MICE Scheme FAQs - Final

M.I.C.E. Scheme – FAQs A. Section |General A.1. Are applications only available online?

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

A.2. When will applications be open?

Applications can be submitted directly on the above link and will remain open until 1st June 2022.

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

This scheme is being administered by Conventions Malta within the Malta Tourism Authority. You can reach us on micescheme@conventionsmalta.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. Who can apply for the scheme?

•

Foreign Corporate client

•

Foreign Professional Conference Organizer

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Local Corporate client

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Destination Management Companies (DMCs)*.

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Hotels*.

•

Audio-visual companies specializing in tourism travel for M.I.C.E activities (i.e., meetings, incentives, conference, and exhibitions). *Destination Management Companies and Hotel properties must be licensed by MTA in its capacity as designated authority for the regulation of tourism services and operations in the Maltese Islands.

A.5.Who is the intended beneficiary for this scheme?

•

Foreign Corporate Company

•

Foreign Professional Conference Planner (PCO)

•

Local Corporate Client

•

DMC (licensed by the MTA)

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A.6. Are associations eligible for support?

PCOs or Maltese DMCs handling International Associations are also able to submit their applications.

Following internal directions regarding VAT, the below information has been revised as of 18/10/2021.

A.7. Are the figures included in the scheme inclusive or exclusive of VAT? VAT will be included or excluded whenever applicable & in accordance with local regulations.

A.8. What are the requirements to qualify for this scheme?

Organisation of a M.I.C.E. event in Malta or Gozo taking place up to December 2022 with a minimum of 10 participants staying for minimum of 2 nights based on the following minimum program spend (per delegate): • €800 (Inc. Vat where applicable) per delegate = MTA Contribution of €150 (incl. Vat where applicable) per delegate.

• €600 (Inc. Vat where applicable) per delegate = MTA contribution of €75 (incl. Vat where applicable) per delegate.

A.9. How much funds are available for this scheme? €4 Million (incl. Vat where applicable).

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B. Section | Terms & Conditions B.1. What does the phrase ‘Minimum Program Spend’ mean?

The minimum program spend refers to the total cost of the program per delegate. This spend may include costs related to hotel accommodation, ground transportation, dining, excursions, team building activities, event production and logistics. Examples of event production and logistics include A&V facilities, translators & booths, stage & set up including lighting, ground transportation, staff, and hostesses amongst others.

IMP: As of the 25/10/2021 the total cost of the program per delegate will be calculated on the net cost.

B.2. Are flights and transport to and from the destination considered as part of the total cost of the program?

International flights or other means of travel to and from the Maltese Islands are not eligible for reimbursement and therefore are not included in the calculation of expenditure per delegate.

B.3. On what condition would my application be validated?

Eligibility conditions for applicants’ state that: 

Applicant’s area of specialisation must focus on M.I.C.E.



Applicant must be in possession of a valid company VAT number or Company Registration Number.

These details are validated by MTA through the VAT Information Exchange System (VIES) and other online portals to ensure that the business activity of the company is legitimate.

Eligibility conditions for the activity application include the following: 

Application was received at least thirty (30) working days prior to the event taking place. Closing date for all applications is the 1st June 2022 for events taking place up to the 31st December 2022.



The activity is spread on a minimum stay of two (2) nights.



The group size is not less than ten (10) pax.



Program focuses on M.I.C.E. activities.



Costing sheet clearly shows average cost of program per delegate (with clear breakdown of cost at NET and cost at Gross).



Relevant agreements have been provided as proof of commitment and business. Agreements are signed by both parties (DMC & Applicant or Hotel & Applicant where applicable).



The activity included in the application must not be benefiting from any other funding from the Government of Malta through Ministries, Authorities, Government Agencies or Departments and or from the European Union funding though the European Commission, National agencies, or other funding programs.

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B.4. My activity was originally due to take place in the beginning of 2020 and now postponed to 2022. Can I still apply for the scheme?

If agreement with Hotel or DMCs were signed prior to the launch of the scheme, the application cannot be considered as new business since the activity was already confirmed for the destination although the dates changed.

B.5. My application has been accepted and validated for an event in 2021. However due to unforeseen circumstances we must move the activity to 2022. What should I do?

It is imperative that you inform us via email as soon as you are aware of such change. If the application was already validated by Conventions Malta and the agreement with the hotel or DMC shows that the activity was booked after the scheme was launched, you will still be able to claim support.

Should the activity, now taking place in 2022, be different from the original application, the applicant will be required to submit their revised entry by filling in the MBS ES2 Form prior to 17th December 2021.

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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 all entries have been 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. Should you not receive an email acknowledgment within eight (8) working days, kindly contact us directly on (+356) 2291 5555 or via email on info.conventions@visitmalta.com and micescheme@conventionsmalta.com.

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

Kindly contact us directly on micescheme@conventionsmalta.com.

C.4. Are the scheme documents and application form available in different languages other than English?

The scheme document and Frequently Asked Questions are available in French, German and Italian as follows:

Français •

Document relatif au Programme

•

Questions Fréquentes (FAQ)

Deutsch •

Informationen und Teilnahmebedingungen

•

Häufig gestellte Fragen (FAQ)

Italiano •

Programma

•

Domande frequenti (FAQ)

The application form is only available in English. However, should you require any assistance please do get in touch with our Conventions Malta overseas representatives who will be more than willing to assist.

C.5. Do I need to present any documents at application stage?

No documents need to be provided at application stage. However, it is imperative that you provide all the information requested in the application form.

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C.6. How would I know if my application has been accepted?

Following MTA Management’s review of your application, one of the team will reach out to you to confirm whether the initiative is eligible for funding through the MTA M.I.C.E. Business Scheme.

You will then be requested to provide: •

An itemized program costing sheet (so that we can establish the cost per person). Costing sheet must include program cost at NET rates in addition to program cost at GROSS rates.

•

Copy of DMC agreement (if applicable) and/ or copy of hotel agreement as proof of confirmed business & commitment.

The above information should be provided prior to the event taking place and ideally not later than thirty (30) working days prior to the start date. We strongly encourage you to share this information as soon as it is available so we can validate the application, confirm whether support will be granted and secure funds.

C.7. The form asks for the following details: Company Registration Number, MTA License Number or Company VAT Registration Number. Should my company not be in possession of such registration or license what should I do?

All applicants must be in possession of a valid company VAT number or Company Registration Number. These details are validated by MTA through the VAT Information Exchange System (VIES) and other online portals to ensure that the business activity of the company is legitimate. The MTA License Number only refers to local DMCs and Hotels that are handling the application on behalf of the applicant.

At Intermediary stage the applicant will be required to share a copy of a valid company licence or company registration certificate as proof of operation. If you cannot prove that your company’s operations are regulated by law, then the application would be considered invalid.

C.8. How will the applications be vetted?

Each application will be considered individually and handled by one of the Conventions Malta Team. On receipt of the application form, you will receive an email with the contact details of the team member assigned to your application. Relevant details will be shared by the same team member throughout the process.

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D. Section | Intermediary Stage D.1. By when should I provide the ‘proof of commitment’ referred to in the Scheme Document?

You will be guided accordingly by one of our team members as to when and how to submit the documentation.

D.2. 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.

D.3. What documents should I provide MTA for the support agreement to be issued?

Once the application is approved, a validation email will be shared with the applicant. An agreement will then be issued by MTA establishing the aid and the obligations between MTA and the beneficiary.

The applicant is required to present proof of commitment of the organisation of the M.I.C.E. event in the Maltese Islands by providing the following documentation: a)

Copy of DMC agreement (as applicable)

b) Copy of Hotel agreement (if booked direct). c)

Copy of itemized costing sheet to calculate the cost per person and assigned allocation (with clear breakdown of cost at NET and cost at Gross)

d) Copy of valid company license or company registration certificate as proof of operation. e)

Supplier Banking Details Form (referred to as MBS-BDF Form) provided by MTA.

f)

If the Applicant is collaborating with a partner who’s on the eligible beneficiary list, the applicant shall need to present a signed declaration by this partner, stating who will be the ultimate beneficiary. The letter must also refer to the MBS-BDF Form which should confirm the respective bank details required for payment.

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E. Section | Claim Submissions E.1. What document can be provided as ‘Proof of number of foreign attendees’?

A copy of the final rooming list showing name, surname, nationality, and passport number of the delegates is required.

E.2. When will I be requested to provide the supporting documentation required for the claim?

Information relating to the final claim will be detailed in MTA’s agreement including format, content specifications and submission deadline. Final documents will be required at ‘claim stage’ which will take place on a post event basis.

Important deadlines:

Application: must reach Conventions Malta prior to thirty (30) working days from actual starting date of the activity. Closing date for all applications is the 1st June 2022 for events taking place up to the 31st December 2022.

Proof of commitment: to be provided at least thirty (30) working days from start of activity.

Confirmation of Pax and Program following agreement being issued: email to be sent at least fourteen (14) working days prior to start of activity.

Claim Submission: Applicant is requested to provide documentation detailed in agreement within sixty (60) working days of the activity’s end date.

Reimbursement period: Applicant should expect payment for claim within sixty (60) working days from delivery of invoice and paperwork to MTA Finance Department.

The information contained herein is intended for guidance purposes only. The guidelines can be reviewed or updated at the discretion of the MTA. For further information on the scheme contact the MTA on (+356) 2291 5555 or micescheme@visitmalta.com Additional information can also be found on www.mta.com.mt.

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