The Annual Meeting for Internatinal Relations Coordinators 2016 took place at the Academy of Music in Krakow, Poland.
The meeting, organised by the European Association of Conservatoires (AEC), is meant for administrative or teaching staff members in Conservatoires who deal with international relations and European programmes (such as ERASMUS), as well as for institutions not familiar with these programmes, but with an interest in becoming involved.

The meeting is important for networking, exchanging useful information and for developing partnerships. With this annual meeting, the AEC is bringing together a growing community of International Relations Coordinators. The programme of the meeting, as well as other important documents and policies on the field of international relations of conservatoires, are the result of the collaboration between the AEC office and the IRCs Developmental Working GroupThe IRCs Developmental Working Group:

Rima Rimsaite (Lithuanian Academy of Music and Theatre, Vilnius)
Keld Hosbond (Royal Academy of Music Aarhus, Aalborg)
Hanneleen Pihlak (Estonian Academy of Music Tallin)
Raffaele Longo (Conservatorio di Musica “San Pietro a Majella”, Napoli)
Bruno Pereira (ESMAE, Porto)
Payam Gul Susanni (Yasar University School of Music, Izmir)
Victor Ciulian (University of Music and Performing Arts Vienna)The AEC working groups members work on the preparation of AEC events on voluntary basis. The AEC Preparatory Working Groups are all formed by coopting active individuals in the relevant field of specialization within AEC member institutions. Proactivity, as well as geographical and gender balances are the applied criteria to guarantee the diverse and dynamic character of the groups, who should ideally recreate the diversity of AEC members institutions.
Working group members are financially supported by their home institutions, which cover their travel and accommodation expenses to the working group meetings and to the actual event.


Co-creating internationalization: from Papers to Careers

The work of an international relations coordinator is multifaceted and demanding: the road to internationalization is full of challenges and the skills and competences required very diverse. Starting from forms, signatures and bureaucracy, balancing out the rules of the agencies and the dreams of the students, the job gets more and more concrete when dealing with real people and practical problems. Finally, it also requires a certain vision in order to make the results of successful projects and mobility have an impact in the broader picture of an internationalization strategy.

Furthermore, concepts like cooperation and collaboration are fundamental: by definition, you cannot be international staying by yourself. The relation with the IRCs fellow colleagues, the capacity to build a network, to carry on a project together and to merge and coordinate efforts in order to achieve visible results is the real added value that an IRC can co-create together with colleagues at international level as well as “at home”.

During this year Annual Meeting for International Relations Coordinators in Kraków – which is the last IRCs Meeting organized in the framework of the FULL SCORE Project – we will investigate various aspects of the international coordinators work ranging from more practical matters to a reflection on long term visions. The practical issues will mainly be addressed by the pre-congress seminars on project design and funding opportunities, international strategy, and the upcoming common online application system “EASY”, which will be exciting to see taking first steps in real life. Parallel sessions on credit mobility, internships, joint programmes and strategic partnerships will be held within the meeting – reflecting not only on current tasks and challenges, but also on the vision, the future and the impact of the IRC activities: How to maximize the benefits of exchanges in terms of future careers? What if there is no Erasmus in 2020? How would you organize your IR efforts?

Participants will be encouraged to reflect together on these topics and to finally co-create an output with their fellow colleagues. Two strong keynote speakers, Maria Finkelmeier and Patricia Pol, will introduce this reflection by focusing, on one hand, on the importance of looking at future careers and employment opportunities when dealing with mobility, and on the other hand by being up-to date on the current trends in internationalization. These aspects will be further discussed during two special parallel session: the first one led by conservatoire students, who will present their point of view on mobility issues, and the second offered by EUA (European Universities Association) who will present the results of their mid-term consultation on the ERASMUS + programme by showing the results of our sector against the general results of the university sector.

Last but not least, following the success of the previous years, participants will again take active part in shaping the conference by co-creating part of the programme proposing project presentations for the Information Forum and discussion topics for the Bar Camp.

The AEC is looking forward to welcoming you in Kraków to co-create our annual gathering!


Annual Meeting for International Relations Coordinators

15-18 September 2016, Academy of Music in Krakow, Poland

Co-creating Internationalization: from Papers to Careers

Thursday 15th September

9:30 – 13:30 Information and Training Session for the Project “EASY’- European Online Application System for Conservatoires (Thursday 9h30 – 13h30)

NB: ONLY for institutions joining the EASY pilot project
Please click here for more information about the EASY Project and how to apply

Pre-Conference Seminars:

SEMINAR 1: 10:00 – 17:00 How to Write a Project? Introduction to Project Cycle Management Methodology. Detailed programme available here.

SEMINAR 2: 14:30 – 18:30 International Strategy: From Papers to Real Life. Detailed programme available in the Documents section

NB: Please note that the pre-conference seminars are optional, running in parallel, extra fees apply and a limited number of participants is allowed. Attendance to both days is compulsory

Friday 16th September

SEMINAR 1 9:00 – 12:00 How to Write a Project? Introduction to Project Cycle Management Methodology (please see a detailed programme in Documents)

SEMINAR 2 10:00 – 13:00 International Strategy: From Papers to Real Life (please see a detailed programme in Documents)

NB: Please note that the pre-conference seminars are optional, running in parallel, extra fees apply and a limited number of participants is allowed. Attendance to both days is compulsory

​From 13:00 Registration Open, coffe available networking time (Foyer)

Pre-booked rooms available for projects meetings

14:00 – 15:00 Introductory Session for first-time delegates (Chamber Hall)

15:00-15:45 Opening Event (Concert Hall)

Music Introduction
Welcome words by:
Zdzislaw Lapinski former Rector of the Academy
– Video about the Academy of Music in Krakow
Grzegorz Kurzynski AEC Coincil Member
Silvia Costa, Member of the European Parliament TBC

15:45- 16:15 Presentation of the feassibility study on an common Online Application System (Concert Hall)

By Keld Hosbond, Victor Ciulian and Hanneleen Pihlak

Presentation of the EASY system by René Ollino from the company Dreamapply

16:15- 16:45 Informal Networking (Foyer)

16:45- 17:30 Plenary Q&A about EASY with Dreamapply and the working groups (Concert Hall)

17:30- 18:30 Information Forum

Brief introductions to AEC Member Projects and AEC Platforms followed by presentations in “Market Place”

18:30- 19:30 Pre-booked rooms available for Project meetings (VOX – Room 215 / FORTE – Room 217)

20:00 Dinner at Avangarda Restaurant – Mikolaja Zyblikiewicza 1

Saturday 17th September

9:00 -10:00 Registration continues (Foyer)

VOX meeting room 215

Pre-booked rooms available for projects meetings

10:00- 11:00 Keynote Speeches by Patricia Pol and Maria Finkelmeier (Concert Hall)

Music Introduction

Explanation of the Walk and Talk

11:00-12:30 Walk and Talk in Krakow

Participants split in groups and walk to the Main Square discussing the following two questions:
1. What if there is no Erasmus in 2020? How would you organize your IR efforts?
2. How to maximize the benefits of exchanges in terms of future careers
3. Open Question
Participants will produce a wrap up of the discussion in the form of a video, audio, poster, drawing, bullet points on paper and will send it to

12:30- 13:30 Parallel Sessions (Rooms in the Academy)

A. “Educating the well-rounded artist for their future career” by Maria Finkelmeier
B. “Exquisite Cadaver – Student Voice on Mobility Issue”, by Saara Lindahl (AEC Students Working Group) and students from Krakow
C. “Presentation of the results of consultation launched by the EUA on the ERASMUS+: the opinion of the Higher Music Education Sector, the comparison with the general results and discussion with the participants” by Henriette Stoeber, European University Association EUA
D. “How to efficiently organize Internaitonal Credit Mobility – partners and programme countries perspectives” by Teresa Trevisan, Conservatorio G. Tartini Trieste, and Nana Sharikadze, Tbilisi State Conservatoire+ partner
E. “International Internships: using Erasmus+ to prepare international careers” by Lucia di Cecca, Conservatorio L. Recife Frosinone, and Maja Sipola, Latvian Academy of Music Riga
F. “How to internationalize your curricula: Joint Programmes and joint modules” by Patricia Pol, Hanneleen Pihlak (Estonian Academy of Music, Tallin), Alma Ragnarsdottir (Iceland Academy of Arts), Pillerin Meidla (Metric Strategic Partnership)
G. “Strategic Partnerships” by Gokay Ozerim, Yasar University Izmir
H. “Making the Connection between Internationalization and Quality Assurance” presentation by MusiQuE – Music Quality Enhancement

13:30- 14:30 Lunch at Avangarda Restaurant – Mikolaja Zyblikiewicza 1

14:30- 15:30 Parallel Sessions Repeated (see above)

15:30- 16:30 Networking with refreshments (Foyer)

Brainstorming on the AEC work on mobility and internationalization issues – feedback from the participants and suggestions for the future

16:30- 17:00 Breakout Group Discussion (Chamber Hall)

17:00 – 18:00 Clossing Session (Concert Hall)

-Presentation of the output of the Walk and Talk and Bar Camp discussion by Martin Granum

-FULLSCORE updates with focus on the Vacancies Platform and the Study on Conservatoires’ graduates

-News from the AEC

– Announcement of the next IRCs Meeting

-Closing Remark

18:00-18:30 Closing Concert and Refreshments (Concert Hall)

Sunday 18th September

NEW NETWORKING TRIP – Cruise to Tyniec Abbey on Vistula River

NB: Please note that this networking activity is optional and extra fees apply

Located on the administrative borders of Krakow, the Abbey in Tyniec is the oldest existing monasteries in Poland. The first Benedictine monks arrived here in the eleventh century.

During the cruise we will admire not only the Wawel Hill but also beautiful Krakow’s landscape, such as: the views of the Monastery Norbertanki at Salwator, Castle Przegorzały, and the Order of the Fathers of the Cloister. There is a restaurant on the ship. The ship has a roof but please bring some warm clothes.

In Tyniec we have an hour stopover from 12:00 – 13:00 – that time we can devote to explore the Abbey, visit nature food shop, restaurant or the museum.

If you want to discover this beautiful and mystery place and have more on- board – networking do not hesitate join to our trip 🙂

Ship departs from the marina at 10:00 am and returns about 3 pm
Cost: about 40 euro or less depending on number of participants

First meeting option: at 9:00 at the Academy of Music of Krakow
Second meeting option: at 9:40 at the marine called Bulwar Czerwieński just next to the Wawel Castle

Information on the Participation Fees

Early Bird Deadline: 12 August 2016

Participation fees can be paid in the following ways:

– Manual Payment by Bank Transfer before the event (preferable)
– Ideal, Credit Card, Paypal and Bankcontact Systems Online
– Manual Payment (cash on the spot in Krakow)
– Manual Payment (by Credit Card in Krakow)

For more information and invoice request please mail

Category Payment and Registration by August 12 (early bird) Payment and Registration after August 12
Representative of AEC member institution (staff) 150 euro (participation fee) + 50 euro (pre-conference seminar) 210 euro (participation fee) + 50 euro (pre-conference seminar)
Representative of a non-AEC member institution 350 euro (participation fee) + 50 euro (pre-conference seminar) 450 euro (participation fee) 50 euro (pre-conference seminar)
Student from an AEC member institution 100 euro (participation fee) 50 euro (pre-conference seminar) 160 euro (participation fee) 50 euro (pre-conference seminar)
The participation fee to the IRCs Meeting includes:
  • ​Conference documents
  • Participation to all plenary and parallel sessions
  • Participation to the networking moments
  • Possibility to display information brochures posters and materials about AEC members institutions
  • Possibility to use for free the University spaces for project meetings
  • Coffee Breaks
  • One organized dinner
  • Two organized lunches
  • Concerts organized by the hosting institution

NB:The rates do not include the participation fee to the Networking Activiy on Sunday (47 euros) and the participation fee of accompanying partners (25 euros per meal) such as family members, which will be paid on the spot.

The participation fee will not be reimbursed for cancellations notified after August 12, 2016.

Bank details for payments

BNP Paribas Fortis
Account Holder AEC-Music
IBAN: BE47 0016 8894 2980
When making the transfer, please clearly quote:
  • ​Code of the event (IRC 2016)
  • Last name of the participant
  • Name of your institution (if fitting)

Example: IRC 2016, Smith, Gotham Conservatory