Step-by-step guide to becoming part of the European exchange community
Joining the Eurokayak Experience exchange network involves a clear and structured process that ensures the proper integration of interested clubs. Below are the necessary steps to formalize participation:
1. Expression of Interest
The first step is to complete the application form.
After submitting the form, the organization will send a follow-up document that includes guidelines, useful links, and tasks to help the club progress through the next stages and become part of the official club network.
Additionally, EuroSport Experience likes to schedule a short online meeting with each club. This helps us get to know each other, explain the process in more detail, and understand the club’s goals and context.
In this document, clubs provide:
- Basic contact details
- A short explanation of their motivation to join the network
Once received, the EuroSport Experience team will evaluate the application. If the club meets the established criteria, it will be officially invited to join the Eurokayak Experience network.
⚠️ Note: Joining the network does not automatically guarantee Erasmus+ funding. It means that EuroSport Experience will begin managing your application once the collaboration is formalized.
2. Formalization of Registration
After receiving approval, EuroSport Experience will request the documentation necessary to proceed with integration into the exchange network and to apply for Erasmus+ grants on behalf of the club.
Some of the documents required are:
- A signed collaboration contract
- The club’s VAT or equivalent tax number
- The club’s constitution or registration certificate
- A list of the Board of Directors
- The ID of the club’s legal representative
The only document that clubs usually do not already have is the PIC (Participant Identification Code). In that case, EuroSport Experience will handle the PIC registration free of charge and guide the club through the process.
After the online meeting, clubs will receive a secure link where they can upload all required documents. This link will be included in the follow-up document provided by EuroSport Experience.
Once everything is reviewed, the club will receive the documentation confirming the partnership and PIC-related details.
3. Erasmus+ Grant Application
With the PIC number in place, EuroSport Experience will take care of:
- Preparing the full Erasmus+ application
- Submitting all necessary documents
- Handling communications with the National Agency
This support ensures the club can access EU funds to participate in international exchanges within the Eurokayak Experience framework.
4. Deadlines and Submissions
To participate in the 2026 and 2027 exchange cycle, all documentation must be submitted by October 2025.
The Erasmus+ Youth programme has two annual deadlines for submitting mobility project proposals:
- One in February
- Another in October
EuroSport Experience works to apply as early as possible. If a project is not approved in the first round, we will continue reapplying in future calls to secure participation.
Stay connected, get ready to grow your club, and be part of a European network that combines sport, learning, and culture!