Erasmus+ Master Guide 2026: FAQ and how to apply for a project (III)

This article is part of a series known as Creatosphere’s Ultimate Erasmus+ Master Guide! Be sure to check out all three parts!

These are some of the most common questions young people, youth workers, and new applicants in our network ask every single year. And we get it – the world of non-formal education and experiential learning has grown a lot through the Erasmus+ programme, and the ecosystem is huge. It’s exciting, but it can feel overwhelming if you’re just stepping in. And sometimes, as exciting as it is, we can get lost in it.

Last year we created the 2025 edition of this guide, and it was wildly successful. That’s why now we’re coming with the 2026 edition of the Ultimate Erasmus+ Master Guide – a clear, friendly, and experience-based roadmap to help you. In this part, we focus on Frequently Asked Questions and how to write the perfect application!

Applying for a project: tips for a successful Erasmus + application

With the rise of ChatGPT, many people are applying to all sorts of programmes, and it might sometimes be hard to stand out in the sea of applications. As project coordinators who have read hundreds of Erasmus+ applications, we will do our best to give you insight as to what a project organiser is looking for when going through an application.

1. Short and concise answers

Here’s something that every project coordinator wants to tell you: we’re tired of reading ChatGPT answers. We want to connect to your story, see the real “you” behind the text, and find out what makes you shine. We would much rather prefer to read short, straight to the point answers, than long paragraphs of AI-generated text. We don’t care about grammar as much as we care about the human behind the screen, so don’t worry – your English doesn’t need to be at an advanced level for you to apply, as long as you have the drive and motivation to join. Some project applications are quite long, so we don’t expect you to come up with essays – just be natural, honest and let your personality shine through.

2. Connection and motivation related to the topic

We want to see why you’re interested in the project, what spiked your interest and how you’ll be able to contribute with your presence. If you’d like to explore the topic in-depth, or maybe there’s a specific piece of information that you’d like to learn, or maybe a specific method you’d like to experience, share it with us! If you’re here to meet people, exchange ideas and you know you have a bubbly personality that can contribute to the mood of the rest of the participants, please share it! We’d love to see both your strengths and learning goals, so don’t be afraid to speak in details. Mention specific ways you can contribute to the project, such as:

3. Vulnerability

We enjoy hearing the stories of people. If you’ve faced challenges that relate to the project’s theme, share how you’ve grown from them. Be honest about your weaknesses – mention what you’d like to improve or learn. For us, it’s also important to see how participating in the project aligns with your personal journey.

4. Approachability

We like to see people who get along with others in an intercultural setting and can bring value to a group. In your application, use warm, conversational language – readability is more important than fancy vocabulary.  Highlight past experiences where you collaborated well with others, show us you’re a team player!

5. Ability to deliver the learning back home

Share how you intend to use the knowledge gained, for example hosting workshops, leading discussions, or creating online content. Explain how your participation could benefit others around you in your local community.

Extra tips:

• Avoid generic responses. Tailor your answers to the specific project – no project coordinator likes to think that you’re applying to everything you see.
• Double-check for typos, but don’t overthink. Imperfection is okay.
• Late applications rarely make a good impression. Submit as soon as possible, as most applications are accepted on a rolling basis.

Preparation and follow-up

Once you’ve been selected to participate in an Erasmus+ project, preparation is key. Here are some tips to prepare adequately:

1. First things first, read the infopack again

The project’s infopack is your go-to guide. Most logistical details—like accommodation, meals, and reimbursement policies—will be outlined there. Revisit it to ensure you haven’t missed any critical information.

2. Plan your transportation

Clarify how travel arrangements will be managed. Ask:

• Who pays for the tickets initially? Will you cover the cost and get reimbursed, or will the sending organization handle the purchase?
• Who finds the tickets? Do you need to find your own itinerary, or will the hosting organization suggest travel plans?
• Once your travel plans are confirmed, buy your tickets as early as possible to secure lower prices. Keep all original receipts and travel documents organized in a dedicated folder. For flights, take screenshots of your boarding passes, as digital ones may disappear from airline apps. Following the project coordinator’s reimbursement guidelines is crucial in this step so that reimbursement procedures are as simple as possible.

3. Time to pack!

Packing for Erasmus+ projects involves more than just clothes:

• If the event includes an intercultural evening, bring something unique from your culture – such as food, traditional clothing, or a presentation.
• Consider the season and location of the event to pack appropriately. Most details about what you need you will be able to find in the infopack.
• Don’t forget essentials like a reusable water bottle, power adapters (are the sockets the same as they are in your country?), and any specific items mentioned in the infopack.

4. Connect with other participants

Join any groups created for the project, such as on Facebook or WhatsApp. These platforms are great for networking, coordinating travel with others, and sharing tips or questions about the event.

5. Communicate with your sending organization

Reach out to your sending organization before the project begins. Getting to know them will help you better understand their expectations, the support they offer and what you may need to prepare.

6. After the project

Your role as a participant doesn’t end when the project concludes. Here’s how to make the most of the experience:

Plan a follow-up activity

Most projects encourage or require participants to create a follow-up activity. This could be a workshop, presentation, or report where you share what you’ve learned with your community or organization. It’s a great way to amplify the impact of the project and inspire others. Take time to think about what you gained – personally and professionally. Write about it, share your thoughts with others, and incorporate the skills you learned into your daily life or work. The idea is that this beautiful world of international learning does not become a bubble – but that it spreads to a local impact.

Stay connected

Maintain the relationships you built during the project. Networking with participants, trainers, and organizers can lead to future collaborations and opportunities.

Frequently asked Erasmus+ questions

Of course, we’re perfectly aware that you may have more questions in regards to Erasmus+ as a whole. Here are some of the frequently asked questions we get:

1. I really like a project, but I cannot afford to pay the participation fee. Can something be done?

Many organisations charge no participation fee, but if there is one and you’re unable to pay, don’t hesitate to reach out to the sending organization or hosting organization. They may offer a reduction, waive the fee entirely, or help you find a solution. Be transparent about your situation as Erasmus+ programs often aim to make participation accessible to everyone. At Creatosphere, for example, we no longer ask for participation fee as of 2026, but if you’re willing to contribute and like our work – we accept donations!

2. What happens if I can’t afford the travel expenses upfront?

Travel costs are usually reimbursed after the project, but some organizations may help you cover them in advance if you can’t afford to pay upfront. Contact the sending organization as early as possible to discuss your options. Providing proof of financial need may be required.

3. What if I have dietary restrictions or special needs?

Inform the hosting organization about your dietary needs (e.g., vegetarian, vegan, gluten-free) or other requirements (e.g., mobility assistance) as soon as possible (this may also be asked in the application form). Erasmus+ projects are designed to accommodate diversity, and hosts usually strive to make adjustments to ensure your comfort and participation.

4. What if my travel plan changes or I miss a flight/train?

Immediately inform both the hosting and sending organizations. Keep all documentation (e.g., receipts, tickets) for any alternative arrangements you make. While travel changes may affect reimbursement, clear communication and evidence of unforeseen circumstances (like delays or cancellations) can help resolve issues. We recommend you to get a flexible ticket if that’s an option, as missing a flight will be much less of a hassle in those cases.

5. Do I need insurance for the project?

Yes, it’s usually required. Many Erasmus+ projects include reimbursable insurance for participants, but double-check the infopack or ask your sending organization. If insurance isn’t provided, you’ll need to arrange your own travel and health insurance. European Health Insurance Cards (EHIC) can be useful within the EU. We also recommend you getting additional travel insurance for lost luggage, missed connections and so on.

6. Do I need a visa to attend?

Check the visa requirements for the country hosting the project. If you need one, contact the hosting organization for an official invitation letter, which is often required for visa applications. Apply for your visa as early as possible to avoid delays.

7. Can I arrive earlier or stay longer than the project dates?

Yes, but only if it fits within the reimbursement rules. Erasmus+ typically allows a maximum of 1–2 additional days for personal travel, provided your total travel cost doesn’t exceed the allocated budget. Inform the hosting organization in advance, and make sure your plans don’t interfere with project activities.

8. What if I get sick or have an emergency during the project?

Inform the hosting organisation immediately. They are responsible for your well-being and will assist you with medical care or any necessary arrangements. Make sure you have your health insurance card or policy details on hand.

9. Can I skip certain activities during the project?

Active participation is a key expectation for Erasmus+ projects. If you’re unwell or have a valid reason to miss an activity, communicate with the trainers or organizers. Skipping activities without a valid reason may affect your participation.

10. Will I receive a certificate for participating?

Yes, Erasmus+ projects provide a Youthpass Certificate or equivalent, which documents your learning outcomes. Make sure you actively participate in all activities and complete any required follow-ups to receive it.

11. What if I don’t speak the main language used in the project?

Erasmus+ projects are designed for international participants, so activities are often conducted in simple English or another agreed-upon language. Trainers are skilled in facilitating inclusivity, and translation help from other participants is usually available if needed.

So, that’s it from us for the time-being. If you have any questions regarding Erasmus+, don’t hesitate to reach out to hello@creatospohere.org – we’re always happy to support! Check out some of our projects as well, we’ll be happy to see you there!