Rejestracja na Pre-Program Assembly rozpocznie się 10.04.2024 o godz. 15:00.
Formularz rejestracyjny
1. Definition of terms and abbreviations used:
| SWY | Ship for World Youth Program |
| Ex-PY | Ex-Participant in the Ship for World Youth Program |
| GA15 | The 15th Global Assembly of Ship for World Youth – Sweden 2024 |
| PPA | Pre-Program Assembly before the 15th Global Assembly – Poland 2024 |
| PPA-OC | The Organizing Committee of the Pre-Program Assembly |
| SWY Poland | Ship for World Youth Committee – Poland |
| OPY | Overseas Participating (Non-Japanese) |
| JPY | Japanese Participant |
2. Registration procedures:
2.1 You can apply online through the SWY Poland website swyaa.pl
2.2 Please fill out the Registration form correctly and accurately.
2.3 Ensure that the conditions for participation are met:
- The participation of SWY friends/familyis linked to the participation of SWYer/Ex-Pys
- Registration is to be done within the specified dates.
2.4 To submit a scanned/clear photo of your passport along with your photograph (To be able to check-in to the hotel before your arrival and save time.)
2.5 The personal photo must be clear to be used on the participation card. It is preferable that the photo has the following specifications:
- In color
- 2 x 2 inches (51 x 51 mm) in size
- Taken within the last 6 months to reflect your current appearance.
- Taken in front of a plain white or off-white background.
- Taken in full-face view directly facing the camera.
2.6 After submitting the application form, the applicant will receive a copy of the registration form by email, and within 5-7 working days the applicant will receive a registration confirmation email containing the details of the SWY Poland bank account and schedule of Pre-Program.
2.7 Payment of the registration fee must be made within 5 working days after receiving this e-mail.
2.8 The payment confirmation receival will be sent to applicant within 5-7 working days.
2.9 Failure in complying with payment within 5 working days will result in cancelation of registration.
3. Regular Registration:
3.1 Regular Registration: the application starts on 10th 2024, and it is available until 30th April 2024 (Depending on number of participants already registered and if there is still capacity available.)
3.2 Regular registration will be for the Pre-Program Assembly (remember that if you want to register for 15th Global Assembly you have to fill the Swedish form)
3.3 The following are allowed to register for the program: SWYer, SWY friends, and SWY family (priority for SWYer/Ex-Pys)
3.4 Advisors/facilitators/admin staff can register/participate as Ex-participants in Regular registration program (he/she must choose the batch in which he/she participated)
3.5 The fees will be as follows:
- Twin sharing room: 950 Euro.
- Single room: 750 Euro.
In this price is included: 2 nights in 4-stars hotel, ferry to Sweden, airport transfer, alimentation and all activities during the program.
3.6 We are during the negotiations so the prices can be updated to lower. In case of reduction of prices, the difference will be refunded to your account)
4. Method of Payment :
The method of payment for the Pre-Program are the same for all participants, after completing the participation form:
4.1 Make sure that you write your email and phone numbers correctly in the registration form.
4.2 After completing and submitting the registration form, you can choose if you want to receive a copy of your form.
4.3 Payment is through direct bank transfer.
4.4 Payment of the registration fee must be made within 5 working days after receiving registration confirmation email from PPA-OC.
4.5 The full participation fee must be paid.
4.6 Any additional fees by the bank to be paid by the applicant (transection fee, tax, ..etc.)
4.7 A screenshot/photo of the payment’s confirmation to be sent to “swypolska@gmail.com”.
4.8 The payment confirmation receival will be sent to applicant within 5-7 working days after payment.
4.9 Failure in complying with payment within 5 working days after submitting the application/registration form, will result in cancelation of registration.
4.10 If you do not receive any confirmation within 5 working days:
- Make sure to check the Junk/Spam/Unknown box.
- Contact PPA-OC through the mail (swypolska@gmail.com) or WhatsApp number (+48 602 463 271), (+48 603 478 479) if you need any assistance.
5. Participants’ arrival and departure flight details:
5.1 The PPA-OC Team will contact you via email about the Plan of your arrival and departure and will provide a link to fill in the details of your flight after the registration ends. So, it is time to fill out the details form, asking for many details including your flights. Within 2 days, the PPA-OC team is going to send you an email, confirming that your details arrived smoothly. Please consider booking your flight at a time that aligns with the check-in and check-out timings.
6. Non-SWYers Registrations: (SWY friend or family member):
6.1 All family members and friends accompanying a SWYer/Ex-Pys can join the program and. However, SWYer/Ex-Pys have the priority to register.
6.2 SWY family members and friends can register in the Regular registration only if there are places available.
6.3 Only people over the age of 18 can participate in the event.
7.Check in & Check Out policy (Accommodation):
7.1 Standard Check In time is 15:00 hrs.
7.2 Check Out time is 12:00 hrs.
7.3 Room for Early check in prior 11:00 hrs. is required to be pre booked from the previous night.
7.4 Early check in from 11:00 – 13:00 hrs. will be charges 50% of the room rate.
7.5 Early check in after 13:00 hrs. will be on complimentary basis, subject to availability.
7.6 Late check out after 12:00 hrs. but prior to 18:00 hrs. on the day of departure will incur a room charge equivalent to 50% of the full night’s accommodation rate.
7.7 Late check out after 18:00 hrs. on the day of departure will incur a room charge equivalent to one night’s full accommodation rate.
7.8 Please note that all early check in and late departure requests are subject to availability at all times.
7.9 Any costs of the above will be incurred by the participant.
8. Cancellation Policy:
8.1 In case the Participants declare that he/she would like to cancel or amend the registrations programs Unfortunately, a Cancellation/No Show /Early Departure Fee will be charged to the participant as per the below, who agrees to pay this compensation to the PPA-OC.
Please note the following cancellation policy:
- Cancellation before 30th April 2024 = 50% refund (minus transaction costs).
- Cancellation on or after 30th April 2024 = 0% No refund.
8.2 In case a replacement participant is found no fees will be charged and will be fully refunded. However, the international money transfer charge will be deducted from the refunded amount of the participant.
9. Travel documents:
9.1 Passports should be valid at least six months longer than the expiry date of the requested visa.
9.2 The participants are expected to arrange their entrance visa on their own. The PPA-OC can prepare an invitation letter for the visa application upon request.
9.3 The term “official passports” covers diplomatic, service, special and official passports. Visa requirements for entering Poland vary between different nationalities and it is always advised to check regulations before traveling. You can find the details about your country’s visa requirements at this link (https://www.gov.pl/web/udsc/wizy).
Important notes:
- You will receive the schedule in email after registration.
- Standard Check In time is 15:00 hrs and Check Out time is 12:00 hrs.
- In case you plan to arrive in Poland on the 30th of July the participant will have to arrange his/her accommodation for the 30th of July night. Please inform the PPA-OC beforehand and it will be happy to arrange or suggest the stay for the 30th of July.
- If you have any question please feel free to ask us, you can contact us via:
Email: swypolska@gmail.com
Instagram: swyaapoland
Facebook: SWYAA Poland
WhatsApp: +48 602 463 271, +48 603 478 479
We hope that everyone will respect the customs,