How to apply for a project?

As we believe the youth exchange project would be the easiest and most beneficial to apply at the beginning of the journey of folklore organisation with Erasmus+.

So what to do in order to apply for your first (or maybe even next) youth exchange project?

All of projects should start with a need analysis. We encourage your team to meet with young people with whom you work and check with them what their needs and interests are and why they would like to participate in/organise an international project.

When your youth’s needs are recognised, you can proceed to contact organisations whose youth might have similar needs. Based on experience, we dare to say that the most successful cooperation happens when the project idea is based on the common needs of young people. Only then are they involved in the whole process, and they become co-creators of the project. Such a thing gives them empowerment, which can boost their self-confidence and develop their skills of initiative and entrepreneurship.

You can start planning your exchange when you establish contact with partner organisations (or organisations). First, discuss your aim and how you will achieve it by specific objectives. Do research on how this problem is tackled in your countries; it is also beneficial to gather statistics/data relevant to the identified problem (it always looks good in the application for funds!).

When you have all of this plan with your youth and partners timetable of youth exchange. Such programs usually last a few days (most commonly, we would say, between 6—10 days). Remember that all activities should be based on nonformal education methods (“a mix of workshops, exercises, debates, role-plays, simulations, outdoor activities, etc.”). Usually, the first working day is dedicated to getting to know each other, setting up some ground rules for living and working together, spotting fears, expectations and contributions and team building activities. The last day of the exchange usually focuses on developing future plans, making dissemination plans for the exchange results and evaluating the whole exchange. In between the first and last day, you decide what activities your youth would like to organise.  Different activities would be in a theatrical project, different in a project about ecology or entrepreneurship.

Keep in mind to have a space for participants’ reflection on their learning [we usually do reflection groups at the end of a working day – participants meet with their leader to identify what they learnt during the day]. That is the most important part of the project. The tool which you should use for reflection is Youthpass 8 key competences – be sure you got familiar with this concept ( 

When you have your timetable of activities, and you have established your aim and objectives, there is a time to start filling out the application form. If your organisation is not registered yet in the EU system, please do so on this website: (also, make sure all your partner organisations are registered there and obtained so-called OID number – a unique for each organisation code consisting of one letter and 8 numbers – it is necessary to take part in an EU project including Erasmus+).

Now you are ready to fill out the application form, which you can find here: [find Mobility of young people (KA152-YOU)].

When applying, please keep in mind the rules of Erasmus+ regarding youth exchanges:

  • it is an intentional activity, which means that at least 2 groups of young people from different countries can organise such an activity (can be multiple countries, which is usual practice)
  • young people take an active role in the preparation, implementation and dissemination of the results
  • it can last between 5 and 21 working days (in the application, you can add up to 2 days for travel)
  • minimum number of participants is 16, while the maximum is 60
  • minimum number of participants per country is 4 (plus one leader)
  • it is possible to involve maximum 2 facilitators – people who support young people in the facilitation of their learning process during the mobility
  • participants should be between 13 and 30 years old
  • for leaders, there is no age limit
  • leaders suppose to take care of a group of young people. Ideally, they work with them as youth workers on a daily basis. The role of a leader is to make sure that
    reflection of learning happens during mobility. Also, a leader’s role is to ensure that participants’ security is sustained
  • leaders can meet a few weeks/months before the exchange for a so-called Preparatory Visit. Such a visit aims to prepare the exchange, discuss risks which can
    happen during the implementation and how to prevent them, establish a common understanding of activities, discuss a plan for the dissemination of results and provide a space for leaders to meet with each other (which is often very crucial for the success of the exchange)
  • youth exchange is not a tourist trip. It is not as well “academic study trips; exchange activities that aim to make financial profit; exchange activities that can be considered as tourism; festivals; holiday travel; performance tours, statutory meetings, training courses by adults for young people”.

More official information about youth exchanges you can find here:

and in the Erasmus+ Programme Guide on pages 139 – 151 [Version 2 (2023): 21-12-2022].


We strongly advise you to try to apply for a youth exchange project.

Such projects have a profound influence on young people and on youth organisations. In case you would need further support, do not hesitate to contact us by e-ail: – we will gladly answer your doubts or offer support when you decide to apply.