Meetings Incentive Program

Meetings Incentive Program Guidelines

Introduction

The VSC Meetings Incentives Program is designed to provide meeting groups that are new to Sarasota County with additional resources to further enhance their experience while in our destination. These incentives will be distributed on a first-come-first-serve basis. Please review the below program outline, eligibility requirements and limitations.

Eligibility

  • Group must not have held meeting in Sarasota County within the last 5 years.
  • Valid only for Corporate, Association, Government and Non-Profit groups.
  • Group must be a registered corporation (W9 required).
  • Rooms must be booked at a hotel located within Sarasota County.
  • Interest form must be received and acknowledged by Visit Sarasota County prior to hotel contract date.
  • Group must not be receiving any additional funding through Sarasota County Tourist Development Tax (TDT).

Incentive Levels and Options

Peak Rooms Offsite Dining Credit Options Transportation Credit Options Cash Rebate Option
10-35 Up to $625 up to $625 NA
36-60 Up to $915 Up to $915 $15 Room Rebate
61-85 Up to $1,250 Up to $1,250 $15 Room Rebate
86-250 Up to $3,750 Up to $3,750 $15 Room Rebate

Detail

  • “Peak Rooms” are the highest number of rooms booked on a single night throughout duration of stay.
  • If eligible, group may pick one (1) of the options listed within their Peak Room category.
  • “Offsite Dining” is classified as a group meal purchased outside of hotel. Alcohol is not eligible for reimbursement.
  • “Transportation” is classified as in-destination shuttle service, either for special event or to/from airport.
  • “Cash Rebate” is for one (1) single night of peak rooms.
  • For Dining and Transportation options: Amount listed is maximum credit. Proof of purchase will be required and funding will be determined by actual amount spent.
  • Incentive will be distributed after culmination of meeting, on a reimbursement basis.
  • See Payment Terms for incentive distribution process.

Limitations

  • Incentives are subject to availability and will be awarded on a first-come-first-served basis. 
  • Program cannot be combined with any other offers provided by Visit Sarasota County.
  • Visit Sarasota County reserves the right to discontinue program at any time.
  • Cannot receive any additional form of funding through Sarasota County Tourist Development Tax (TDT), such as grants from the Film Commission or the Arts Alliance.
  • Additional limitations or restrictions may apply.

Process & Payment Terms

  • To determine eligibility, complete Part 1 of Application and submit to Visit Sarasota County, along with copy of RFP (if applicable).
  • Upon finalizing hotel contract, complete Part 2 of Application.
  • Submit Part 2 of Application with copy of hotel contract to Visit Sarasota County.
  • After receiving Part 2, Incentive will be earmarked until completion of meeting or event.
  • Incentive will be dispensed on a reimbursement basis, after culmination of meeting or event.
  • Incentive level will be determined by the actualized peak room number. If the final peak rooms is less than 10, incentive will be forfeited.
  • To receive incentive, the following materials must be submitted to Visit Sarasota County within 30 days of hotel check-out:
    • Finalized hotel room night pick-up report
    • Company or organization W9 form □ Invoice to Visit Sarasota County for total amount owed
    • If claiming off-site dining or transportation incentive option: copy of paid receipt from caterer, restaurant, or transportation provider

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