Make clear logistical arrangements with the ESN section on when and how the activity should take place. It is best to tackle the following questions: 


  • Dates: Which are the possible dates the event should take place. Is it feasible for all parties on these dates? Make sure this does not conflict with any public holidays or exam periods. 
  • Location: Where will the activity take place? How easy is it to reach the location with the Erasmus students. 
  • Room: It is important to know what the room will look like in order to prepare for the activity. What type of tables/chairs are there? Can the tables and chairs be moved? What type of facilities are there; is there a beamer or whiteboard that can be used during the session? Is there a space the students can gather before and after to discuss about the activity?
  • Profile of the class: In order to adjust the content of the session to the right age group of the students, ensuring the Erasmus students know the age of the pupils, and their level of language knowledge as well as knowledge on the topic you wish to discuss. 
  • Duration: How long can the activity be? Will the session be cut if the time is too short? 
  • Regulations: Are there specific rules to follow in the school? 
  • Classroom dynamics: How is the atmosphere in the class, are there specific points of attention?

The Erasmus in Schools platform will help you go through the majority of these questions when you are planning your session in order to know the practical setting for the session. 


Legal Aspects

In certain countries, there might be some legal aspects you should follow up on. We advise you to check with your administration if specific permits are needed for the international student to enter the school’s premises. 
Example: it might be needed for the student to prove they do not have a criminal record before working with minors. 


  • Legal documents: Does the school require any type of legal document in order for the student to enter the school territory. 
  • Pictures: Is it possible to take pictures during the activity?


We usually agree with the school that only one person from the ESN section will be taking pictures and the school will be shown the picture selection before the pictures will go live.

We suggest to take pictures from the back, focusing on the international students in order 

to make the pupils of the school unrecognisable if needed.


Topic Selection


It is important to define the topic you would like to address during your classes with the local Coordinator and the Erasmus students that will join your classes. For the ESN coordinator and the Erasmus student, it is important to know what class they will be joining (is it a language, citizenship, history, or [...] geography class?). It is also best to share what subject you would like your students to know more about. It is possible to make connections between the overall learning objectives of your course, and the activity in which you want to involve international students in. 

The end goal of the activity is an open dialogue between Erasmus students and school pupils.  In order to make sure that is possible, it is important that both the pupils and the international students feel comfortable with the selected topic and is able to speak about that topic in front of a classroom. 

Example: you can invite an international student from Spain inside a Belgian High School classroom to talk about Spanish history, Spanish language, Spanish geography, etc. 



  • Topic: Is there are a specific topic the school would like to address? 
  • Is there anything that is off limits for the school or the student?