Dear IFLC Representative & Participant,

We kindly request your careful attention to the following information to ensure a seamless preparation and organization namely visa applications, accommodation, sightseeing tours and farewell for the upcoming IFLC events – “Colors of Voices” & “Colors of Voices – Turkish” song contests in Paderborn and “The Most Beautiful Story” in Frankfurt.

To ensure smooth travels and a hassle-free experience, Academy Verein für Bildungsberatung e.V. will send out invitations for German visas to all guests who will be participating in the program. We have appointed Mr. Aydın Panayır to oversee all correspondence and organization on behalf of Academy Verein für Bildungsberatung e.V. For any inquiries, please direct your messages to Mr. Aydın via the following e-mail address: info@intflc.de.

OFFICIAL STATEMENT

We would like to remind all participants and attendees that the protection of personal data is of utmost importance to us. In accordance with the “Personal Data Protection Law” that was implemented in Europe in 2018, we will only be sending student invitation information through email communication as required by the General Data Protection Regulation (GDPR). For added security, we ask that any Excel or PDF files sent via email are encrypted to safeguard all personal information. Furthermore, we wish to reiterate that no passport, official or private information, such as name, surname, date of birth, etc., will be transmitted through messaging apps, including WhatsApp or any other social media platforms.

1. As a requirement for all participants over the age of 18, we kindly request that you fill out the necessary forms in person upon arrival in Germany. For those under 18 years of age, we require that the forms be signed by their parents and sent to us prior to your arrival.
2. In addition, we would like to emphasize the importance of having Travel Health Insurance for all students and teachers attending the IFLC events in Germany. Please ensure that you have obtained this document and have sent it to us via email.
3. We ask that you thoroughly fill in the attached documents, sign and scan them, and send them to us via email. Please note that hardcopies of the forms should be handed to Mr. Aydın upon your arrival in Germany.
4. Participants and instructors traveling to Germany for the program are required to accurately complete the Excel spreadsheet that will be provided. As these documents and forms will be submitted to the appropriate authorities for visa invitations, any errors, including those in spelling or dates, may cause delays or unfavorable outcomes in the visa process. We kindly ask you to verify the information prior to submitting it.
5. In the Excel spreadsheet, kindly indicate the roles of students and teachers in English. Due to potential discrepancies with Turkish equivalents, complications may arise at the Consulate.
6. Visa invitations will be exclusively issued to students and teachers as determined by the IFLC. Please note that no invitations will be extended to school officials, parents, or other parties.
7. For border crossings, invitations without the guarantor statement will also be dispatched to countries exempt from Schengen visa requirements (e.g., Romania).
8. Please be advised that altering the provided invitations or using them on behalf of another individual is strictly prohibited and unlawful.

Documents required for submission via email:

1. “Agreement_Teilnahmevereinbarung” (Participation Agreement) A1a (Student – Teacher) (Individuals aged 18+ must sign themselves; parents must sign for minors.)
2. “Consent_Einverstaendniserklaerung” (Agreement on Data Sharing) A2 (Student) (Individuals aged 14+ must sign themselves; parents must sign for minors)
3. Travel Authorization A3 (for Student)

Forms to be submitted via email for reception, departure, and accommodation:

1. Flight information form (Chaperon – Student)
2. Participant list (Chaperon – Student) for participants not requiring a visa.

(To avoid complications with accommodation and reception, please complete and submit these forms by May 10, 2023.)

Arrival and departure dates in Germany: May 28 / June 12

Recommended arrival and departure airport locations in Germany:

For arrival: Dortmund, Düsseldorf, Cologne airports.

For departure: Frankfurt airport.

Participants arriving or departing from alternative locations must arrange their own transportation to the hotel.

Please contact us for unique or additional situations.

Points to consider for airport entry in Germany:

We recommend carrying your passport, insurance certificate, invitation card, return ticket, and accommodation information, as German customs may request these items.

For customs-related issues, contact Mr. Oğuz Dal (+49 (0) 69 943 183 183 74).

For airport transportation concerns, contact Mr. Aydın (+49 (0) 176 23 13 73 86).

Rest assured, airport greeters will be coordinated with the chaperons several days before the flight.

Weather and health precautions:

• During the program dates, regional weather is typically 15-25 degrees Celsius during the day and 8-15 degrees at night. Evening weather may be cool and rainy, so please plan your attire accordingly.
• Participants with chronic illnesses should inform us in advance.
• Participants should bring any necessary medications they regularly take.

Documents required for hotel check-in and registration procedures:

• Passport photocopy,
• Proof of insurance,
• Originals of A1a, A2, A3 documents.

Gifts:

• Please bring traditional souvenir and cultural gifts representing your country for protocol visits, programs, and gift exchanges.
• We suggest bringing extra gifts for exchanges during family visits.