Important:  Please make sure all information is accurately completed to confirm your participation in the event. The details provided must be correct, as they will be internally verified by our Finance and Operations department. Kindly note that the requested information is solely for logistical management purposes, and we are not responsible for any inconvenience resulting from incorrect details.

*The booking reference refers to the number indicated on your flight, train, or bus ticket.

We are currently implementing a new reimbursement processing system. For that, we need to collect the email address of the person responsible for submitting your travel expenses to Equinet. If you do it yourself, please use your email address. 

If you have a colleague in the finance department who handles reimbursement requests, we will need their email address to inform of the reimbursement procedures.

Arrivals and departures

To ensure better coordination, please indicate your arrival date and approximate arrival time at the airport as shown on your flight ticket.
You should only provide travel details (arrival and departure dates) that correspond to the event dates.

Only participants who have received prior approval from Equinet’s Finance Department for an extra night or extended travel may indicate different dates. Without prior approval  travel costs and extra nights will not be reimbursed

Equinet will only cover flights or other means of transport that are directly related to attending the event*. If participants choose to arrive earlier or depart later than necessary for the event, these travel costs will not be covered by Equinet. https://equineteurope.org/equinet-at-a-glance/equinet-activities/equinet-travel-policy/ 

*If the participant decides to travel on a different day than originally requested for personal reasons, a separate recipets  must be issued with the exact flight price and submitted through our reimbursement form as usual.