MICE Marketing Scheme | FAQs

A. Section | General

M.I.C.E. MARKETING SCHEME FAQs

A.1. Are applications only available online?

Yes, only applications registered online by filling in this FORM will be considered.

A.2. When will applications be open?

Applicants are required to register interest in this scheme by applying through the above online form as from Wednesday, 08th February 2023 and will remain open until Friday, 17th February 2023 close of business.

A.3. Who should I contact if I have a query?

This scheme is being administered by VisitMalta Incentives & Meetings team within the Malta Tourism Authority. You can reach us on marketingscheme@visitmalta.com or alternatively call MTA Head Office Reception on +356 2291 5000. Your call will then be diverted to one of our team members.

Kindly note that our offices are open from Monday to Friday from 08:00 – 17:00hrs (CEST). Enquiries over the weekend can be forwarded on the above email address for one of our team to then get in touch with you directly in due course.

A.4. Are the figures included in the scheme inclusive or exclusive of VAT?

The VisitMalta Incentives & Meetings Trade Marketing Scheme is a scheme extended to trade via the provision of a marketing contribution. VAT element will be included or excluded whenever applicable & in accordance with local regulations.

A.5. Who can apply for the scheme?

• Destination Management Companies

*Quality Assured and Non-Quality Assured

• Four and Five-Star Hotels

*Offering conference and incentive facilities

A.6. What are the requirements to qualify for this scheme?

Allocation per company can be used to cover more than one event if the value of support remains at the stated allocation per company. Each applicant can utilise the allocation of €4,000 to be split as follows:

1. Training & Educational opportunities

2. Events & Workshop*

Initiatives can include:

a. The organisation of sales visits held overseas.

b. Attendance at workshops or forums held overseas.

c. Individual initiatives organised specifically by the applicant with the intention of creating possible business leads.

* The above initiatives must be organised by the organisation independently. Initiatives organised/attended by MTA/VMIM will not be eligible for the scheme.

3. Brand enhancement

4. Organisation of Familiarisation Visits & Site Inspections to Malta

A.7. How much funds are available for this scheme?

• A contribution of up to € 4,000 will be granted to those applicants engaging in initiatives listed in point A.7 to promote their services and products throughout 2023.

• Quality Assured Destination Management companies will also be granted €1,180 as part of their yearly benefits. This allocation can only be utilised for events and workshops overseas/virtual.

B. Section | Terms & Conditions

B.1. Detailed information on claim and eligibility criteria are included in the Annex Document.

Category: Events and Workshops

a) Will I be required to submit any proof or documents as part of the final claim?

Yes! To claim for support, you will be requested to share copies of receipts or invoices as scans/PDFs. You are also requested to submit a programme of the trip and/or itinerary. A costing sheet template will be provided to you to fill in relevant details related to claim. IMP: Please make sure to keep all copies of receipts related to the event or workshop on file.

b) What specific information will I be required to submit for sales calls and individual meetings?

Claims relating to sales calls/visits/meetings must include details of meetings held/itinerary (i.e. Date, Company, Representative, and Location). This information is required as proof that activity took place. Brief details regarding business or leads brought about by your participation in the activity will also be requested to ensure that support allocated is being converted into business.

c) What specific information will I be required to submit in order to claim on behalf of our Foreign Representative?

Specific criteria on what is eligible is listed on the Annex. The invoice presented by the Foreign Representative should include a clear breakdown of the costs.

Category: Familiarisation Visits and Site Inspections:

a) What will happen should a DMC and Hotel request funding for the same familiarisation visit or site inspection?

Should a DMC & Hotel request funding for the same initiative at registration stage, support would be shared between the two partners on a 50:50 basis. You will be notified that we have received a double registration so that a decision can be reached between you (i.e. to share the support or drop the registration and register for another initiative.)

b) Would MTA support a familiarisation visit or site inspection that another DMC or hotel claimed support for?

MTA will not fund any initiative which another company has already claimed support for. It Is important to liaise amongst yourselves for any joint initiatives as we are not in a position to fund the same initiative

c) Can the above support be extended towards Familiarisation visits or Site Inspections organised jointly with MTA?

This scheme is not applicable for initiatives organised jointly with VisitMalta Incentives & Meetings or MTA Destination representational offices.

d) Will the financial support be granted to the DMC/Hotel or else will it be provided to the agency, PCO or end client?

Financial support will be granted to the MTA Licensed trade partner and not the agency, PCO or end client. MTAwould like to recognise those companies that are bringing potential business to the island through their marketing efforts.

e) Will MTA get involved in the planning or booking of the program?

Trade members are to deal directly with their suppliers and settle payment for the various activities relating to the Fam trip in full

f) Should the familiarisation visit focus on something in particular?

The programme should showcase the destination’s C&IT offer in the best way possible. Gozo should also be included in the programme where possible. If requested, MTA will extend its services and attend part of the programme to meet with your guests.

g) Will MTA provide us with Welcome packs for the guests?

We will provide various collateral that can be used to put a welcome pack together for your guests. Requests for promotional material and corporate giveaways should reach VisitMalta Incentives & Meetings at least three (3) weeks prior to the event and must be collected from our MTA stores in Mrieħel. No deliveries will be done.

h) What info needs to be submitted about the trip?

The below info needs to be submitted post event:

a. Fam Trip Dates

b. Number of guests

c. Source Market

d. Finalised programme

e. Guest name, surname, designation, and company (if available)

C. Section | Application Stage

C.1. How long will it take to fill in and submit the online form?

It should take no longer than 15 minutes to complete. Once you start the application please ensure to complete it as it is not possible to save the form. An application is only considered 'submitted' when it has been fully filled in.

C.2. How will I know that the application has been submitted?

The application is submitted once you receive the automated confirmation message. The evaluation process may take between 7-14 working days after which you will be contacted directly to move on to the next stage of the application process.

C.3. I noticed that I made a mistake after submitting the form, what should I do?

Please send us an email on marketingscheme@visitmalta.com with the changes.

C.4. Do I need to present any documents at application stage?

No documents need to be provided at application stage. You will be required to provide a short description via the form.

C.5. The form asks for the MTA License Number. Should my company not be in possession of such license what should I do?

Applicants must be in possession of a valid MTA license and have no outstanding arrears with the Authority. Should there be any issues, kindly get in touch with MTA Reception on (+356) 2291 5000 and ask for the Licensing Department.

C.6. With regards to Four- and Five-Star Hotels, are there any criteria that need to be considered?

Eligible Four- and Five-Star Hotels include those which offer meeting and incentive facilities.

C.7. How will the applications be vetted?

Each application will be considered individually and handled by one of the VisitMalta Incentives & Meetings Team.

D. Section | Intermediary Stage

D.1. How long does it take for my application to be evaluated by MTA and for a decision to be communicated?

We aim to communicate our decision within one month of receiving an application, provided that all required information is made available.

E. Section | Claim Submissions

E.1. Are there any specific deadlines related to the submission of claims?

Claims need to be submitted as follows:

• Documents for initiatives taking place between Q1 and Q2 (January – June 2023) are to be submitted by latest 07th July 2023.

• Documents for initiatives taking place between Q3 and Q4 (July – December 2023) are to be submitted by latest 15th December 2023.

Kindly note that submissions after the stipulated deadlines will NOT be accepted.

E.2. How can we submit our documents as proof of the claim?

The person assigned to handle any claims on behalf of your company, will communicate submission instructions at a later stage.

F. Section | Payment & Invoicing Details

F.1. Payment Terms

a) All payments will be done via bank transfer.

b) Currency on invoice should show as EURO since agreement is being issued in Malta.

F.2. Proof of Payment

In addition to your company invoice, we require the following:

a) Invoice/s from service provider, reflecting breakdown of the cost i.e., NET cost of the initiative

b) Final proof of payment (receipt) for services rendered.

F.3. Company Invoice

Please provide us with a company invoice on a company letterhead with the following information:

Invoice to be addressed to: Malta Tourism Authority – VisitMalta Incentives & Meetings Building SCM01 | Suite 404 Smart City Malta

Ricasoli SCM 1001 Kalkara Malta (Europe)

VAT Number: MT-1282-2423

Description of service: M.I.C.E. Marketing Scheme 2023

Amount to be shown on invoice:

a) Since the scheme is beyond the scope of VAT, the invoice amount should be NET of VAT.

Note:  It is recommended that you include the following information on your invoice (where applicable)

 Banking Details

 Vat Number

 Company Registration Number Emergency contact, email & mobile number for Finance reasons

The information contained herein is intended for guidance purposes only. The guidelines shall be applicable as from 08th February 2023 and can be reviewed or updated at the discretion of MTA.