Complete Participant Guide
Erasmus+ Participant Guide
Everything you need to know for a successful Erasmus+ experience with Tomorrow Hub — from preparation to cultural representation.
Erasmus Plus is a European Union program that supports education, training, youth, and sports activities. It provides funding and opportunities for individuals and organizations to participate in international mobility, cooperation, and capacity-building initiatives, with the goal of promoting skills development, cultural exchange, and collaboration across European countries.
Process
How does it work?
Follow these steps for your Erasmus+ journey with Tomorrow Hub.
Application
Interested individuals may apply to our projects, which offer numerous opportunities for personal growth. You can submit your application through our application form, where you also choose your participation contribution. The results will be communicated to you via email or social media.
Selection
Applicants will undergo a selection process based on criteria established by the program and our partners. These criteria may include language proficiency, the alignment of the mobility with their educational or professional objectives, as well as their motivation to participate in the project. The contribution you choose does not affect selection.
Preparation
Selected participants sign the participation contract, pay their contribution and purchase their own travel tickets for the mobility. Don't worry, the hosting organization will later reimburse your travel up to the amount shown on each project's card, in accordance with the program's guidelines.
Mobility Period
Participants travel to the host country and actively participate in various activities, immerse themselves in the local culture, and develop valuable skills.
Completion and Validation
Following the mobility period, participants typically receive a certificate, commonly known as the "Youth Pass," acknowledging the experience they gained abroad. Additionally, our NGO mandates a dissemination process, where participants are expected to share their experiences both with our association and their international experience on social media.
Before you apply
Contribution and withdrawal
Tomorrow Hub does not receive organisational support from the projects for its work, so participants cover these costs through a contribution.
Contribution
In the application form you choose a contribution of 300, 350 or 400 RON. The amount you choose does not affect selection.
It covers our work for that project: promotion, selecting participants, preparing and informing you, coordinating with the partners, supporting you during the mobility and dissemination.
You pay it only after you are selected, by bank transfer. It is separate from your travel reimbursement and is never deducted from it.
Fewer opportunities
If you face fewer opportunities — for example financial hardship, a disability or serious health issues, or living in a rural area — you can choose 0 RON.
You must upload an official document proving your situation with your application. We do not accept claims based on words alone, because some applicants choose this option without being in such a situation, which is unfair to those who contribute.
Cover details we don't need, such as your CNP or a diagnosis. Your document is only used to check your situation and is deleted within 30 days — see our privacy notice.
If you can't attend
Let us know in writing as soon as possible. By then, the work for your place has already been done, and a withdrawal means promoting the project again, updating the website and informing the partners.
- You find a replacement within the deadline we give you: once they are approved and pay, we refund your contribution.
- No replacement and we have to find one ourselves: the contribution is not refunded.
- The coordinator cancels the project or your place: we refund your contribution in full.
Essential Information
Preparation Guide
Everything you need to know before, during, and after your Erasmus+ experience.
1. Preparation
Review the Info Pack: It is crucial to thoroughly review the info pack. Each project is unique, and each partner may have specific requirements for participants.
Essential travel considerations:
- Airport Security: Follow security rules by using 100 ml bottles for toiletries and essentials.
- Passport and ID: Ensure your passport is valid where required, and your ID is up-to-date.
- Local Currency: Keep some local cash for emergencies.
- Weather and Packing: Check the weather and pack accordingly, including items like an umbrella, sunscreen, and sunglasses.
2. Participation
Participation in the mobility program is obligatory. Skipping activities is not permitted unless you have a valid reason, such as illness.
In such instances, please inform the organizer in advance. It's important to be physically and mentally present during the project and actively engage with fellow participants, showing respect to everyone involved.
3. Reimbursement
You must provide your documents to the organizer in the format they specify. Ensure that you retain all relevant documents, such as boarding passes and tickets.
Note: Expenses related to services like Uber or taxis are typically not eligible for reimbursement. Similarly, additional services on your flight, such as business class, food upgrades, or extra legroom, are also not covered.
Reimbursement will occur either after the project has concluded or, in some cases, during the project itself, depending on the specific project and its financial arrangements.
Tomorrow Hub, established in 2023, is an NGO dedicated to connecting Romanian youth with diverse Erasmus Plus initiatives. Our core mission is to foster active citizenship and uphold local and national cultural values.
Founded by a group of associates, including students and a professor from the esteemed University of Transylvania, Tomorrow Hub is deeply committed to nurturing the social and personal growth of local youth.
The organization's name reflects our primary goal: to cultivate a better future for all. Tomorrow Hub encourages individuals to explore and develop their skills in digitalization, innovation, sustainability, entrepreneurship, and other relevant areas for today's society.
Our key collaborator is the Faculty of Technical Engineering and Industrial Management, with whom we closely align to achieve our objectives. Through this partnership, we aim to integrate students into various skill development programs, empowering them with the knowledge to make a meaningful impact in their respective fields.
Cultural Exchange
Representing Romania
It's crucial to represent our country in the best possible way and showcase the beauty of our culture.
Intercultural Night
During the intercultural night, you'll be responsible for presenting our traditions, cuisine, and dances.
Food Contributions:
- Bring Romanian brands like ROM, Boromir, and others
- Some projects provide a kitchen where participants can prepare traditional dishes
- Each participant should contribute at least 25 lei worth of Romanian traditional food
- As a group, we should have at least one Romanian flag
Goal: Provide other participants with a memorable and enjoyable cultural experience.
Videos & Quiz
Use these videos and our Kahoot quiz as part of your cultural presentation:
FAQ
Frequently asked questions
Everything you need to know before you apply.
What are the steps to apply?
- Submit the application form for the project you are interested in.
- Write a strong motivation letter. Tell us why you are a good fit for that specific project — what you bring to the group and what you want to take from the experience. Generic letters reused across several projects are easy to recognise and are rarely selected.
- Wait for the selection. We open the selection process when we consider it appropriate and in line with the deadline set by the project coordinators. This is not always immediately after you apply.
- Only selected participants are contacted. If you have not heard from us, the selection is either still in progress or has been decided.
Once you have submitted your application, there is nothing further for you to do but wait. We will contact you if you are selected. Everything we are able to share is already published on this website and in the project infopack — if a detail is not there, it means we do not have it yet , and asking us will not make it available any sooner.
Have a question? Ask Wallu, our AI assistant. Wallu is available on this website and answers from everything we have published — this page, the project pages and the infopack. It is the only support channel we offer applicants.
If Wallu cannot answer it, neither can we. There is no extra information held back for people who ask. If a detail is not published on the site or in the infopack, it is because we do not have it yet either — so there is genuinely nothing to be gained by contacting us directly.
What not to do
Why this policy exists: team members have been phoned at midnight to be asked what the infopack contains and when the selection will happen — questions that were already answered, in writing, on this website. Those are personal phone numbers, not a helpline, and this rule exists because it kept happening.
- Never message our team on private accounts, or call personal numbers. No phone calls, no WhatsApp, no direct messages to personal profiles — at any hour of the day. This is not a grey area, and it does not get you selected faster.
- Do not ask what is already published. Dates, costs, travel limits, accommodation and what the project involves are all in the infopack. Read it, and ask Wallu if anything is unclear.
- Do not repeat the same question in several places. Asking again on Instagram, Facebook and email does not get it answered sooner — it only takes time away from reviewing applications.
We run these projects around full-time work. Contacting a team member on a private account or a personal number results in immediate blacklisting — you will be removed from the selection for this project and from consideration for every future one, without warning.
What is the contribution fee and why do we charge it?
The contribution fee is a payment made to Tomorrow Hub to support the work required to organise and facilitate your participation in Erasmus+ projects. This includes participant selection and communication, preparation and coordination before the project, administrative work, communication with project coordinators and partner organisations, participant support, and other organisational tasks required to make participation possible.
Tomorrow Hub does not receive direct funding from the projects for this work. Erasmus+ provides an organisational-support mechanism for sending organisations, but in practice, the projects and coordinators we work with do not transfer this organisational support to us.
This means that although organisational support exists within the Erasmus+ funding structure, Tomorrow Hub has to support the organisational work involved in selecting, preparing, coordinating and supporting participants through its own resources and through the modest contribution paid by participants.
Our organisational work also includes project communication, visibility, dissemination, outreach, advertising and other activities that help projects reach participants and communicate their opportunities effectively. We also invest time and resources into preparing information, communicating with applicants and participants, coordinating with project partners and providing support before and during participation.
The contribution is therefore not a payment for a particular project place or a refundable deposit. It contributes towards the organisational work, services and costs involved in running our sending-organisation activities and supporting participants.
In the application form you choose a contribution of 300, 350 or 400 RON. The amount you choose does not affect selection, which is based on the project's criteria and your motivation.
The contribution is collected on a non-profit basis and is non-refundable if you withdraw. By then the work for your place has already been done, and a withdrawal means promoting the project again, updating our website and informing the partners. If you can no longer take part, you can propose a replacement within the deadline we give you: once they are approved and pay the contribution, we refund yours. If the project coordinator cancels the project, we refund your contribution in full.
We do not charge a contribution fee to participants with fewer opportunities, such as those facing serious medical issues, financial hardship, or other situations described in the Erasmus+ Programme Guide. If you apply under the fewer-opportunities category, you must include relevant supporting proof with your application (for example, official documents confirming your situation) — we do not accept claims based on words alone . We ask for proof because some applicants select this option without being in such a situation, which is unfair to the participants who do contribute. Cover any details we don't need, such as your personal ID number or a diagnosis. Your documents are only used to check your situation, are treated confidentially and are deleted within 30 days of the selection decision — see our privacy notice.
Do I need to pay for my travel in advance?
What costs are covered by the project?
- Accommodation
- Food (3 meals per day)
- Program activities
- Travel reimbursement (up to a fixed limit)
Personal expenses and upgrades (extra luggage, early arrivals, tourism, etc.) are not covered.
I applied — when will I hear back?
Ready for your Erasmus+ adventure?
Join the Tomorrow Hub community and stay updated on the latest opportunities. Your journey to personal growth and cultural exchange starts here.
💡 Pro tip: Strong motivation letters and relevant past activities can boost your chances of selection.