I have just talked to the travel agent and we have agreed on the way to work, which is the same we used for the Danish Weekend.

- Some margins are pre-agreed with Valentín (our contact in the travel agency) so he can book the regular flights e.g. any flight under 200€ in Europe is ok, anything below 700€ in US is ok, etc.

- The people that get sponsoring approval receive the instructions to contact the travel agent and their request: flight dates, origin, full name, phone number and any other special consideration.

- Each sponsored participant is responsible of providing the information to the travel agent and answer any questions from them.

- If the flights agreed are within the price, Valentín book the flights and CCs the council representative (council@? anybody specific?).

- If they are more expensive, or there is no Sunday afternoon flight etc then he check with the council representative to see what to do.

- Valentín sends periodical expense reports to know how close are we from the sponsoring budget limits.

It's easier done than actually explained here.

So the first thing I need is the contact person to deal with Valentin,. to make the presentations and let you start the process.