I want to ask when is the suggested time for us to arrive before the train departs?
Also, do I need to conduct some administration procedures before boarding the train in the first traveling day of my pass? If yes, how long does it take?
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An "administration procedure” for your pass is only necessary if you have a paper Eurail pass without a start date. In that case, you need to have it activated at a ticket office.
If you have a mobile pass, the you need to activate the pass yourself, see instructions here:
https://www.eurail.com/en/eurail-passes/eurail-mobile-pass/getting-started
The best is to do step 3 of the activation only on your start day. There is no need to do it earlier.
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