COLORADO MEETING & EVENTS INCENTIVE
It Pays to Meet in Colorado!
Use the Colorado Meeting and Events Incentive to book your next meeting or event in the state. Colorado has long been a bucket-list destination for travelers and groups seeking a taste of the West, friendly hospitality, impressive cities, creative cuisine, abundant outdoor activities, and beautiful mountain communities. If that isn’t enough reason to book a meeting or event here, Colorado’s Meeting and Events Incentive has been introduced to assist in the state’s recovery from the COVID-19 pandemic. As an added bonus, it also will help groups get back into the practice of meeting face-to-face. It’s a win-win for everyone!
The Meeting and Events Incentive provides pre-approved applicants with a 10% rebate up to $100,000 against the eligible hard costs of hosting meetings and events that take place between July 1, 2021, and June 30, 2024.
The online application must be submitted no later than 45 days before the meeting has occurred with the following exception: meetings and events occurring on or between July 1, 2021, and September 15, 2021, must be submitted no later than 21 days after the meeting has occurred.
Who Can Apply?
To receive the incentive rebate, the applicant must be the primary organizer, event host, or the meeting or event planner. Watch this video on how to apply.
Eligible Events
An event is eligible for a rebate only once per year. Eligible events include but are not limited to business meetings, conferences, conventions, exhibitions, trade shows, consumer shows, festivals, concert series, and weddings. The event needs to:
- take place in Colorado between July 1, 2021, and June 30, 2024
- be a NEW Colorado meeting or event contracted on or after April 6, 2021, that takes place in Colorado
- be a previously booked meeting or event taking place in Colorado that is at risk of being canceled, postponed, or relocated outside of Colorado without support
- generate at least 25 paid overnight room nights in a motel, hotel, vacation rental, or other lodging establishments, – if vacation rentals are used towards the 25 paid overnight room nights minimum, the rental counts as “one paid room night” per night regardless of the number of bedrooms in the vacation rental
- have total eligible hard costs at or above $35,000
- meet any additional criteria established by the CTO
Incentive funds only apply to NEW business contracted on or after April 6, 2021, when the Meeting and Events Incentive program was introduced and does not apply to contracts signed before April 6, 2021, unless the meeting or event is in danger of cancellation, postponement, or relocation without support and provides sufficient documentation to that effect.
Colorado is thrilled to be open for business and will roll out the red carpet for your group!
How the Program Works
An application must be submitted at least 45 days before the event has occurred except for events occurring between July 1, 2021, to September 15, 2021. Events on or before September 15, 2021, can submit applications no later than 21 days after the meeting or event has occurred to be eligible.
Step 1: Determine Eligibility
Incentive applications will be reviewed and awarded based on the eligibility outlined above and the availability of grant funding.
Step 2: Create an Account
Log in to your account on the application portal or create a new account. To protect your personal information, we manually add new users to the portal, so it may take several days to activate your account. Instructions for navigating the OEDIT application portal are available.
Steps to create an account:
- Open the OEDIT application portal
- Select ‘New User’
- Complete New User Registration
- Select “Meeting and Events Incentive Program (CTO)” for Registration Purpose.
- After 48 hours you should receive an email notification that your account is active.
Step 3: Gather all application materials (Application Questions and Application Process).
Interested applicants must prepare to submit an online application and be pre-approved to participate. If your meeting or event meets the eligible events criteria listed above, download the two required forms, Meetings & Events Eligible Hard Costs Worksheet and an Events Affidavit. You will submit these forms as part of your application.
Step 4: Complete Online Application
Once your account is active, go back to the OEDIT application portal and submit your completed application. Instructions for navigating the OEDIT application portal are available. Note: No hard copies of the application or support materials will be accepted.
Step 5: Pre-approval Notification
Receive pre-approval for your application (not guaranteed) via email stating the amount of the rebate you have been approved for.
Step 6: Host your event
Step 7: Submit Event Final Expense Report
Submit a final expense report within 90 days of the end date of the pre-approved meeting or event to include finalized actuals, invoices, expense receipts, and proof of payment, and a signed event certificate/attestation. You will also need to submit a finalized hotel room night pick-up report or written verification from the lodging property or properties listing the total room pick-up for verification of the 25 paid overnight room nights.
Step 8: Receive full approval and the funds within 45 days of submission of a complete final expense report and verification of the 25 paid overnight room nights.
Incentive funds are subject to availability and will be awarded based on the ability to meet the selection criteria. When funds are depleted, applications will no longer be accepted or pre-approved. The Meeting and Events Incentive cannot be combined with any other offers provided by the Colorado Tourism Office.
Individuals or companies on the Federal OMB suspended or disbarred list are ineligible to receive incentive funds.
Payment: Verification is made before the rebate is paid directly to the primary organizer of the event or to the meeting/event planner.
