2. Participants and funding

You may also provide information about the number of participants.
Note that the fields displayed depend on the call year. See below the different screens, together with the specific fields.

For call years 2021-2022, the following fields are available:

Number of participants physical
Unit cost physical - flat rate of 100 euros/participant
Total number of participants in event
Out of which, number of participants with fewer opportunities
The Total cost of event and Total unit contribution for physical participants are automatically calculated based on the information provided in the form. These values are read-only.
Optionally, Comments can also be added.

For call year 2023, the following fields are available:

Number of participants physical
Unit cost physical - flat rate of 100 euros/participant
Total number of participants in event
Out of which, number of participants with fewer opportunities
For calls 2023 - onward:
- Out of which, number of decision makers
- Number of persons participating in the event and not funded, as per your needs.
The Total cost of event and Total unit contribution for physical participants are automatically calculated based on the information provided in the form. These values are read-only.
Optionally, Comments can also be added.

For call year 2024 onward, the following fields are available:

Number of participants physical (funded) - the number of participants added for the physical event
Unit cost physical - flat rate of 100 euros/participant
Total support for physical participants - the total cost for physical participants. This value is read-only.
- Automatically calculated as follows: Number participants physical (funded) multiplied by Unit cost physical.
Number of mobilities linked to the event - prefilled with the number of all mobility activities linked to the current event ID.
Number of persons attending the physical event (not funded) - must be smaller than or equal to the Total number of persons in event.
Number of participants virtual (not funded) - available if the activity is flagged as Blended/Virtual event
Total number of persons in event
- Automatically calculated as follows: Number of participants physical (funded) + Number of participants virtual + Number of persons attending the physical event (not funded)
Out of which, number of participants with fewer opportunities
Out of which, number of decision makers
Optionally, Comments can also be added.

1.3.3. Start and end dates

For projects calls 2023 - onward, you must provide the Start date and End date of the event, using the available date pickers. The dates must be within the Project Duration, displayed as a time line above the date fields.

1.4. Click on "Save"

Once you have filled in all the mandatory information, the Save button at the bottom right corner of the screen becomes active.

Click the Save button to save the event details for your project. If you use the Back button, the event will not be created.

1.5. Physical event is added to the project

A success message is displayed, and you are then redirected to the Physical events list, where the newly added event is now listed.

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

Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
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.
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.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

2. Edit a physical event

Click on the Edit icon to open the details of the selected physical event in edit mode. Make the desired changes in the Physical event details.

Take note

Certain fields, such as ID, Country of destination/event or Unit cost cannot be updated and will be greyed out.

Then click on the Save button at the bottom of the screen to save the updated information. If you use the Back button, the changes will not be saved.

3. Delete a physical event

In the Physical events list, click the Delete icon next to the event you want to remove from the project and follow the onscreen instructions to remove it from the project.