Preparatory Visits

What are Preparatory Visits?

Preparatory visits provide an opportunity for education and training institutions to cooperate with their European couterparts in view of submitting future applications under the Leonardo da Vinci sectoral programme:

  • Mobility;
  • Partnerships; and
  • Transfer of Innovation (ToI).

There are essentially 2 different types of grants by which one may:
(a) Visit an eligible partner institution in another country to confirm a partnership and develop a work plan – a Preparatory Visit.
(b) Meet suitable partner institutions – by participating in a ‘contact–making seminar organised by a National Agency’ – a Contact Seminar.

(1) A Preparatory Visit aims to bring partner institutions together to discuss and develop an outline of the planned project and to start drafting the application form. As they are designed to pave the way for a project submission they must take place before the project application is actually submitted. The maximum duration of a preparatory visit is 5 nights, regardless of whether one or two institutions are visited. The visit must take place in the country of one of the potential partners.

(2) Contact Seminars are organised by different European National Agencies throughout the year. These contact seminars bring together interested institutions from various countries participating in the Leonardo da Vinci sectoral programme. Through workshops, one is given the opportunity to discuss the chosen topic, to get to know one’s colleagues in Europe and to develop new project ideas. Each Contact Seminar will focus on a specific theme relevant to vocational education and training. For information of current Contact Seminars, please refer to the Latest News Section of our website.

Funding provided

The grant provides a contribution to the costs needed for your activity to take place – travel costs and subsistence costs and contact-making seminar fees.
The maximum duration of a Preparatory Visit is 5 nights (normally including travel time).

A full list of the subsistence rates can be found at the back of the application form. N.B.

In order to ensure a wider visibility of the programmes avross different institutions, in principle, the Maltese National Agency will only fund one Preparatory Visit or one Contact Seminar per organisation, per sub-programme, per year.

Travel costs: These are based on real costs incurred and the grant will normally cover 100% of all travel costs with the most economical form of transport being used.

Subsistence costs: Subsistence costs cover accommodation and living expenses, including expenditure for local/regional travel during the mobility period abroad. Subsistence rates will be calculated and paid on the basis of the rates listed at the back of the application form, up to a maximum of 5 nights. The subsistence levels may be increased in the case of disadvantaged participants (e.g. persons who are disabled or have special needs when travelling and may need a carer to accompany them on the visit). The need for an increased amount will be assessed based on the information provided in your application form so you must mention any relevant information at the application stage.

Travel insurance is covered by subsistence. However, if you have an ‘all in’ package for a Contact Seminar then you can claim this as an additional cost and you should clearly request this in the budget section of the application form.

Contact Seminar fee (including subsistence costs): Most Contact Seminars have an ‘all in’ package fee for participation and subsistence, and if this is the case, there is no need to calculate additional subsistence costs. Please note that only in exceptional circumstances can the NA fund any extra subsistence costs on top of the Contact Seminar fee (i.e. if there is no opportunity to travel on the day before or after the seminar).

N.B. Applications are to be submitted to the National Agency by at least 8 weeks before the dates of the actual preparatory visit.

Applying for a Preparatory Visit

For a Preparatory Visit (to visit proposed project partners): Applications are to be submitted to the Maltese National Agency, the European Union Programmes Agency (EUPA) at the latest 8 weeks prior to the planned visit start date. It is advisable that applicants submit their application forms well in advance of the 8 week deadline to ensure that applications are processed in advance of the committee meetings and no changes to the original planned dates will be required.
When applying for a grant, the participation of 2 participants shall be taken into consideration only in the case where the participant has special needs for which the presence of an accompanying person is required.

The application process is as follows:

Download, complete, validate, save and submit the Preparatory Visit Application Form (available at the Resources section on this website).

Then follow the “Technical Instructions” document found at this link (for 2012) or found at this link (for 2013) and forward the printed application form to:

Preparatory Visits (Leonardo da Vinci)
Lifelong Learning Programme
European Union Programmes Agency (EUPA)
Continental Business Centre
Old Railway Track
Santa Venera SVR 9018

For Contact Seminars: please submit your application form to the Maltese National Agency, the European Union Programmes Agency (EUPA) by the specific seminar deadline as highlighted on the published list of Contact Seminars.

If you have any questions regarding Preparatory Visits, please contact the National Agency on 2558 6130 or email: