Frequently asked questions

Starting this year registrations will be managed online, which involves a change for all of us, but we are relying on your understanding and cooperation to ensure that the entire process runs as smoothly as possible.

Online registration instructions

Visit http://www.europeade.eu/en/home
Click on’LOGIN’ in the top right hand corner.
 
Fill in the introduction page and click on ‘REGISTER’.
You choose your 'username' and 'password'.
 
Fill in the next page (do not forget your 'username' and 'password' and click on 'Register' (see example below)
 
Sometimes you see this box, that is to say that the mail sent to your email address has not yet been confirmed. Confirm this email first and you can log in again to continue with your registration.

Visit http://www.europeade.eu/en/home
Click on’LOGIN’ in the top right hand corner.
 
Fill in the page and click on ‘LOGIN’.
 
You will find 'registration form' in the left column
click on this and
Proceed to the next page on the left hand side ‘A. Contact details’
Enter the required data and click on ‘Save’.
Proceed to the next page on the left hand side ‘B. Group details’
Enter the required data and click on ‘Save’.
Proceed to the next page
Once you have completed a page click on ‘Save’ and proceed to the next page.
Please complete pages A to G, entering as many details as possible, before 1 May 2018.
Page H can wait until 1 June 2018.
Once you have entered all the necessary data and signed your registration form click on ‘submit registration’.
Your registration can be reviewed/updated until 1 May 2018.
 

The participation fee per person:
  • 120 €  for adults           
  • 120 €  for youth from 13 years to 17 years   
  • 75 €  for children from 3 years to 12 years
  • 0 €  for children under 3 years
This amount includes meals from Wednesday evening to Monday morning, lodging in a school and programme.
This amount can be paid in two parts: the first part by February 20th and the second part by May 1st.
The participant's fee must also be paid by the coach drivers if they are considered as members of the group and they’ll be making use of the facilities provided for the participants.
In order for your registration to be valid, must 50% of the participation fees be paid to the following account:
IBAN BE65 4033 0607 6196 
BIC KREDBEBB
of the INTERNATIONAL EUROPEADE COMMITTEE,
KBC bank Wijnegem, Turnhoutsebaan 297, BE – 2110 Wijnegem.
Only payments made to this account will be accepted. Any other form of registration and payment will be refused by the International Committee. Important! The group answers for all bank charges.
Always mention the name of the group with each payment. In the past, there have been numerous difficulties as a result of payments received without any reference name. This inevitably leads to needless expense and work.
The balance should be received on the same account number by the 1st May 2018 at the latest.  
Groups that have not transferred the full amount of the registration fee prior that date must regrettably be refused.

1st payment together with registration, before 20/02/2018
Balance before 01-05-2018
 

All travel costs will be paid by the participating groups themselves.

The groups are requested to arrange for their own transport also during Europeade (= coach!) themselves to ensure that journeys to the various local lodgings can take place smoothly.

Please keep in mind that the coach can/will drive extra mileage because not all groups can be accommodated in the city center. 

 

You paid 50 % of the registration fee when you enrolled. The balance of the payment can be adjusted to the actual number of participants (either an increase or a reduction in total numbers) when the 2nd payment is made (before 1 May).
We can refund any overpaid amount up to 15 June. Refunds are no longer possible after this date, because we will then have made the 1st payment to the organising city.

All payments must have been carried out in advance. We cannot register any additional participants in Viseu on Wednesday July 25th and cannot accept any payment of fees.

Only participants that have been registered in advance can be accepted. This is due to organisational reasons.

It is not possible to make any refunds for groups arriving with fewer participants than originally announced and paid for.

Groups that cancel their registration – for urgent, compelling reasons – shall be reimbursed after the Europeade subject to a 40 € deduction/person for administrative purposes. They can NOT carry over the payment of the remaining cost of participation, i.e., 80 €/person to the next year.

Groups that cancel their registration less than 30 days before the start of the Europeade can no longer be reimbursed, however, and their payment can also no longer be transferred to the following year. This measure is necessary due to the 1st payment that we have to make to the city organising the event.

Dance groups with less than 10 dancers must join another group to form a group of over ten members. Everyone pays their participants’ fee via this bigger group, and not individually.

The groups can arrive 1-2 days earlier and/or leave 1-2 days later. The local organizing committee of Viseu will accommodate the groups at schools. An additional overnight stay in the school building costs 15 €/person/day for the accommodation, this does not include catering. Please indicate the following reference with your payment: ‘Europeade - additional overnight + name of the group + number of persons’. Payments are due before May 1st 2018, and must be transferred directly to the IEC account. Please forward a copy of your payment statement to the secretariat in Sint-Pauwels as evidence of your payment.

All groups who want to arrive earlier or leave later are required to contact the secretariat in Sint-Pauwels  info@europeade.eu.

The European health insurance card

Upon arrival and registration in Viseu, you will have to submit proof of ‘Europ Assistance’ type insurance.

A card, issued free, which gives you access to emergency medical care via the public health service during a temporary stay in the 28 EU countries, Iceland, Liechtenstein, Norway and Switzerland. This card proves that you have health insurance in your country of origin. You receive healthcare under the same terms and at the same cost (free in some countries) as the people who are insured in that country.

Important - the European health insurance card:

- is not an alternative to travel insurance. The card does not cover private medical treatment or the expense of, for example, repatriation or lost/stolen property;
- does not cover your expenses if you travel with the express intention of undergoing medical treatment;
- does not guarantee you free assistance. Because each country has a different healthcare system, services that are free in one country may well be charged for in another country.

NB: if you relocate to another country, you cannot use the European health insurance card. Instead, you have to register using the S1 form to receive medical treatment in your new abode.

Applications
The European health insurance card is:

- personal (each family member must have his/her own card)
- only valid for temporary visits
- restricted to emergency medical treatment

For more specific medical situations, such as repatriation or admission to hospital, supplementary insurance can cover most expenses.
 

If you have paid your premiums for mandatory health insurance, you can get the European health insurance card for free from your health insurance fund. You can even order the card online from some health insurance funds.

Remember to order the card in good time, so that you have it before your departure.

The European health insurance card is valid for up to two years. If you lose the card, your health insurance fund can supply you with a temporary cover note. In urgent cases, your health insurance fund can send the card by fax or e-mail to the country you are staying in.

You are recommended to insure your luggage, instruments and costumes against theft.

Group registration is taking place at Pavilhão Gimnodesportivo do Fontelo - Avenida José Relvas - 3500-143 Viseu  . In addition to all practical information, they will also receive a badge and a programme brochure for every member of the group, and one production brochure for their group.

Registration at the Pavilhão Gimnodesportivo do Fontelo is open only during Wednesday 25th July 2018. 

To thank them for taking part in the event, all Europeade participants are invited by the City and its local Folklore groups to a Meet and Greet Event on the evening of the registration day.

Entry is free to all Europeade participants and the local population. Straight away, this will be an ideal opportunity to fraternise with citizens and meet up again with friends you made at earlier Europeade events.

Every group will have the opportunity to perform at least once during one of the two major events (Opening or Closing Event), either on their own or together with other groups from their region. The duration of this performance is strictly limited to 3 minutes for everyone! We urge you to not exceed this allocated time for your performance!

On Friday and Saturday, a number of separate performances have been scheduled:

•           Children’s and youth groups at the Children’s and Youth Concert

•           Music groups at the music concert

•           Choirs at the choir concert

•           The duration of these performances can be found in the respective programmes.

There will be stages in the city centre for street performances.

We hope all the groups to be part of the individual performances during the scheduled street performances, which will take place from Thursday to Saturday.

Our aim is to ensure maximum participation of the participating groups in the street performances. For this reason, we ask each group to put on at least 2 street performances. Please indicate on the registration form on what day(s) you prefer to put on your show.

Each performance must be limited to maximum 25 minutes. Please observe this requirement in consideration of other groups. The remaining 5 minutes are to accommodate the next group, to give them the opportunity to take up their allocated, precise positions.

 

During the opening and closing ceremonies the dance groups will perform as representatives of their region or national community. Due to the continuously growing number of participating groups (289 groups participated in 2017), it has become impossible to grant individual performance time to every dance group at these events. For this reason, we must insist that dance groups from the same region or from the same national community prepare a joint performance. The production management will contact these dance groups in question in due time. All agreements must be made in advance; it will not be possible to accept or introduce any changes on site.

All performances at the opening and closing ceremonies must be performed with live music.

Duration of the performance is maximum 3 minutes (due to the large number of groups taking part).

This will be a musical concert, so it will only involve music, without any singing and/or dancing (even simultaneously).

The duration of the performance depends on the number of groups taking part.

Children’s and Youth groups will have an opportunity to perform individually during a separate show especially reserved for groups with dancers under the age of 18.

The duration of the performance depends on the number of groups taking part.

Choir concert is held on Friday. This acoustic concert consists of vocal groups performances.

It is an evening for choirs, so there will only be singing (possibly with musical accompaniment), but no purely musical numbers or dancing (even simultaneously).

The duration of the performance depends on the number of groups taking part.

The City Council has invited the groups to a reception.

 Each group can delegate two representatives to the reception. The reception will be held on Saturday from 10 a.m. to 1 p.m.

We ask the groups NOT to bring any presents, since we believe that the best present you can give is your performance with a magnificent show.

Nevertheless, your attendance at the reception is appreciated, and it gives you the opportunity to meet other new or familiar group leaders.

One workshop has been organised for the children’s and youth groups.

During this workshop, the children will learn a dance together from the host region with the help of professional facilitators. They will perform this dance for the public during the closing event on Sunday.

 The dances have been submitted in advance and will already have been learnt and/or studied by the individual groups. During the workshop, the participants will rehearse the dances, but they will especially be taught the line-up and choreography for Sunday.

We restrict you, and ourselves, to 1 workshop. We therefore ask all child and youth groups to make sure to attend on time, so we can make a prompt start. In this way, they will be able to excel during the closing event as one large group.

We want to give groups the opportunity to attend a workshop where regional Portugees groups can teach the other groups and the Portugees public one of their own typical local regional dances.

Dance workshops are organised at the main stage in the Europeade Village.

The parade follows the river bank, from the cathedral to the Europeade Village, and is 2.4 km long. This is on Saturday from 3 p.m. to 6 p.m.

Participation in the parade is mandatory. It is vital that the groups keep moving forwards all the time. Please bring your own flags as well as the EU flag. The groups are given a sign with their name that is to be carried in front of the group.

It is not necessary for all groups to be there at 2.30 p.m. In order to avoid long waiting times, we suggest the following arrangement:

Groups with sequence numbers     1 to   50   should be present by   2.30 p.m. at the latest

Groups with sequence numbers   51 to 100   should be present by   3.00 p.m. at the latest          

Groups with sequence numbers 101 to 150   should be present by   3.30 p.m. at the latest.

Groups with sequence numbers 151 to 200   should be present by   4.00 p.m. at the latest.       

Groups with sequence numbers 201 to 250   should be present by   4.15 p.m. at the latest.     

Groups with sequence numbers 251 to 296   should be present by   4.30 p.m. at the latest.    

Number boards will be in place to make it easier for you to find your place or you can ask members of the production team to show you to your starting position.

Attention!!

These sequence numbers (on the front of your name plate) indicate your position in the parade, i.e., NOT your administrative number.

Dancing is allowed throughout the entire parade, on the strict condition that the group does not dance on the spot and prevents the other groups from advancing. The group may also NOT come to a standstill in front of the main stand/stage with the City Council, guests and IEC members, but a performance while continuing to move forward is permitted and will be very much appreciated.

A Europeade Ball for Children’s and Youth Groups will be held, one and a half hours before the traditional Europeade Ball, enabling even the youngest children to experience a lively Europeade Ball.

All children’s and youth groups are invited to attend. Music will be provided by music groups attending the Europeade.

The groups that will perform during the service should be present in the church punctually at 9.30 a.m.
Groups that attend the service can, if they wish, arrange to have one of their members at the front of the church holding the group and/or regional flag.
On Friday a meeting is scheduled to be attended by two leaders from each group that will perform during the ecumenical service on Sunday and the coordinator and the priests at Sé Catedral de Viseu, Adro da Se, 3500-195 Viseu.
Please make sure that the leader of your group and the choir leader are present at this meeting.

The “Europeade by night” event will be staged at the Europeade Village and in pubs around city centre. We will organise a jam session for any interested musicians, during which the musicians from various regions and groups share and play their music and at the same time socialise musically. You will be asked to state on the registration form whether your musicians will come along to join in or whether your group, with several other groups, are also prepared to lead the jam session.

On Thursday and Friday, from 10.30 p.m. to midnight, there will be jam sessions for the musicians in cafés in the town centre. Several musical groups that have registered for this event will start by playing their own music and then join in with other musicians. Obviously it would be logical, and recommended, that musicians from the all the other groups join in. There will be no sound amplification.

Please bring some hard copies of music in your repertoire to make it easier to play together.

All other participants in the Europeade who are not musicians are obviously more than welcome to listen to the music and dance if they feel like it.

The musicians who require amplification for their instruments will be able to rely on limited amplification, subject to advance and due notification on the “Stage Management form – Musicians” which you will find enclosed.

All the stages have a possibility to use cd/mp3 and sound amplification.

On Thursday and Friday evening there will be a dance music party at the Europeade Village. Music groups are asked to play dance music at the Europeade Village “by Night” party.

Regional groups performing together at the opening or closing event are given the opportunity to rehearse their regional dance on Thursday (for the opening event) and/or on Sunday (for the closing event).

The children’s and youth groups also rehearse the joint dance during the workshop on Saturday and a general rehearsal on Sunday from 10.00 till 10.30.

The groups that have been asked to take part in the flag transfer ceremonies will also have a rehearsal opportunity:

Thursday from 9 to 10 a.m. flag transfer Opening event

Sunday from 9 to 10 a.m. flag transfer Closing event

The rehearsal for the commemoration ceremony will take place on Thursday from 10:00 till 11:00.

The production management undertakes to:

-        Distribute the performances in a fair and honest way in accordance with the possibilities that are offered,

-        Inform you of the registration of other groups in your region or national community to enable you to prepare a joint presentation,

-        Inform you in advance of the programme of the event in which you will perform.

-        Provide you with a complete documentation folder in advance per email. This information contains maps, directions and the programmes of all Europeade events

Participants’ accommodation is in schools in Viseu. The children’s groups will sleep in a separate school/schools.

All participants will be given a mattress, a clothes hanger and a chair, and are required to bring their own sleeping bag of sheets and a blanket. 

 Groups travelling together in the same coach will be lodged at the same location. This must be mentioned on the registration form.

The IEC is not responsible for any damage sustained to the participants or their belongings.

You should report this to the persons in charge at the school where your group is staying.

The Forum, or ‘Europeade village’, is a meeting place where we accommodate the Europeade host cities during the entire event. Both the new cities and the cities where the Europeade has already taken place can participate in this. The Forum enables them to promote their city through tourist leaflets, and also by means of their local specialities, such as snacks and drinks…

For the groups, this is a place where they can meet and become acquainted with the cities which will be the next stops on the Europeade train. Street performances of some participating groups are (usually) also organised here.

Europeade Village is the heart of the Europeade. You find there the main stage, Forum (information desks of the previous and coming Europeade cities), handicraft workshops, workshops for children, folklore market, photo exhibition, restaurants and cafés. All evening events are also organised at the Europeade Village.

 The main stage is equipped with sound amplification.

In consultation with the local authorities, the IEC reserves the right to modify or to cancel the Europeade program, as a whole or partially, for security reasons.

The Europeade is an event where all aspects of European popular culture, be it dance, song, music, flag-waving, national costume, etc., are equally promoted. For this reason, we expect all groups to be present at all events, in traditional costume, in the spirit of the objectives of the Europeade, as a sign of respect towards others.

Meals will be provided for the participants as follows:

5 x breakfast: Thursday, Friday, Saturday, Sunday, Monday

4 x lunch: Thursday, Friday, Saturday, Sunday

5 x dinner: Wednesday, Thursday, Friday, Saturday, Sunday

Please indicate the number of people in your group who have special dietary requirements (dairy free, lactose free, low lactose, gluten free, vegetarian, no fish, no nuts, vegan, other) on page H of the online registration form by 01-05-18 at the latest. This information, including names, can be entered until that date.

If you are planning not to attend one or more meals because you are on a trip, or for any other reason, kindly inform the secretariat (info@europeade.eu) in advance.

If your driver requires a separate hotel room, it is up to the group to arrange for this. The group stands for the costs.

Only journalists holding an official press card will be accepted as guests. Their hotel costs – for the duration of the Europeade only, i.e., from Wednesday, 25th up to and including Sunday, 29th – will be paid by the Organising Committee. The I.E.C. will decide on the registration for the participation of nominated journalists. Expenses for any persons accompanying the journalists will be paid by the journalists themselves.

Journalists must provide the Europeade Committee in Sint-Pauwels with the following information prior to the 1st MAY 2018:

     - Their name, first name, and address

     - A photocopy of their official press card

     - Name of the publication he/she represents (this also applies to radio and television reporters)

Journalists are expected to devote one article to the Europeade in advance, as well as publishing a report in a newspaper or magazine within one month following the Europeade, preferably with some photographs. They are requested to forward an original copy of both articles to the Europeade secretariat in Sint-Pauwels.

From the visual media, we expect to receive a copy of the recorded video after the Europeade has taken place.

Journalists who fail to supply us with the publication of their coverage will not be invited again in the future.

Upon arrival in Viseu, journalists should report to the secretariat – Pavilhão Gimnodesportivo do Fontelo - Avenida José Relvas - 3500-143 Viseu  – where they will receive all necessary information regarding their stay.

Thursday to Sunday, from 10.00 a.m. to 6.00 p.m., you will be able to visit a photographic exhibition concerning the past  Europeades. 

Again, entry to this event is free to all Europeade participants and it will definitely be worth taking a look at.

Who knows, you might even see images of your own group in action or individual members of your group in full swing.

From the LOC (Local Organising Committee). The LOC decides whether non-participants will have to pay an entrance fee for the events or not.

For Viseu, see www.europeadeviseu.pt