Kiri

EMSA Rules

on Reimbursement

of Expenses

to Experts

Prepare your travel with your mind at ease

In this leaflet, you will find the most important information on accommodation,

food, travel and transport allowances for your event organised by the European

Maritime Safety Agency.

3 important points to remember:

In case of any doubt on eligibility of your costs, please contact us at

[email protected]

In order to be reimbursed by the EMSA, you cannot receive a similar allowance from

your own administration for the same visit.

Make sure that you provide supporting documents no later than 30 calendar

days after the meeting ends.

Registration and submission of supporting documents is made using

EMSA Event Registration Tool

https://extranet.emsa.europa. eu/e-register/

The full set of rules can be found on the EMSA Event

Registration Tool under the above link

Are you requesting a payment to a private bank account ?

Travel expenses

Experts representing the government of a State/Country/Region

Bank account of a member state, one of its ministries or a public body will be used. Payment to a different bank account can be done only if the expert provides a derogation* from his/her employer.

Experts representing an entity of private or public law

Bank account of the represented entity of private or public law (private company or public institution), member state, one of its ministries or a public body will be used. Payment to a different bank account can be done only if the expert provides a derogation* from his/her private company or public institution.

Experts invited in their private capacity

The legal entity to be used is the expert himself. Payment will be done on any bank account indicated by the expert him/herself (i.e. their own private bank account or bank account of their organisation both private or governmental).

You will be entitled to reimbursement of your travel expenses between the place of departure and event’s location. However, the reimbursement will only be paid once you have presented the relevant supporting documents. Please keep in mind the most appropriate means of transport and economical rates when organising your journey. The Authorising Officer at EMSA has the right to restrict reimbursement amounts especially when they exceed €1,000 or when business class is used. As general rule, the means of transport used are the following:

• First-class rail travel • Economy class air travel

Private car:

• When used to reach the event place as an alternative to plane, train, or bus.

• To/from airport when distance is greater than 50 km and no public transport is available, or if the car is the only practical means of getting to the airport.

• Reimbursed at the rate of €0.28/km by default. Motorway tolls are reimbursed. Parking fees are not reimbursed, and you are liable for your own insurance.

Taxi or airport/hotel shuttle will not be reimbursed.

Accommodation allowance If you need to spend one or more nights at your event’s location due to events being incompatible with the transport times, you will also be entitled to an accommodation allowance. This allowance is €121 per night when the event is in Portugal. For other locations the amounts are indicated in Annex I of the Rules. The number of nights reimbursed may not exceed the number of event days + 1.

Daily allowance The daily allowance is a flat rate. It covers all meals and local transport (bus, tram, metro, taxi, parking), with the exception of transfers to and from the airport. It amounts to €95 per day of the event.

Distance to the event If the distance from the place of departure does not exceed 50 km, no reimbursement of travel expenses, accommodation and daily allowances shall be made.

Please consider CO2 emissions when choosing your mode of travel

(*) Derogation template available as Annex II to the EMSA Rules on Reimbursement of Expenses to Experts.

Agenda: European Maritime Safety Conference: Safety First EMSA Conference Centre , 08 December 2025

Monday, 08 December 2025

Time Agenda Item Speakers

09:30 – 09:40

Opening speech by EMSA’s Executive Director Maja Markovčić Kostelac Executive Director EMSA

09:40 – 09:45

Video message: Safety as a driver of the EU’s maritime competitiveness

Apostolos Tzitzikostas European Commissioner for Sustainable Transport and Tourism

09:45 – 09:55

Global spotlight: The international dimension of maritime safety Arsenio Dominguez Velasco Secretary-General International Maritime Organisation

Time Agenda Item Speakers

09:55 – 10:05

Maritime safety as a strategic asset: the Portuguese perspective José Manuel Fernandes Minister for Agriculture and Maritime Affairs Portugal

10:05 – 10:10

Video Presentation: Key Insights from the Maritime Safety Report

10:10– 10:30

EMSAFE: the scope, main findings, key figures, and research areas of the report

Santiago Encabo Head of the Safety Unit EMSA

10:30 – 10:35

Family picture

10:35 – 11:00

Coffee break

11:00 – 11:45

Charting the course of the EU maritime sector: safety first

Safety is at the heart of the EU’s maritime vision and outlook, helping to shape its policies and guide its evolution. Our safety philosophy is a key element of our maritime sector, which encompasses nearly a third of the world’s fleet by GT. But elsewhere, it can be less prioritised. How to bridge maritime safety capacity and capability gaps is therefore a pressing challenge both here in the EU and internationally.

Key topics of this session include:

• What are our most pressing maritime safety challenges in the EU today?

Moderator: Fotini Ioannidou, Director Waterborne, Directorate General for Mobility and Transport, European Commission Participants: Arkadiusz Marchewka, State Secretary for the Maritime Economy, Poland Eric Banel, Director General for Maritime Affairs, Fisheries and Aquaculture, France Karin Orsel, President, ECSA Thomas A. Kazakos, Secretary General, ICS

Time Agenda Item Speakers

• How does the EU drive maritime safety improvements at global level?

• How can digitalisation and innovation contribute to the improvement of maritime safety?

The session brings together industry leaders, policymakers, and regulators for a wide-ranging discussion on the EU maritime sector and its challenges and opportunities.

11:45 – 12:30

Passenger ship safety - a European challenge Through ownership and flag, EU Member States control approximately 30% of the world’s passenger ships, and around 400 million passengers embark and disembark through EU ports each year. But although the EU passenger fleet is growing in numbers, and individual vessels are growing in size and capacity, it is also getting older. Key topics of this session include:

• Can an aging fleet be compatible with modern safety and environmental regulations?

• What specific safety challenges are posed by larger capacity

passenger vessels? How do we begin to address them?

Moderator: Ilias Bissias, Editor in Chief, Naftika Chronika Participants: Ana Núñez Velasco, Director General of Merchant Marine, Spanish Maritime Administration Nikos Mertzanidis, Executive Director CLIA Europe Niclas Mårtensson, Stena Line Scandinavia AB (TBC) Elpi Petraki, Secretary General, Hellenic Shortsea Shipowners Association (TBC)

Time Agenda Item Speakers

• To what extent, and in which direction, should the EU push for further harmonisation of domestic ship safety standards? How can the role of flag states be supported?

The session engages the cruise sector, ferry lines, and administration to debate the most pressing issues in passenger ship safety today.

12:30 – 14:30

Lunch break

14:30 – 15:15

Navigating change: future technology, future safety

The EU’s ambitious maritime decarbonisation targets are being implemented against a backdrop of profound technological change. The transition – both sustainable and digital –requires a proactive, rather than a reactive, approach to maritime safety, both at regulatory and industry level.

Key topics of this session include:

• From a regulatory perspective, how do we ensure that safety standards evolve in line with technological advancements?

• As we transition to alternative fuels like ammonia and hydrogen, how does our approach to risk assessment and safety management need to evolve?

Moderator: Jan Fransen, Executive Director, Green Award Foundation Participants: Els Claeys, Head, Safety & Environment Shipping Policy, Belgium Sanna Sonninen, Maritime Director, Finnish Transport and Communications Agency Robert Ashdown, Secretary General, IACS Christophe Tytgat, Secretary General, SEA Europe

Time Agenda Item Speakers

• In this framework of change, what lessons can we integrate from other high-reliability sectors to further benefit maritime safety?

The session brings together representatives of industry, regulators, and policymakers to explore the practical safety implications of the sustainable and technological shift within the maritime sector.

15:15 – 16:00

A human-centred safety culture for Europe Over the years, the EU has built a strong and comprehensive maritime safety system that promotes quality shipping and cleaner, safer seas. To protect against both existing and emerging risks, this system must be continuously maintained and enhanced. And it must fully include the human element in shipping – the men and women who are the lifeblood of the sector. Key topics of this session include:

• How can the accident investigation activity contribute to the improvement of the safety culture?

• The real people behind the figures – what can we learn from

them?

• In the context of the risks posed by greater automation and decarbonisation, how can the current workforce be integrated into these changes and attract a more diverse workforce?

Moderator: Katy Ware, Head of Regulatory Affairs at Zodiac Maritime Participants: Paul Meyers, Chair of Permanent Cooperation Framework for Accident Investigation, Luxembourg Stephen Cotton, Secretary General, International Transport Workers’ Federation Camille Jego, Clinical Psychologist & Doctor of Psychology, Centre Ressource d’Aide Psychologique En Mer et aux Marins (CRAPEM)

Time Agenda Item Speakers

The session brings together voices from trade unions, investigators, and policymaking, together with a psychologist specialised in maritime accidents to engage with some of the key issues around current and emerging maritime safety risks.

16:00 – 16:10

Closing Remarks: A Call to Action for Maritime Safety Maja Markovčić Kostelac Executive Director EMSA

Page 1 of 2

EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal / emsa.europa.eu

To representatives of:

EU Member State’s, Norway and Iceland’s maritime

administrations

Lisbon, 13 October 2025

Invitation letter sent by e-mail only

Subject: Invitation to European Maritime Safety Conference:

Safety First, Lisbon, 8 December 2025

Dear Sir/Madam,

On Monday, 8 December 2025, EMSA will hold the European Maritime Safety Conference: Safety First

Conference at our premises in Lisbon, Portugal. This high-level event will mark the official launch of the

second edition of the European maritime Safety Report (EMSAFE) – the comprehensive overview of

maritime safety within the European Union.

This conference will bring together policymakers, industry leaders, social partners, and key maritime

stakeholders to explore current and future challenges to maritime safety identified in the EMSAFE report,

including passenger ship safety, the impact of emerging technologies on safety standards, the human element

in shipping, and maritime safety in the context of industrial competitiveness.

On behalf of EMSA, I would like to invite your representatives to join us on this landmark event that is planned

as per the attached agenda.

In addition, on the evening of 8 December, EMSA will be hosting a gala dinner for the participants. Further

details regarding the gala dinner arrangements will be shared closer to the date with those registered.

Your designated representatives are invited to register on-line for the event by 14 November at the latest

through the following link: https://extranet.emsa.europa.eu/e-register/1. Please log-in using the following

credentials: Username: emsa.guest2025 / Password: Participants2025. Once logged in, access the “EVENTS

REGISTRATION” button and from there select the link to European Maritime Safety Conference: Safety

First.

1 The processing of personal data by EMSA like in all the Union institutions and bodies is regulated by Regulation (EU) 2018/1725 of

the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions. The applicable rules related to personal data protection are available under the following link: http://emsanet/index.php/personal-data-protection.html

Page 2 of 2

EMSA will reimburse the expenses for participation of one representative per Member State. EMSA will cover

travel, daily allowance, and accommodation costs as per the EMSA Rules on Reimbursement of Expenses to

Experts. With respect to the daily subsistence allowance, experts will receive 95 € per day of meeting. As

regards accommodation, experts will receive a flat rate of 121 € per overnight stay (no supporting document

required) for the participants. The maximum number of overnight stays reimbursed is the number of meeting

days +1.

Pending confirmation at the end of the registration period and depending on the number of Member States’

representatives’ registered, on a first registered first served basis, EMSA may be able to reimburse additional

Member State’s participants. All possibly entitled Member States’ representatives should request the

reimbursement of expenses through the registration form.

Please note that only registered participants will be entitled to reimbursement and all supporting documents

for reimbursement must be submitted within 30 calendar days after the end date of the event.

For any further questions related to online registration or the reimbursement procedure, please contact the

Events Team (Tel: +351 21 1209 650, e-mail: [email protected]). Please do not hesitate to contact our

Ship Safety Team ([email protected]) should you have any questions regarding the event.

Yours sincerely,

(e-signed)

Maja Markovčić Kostelac

Executive Director

Annex:

- Draft Agenda for the meeting

- EMSA Expert Expenses Leaflet

- List of hotels with negotiated rates

Page 1 of 2 [email protected] EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal

emsa.europa.eu

List of hotels with negotiated rates

Limited number of rooms pre-booked for European Maritime Safety Conference: Safety First

Olissippo Saldanha **** (+/- 20 minutes by Metro from EMSA headquarters) Av. Praia da Vitória nº 30 1000-248 Lisboa Tel. 00351 210 006 690 Fax:00351 210 006 699

OLISSIPPPO SALDANHA Single room per night Double room per night

Doubles Standards 105,00 Euros 115,00 Euros

Prices includes VAT and buffet breakfast; turistic taxes not included

Olissippo Marquês de Sá **** (+/- 20 minutes by Metro or bus from EMSA headquarters) Av. Miguel Bombarda nº 130 1050-167 Lisboa (+351) 217 911 014

OLISSIPPPO MARQUÊS DE SÁ Single room per night Double room per night

Doubles Standards 95,00 Euros 105,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.olissippohotels.com

Hotel Vincci Baixa **** (15 minutes walking from EMSA headquarters) Rua Do Comércio, nº 32 e 36; Rua Do S.Juliao, nº 47 e 57 1100-150 Lisboa Tel. 00351 21 880 31 90 Fax. 00351 21 886 60 81 www.vinccihoteles.com

VINCCI BAIXA Single room per night

Doubles Standards 180,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.vinccihoteles.com

Page 2 of 2

Altis Grand Hotel ***** (+/- 20 minutes from EMSA headquarters) R. Castilho 11 1269-072 Lisboa Tel: 00351 21 310 60 90

ALTIS GRAND HOTEL Single room per night Double room per night

Doubles Standards 210,00 Euros 230,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.altishotels.com

List of hotels with EMSA special rates but no pre-booking (in case you proceed with a reservation on one of those hotels, please mention EMSA guests):

Hotel Vincci Liberdade **** (+/- 15 minutes by Metro from EMSA headquarters) Rua Rosa Araujo, 16 1250-195 Lisboa, Portugal Tel. 00351 213 50 26 00 Fax: 00351 213 50 26 01 www.vinccihoteles.com

Hotel Avani **** (+/- 15 minutes by Metro from EMSA headquarters) Rua Júlio César Machado, 7/9 1250-135 Lisboa, Portugal Tel. 00351 21 359 10 00 Fax: 00351 21 359 12 45 [email protected]; [email protected]

http://www.minorhotels.com/pt/avani/lisbon; www.tivolihotels.com

Lisbon Arsenal Suites **** Rua do Arsenal, 60 1100-038 Lisbon + 351 213 420 860 Lisbon Arsenal Suites - Downtown Lisbon Hotel - Hotel Lisbon City - Cheap Hotel Lisbon City - Lisbon Arsenal Suites

LX Boutique hotel **** Rua do Alecrim, 12 1200-017 Lisbon + 351 213 474 394 https://www.lxboutiquehotel.com/

EMSA Rules

on Reimbursement

of Expenses

to Experts

Prepare your travel with your mind at ease

In this leaflet, you will find the most important information on accommodation,

food, travel and transport allowances for your event organised by the European

Maritime Safety Agency.

3 important points to remember:

In case of any doubt on eligibility of your costs, please contact us at

[email protected]

In order to be reimbursed by the EMSA, you cannot receive a similar allowance from

your own administration for the same visit.

Make sure that you provide supporting documents no later than 30 calendar

days after the meeting ends.

Registration and submission of supporting documents is made using

EMSA Event Registration Tool

https://extranet.emsa.europa. eu/e-register/

The full set of rules can be found on the EMSA Event

Registration Tool under the above link

Are you requesting a payment to a private bank account ?

Travel expenses

Experts representing the government of a State/Country/Region

Bank account of a member state, one of its ministries or a public body will be used. Payment to a different bank account can be done only if the expert provides a derogation* from his/her employer.

Experts representing an entity of private or public law

Bank account of the represented entity of private or public law (private company or public institution), member state, one of its ministries or a public body will be used. Payment to a different bank account can be done only if the expert provides a derogation* from his/her private company or public institution.

Experts invited in their private capacity

The legal entity to be used is the expert himself. Payment will be done on any bank account indicated by the expert him/herself (i.e. their own private bank account or bank account of their organisation both private or governmental).

You will be entitled to reimbursement of your travel expenses between the place of departure and event’s location. However, the reimbursement will only be paid once you have presented the relevant supporting documents. Please keep in mind the most appropriate means of transport and economical rates when organising your journey. The Authorising Officer at EMSA has the right to restrict reimbursement amounts especially when they exceed €1,000 or when business class is used. As general rule, the means of transport used are the following:

• First-class rail travel • Economy class air travel

Private car:

• When used to reach the event place as an alternative to plane, train, or bus.

• To/from airport when distance is greater than 50 km and no public transport is available, or if the car is the only practical means of getting to the airport.

• Reimbursed at the rate of €0.28/km by default. Motorway tolls are reimbursed. Parking fees are not reimbursed, and you are liable for your own insurance.

Taxi or airport/hotel shuttle will not be reimbursed.

Accommodation allowance If you need to spend one or more nights at your event’s location due to events being incompatible with the transport times, you will also be entitled to an accommodation allowance. This allowance is €121 per night when the event is in Portugal. For other locations the amounts are indicated in Annex I of the Rules. The number of nights reimbursed may not exceed the number of event days + 1.

Daily allowance The daily allowance is a flat rate. It covers all meals and local transport (bus, tram, metro, taxi, parking), with the exception of transfers to and from the airport. It amounts to €95 per day of the event.

Distance to the event If the distance from the place of departure does not exceed 50 km, no reimbursement of travel expenses, accommodation and daily allowances shall be made.

Please consider CO2 emissions when choosing your mode of travel

(*) Derogation template available as Annex II to the EMSA Rules on Reimbursement of Expenses to Experts.

Agenda: European Maritime Safety Conference: Safety First EMSA Conference Centre , 08 December 2025

Monday, 08 December 2025

Time Agenda Item Speakers

09:30 – 09:40

Opening speech by EMSA’s Executive Director Maja Markovčić Kostelac Executive Director EMSA

09:40 – 09:45

Video message: Safety as a driver of the EU’s maritime competitiveness

Apostolos Tzitzikostas European Commissioner for Sustainable Transport and Tourism

09:45 – 09:55

Global spotlight: The international dimension of maritime safety Arsenio Dominguez Velasco Secretary-General International Maritime Organisation

Time Agenda Item Speakers

09:55 – 10:05

Maritime safety as a strategic asset: the Portuguese perspective José Manuel Fernandes Minister for Agriculture and Maritime Affairs Portugal

10:05 – 10:10

Video Presentation: Key Insights from the Maritime Safety Report

10:10– 10:30

EMSAFE: the scope, main findings, key figures, and research areas of the report

Santiago Encabo Head of the Safety Unit EMSA

10:30 – 10:35

Family picture

10:35 – 11:00

Coffee break

11:00 – 11:45

Charting the course of the EU maritime sector: safety first

Safety is at the heart of the EU’s maritime vision and outlook, helping to shape its policies and guide its evolution. Our safety philosophy is a key element of our maritime sector, which encompasses nearly a third of the world’s fleet by GT. But elsewhere, it can be less prioritised. How to bridge maritime safety capacity and capability gaps is therefore a pressing challenge both here in the EU and internationally.

Key topics of this session include:

• What are our most pressing maritime safety challenges in the EU today?

Moderator: Fotini Ioannidou, Director Waterborne, Directorate General for Mobility and Transport, European Commission Participants: Arkadiusz Marchewka, State Secretary for the Maritime Economy, Poland Eric Banel, Director General for Maritime Affairs, Fisheries and Aquaculture, France Karin Orsel, President, ECSA Thomas A. Kazakos, Secretary General, ICS

Time Agenda Item Speakers

• How does the EU drive maritime safety improvements at global level?

• How can digitalisation and innovation contribute to the improvement of maritime safety?

The session brings together industry leaders, policymakers, and regulators for a wide-ranging discussion on the EU maritime sector and its challenges and opportunities.

11:45 – 12:30

Passenger ship safety - a European challenge Through ownership and flag, EU Member States control approximately 30% of the world’s passenger ships, and around 400 million passengers embark and disembark through EU ports each year. But although the EU passenger fleet is growing in numbers, and individual vessels are growing in size and capacity, it is also getting older. Key topics of this session include:

• Can an aging fleet be compatible with modern safety and environmental regulations?

• What specific safety challenges are posed by larger capacity

passenger vessels? How do we begin to address them?

Moderator: Ilias Bissias, Editor in Chief, Naftika Chronika Participants: Ana Núñez Velasco, Director General of Merchant Marine, Spanish Maritime Administration Nikos Mertzanidis, Executive Director CLIA Europe Niclas Mårtensson, Stena Line Scandinavia AB (TBC) Elpi Petraki, Secretary General, Hellenic Shortsea Shipowners Association (TBC)

Time Agenda Item Speakers

• To what extent, and in which direction, should the EU push for further harmonisation of domestic ship safety standards? How can the role of flag states be supported?

The session engages the cruise sector, ferry lines, and administration to debate the most pressing issues in passenger ship safety today.

12:30 – 14:30

Lunch break

14:30 – 15:15

Navigating change: future technology, future safety

The EU’s ambitious maritime decarbonisation targets are being implemented against a backdrop of profound technological change. The transition – both sustainable and digital –requires a proactive, rather than a reactive, approach to maritime safety, both at regulatory and industry level.

Key topics of this session include:

• From a regulatory perspective, how do we ensure that safety standards evolve in line with technological advancements?

• As we transition to alternative fuels like ammonia and hydrogen, how does our approach to risk assessment and safety management need to evolve?

Moderator: Jan Fransen, Executive Director, Green Award Foundation Participants: Els Claeys, Head, Safety & Environment Shipping Policy, Belgium Sanna Sonninen, Maritime Director, Finnish Transport and Communications Agency Robert Ashdown, Secretary General, IACS Christophe Tytgat, Secretary General, SEA Europe

Time Agenda Item Speakers

• In this framework of change, what lessons can we integrate from other high-reliability sectors to further benefit maritime safety?

The session brings together representatives of industry, regulators, and policymakers to explore the practical safety implications of the sustainable and technological shift within the maritime sector.

15:15 – 16:00

A human-centred safety culture for Europe Over the years, the EU has built a strong and comprehensive maritime safety system that promotes quality shipping and cleaner, safer seas. To protect against both existing and emerging risks, this system must be continuously maintained and enhanced. And it must fully include the human element in shipping – the men and women who are the lifeblood of the sector. Key topics of this session include:

• How can the accident investigation activity contribute to the improvement of the safety culture?

• The real people behind the figures – what can we learn from

them?

• In the context of the risks posed by greater automation and decarbonisation, how can the current workforce be integrated into these changes and attract a more diverse workforce?

Moderator: Katy Ware, Head of Regulatory Affairs at Zodiac Maritime Participants: Paul Meyers, Chair of Permanent Cooperation Framework for Accident Investigation, Luxembourg Stephen Cotton, Secretary General, International Transport Workers’ Federation Camille Jego, Clinical Psychologist & Doctor of Psychology, Centre Ressource d’Aide Psychologique En Mer et aux Marins (CRAPEM)

Time Agenda Item Speakers

The session brings together voices from trade unions, investigators, and policymaking, together with a psychologist specialised in maritime accidents to engage with some of the key issues around current and emerging maritime safety risks.

16:00 – 16:10

Closing Remarks: A Call to Action for Maritime Safety Maja Markovčić Kostelac Executive Director EMSA

Page 1 of 2

EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal / emsa.europa.eu

To representatives of:

EU Member State’s, Norway and Iceland’s maritime

administrations

Lisbon, 13 October 2025

Invitation letter sent by e-mail only

Subject: Invitation to European Maritime Safety Conference:

Safety First, Lisbon, 8 December 2025

Dear Sir/Madam,

On Monday, 8 December 2025, EMSA will hold the European Maritime Safety Conference: Safety First

Conference at our premises in Lisbon, Portugal. This high-level event will mark the official launch of the

second edition of the European maritime Safety Report (EMSAFE) – the comprehensive overview of

maritime safety within the European Union.

This conference will bring together policymakers, industry leaders, social partners, and key maritime

stakeholders to explore current and future challenges to maritime safety identified in the EMSAFE report,

including passenger ship safety, the impact of emerging technologies on safety standards, the human element

in shipping, and maritime safety in the context of industrial competitiveness.

On behalf of EMSA, I would like to invite your representatives to join us on this landmark event that is planned

as per the attached agenda.

In addition, on the evening of 8 December, EMSA will be hosting a gala dinner for the participants. Further

details regarding the gala dinner arrangements will be shared closer to the date with those registered.

Your designated representatives are invited to register on-line for the event by 14 November at the latest

through the following link: https://extranet.emsa.europa.eu/e-register/1. Please log-in using the following

credentials: Username: emsa.guest2025 / Password: Participants2025. Once logged in, access the “EVENTS

REGISTRATION” button and from there select the link to European Maritime Safety Conference: Safety

First.

1 The processing of personal data by EMSA like in all the Union institutions and bodies is regulated by Regulation (EU) 2018/1725 of

the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions. The applicable rules related to personal data protection are available under the following link: http://emsanet/index.php/personal-data-protection.html

Page 2 of 2

EMSA will reimburse the expenses for participation of one representative per Member State. EMSA will cover

travel, daily allowance, and accommodation costs as per the EMSA Rules on Reimbursement of Expenses to

Experts. With respect to the daily subsistence allowance, experts will receive 95 € per day of meeting. As

regards accommodation, experts will receive a flat rate of 121 € per overnight stay (no supporting document

required) for the participants. The maximum number of overnight stays reimbursed is the number of meeting

days +1.

Pending confirmation at the end of the registration period and depending on the number of Member States’

representatives’ registered, on a first registered first served basis, EMSA may be able to reimburse additional

Member State’s participants. All possibly entitled Member States’ representatives should request the

reimbursement of expenses through the registration form.

Please note that only registered participants will be entitled to reimbursement and all supporting documents

for reimbursement must be submitted within 30 calendar days after the end date of the event.

For any further questions related to online registration or the reimbursement procedure, please contact the

Events Team (Tel: +351 21 1209 650, e-mail: [email protected]). Please do not hesitate to contact our

Ship Safety Team ([email protected]) should you have any questions regarding the event.

Yours sincerely,

(e-signed)

Maja Markovčić Kostelac

Executive Director

Annex:

- Draft Agenda for the meeting

- EMSA Expert Expenses Leaflet

- List of hotels with negotiated rates

Page 1 of 2 [email protected] EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal

emsa.europa.eu

List of hotels with negotiated rates

Limited number of rooms pre-booked for European Maritime Safety Conference: Safety First

Olissippo Saldanha **** (+/- 20 minutes by Metro from EMSA headquarters) Av. Praia da Vitória nº 30 1000-248 Lisboa Tel. 00351 210 006 690 Fax:00351 210 006 699

OLISSIPPPO SALDANHA Single room per night Double room per night

Doubles Standards 105,00 Euros 115,00 Euros

Prices includes VAT and buffet breakfast; turistic taxes not included

Olissippo Marquês de Sá **** (+/- 20 minutes by Metro or bus from EMSA headquarters) Av. Miguel Bombarda nº 130 1050-167 Lisboa (+351) 217 911 014

OLISSIPPPO MARQUÊS DE SÁ Single room per night Double room per night

Doubles Standards 95,00 Euros 105,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.olissippohotels.com

Hotel Vincci Baixa **** (15 minutes walking from EMSA headquarters) Rua Do Comércio, nº 32 e 36; Rua Do S.Juliao, nº 47 e 57 1100-150 Lisboa Tel. 00351 21 880 31 90 Fax. 00351 21 886 60 81 www.vinccihoteles.com

VINCCI BAIXA Single room per night

Doubles Standards 180,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.vinccihoteles.com

Page 2 of 2

Altis Grand Hotel ***** (+/- 20 minutes from EMSA headquarters) R. Castilho 11 1269-072 Lisboa Tel: 00351 21 310 60 90

ALTIS GRAND HOTEL Single room per night Double room per night

Doubles Standards 210,00 Euros 230,00 Euros

Prices includes VAT and buffet breakfast; tourist taxes not included Deadline for reservation: 21/11/2025 Reservations: [email protected] www.altishotels.com

List of hotels with EMSA special rates but no pre-booking (in case you proceed with a reservation on one of those hotels, please mention EMSA guests):

Hotel Vincci Liberdade **** (+/- 15 minutes by Metro from EMSA headquarters) Rua Rosa Araujo, 16 1250-195 Lisboa, Portugal Tel. 00351 213 50 26 00 Fax: 00351 213 50 26 01 www.vinccihoteles.com

Hotel Avani **** (+/- 15 minutes by Metro from EMSA headquarters) Rua Júlio César Machado, 7/9 1250-135 Lisboa, Portugal Tel. 00351 21 359 10 00 Fax: 00351 21 359 12 45 [email protected]; [email protected]

http://www.minorhotels.com/pt/avani/lisbon; www.tivolihotels.com

Lisbon Arsenal Suites **** Rua do Arsenal, 60 1100-038 Lisbon + 351 213 420 860 Lisbon Arsenal Suites - Downtown Lisbon Hotel - Hotel Lisbon City - Cheap Hotel Lisbon City - Lisbon Arsenal Suites

LX Boutique hotel **** Rua do Alecrim, 12 1200-017 Lisbon + 351 213 474 394 https://www.lxboutiquehotel.com/