Practical information

The Energy Community Secretariat is committed to delivering well-organised, accessible, and sustainable events that connect stakeholders across the region and beyond. Event management integrates green principles aimed at minimising the ecological footprint of every meeting.

Participants can join events either in person or virtually, with a streamlined registration process offering flexibility—including secure account-based registration and easy guest registration for open events. This page also provides clear guidance on travel reimbursement eligibility and procedures to support participation across all formats.

Find all the essential information here for a seamless and responsible event experience, from registration and participation to reimbursement.

Principles
Principles
- Hybrid events
  In the post-COVID-19 era, the Secretariat has fully transitioned to hybrid events as a standard format. This approach reflects our commitment to flexibility and sustainable event management in line with EMAS (Eco-Management and Audit Scheme) principles.
  
  Our online registration forms allow you to choose between in-person or online participation.
  
  Upon registration, you will receive a confirmation email with a virtual participation link and the option to save the event directly to your calendar.
- Three types of event registration
  Login-Based Registration
  To register for most Energy Community events, you must first log in to your user account.
  If you do not yet have an account, you will be prompted to create one before proceeding with your event registration. The user profile setup includes two email fields, allowing you to register either for yourself or on behalf of another person.
  
  Closed Registration (by invitation only)
  Some events are restricted to nominated participants. In these cases, registration is limited to members of a specific group. You must have valid group membership to access and complete the registration for such events.
  
  Open Guest Registration (no login required)
  For selected open events, guest registration is available without requiring a login or account creation. This simplified option is designed to support broader outreach and ease of access—primarily for online participation, though not limited to it.
Event Registration Guide
Event Registration Guide
- How to register for an Energy Community event
  Most Energy Community events are open to the public. Anyone interested can register independently by following the steps below.
  
  Step-by-Step Registration Process
  
  Visit the Event Page
  On the relevant event page, you’ll find a registration box. The content of this box will change depending on whether you are logged in or not.
  
  New Users: Create an Account First
  
  Click "Register as a new user" below the login fields.
  
  Fill in your personal information and submit the form.
  
  You’ll receive an email with your login credentials. Confirm your account by clicking the verification link in that message.
  
  Existing Users: Log In and Register
  
  Enter your username or email address and password to log in.
  
  Once logged in, the registration form will become accessible from the event page.
  
  Forgot Your Password?
  
  Click "Forgotten password" under the login fields.
  
  Enter your email to reset your password. Make sure to follow the password requirements during reset.
- Restricted registration events
  Some events, such as those for the Permanent High Level Group, ECRB, Task Forces, or Coordination Groups, are by invitation only. These events require both:
  
  An active user account
  
  A valid group membership assigned by the Secretariat
  
  What to Do If You’ve Been Nominated but Cannot Register
  
  If you’ve been nominated for a restricted event but are unable to register, it’s likely that one of the following is missing:
  
  You do not yet have an active user account:
  
  Please create an account first by clicking “Register as a new user” on the login page.
  
  Follow the instructions to confirm your account.
  
  You have an account but lack the required group membership:
  
  Please email to us or the contact listed in your invitation
  
  Be sure to include the name of the event you wish to attend.
  
  Once your group membership is confirmed, return to the event page, log in, and complete the registration.
- After registration: What to expect and how to cancel
  Once you have successfully registered for an event:
  
  You will receive an automated confirmation email
  
  If you return to the event page while logged in, the registration box will display your registration status
  
  You will also see an option to cancel your registration, if needed
  
  Confirmation Email
  
  The confirmation email includes:
  
  A virtual participation link
  
  An option to save the event to your calendar (the calendar entry includes the virtual link)
  
  If you don’t see the confirmation email in your inbox, please check your spam or junk folder.
  
  Changing or Canceling Your Registration
  
  If you can no longer attend:
  
  Log in and revisit the event page
  
  Use the "Cancel registration" option in the registration box
  
  A cancellation confirmation email will be sent automatically
  
  Note: If you originally registered for in-person attendance, you can cancel and then re-register for virtual participation at any time.
Reimbursement
Reimbursement
- Eligibility and covered costs
  Eligibility depends on your organisation, the type of meeting, and whether reimbursement is explicitly indicated in the invitation. The Energy Community reimburses travel and accommodation costs only—no per diems are paid.
  
  The following individuals may be eligible for reimbursement:
  
  Officially nominated representatives of state authorities from Contracting Parties and Observers under the Energy Community Treaty;
  
  Participants from a target group under project-based activities (e.g. EU4ENERGY);
  
  Members of the Advisory Committee;
  
  Invited speakers with prior approval from the Director;
  
  Consultants contracted by the Energy Community Secretariat, where participation is required or approved by the Director.
  
  As a general rule, only one representative per institution is eligible for reimbursement, unless the Director decides otherwise. For workshops and conferences, up to two representatives per Contracting Party or other beneficiary countries may be reimbursed, unless the Director decides otherwise.
  
  Eligible meetings include:
  
  Institutional events (Ministerial Council, PHLG, ECRB, Forums, etc.);
  
  Parliamentary Plenum, Task Forces, Coordination Groups;
  
  Budget Committee meetings;
  
  Advisory Committee meetings;
  
  Secretariat-organised workshops and conferences as part of the official Work Programme;
  
  Meetings organised within the scope of project implementation.
- What can be reimbursed?
  Reimbursement limit: Total reimbursement may not exceed EUR 880 per participant, per meeting. This limit may change depending on budget availability.
  
  Travel is reimbursed only if undertaken via the most direct and cost-effective route.
  
  The following means of transport can be reimbursed:
  
  Economy-class air travel;
  
  Second-class train tickets;
  
  Travel by private car (mileage reimbursed in accordance with Austrian rates);
  
  Public transport (metro, bus, train).
  
  Note: Taxi costs are only reimbursed if public transport is unavailable or unreasonable, or where travel takes place before 08:00 or after 22:00 for security reasons.
  
  Accommodation:
  
  Reimbursement covers only the minimum period of stay necessary for participation;
  
  Up to EUR 165 per night;
  
  Only accommodation costs are reimbursed. Any other expenses related to the hotel stay (e.g. minibar, parking, internet, non-included breakfast) are not reimbursed.
- How to claim reimbursement
  Reimbursement claims should be submitted within 30 calendar days after the date of the meeting.
  
  To submit a reimbursement claim, follow the steps below:
  
  • Log in to your account on the Energy Community website, go to Past Events, and select the relevant event.
  • Click the Reimbursement Form (visible only if you registered for the event).
  • Complete the form and upload the required supporting documents (tickets, invoices, receipts).
  
  Note:
  
  Reimbursement will not be made without supporting invoices or receipts.
  
  Avoid using special characters in text fields, as this may cause submission errors.
  
  Allowed file formats are PDF, JPG, JPEG, PNG, and GIF. Word files are not accepted.
  
  If you revise your form, all attachments must be re-uploaded, as previously uploaded files do not carry over automatically.
  
  In duly justified exceptional cases, a written claim may be submitted by email, by submitting the completed “Annex II - Travel Reimbursement Request” accompanied by all supporting documentation. The applicant must explain in the email the reasons justifying the use of this exceptional procedure.
  
  Reimbursements are made by transfer in Euros to a bank account. For questions, write to us.

Practical information

Principles

Event Registration Guide

Reimbursement

REFERENCE DOCUMENTS

USEFUL LINKS