Frequently Asked Questions – Sports & Meetings Incentive Programs
COVID-19 has had a continued and devastating impact on Virginia’s meetings & conventions and competitive sports event industry. As the Commonwealth prepares to restore tourism economic impact, VTC is offering these funds to be used for event incentives and marketing promotions specifically targeted at attracting new meetings & conventions and sports tournaments & competitions to spur economic activity and travel across the Commonwealth.
Competition among destinations to attract meetings & conventions and competitive sporting events has increased. Nationwide, DMOs and venues are offering new and/or increasing their current incentive offerings.
How are these programs different from the funds allocated for localities?
Funds allocated to the locality funding program are to be used for media, promotions, marketing, sales, and tourism product development. These two incentive programs are designed to support specific meetings and events.
Meeting planners and sports event rights holders typically require that host destinations or venues help offset their production and operational costs. These funds will allow our Virginia partners to be more competitive and provide the extra incentive needed for planners to sign the contract for Virginia. The eligible and ineligible funds lists are quite different.
Who can apply?
Eligible applicants are Destination Marketing Organizations (DMO/CVBs), meeting or sports venues, city or county local government agencies (i.e. parks & recreation department) and sports commissions.
How much money is available?
Virginia has allocated $1 million for sports marketing and $1 million for meetings & convention incentive programs.
What can these funds be used for?
These funds must be used for expenses paid by the destination, organization, or venue to support the hosted meeting or sporting event. These expenses range from site/venue rental usage fees to equipment rental and shuttling. Funds may not be used for any expenses that are not related to hosting the event, including but not limited to staffing, maintenance, general operating expenses, etc. For a list of eligible items that can be used with ARPA funds, click here for sports and here for meetings.
Can I apply more than once?
Yes. Each application is for a specific meeting & convention or competitive sporting event. You can submit applications for multiple meetings or events.
Can I apply prior to securing a signed contract for the event?
Yes. An application can be submitted for pre-approval. Contract MUST be signed no later than December 31, 2022, or pre-approval is no longer valid, and funds will be released back into the VTC ARPA Incentive Account. For applications submitted July 25, 2022 or later, the contract MUST be signed no later than 6 months from the application submission date.
Can I submit an application for any meeting or sporting event?
No. Funds are available for new multi-day meetings or events that attract out of town visitors that are competitively up for bid. See under the Criteria To Meet section of the Sports Marketing Incentive Program Application Guidelines or Meetings & Conventions Incentive Program Application Guidelines for more details.
What are the incentive programs’ important deadlines?
– Application submissions can begin April 1, 2022.
– Application submissions must be received no later than May 31, 2022.
– VTC and the review committee will review your application after May 31, 2022, and successful applications are expected to be approved on or about July 15, 2022.
– Meeting or Event must be contracted by December 31, 2022 for applications submitted during the initial April 1 – May 31, 2022 period. For applications submitted July 25, 2022 or later, the contract MUST be signed no later than 6 months from the application submission date.
– The meeting or sporting event must be held in Virginia no later than June 30, 2024.
– Expense receipts MUST be submitted for reimbursement by July 31, 2024.
Are the funds guaranteed if the event has been contracted?
The funds are not guaranteed until the VTC Review Panel approves the application, applicants might have to contract events without the guarantee of receiving incentive funds.
When are funds expected to be available?
Funds will be made available after the event and once all supporting documentation has been submitted. Receipts are due within 60 days of the event taking place. Reimbursement of funds is subject to review of documentation submitted and reimbursement will generally occur within several weeks, if sufficient documentation is submitted.
What substantiating documentation for program expenses will be required?
Applicants will need to provide the following documentation before the incentive is reimbursed:
- A narrative with their reimbursement request providing more detail stating what the expenses were used for and how the expense aids in recovery response.
- Proof of payment must be provided and may include receipts, invoices, in addition to check stubs, credit card statements, bank statements, or any other documentation sufficient to demonstrate that the expense was actually paid by the recipient.
- Proof of event must also be provided. It will need to show when and where the event was held. This documentation must also prove that the event was held prior to the June 30, 2024, deadline and the event was held within the state of Virginia.
What is the expense submission process to receive payment?
See the step-by-step process at this link.
Is there a cap on the amount of grant monies requested per city?
No, grants are awarded based on merit of the event.
Would e-sports events qualify for the sports marketing incentive grant?
Yes, e-sports are an emerging part of sports tourism and qualifying events will be considered.
If a facility/hotel applies for the grant, do they need support from the local DMO to be eligible?
A letter of support from the local DMO is not necessary but we suggest you inform them of your application.
If the funds are used for marketing, do we need to include the Virginia is for Lovers logo / Sports Virginia logo?
No.
As a reimbursement grant, will you require post event information?
No, however if you would like to share post event information with VTC to show the success of the event, you are more than welcome to do so.
Who can sign the Terms and Conditions?
The Terms and Conditions must be signed by the applicant or someone in a position to act on their behalf and commit to it with signing authority.
Should I submit a timeline if I am unsure of the actual date our activities will take place?
Yes, timelines are required in the Budget Breakdown. Estimates are accepted in Month and Year format if your dates have not been locked in yet. Seasons are not an acceptable date format. The timeline must not bypass June 30, 2024 (i.e., the event must be held in Virginia, and completed on or before June 30, 2024).
How does a recipient estimate value of earned media for television and web stream broadcasts?
The organization providing the media should be able to share the value with you. Virginia Tourism Corporation’s PR team does not typically utilize ad value equivalency (AVE) in its reporting. However, we understand that it is sometimes requested and/or required, especially in grant applications and other instances where a dollar amount must be provided.
As such, Virginia Tourism recommends using the industry standard formula to calculate AVE: SimilarWeb UVM x 0.025 x $0.37.
VTC’s media reporting platform of choice is Muck Rack, which provides a deeper dive and information into AVE reporting. If you need additional assistance, contact Caroline Logan, Director of Communications at [email protected].
Can I use my username and password for both the Sports Incentive Program and Meeting Incentive Program Portals?
Yes, once you create a profile in one of the portals, you can create a profile in the other portal using the same email address and password. You will only have to verify your email address in the first portal you create a profile in. You can then use the same username and password in both portals. If you attempt to change your password when creating the second profile, the system will automatically revert to the password that was set on the first profile you created, if using the same email address.
Can I apply for more than the guidelines indicate?
Yes. The guidelines are based on anticipated number of athletes/coaches outlined in the contract. The guidelines are general in nature rather than absolute. Lesser or larger funds may be awarded based on the merits of the application. The review committee will consider other aspects of the event such as earned media, value to community, spectators, percentage of attendees from outside the community etc. beyond the of number of people. The incentive funds are not meant to pay the entire hosting costs but help support you with hosting.
50 – 250 people = up to $5,000
251-750 people = up to $10,000
751 – 1250 people = up to $15,000
1251+ people = $20,000+
What if my event doesn’t have an RFP or bid document?
A copy of the RFP/Bid document and the signed contract will be required. However, if one isn’t available, we will accept a letter or documentation from the rights holder/meeting planner. Letter should include their contact information, confirmation that other destinations are being consider (must identify competitive destinations) and outline of the host requirements and general event information (i.e., number of athletes, room nights etc.).
Can I use my username and password for both the Sports Incentive Program and Meeting Incentive Program Portals?
Yes, once you create a profile in one of the portals, you can create a profile in the other portal using the same email address and password. You will only have to verify your email address in the first portal you create a profile in. You can then use the same username and password in both portals. If you attempt to change your password when creating the second profile, the system will automatically revert to the password that was set on the first profile you created, if using the same email address.
Who do I contact with any questions?
Any questions regarding the online portal for application and expense plan submissions can be directed to [email protected]. Please specify the incentive program you are inquiring about.
What if issues arise after the application approval: such as missing deadlines, etc.?
All issues will be addressed on a case-by-case basis. Submit all requests in detail to [email protected]. Exceptions may or may not be approved.
