Guidelines for Sponsorship of Organizations Conducting International Meetings, Exhibitions, and Incentive Travel – Taipei City Dept. of Information and Tourism
- In an effort to promote international meetings, conferences, exhibitions, and incentive travel in Taipei and development of the related support industry, the Taipei City Dept. of Information and Tourism (DOIT) has formulated the following sponsorship guidelines.
- These guidelines are applicable for all MICE (Meeting, Incentive Travel, Conference, Event/Exhibition) initiatives in the city staged by government units, corporations, or other types of organization.
- Key terms used throughout these guidelines are defined as follows:
- International Meeting/Conference: A gathering of at least 100 individuals, from 5 or more countries or areas, including the ROC. Individuals of foreign nationality must total a minimum of 80, or take up 40% more of the total. However, exemptions may be permitted for events that have significant influence in, or are necessary for, promotion of the city’s image or overall economic development, subject to appraisal by the Taipei City Government (TCG).
- International Exhibition: An exhibition in which at least 10 percent of exhibitors are from overseas, or from a minimum of six countries (including the ROC), with the number of booths totalling 250 or more. Exemptions may be permitted for events that have significant influence in, or are necessary for, promotion of the city’s image or overall economic development, subject to TCG appraisal.
- Incentive Travel: Travel to Taipei for foreign individuals or organizations given as reward for performance. Included are personnel from legal persons and organizations set up in overseas territories by citizens, legal persons, and organizations of the ROC coming to Taipei on official business.
- Special Projects: The TCG may invite personnel from legal entities and organizations traveling to attend large-scale competition events and fairs in overseas territories to come Taipei for travel. Applicants for city-sponsored sport-competition events are also eligible. Personnel from major competitions and events for which DOIT has granted approval for staging in Taipei are also eligible.
- Bidding Competition Phase: Period of time from preparation of bid until travel to meeting venue for formal submission of bid to host event.
- Promotion Phase: Period before an event during which overseas participants are attracted to register for event being staged in Taipei, until event opens.
- Hosting Phase: Period during which meeting/conference, exhibition, or incentive travel is staged.
- Range of Available Sponsorship:
- Bidding Phase: (1).DOIT will provide a letter of support from the Taipei Mayor, city-related information materials, and a survey of the event venue.
(2) .As part of advance preparations in the competition for international MICE events, organizers shall be invited to Taipei for advance inspection tours. In cases where sponsoring authorities travel overseas to seek the right to stage an international MICE event in Taipei, if successful DOIT will provide up to NT$300,000 in support.
- Promotion Phase: DOIT will provide a welcoming letter from the Mayor and city-related informational materials and administrative assistance.
- Hosting Phase: DOIT will provide the equivalent of up to NT$1,000,000 (New Taiwan Dollars) in support, with related contents and criteria to be determined each year by DOIT.
- The main organizer of an event must submit the application for sponsorship. Should there be two or more primary organizers, one must be chosen ahead of time to act as the formal applicant. The organizer can authorize a local ROC professional meeting/exhibition service company or travel agency to submit the application. If an organizer is a foreign corporation or organization, a local meeting/exhibition service company or travel agency must be entrusted to submit the application and receive any sponsorship support.
- The procedure for application is as follows:
- DOIT will accept applications during two periods each year, with all applications subject to formal review. The first period is from Nov. 1 to Nov. 30 in the year prior to the staging of an event; the second period is from April 1 to April 30 in the same year. Note: Applications outside these periods shall still be eligible for evaluation should there be monies still available from the funding base.
- Exemptions to the above-stipulated rules for special cases, emergency cases, and regular applications may be granted by DOIT in instances where the sponsoring funding is less than NT$100,000 and the event will have significant positive impact on the city’s image and/or economic development.
- The main organizer of an event must submit 12 copies of the relevant attached application forms (such as Attachment 1) and related supporting documentation to DOIT in accordance with the official submission rules as stipulated in sub-section 1 above (application process as delineated in Attachment 2)
- Should the application documentation be incomplete, the application will not be considered; DOIT will notify the applicant with a deadline for correction.
- Upon completion of the evaluation process, DOIT will advise the applicant of its final decision in written form.
- After completion of its event, a sponsored organization shall close its file with DOIT by submitting relevant documentation within one month of the close of the event or no later than two weeks prior to the end of the fiscal year.
- DOIT will establish the Taipei International MICE Marketing Consultation and Application Evaluation Committee to handle all application evaluations, following the criteria set forth below:
- Priority will be given to applicants representing events that complement the meeting/conference and exhibition activities promoted by this city.
- Evaluation emphasis will be placed on the elements of the event plan. The event plan inclusive of event background introduction, chronology of events staged, event detail, estimated expenditures, anticipated benefits, and other pertinent detail.
- Under any one of the following scenarios, DOIT will cancel sponsorship for an organization that has successfully passed the initial evaluation process:
- An event/conference is cancelled or moved to another location (i.e., not in Taipei).
- An event is not completed in accordance with stipulations, or not completed on time.
- The application contains false information—
- If an applicant organization does not follow the submitted event plan in implementing an event, or the contrast between actual implementation and the original plan is too great, and legitimate reason cannot be provided, DOIT retains the right to revoke its sponsorship in whole or in part, and retains the right to demand return of any assistance already allocated.
- Should it cancel an organization’s sponsorship for any of the above reasons, DOIT will refuse to accept any new application from said organization for a period of one year afterward.
- Applicants under section 6-b are not subject to those restrictions and procedures stipulated in section 7; decision-making authority on said applications resides with DOIT.
- A sponsored applicant must submit all requisite documentation to close its case within 1 month of the completion of its event/conference. If the event/conference is completed on Dec. 1 or after, said documentation must be submitted by Dec. 31.
- All sponsors funding granted in accordance with these guidelines will be distributed from a DOIT budget allocated for this purpose.
- These guidelines have been appraised and adopted by the TCG’s Advisory Committee, thereupon ratified and implemented by DOIT; this procedure shall also be followed for any guideline revisions.