Meetings Incentive Program

The Visit Sarasota County Meeting Incentive Program is designed to introduce first-time and re-introduce infrequent conferences/meetings to Sarasota County. The purpose of this program is to further enhance the conference attendee destination experience, while still supporting the goals of the conference/meeting.

Incentive Levels Incentive Options
Peak Rooms Offsite Group Dining/Events Transportation Cash Rebate
Wellness Initiative
10-35 Up to $625 Up to $625 NA Up to $625
36-60 Up to $915 Up to $915 $15 Room Rebate Up to $915
61-85 Up to $1,250 Up to $1,250 $15 Room Rebate Up to $1,250
86-250 Up to $3,750 Up to $3,750 $15 Room Rebate Up to $3,750

Eligibility

  • Group must not have held the conference/meeting in Sarasota County within the last 3 years.
  • Valid only for Corporate, Association, Government and Non-Profit groups.
  • Group must be a registered corporation or organization (W9 required).
  • Room blocks must be booked at hotel(s) located in Sarasota County. A list of these hotels can be provided upon request.
  • Group must not be receiving any additional funding through Sarasota County Tourist Development Tax (TDT).
  • Interest form must be received and acknowledged by Visit Sarasota County prior to hotel contract date.

To Apply

  • To determine eligibility, complete Part 1 of the application and submit to Visit Sarasota County, along with a copy of the Request For Proposal (RFP).
  • To secure funding, complete Part 2 of the application and submit to Visit Sarasota County, along with your signed hotel contract

Visit Sarasota County Meeting Incentive

Program Details

  • “Peak Rooms” are defined as the highest number of rooms booked on a single night in all of the applicant’s Sarasota County hotel room blocks throughout the duration of stay.
  • If eligible, group may pick one (1) of the options listed within their Peak Room category.
  • “Offsite Dining/Catering ” is classified as a group meal (10 person minimum) , purchased or catered outside of hotel and located in Sarasota County. Alcohol is not eligible for reimbursement.
  • “Transportation” is classified as transportation service, either for a special event or transfers to/from Tampa Bay area airports (Sarasota-Bradenton International, Tampa International, Punta Gorda or St. Pete/Clearwater Airport).
  • “Cash Rebate” is for one (1) single night of peak rooms.
  • “Wellness Initiative” is defined as a 100% applicant sponsored, professionally-led positive lifestyle program offered as part of the conference/meeting and is open to all registered attendees of the conference/meeting. Positive lifestyle program examples include: Fitness, Yoga or Meditation Classes, Spa and Healthy Living Best Practice Lectures. The lifestyle/wellness provider must have a registered address in Sarasota County.
  • To redeem the Wellness Initiative, a copy of the invoice for services must be submitted along with the conference/meeting agenda listing the initiative being offered in the program
  • For Dining, Transportation and Wellness Initiative 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.
  • Incentive options and Incentive funds are subject to availability and will be awarded on a first-come-first-served basis. This contract is subject to Sarasota County Board of County Commission approval of an annual funding agreement with Visit Sarasota County. If such an agreement between Sarasota County Government and Visit Sarasota County is not approved, this agreement is null & void.
  • 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.
  • Applicant cannot receive any additional form of funding through Sarasota County Tourist Development Tax (TDT), such as grants from the Film Commission or the Arts & Cultural Alliance of Sarasota County.
  • Additional limitations or restrictions may apply.

Payment Terms

  • Incentive will be dispensed in the form of a reimbursement after the culmination of the conference/meeting.
  • Incentive level will be determined by the actualized peak room number. If the peak room night does not reach 10, the incentive will be forfeited.
  • Within 30 days of hotel contract meeting end date, submit to Visit Sarasota County all of the following materials to receive reimbursement:
    • Finalized hotel room night pick-up report(s)
    • Company or organization W9 form
    • Invoice to Visit Sarasota County for total amount owed
    • If claiming off-site Dining/Catering, Transportation, or Wellness Incentive option: a copy of paid receipt from caterer, restaurant, transportation provider or wellness service must be provided.

For questions or to apply, contact a Visit Sarasota County Sales Staff Member:

Corporate, Associations & Government: Ellen Thomas [email protected]

Social, Military, Education, Religious & Fraternal: Amanda Walker [email protected]

Group Sales Coordinator: Allison Jones [email protected]

Director of Sales: Kelly M. Defebo, CMP [email protected]

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