Partner Agreement

1. Purpose of the Agreement


This agreement establishes the roles, responsibilities, and expectations of all partner organizations participating in the project. It ensures collaboration, transparency, and quality implementation aligned with Erasmus+ Youth Quality Standards.


2. Roles and Responsibilities

2.1 Hosting Organization


  • Overall coordination of the project, ensuring compliance with Erasmus+ requirements.
  • Financial management, including budget distribution, reimbursements, and reporting.
  • Ensuring a high-quality experience for all participants by providing logistical support, accommodation, and meals.
  • Organizing preparatory online meetings, regular progress check-ins, and a final evaluation session.
  • Facilitating communication between all partner organizations, maintaining shared platforms such as Facebook and WhatsApp groups.
  • Coordinating the final reporting and dissemination of project results.
  • Liaising with Agência Nacional Erasmus+ Juventude/Desporto e Corpo Europeu de Solidariedade whenever necessary.


2.2 Partner Organizations


Partner organization is responsible for:

  • Selecting and preparing participants while ensuring inclusion and accessibility.
  • Sending an infopack to participants, including details on the project, participant profile, travel information, accommodation, materials, and cultural context.
  • Sending the Google Forms link to collect participant profiles.
  • Organizing a preparatory call with participants, involving the Host and trainers.
  • Ensuring participants receive the necessary preparation, including additional support if required based on individual needs.
  • Assisting participants in arranging travel, with support from the Host if needed, including booking and purchasing tickets when financial constraints arise.
  • Participating in the partners' meeting; if unavailable, scheduling an individual meeting with the Host.
  • Disseminating project activities and results before, during, and after the training course.
  • Supporting participants in organizing a follow-up activity, such as a performance or another method learned during the training.


2.3 Group Leaders and Facilitators

  • Supporting participants' preparation and ensuring their well-being throughout the project.
  • Engaging participants in reflection groups and discussions on sustainability and inclusion.
  • Facilitating knowledge-sharing and interactive learning experiences.
  • Assisting partners in organizing follow-up activities utilizing the tools and methods learned during the training.


3. Communication and Collaboration


  • Kick-off Online Meeting: A joint meeting will be scheduled with all partners. If attendance is not possible, individual follow-ups will be arranged.
  • Project Management Tools: A WhatsApp group and Facebook group will be created to include all participants, trainers, and logistics personnel, where the infopack and program of activities will be shared.
  • Regular Check-ins: Scheduled calls and partner meetings will ensure continuous progress monitoring.


4. Sustainability and Inclusion Commitments


  • Implementing sustainable practices, such as waste reduction, responsible consumption, and eco-friendly travel.
  • Providing appropriate training venues to support learning, inclusion, and active participation.
  • Ensuring accommodations meet the physical and psychological well-being of all participants.
  • Offering meals that respect dietary restrictions, intolerances, and allergies.


5. Financial Provisions


  • Travel expenses will be reimbursed by the Host after participants complete the required evaluation and submit all necessary travel documents and invoices.
  • No participation fees will be charged to ensure accessibility.
  • The Host will assist in securing cost-effective travel options and bookings when required.


6. Monitoring, Evaluation, and Reporting


  • Daily Reflection Groups: Participants will discuss sustainability, inclusion, and learning outcomes.
  • Feedback Mechanisms: Regular evaluations through participant feedback and partner meetings.
  • Final Reporting: Each partner must submit a summary of participant experiences, sustainability outcomes, and follow-up activities.


7. Conflict Resolution


  • Any disputes will be addressed through open dialogue between partners.
  • The Host will mediate unresolved issues to ensure fair and transparent resolutions.


8. Agreement Validity


This agreement comes into effect upon signature and remains valid until the completion of the final reporting phase.


Signatures:For the Hosting Organization:

Name: ___________________________

Date: ___________________________


For the Partner Organization:

Name: ___________________________

Date: ___________________________