FAQ Support fund for conferences, meetings and B2B events

1. What are the objectives of the fund?

This fund, which is part of the visit.brussels recovery plan, has a fourfold objective:

  1. Encourage and increase the number of B2B events that will take place in Brussels when the post-confinement period allows it, and keep events in the Region rather than leaving the door open for their organisation in another country or even another Belgian city.
  2. To financially support organisers who choose Brussels for their B2B events.
  3. Pre-finance the Brussels partners and suppliers, i.e. the venues hosting these events.
  4. Promote the Region's influence and proactiveness in the short term. 

2. Who can submit a project?

The subsidy is intended for all B2B event organisers, i.e. national and international associations and federations, NGOs, public interest foundations, event agencies and private companies.

The fund is available for any legal organisation with a company number at the time of submission of its application file.

Entities may submit more than one application for this Fund provided that each application meets the eligibility criteria.

3. What conditions must the proposed project meet?

To be eligible, events must meet 7 conditions:

  1. Bring together at least 200 participants for at least 2 days in a row and one night.
  2. include at least 1 night in Brussels for at least 30% of the participants (whether the event is international or national)
  3. primarily target a B2B audience ("general public" events are excluded).
  4. The venue of the event must be located in the Brussels-Capital Region (on the territory of one of the 19 communes of the Brussels-Capital Region).
  5. The contract with the venue must still not have been signed before 15th July.
  6. Payment of the invoice/deposit for the rental of the event venue between 15 July and the deadline for receipt of supporting documents (30 November 2020).
  7. Be submitted in due time and in the required forms (forms, appendices, etc.);

4. The event I wish to submit will not take place in 2020. May I submit it?

Yes. As long as the event meets the eligibility criteria, the date of the event in question is not taken into account.

5. What is the selection procedure?

Selection takes place in the following stages:

  1. Analysis of projects in terms of their admissibility.
  2. Notification of the application’s admissibility.
  3. Analysis of the content of the files in relation to the selection criteria.
  4. Notification of whether the project has been selected or not.

6. What are the conditions to be met for the project to be deemed admissible?

This fund is open from 15 July 2020 to 30 October inclusive.

The full supporting file must be submitted by 30 November 2020 at the latest.

To be admissible, a project proposal must meet all of the following conditions:

  1. Conditions set out in points 3 and 5 above;
  2. visit.brussels must be in possession of the complete application file by 30/10/20 at the latest;
  3. The completed application must include:
    • Mandatory submission form
      Be sure to gather all the necessary supporting documents to attach to your form before you start your application.
    • Mandatory Schedule Forms:
      • Estimated budget to be completed
      • Sworn statement
      • A copy of the final estimate of the venue for the event
      • A bank certificate with stamp and signature of the bank proving that the account number belongs to the beneficiary (i.e. the entity submitting the project)

The file can be submitted in Dutch, French or English.

Projects that do not meet the eligibility requirements do not qualify for a grant. They are then inadmissible and the rest of their content will not be evaluated.
However, if information is missing, visit.brussels reserves the right to request the necessary information from the organisations. If no replies are received by the deadlines given, incomplete projects will be declared inadmissible.

7. What happens if an application is submitted and found to be incomplete?

If information is missing, visit.brussels reserves the right to request the necessary information from the organisations. If no replies are received by the deadlines given, incomplete projects will be declared inadmissible.

8. From the time my project is admissible, how is the application’s content analysed?

Files deemed admissible will be studied according to specific selection criteria by a selection committee composed of visit.brussels staff members. The selection committee may, if necessary, ask the project operator for additional information in order to clarify the application.

9. What are the criteria for selecting projects that will benefit from a grant?

Projects will be selected and grants awarded on the basis of the following criteria:

  • Whether the event matches the priority objectives of this fund;
  • The number of participants, days and nights per event (minimum 200 participants and minimum 1 night);

10. If my project is not selected, what recourse is available?

Decisions on the selection of projects are final. There is no possibility of appeal once the project has not been selected.

11. How am I kept informed of whether my project has been selected or not?

Each candidate will be informed in writing of their selection.

12. How much is the fund and how is it distributed?

visit.brussels has a total budget of EUR 2,000,000 for this fund. Budgets will be granted to the first projects that are eligible, in order and selected.

The subsidy allocated will be capped at EUR 50,000 per application. The subsidy may not exceed 50% of the bill for rental of facilities.

The subsidy will be paid in 2020 on the basis of an invoice and proof of payment to a venue/meeting room located in the Brussels region. Tenderers declare on their honour that they will reimburse the subsidy in full in the event of cancellation or change in the nature of the event.

12bis. How do I know if there is still any budget available in the fund?

visit.brussels will occasionally provide information on what remains in the fund, in a completely transparent manner, via a newsletter to its partners.

13. What criteria must project expenses meet to be eligible?

In order to be considered as eligible Project expenditure, expenditure must meet each of the following general criteria:

  • Maximum 50% of the bill for rental of facilities;
  • They must be reasonable and justified and comply with the principles of sound financial management, in particular in terms of economic efficiency and cost-effectiveness;
  • The expenditure must have been incurred during the period set out in this call for projects, i.e. between 15/07/2020 and 30/11/2020;
  • It must have been actually incurred by the Beneficiary, be recorded in its accounts in accordance with the accounting principles applicable, and have been the subject of the declarations required by the applicable tax and social security laws;
  • They must be identifiable and verifiable.
  • Expenditure and payments must be supported by documentary evidence which satisfies the formal requirements.

15. What expenditure is eligible for funding?

Only the following expenditure shall be eligible, provided that it meets the criteria set out above:

  • Those related to the rental of facilities/venue and basic equipment (furniture, flip chart, screen and projector, etc.) from  one and the same provider(the operator of the site) for the event in question. In particular, catering costs are not eligible.

Public procurement law must be respected if the service provider is subject to it.
The Beneficiary's accounting and internal control procedures must permit direct reconciliation between the costs and revenue declared in respect of the action and the corresponding accounting statements and supporting documents.

16. My project has already received a grant. Can I still submit my application?

Yes, you may submit your project, provided that the application does not cover the same expenses as the grant already received by another granting authority. 

17. Is VAT eligible?

The expenditure taken into account within the framework of the allocated grant is expenditure excluding VAT. VAT can only be considered eligible if it is actually borne by the Beneficiary.

18. How much can I claim?

Depending on the amount of expenditure accepted, the beneficiary is entitled to the following amount:

  • Expenditure accepted must equal or exceed the approved amount of funding and the beneficiary must receive the full amount.
  • Expenditure accepted must be less than the approved amount: the liquidated amount will be reduced to the amount of expenditure accepted.

19. What is the  deadline for submitting applications?

This fund is open from 15 July 2020 to 30 October inclusive

The full supporting file must be submitted by 30 November 2020 at the latest

20. What happens to the subsidy payment if my application is successful?

Once the project has been selected, visit.brussels will manage the administrative processing and follow-up of the applications selected.
A grant agreement will be signed with each of the entities whose application has been selected.
Payment of the amount of the subsidy granted will be made in one instalment on presentation of a statement of claim, the paid invoice and proof of payment of the invoice, supported by evidence of the costs actually incurred up to the total amount of the subsidy. 

The full supporting file must be submitted by 30 November 2020 at the latest.

Only expenditure that meets the objectives of the call for projects and the requirements set out in point 8 above will be allowed.

21. What does completed application consist of and when should it be submitted?

The completed application must include:

  • Mandatory submission form
    Be sure to gather all the necessary supporting documents to attach to your form before you start your application.
  • Mandatory Schedule Forms:
    • Estimated budget to be completed
    • Sworn statement
    • A copy of the final estimate of the venue for the event
    • A bank certificate with stamp and signature of the bank proving that the account number belongs to the beneficiary (i.e. the entity submitting the project)

The completed application must be submitted by 30 October 2020 at the latest.

22. What does the complete supporting document dossier consist of and when should it be submitted?

The supporting document dossier must include : 

  • The countersigned convention
  • The countersigned declaration of claim
  • The definitive breakdown of expenditure in accordance with the structure of the provisional budget
  • Proof of eligible expenditure actually incurred: a copy of the final quote for the event venue and the total deposit/invoice due

The completed supporting document dossier must be submitted by 30 November 2020 at the latest.

23. What happens if I am unable to provide the supporting documents?

If supporting documents are not submitted, advances already received must be repaid. The sworn statement that the beneficiary signs gives visit.brussels the legal possibility to sue the beneficiary if the funds are not returned.

24. How long does it take to receive the grant?

It is estimated that the procedure will be completed in 40 working days, subject to the number of files to be processed.

25. What are the important dates to remember?

This fund is open from 15 July 2020 to 30 October inclusive

The full supporting file must be submitted by 30 November 2020 at the latest.

26. How do I apply?

Project promoters are invited to fill in the on-line application form and to provide the requested documents and information.

The complete application form and appendices must be signed by a person legally authorised to commit the entity and sent no later than 30 October 2020 at 11:59 pm. 

Incomplete, unsigned files without the necessary appendices cannot be taken into consideration.

However, if information is missing, visit.brussels reserves the right to request the necessary information from the organisations. If no replies are received by the deadlines given, incomplete projects will be declared inadmissible.

27. As this fund is made available by the Brussels-Capital Region and visit.brussels, do I have to mention it in my project communications?

Mention of the support of the Brussels-Capital Region and visit.brussels as well as their logos will appear in all communications and on all productions linked to the event in question and on the Beneficiary's website.

This mention must be made in the following format:

  • depiction of the logo of visit.brussels and the Brussels-Capital Region as a leading sponsor on all communications and on their website;
  • Mention of the phrase ‘with the support of visit.brussels and the Brussels-Capital Region’ in all communications.

It also undertakes to inform the pre-financed partner or supplier of this grant being awarded.

28. Do I have to wait until 30/10/20 for my application to be examined?

No. Applications that are validly submitted and deemed complete are examined as quickly as possible, on a "first come, first served" basis. The response time depends on the number of applications to be processed.

29. I started to fill out the form, but I stopped before I had validly submitted the application. Do I have to start all over again?

Yes. When you have stopped while filling in the form, without having validly submitted the application by clicking on the last button of the form and having attached the documents correctly, you will have to fill in the entire form again. You will not be able to resume filling out the form that was under way.

30. When I have filled in the form and validly submitted the application, do I receive a confirmation email?

Yes. When the application is validly submitted, you will receive an e-mail confirmation of receipt. When your application is deemed complete, you will also receive a confirmation e-mail. If your application is deemed incomplete, you will receive an e-mail asking you to provide the missing information.

31. How to contact us if you have any further questions

b2beventsfund@visit.brussels

 

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