How to Apply for Erasmus+ Youth Exchanges: A Step-by-Step Guide

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GrowUp Team
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Embarking on an Erasmus+ Youth Exchange can be a life-changing experience, offering opportunities to travel, learn new cultures, and develop key competencies. This guide will walk you through each step of the application process, ensuring you understand requirements, prepare a strong proposal, and maximize your chances of selection.

1. Understand Erasmus+ Youth Exchanges

Erasmus+ Youth Exchanges enable groups of young people from different countries to meet, live together, and work on shared projects for short periods (typically 5–21 days). Through non-formal learning activities—such as workshops, cultural visits, and outdoor activities—participants develop skills, intercultural awareness, and a sense of European citizenship.

2. Check Eligibility Requirements

  • Who can apply? Youth organisations, non-profits, schools, or informal groups of young people (aged 13–30).
  • Participating countries: EU Member States, Programme Countries, and Partner Countries (check the official Erasmus+ Guide for the latest list).
  • Minimum group size: usually at least 16 participants from at least two countries.
  • Project duration: between 5 and 21 days (excluding travel days).

3. Find a Partner Organisation

Collaborating with organisations from other countries is crucial. Here’s how to connect:

  1. Use the Erasmus+ platform or National Agency portals to search for partners.
  2. Attend networking events, info days, or online forums dedicated to Erasmus+ Youth Exchanges.
  3. Reach out via email with a clear project idea and proposed dates.
  4. Agree on roles, tasks, and financial responsibilities early on.

4. Prepare Your Application

Your application typically consists of:

  • KA1 Application Form: Filled in the European Commission’s Mobility Tool+ or National Agency e-form.
  • Project description: objectives, target group, planned activities.
  • Detailed programme: schedules, methodologies, and trainers/facilitators.
  • Letter of support or partnership agreement from each organisation involved.

5. Draft the Project Plan

A well-structured project plan demonstrates clarity and feasibility:

  • Objectives: Define 2–3 SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound).
  • Activities: Describe ice-breakers, thematic workshops, cultural evenings, evaluation sessions.
  • Methodology: Emphasise non-formal learning, peer-to-peer, and intercultural dialogue.
  • Results & Impact: Explain expected outcomes for participants and partner organisations.

6. Budgeting and Financial Planning

Allocate costs under approved budget categories:

  1. Travel costs: Calculated using distance bands.
  2. Organisation costs: Venue hire, materials, local transport.
  3. Individual support: Meals, accommodation, and insurance per participant per day.
  4. Exceptional costs: Visa fees or specific support needs.

Ensure your budget is realistic and follows Erasmus+ flat-rate rules where applicable.

7. Submit the Application

  • Check the National Agency deadline (varies by country, typically twice a year).
  • Upload all required documents: signed partnership forms, budget tables, and activity programme.
  • Review and validate the form in the Mobility Tool+ or National Agency portal.
  • Submit well before the deadline to avoid technical issues.

8. After Submission: What to Expect

  • Eligibility check: National Agency reviews completeness and basic compliance.
  • Quality assessment: Evaluation committees assess relevance, design, impact, and budget.
  • Feedback & results: Usually announced within 3–5 months after the deadline.
  • Grant agreement: If selected, sign the agreement and prepare for project implementation.

9. Tips for a Strong Application

  • Be clear and concise: Avoid jargon and keep sentences direct.
  • Highlight innovative methods: Show how your activities differ from standard exchanges.
  • Ensure balance: Include both learning objectives and intercultural components.
  • Engage participants: Demonstrate how young people will be involved in planning and evaluation.
  • Sustainability & dissemination: Plan how to share results locally and internationally.

Conclusion

Applying for an Erasmus+ Youth Exchange requires careful planning, a clear project idea, and reliable partners. By following this step-by-step guide and paying close attention to eligibility criteria, budget rules, and quality of proposal, you’ll be well on your way to securing funding and delivering a memorable, impactful exchange for young people.

This article was co-written by an AI assistant and 

Huseyn Abizadeh
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