PRESENTATION
DOCUMENT Tourisme Victoriaville et sa région
DESCRIPTION OF THE FUND Destination Victoriaville The fund dedicated to conventions and tourist events was created to attract new conventions and events and to promote Victoriaville and its region. This fund provides financial and technical support to convention and event organizers. The two main objectives are to increase the number of overnight stays in Victoriaville hotels and to promote Victoriaville and its region.
ELIGIBLE ORGANIZATIONS
Public or private organizations, profit or non-profit making
People or committees duly recognized or supported and deemed eligible according to Destination Victoriaville committee.
ADMISSIBILITY CRITEREA Associative clients
The promoter must complete the financial assistance request form and provide the documents required to assess the request.
The convention or event must be held in Victoriaville for the first time or must not have been held there for the last 7 years;
Corporate clients
It must generate a minimum of 175 overnight stays in commercial hotels in Victoriaville (e.g. 35 rooms x 5 nights = 175 overnight stays);
The request for financial assistance must be addressed to Destination Victoriaville before any signature of contract with the hotel; A convention or event which guarantees from the outset, through the signing of a contract, the renewal of its activities for a maximum of three editions, may benefit from financial assistance for these three editions;
All the eligibility criteria remain the same as for associative clients, except for the number of overnight stays which is 50. Ex.: 10 rooms x 5 overnight stays = 50 overnight stays
FINANCIAL ASSISTANCE Associative clients The first payment (50%) will be made a few weeks before the event. The check will be made out to the name of the organization. The second payment will be made following validation of compliance with the eligibility criteria. Note that penalties may apply if the obligations are not met; The maximum amount of financial assistance that can be granted to the organization is $15,000;
In the case of the signing of a contract for the renewal of activities for a maximum of three consecutive years, if the basic criterion of 175 overnight stays is not met, the contract may be revised and the amount of the financial assistance re-analyzed for eligibility or not.
Corporate clients All information relating to financial assistance is identical to associative clients, except for the maximum amount of financial assistance which is $7,000 and the number of overnight stays to be respected which is 50.
In the event of a cancellation of the convention or event after the first payment, the organization undertakes to remit the entire payment of the financial assistance already received;
OBLIGATIONS OF THE ORGANIZATION The organization undertakes to complete the post-event survey (intended for organizers), to deliver the requested documents and to send the survey to participants; The organization undertakes to respect the information it has entered in the request form, that is to say the number of overnight stays, the origin of the participants, the methods of media coverage and the paracongress activities. Validation of compliance with these performance indicators will be carried out and note that penalties may apply if the obligations are not met;
Mention the contribution of Destination Victoriaville regardless of the medium used by the organization: advertising, press conference, report, publication, poster, leaflet, program, etc.; Comply with the conditions of use of the grant; Promptly notify and have approved by the Destination Victoriaville representative any change to the objectives, schedule or any other aspect of the project for which financial assistance has been granted; In order for us to validate that the minimum number of rooms has been reached, you must ensure that your hotel or hotels are advised to make a count by clearly identifying each reservation with the name of your event. You must also inform your participants to clearly identify themselves with the name of your event when booking.
APPLICATION PROCEDURE FILL OUT THE FORM PROVIDED FOR THAT PURPOSE
PROVIDE
A resolution of the board or the committee; A letter of commitment from the partners, if applicable; Any other document supporting the project: program, visual documentation, quotations, etc.; To be subject to evaluation, the documents must be complete, understandable and based on accurate data. Otherwise, the applicant will need to make the rectifications in the allotted time, if necessary.
Unless in exceptional circumstances, an approximate period of 30 days should be allowed between the application and the decision announcement. The financial support application form is available on the website of Tourisme Victoriaville et sa rĂŠgion www.tourismeregionvictoriaville.com
THE APPLICATION MUST BE SENT TO Marilyne Allaire Tourisme Victoriaville et sa rĂŠgion Destination Victoriaville 819 758-9451 # 423 mallaire@cdevr.ca Updated : February 2020