1. Study Visits & Institutional Visits
KAM Münster

2. Roundtable Discussion
Who has organised an Institutional Visit or Study Visit?
Where did you visit?
Why did you organise such a visit?
What was the most challenging part of organising the project?
Do you plan to organise something on the same lines this year?

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

5. Tools Study Visit Guide Study Visits General Agreement Handbooks
Study Visit Handbook – General
Study Visits in 4 minutes - Practical

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

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

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

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

10. Disputes
If the Study Visit agreement is not concluded and dispute arises –
The organising group may request a deposit from the visiting group(s) which will not be fully refunded in the event of –
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.
Damage incurred during the visit, for example financial loss incurred as a result of material damage or the use of a telephone.
The deposit and its use shall be agreed upon by the participating parties in advance.
The visiting party is responsible for their insurance.

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

12. Why to organise an Institutional Visit
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.

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

14. Check list Organising Committee (OC) Institution Travel Plan Promotion
Accommodation
Fundraising
Academic Programme
Participants
Logistics
Budget
Social Programme
Cultural Programme

15. Working Groups - Prepare an Institutional Visit.