PLAN YOUR EVENT

PLAN YOUR EVENT

Supporting Programs

Goyang MICE Support Program 2023

Support Overview

Support process

  • Bidding, promoting, and hosting of events


Category

  • International conferences, Domestic conferences, International events, Exhibitions

            ※Off-line and/or hybrid (online and offline) events to be supported


Eligibility

  • The applicants shall execute the budget first within the finally approved subsidy amount → The subsidy will be issued after reviewing the result reports


Method

  • Bidding, promoting, and hosting of events


Application Process


1. Application Notice
You can find the notice in Website https://goyangcvb.com or https://support.goyangcvb.com
2. Submit Application
Apply at least 2 months in advance for each stage of bidding, promoting, and hosting


3. Review & Approval
Confirm support via internal screening criteria and notify results


4. Report Results
Submit result reports within 1 month of the end of the event
5. Review submissions
Review supporting documents for appropriateness, send the original documents in mail
6. Issue subsidy
Final decision within 1 month of submission and subsidy issued

Support for Each Step

Bidding Support (Maximum 10 million KRW)

  • Description: Supporting overseas activities to attract MICE events which have yet to be confirmed to be hosted in Goyang
  • Range of Support
    Administrative Support

    • Consultation on bidding          

    • Support letter for winning the bid

    • Materials for preparing a proposal  

    • Goyang promotional video and Welcome Kit1

    • Overseas joint bidding activity (to be discussed in advance)  

    • Goyang field visit

    Financial Supportf

    • Production costs for souvenirs and promotional materials

    • Production and printing costs for proposal presentation

    • Overseas official banquet or performance cost

    • Production cost for booth installation 

    • Flight and accommodation fees for the bidding entity2


Promoting Support (Maximum 5 million KRW)

  • Description: Supporting overseas promotion activities for the latest event and the event before that to attract more participants to MICE events finalized to be hosted in Goyang
  • Range of Support
    Administrative Support

    • Promoting the event on Goyang CVB’s social media channel

    • Goyang promotional video and Welcome Kit1

    Financial Supportf

    • Production costs for souvenirs and promotional materials

    • Overseas official banquet or performance cost

    • Production cost for promotional booth installation 

    • Flight and accommodation fees for the promoting entity2


Hosting Support

  • Description: Supporting all relevant activities of the MICE events to be held in Goyang within the current year
  • Range of Support
    Administrative Support

    • Promoting the event on Goyang CVB’s social media channel

    • Goyang promotional video and Welcome Kit1

    • Introducing the team-building program for tourist attractions in Goyang

    • Goyang MICE supporters’ pool (young and elderly supporters)

    Financial Supportf

    • Rental fee of an event venue in Goyang3

    • Production costs for souvenirs and promotional materials

    • Performance or official banquet fee4

    • Meeting equipment rental fee5

    • Media promotion and advertisement fee    

    • Invitation fee for speakers or buyers from South Korea and abroad6

    • Service fee for security or guard services company in Goyang  

    • Service fee for waste disposal company in Goyang

    • Admission fees for tourist attractions in Goyang7 and tour bus rental fee

    • Event insurance fee

    • Shuttle bus fee8

1. Welcome Kit: Goyang promotional materials and souvenirs 

2. Flight and accommodation fee for the bidding/promoting entity: A maximum of 2 people, including the bidding/promoting organization (1 person from an agency) may be supported with an economy class flight ticket and a standard room for accommodation ( limited to during the event period) 

3. Event venue in Goyang: Hotel, exhibition convention center, etc. (outdoor venue allowed) However, the event venue rental fee can be up to 40% of the total subsidy 

4. Performance or official banquet: Can be used limited to the events specified in the official schedule (ex: Welcome reception, gala dinner, welcome lunch or banquet, etc.) 

5. Meeting equipment rental: Only apply to equipment rental, not booth installation However, exhibitions held by a company in Goyang may use the budget for exhibition hall equipment 

6. Inviting speakers or buyers from South Korea and abroad: limited use for transportation fee and accommodation fee 

7. Admission to tourist attractions in Goyang: Visits to more than 2 tourist attraction sites must be verified 

8. Shuttle bus: The travel routes should be discussed in advance

Support Details by Event

International Conference (Maximum 50 million KRW, depending on size)

Eligibility

○ A conference held by an international organization, institution, corporation, or group that meets all of the following requirements*

  • Foreign participants from 3 or more countries
  • 100 or more participants, of which 50 or more are foreigners
  • A conference held for 2 days or longer

○ A small or medium-sized international conference held in Goyang that meets all of the following requirements

  • 150 or more total participants (10% or more are foreign participants)
  • A conference held for 2 days or longer


  ※ * is based on the 『Article 2 of the International Conference Industry Promotion Act』

  ※ Eligible to apply if satisfying 1 of the 2 conditions above

  ※ However, when applying with the conference with sub-exhibition as an international conference, 

     only a separate meeting room outside the exhibition hall will be permitted

Required

① 60% or more of the total subsidy shall be used with companies in Goyang9

② Use 2 or more Goyang MICE Alliance members10

③ On promotional materials (banners, program leaflets, X-banners, etc.), display the logo of Goyang CVB and specify the Bureau as the sponsor in Korean and English11

④ Required to attend at least 1 regular meeting of the Goyang MICE Alliance (in the current year)

Additional Points Given

① Practice sustainability (when 1 out of 3 criteria below is satisfied)

  • Apply 3 or more items in the ‘Goyang Sustainable MICE Hosting Manual’12
  • Apply 3 or more items in the Korea Tourism Organization’s ‘ESG Operations Guide’13 on pages 57-59
  • Submit a certificate of ‘Carbon Neutrality Program’ recognized by the government

② Operate Goyang tourism program

  • Include 2 Goyang tourist attractions in the program

③ Utilize Goyang MICE professionals

  • Use at least 3 ‘middle-aged professionals’ trained by Goyang CVB

Domestic Conference (Maximum 30 million KRW, depending on size)

Eligibility

○ A conference held in Goyang that meets all of the following requirements

  •  100 or more domestic participants
  • A conference held for 2 days or longer
Required

① 60% or more of the total subsidy shall be used with companies in Goyang9

② Use 2 or more Goyang MICE Alliance members10

③ On promotional materials (banners, program leaflets, X-banners, etc.), display the logo of Goyang CVB and specify the Bureau as the sponsor in Korean and English11  

④ Required to attend at least 1 regular meeting of the Goyang MICE Alliance (in the current year)

Additional Points Given

① Practice sustainability (when 1 out of 3 criteria below is satisfied)

  • Apply 3 or more items in the ‘Goyang Sustainable MICE Hosting Manual’12
  • Apply 3 or more items in the Korea Tourism Organization’s ‘ESG Operations Guide’13 on pages 57-59
  • Submit a certificate of ‘Carbon Neutrality Program’ recognized by the government

② Operate a Goyang tourism program

  • Include 2 Goyang tourist attractions in the program

③ Utilize Goyang MICE professionals

  • Use at least 3 ‘middle-aged professionals’ trained by Goyang CVB

International Events (Maximum 30 million KRW, depending on size)

Eligibility

○ An event that meets the purpose of attracting or increasing foreign tourists does not belong to the category of international conference, domestic conference, or exhibition, and meets all of the following requirements

  • 1,000 or more total participants (10% or more are foreign participants)
  • An event held for 2 days or longer
Required

① 60% or more of the total subsidy shall be used with companies in Goyang9

② Use 2 or more Goyang MICE Alliance members10

③ On promotional materials (banners, program leaflets, X-banners, etc.), display the logo of Goyang CVB and specify the Bureau as the sponsor in Korean and English11  

④ Required to attend at least 1 regular meeting of the Goyang MICE Alliance (in the current year)

Additional Points Given

① Practice sustainability (when 1 out of 3 criteria below is satisfied)

  •  - Apply 3 or more items in the ‘Goyang Sustainable MICE Hosting Manual’12
  •  - Apply 3 or more items in the Korea Tourism Organization’s ‘ESG Operations Guide’13 on pages 57-59
  •  - Submit a certificate of ‘Carbon Neutrality Program’ recognized by the government

② Operate a Goyang tourism program

  • - Include 2 Goyang tourist attractions in the program

③ Utilize Goyang MICE professionals

  • - Use at least 3 ‘middle-aged professionals’ trained by Goyang CVB

Exhibitions (Maximum 50 million KRW, depending on size)

Eligibility
○ An exhibition held in Goyang for the first time (including the existing event held in other cities but held in Goyang for the first time) or an exhibition that has been held in Goyang within 2 times (up to the third time can apply) that meets all of the following requirements
  • 4,000㎡ or bigger exhibition space
  • 50 or more exhibitors
  • 100 or more booths
  • An event held for 2 days or longer
Required

① 60% or more of the total subsidy shall be used with companies in Goyang9

② Use 2 or more Goyang MICE Alliance members10

③ On promotional materials (banners, program leaflets, X-banners, etc.), display the logo of Goyang CVB and specify the Bureau as the sponsor in Korean and English11  

④ Required to attend at least 1 regular meeting of the Goyang MICE Alliance (in the current year)

Additional Points Given

① Practice sustainability (when 1 out of 3 criteria below is satisfied)

  • Apply 3 or more items in the ‘Goyang Sustainable MICE Hosting Manual’12
  • Apply 3 or more items in the Korea Tourism Organization’s ‘ESG Operations Guide’13 on pages 57-59
  • Submit a certificate of ‘Carbon Neutrality Program’ recognized by the government

② Utilize Goyang MICE professionals

  • Use at least 3 ‘middle-aged professionals’ trained by Goyang CVB

③ More than 100 overseas buyers

  • Invited buyers refer to those invited by the organizer at a certain price
  • Must submit a list of overseas buyers and other documented proof of invitation

9. Companies in Goyang: Companies with business address per Business Registration is located in Goyang 

10. Goyang MICE Alliance members: See (Attached) Goyang MICE Alliance Member List and Goyang Convention & Visitors Bureau’s official website (goyangcvb.com) 

11. How to credit: (English)Sponsored by Goyang CVB / (Korean)후원: 고양컨벤션뷰로 

12. Goyang Sustainable MICE Hosting Manual: See (Attached) Manual 

13. Korea Tourism Organization’s ‘ESG Operations Guide’: See (Attached) Guide’s pages 57-59

Application Procedure

How to apply

  ○ Application Period: Throughout the period from February to November 2023 (※ May close early when the subsidy is exhausted)

  ○ Due Date: Submit at least 2 months before executing each stage of bidding, promoting, and hosting

  ○ How to Apply: Apply through the Goyang MICE Support Program website (support.goyangcvb.com)

  ○ Notification of Results: Notified with an official letter after internal review

  ○ Eligible Applicants

  1. Domestic hosting and organizing entities (academic societies, associations, groups, institutions or corporations, travel agencies, companies)
  2. Domestic organizations delegated by domestic hosting and organizing entities (PCOs, PEOs, MICE facilities, travel agencies, etc.)
  3. Domestic organizations delegated by or co-hosting (co-organizing) with overseas hosting entities

       ※ ② and ③ require submission of a power of attorney

Documents to Submit

For Application
For Result Report

① 1 copy of the official letter under the name of the event organizer

② 1 copy of the event plan (including the budget execution plan)

③ 1 copy of the business registration or unique number Certificate

④ 1 copy of the memorandum of implementation

⑤ 1 copy of the event revenue lease agreement* or quotation

   * When applying for exhibition support, the lease agreement is required

⑥ Proof of agency delegation (1 copy each of power of attorney, contract, agency’s bankbook, agency’s business registration, and organizer’s official letter)*

   * Only applicable groups are required to submit

① 1 copy of the official subsidy request letter in the name of the event organizer

② 1 copy of the settlement report

③ 1 copy of the settlement/expenditure document for each item that the subsidy is used

  - Tax invoice, bank transfer statement, copy of a corporate card, etc.

  - All pages must be stamped with a certified true copy seal. Simple receipt is not acceptable

④ Proof of sponsorship text, logo insertion, and event photos

⑤ Proof of additional points items

⑥ 1 copy of the bankbook of the organization receiving the subsidy

⑦ 1 copy of the participant list


※ All result reporting documents must be submitted in the original copy by mail within one month after the end of the event

Notes

Items to Note Upon Application

  • Ineligible Events: Political or religious events, B2C-oriented sales events
  • The VAT and bank transfer/remittance fees are not be supported
  • Subsidy is to be issued to the applicants within the final approved amount  after the assessment of the result report
  • When receiving support from other organizations such as the government, government-related organizations, or other local governments, you cannot execute the subsidy on the same item (no duplicate support for the same item)
  • All expenditures made with the subsidy must be made by bank transfer or a card in the name of the representative or corporation. Cash transactions will not be accepted under any circumstances
  • Changes to event plan (contractual lease area, event duration, event name, event venue, etc.), changes to budget items, changes to support items applying for subsidy, changes to business or business name (company name, representative, address, etc. per the business registration), and other changes must be notified in advance and approved.   
  • When an overseas organizer applies for the subsidy, it can only be issued to a ‘domestic agency’ officially contracted by the overseas organizer
  • The subsidies approved in the year of application will not be carried over to the following year
  • If the results of the event decreased over a certain percentage compared to the plan, the subsidy may be canceled or reduced
  • Active cooperation is required when requested of organizers and participants survey and monitoring and feedback on the support system

Conditions for Reduction and Cancellation of Subsidy

Category
Condition
Subsidy Reduction
○ Reduction based on the achievement of the ‘plan’ submitted when applying for support
 - International conferences, domestic conferences, corporate meetings and incentives, and international events: Number of participants 
 - Exhibitions: Number of exhibitors and booths
Achievement rate compared to the application(%)
80% or more
70% ~ 80%
Below 70%
Subsidy Reduction
100% issued within the approved amount
90% issued within the approved amount
Subsidy canceled
Subsidy Cancellation and Application Restrictions
  • Failing to submit the result report and settlement report within 1 month after the end of the event
  • Intentionally submitting false documents when applying for or support or reporting results, or if there are significant defects in the submitted documents
  • Failing to fulfill the conditions of the subsidy payment
  • When causing social harm after being notified of support or even after the subsidy is issued
  • If the event location is changed after receiving administrative and financial support from Goyang Convention & Visitors Bureau

             → If any of the above applies, the subsidy will be canceled and/or confiscated, and the organization will be ineligible for applying for the next 3 years

Inquiry

Bidding Support

Dora An, Manager (+82-31-927-9934, dora.an@goyangcvb.com)

Bella Oh, Assistant Manager(+82-31-927-9924, bella.oh@goyangcvb.com)

Hosting Support

Joy Im, Assistant Manager (+82-31-994-8042, joy.im@goyangcvb.com)

Tel : +82-31-927-9970    Fax : +82-505-958-7730    Email : help@goyangcvb.com
Address : #904 Office Building, 217-59 Kintex-ro, Ilsanseo-gu, Goyang-si
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