CYPRUS CONVENTION BUREAU PROGRAMME FOR THE PROVISION OF HOSPITALITY FOR THE ORGANISATION OF CORPORATE CONFERENCES AND INCENTIVE TRIPS IN CYPRUS 2015 A. OBJECTIVES OF THE PROGRAMME This programme aims to further promote Cyprus abroad as a destination for the organisation of corporate conferences and incentive trips. The benefits offered through this Programme, will further contribute to the development of awareness about Cyprus as an attractive and competitive destination for the organisation of corporate conferences and Incentive trips and will attract such groups of travelers also during off-peak period. B. ELIGIBLE APPLICANTS Licensed tourism & travel offices and corporate clients from abroad. C. PREREQUISITES AND CRITERIA 1. This Programme applies only for the organisation of corporate conferences and incentive trips in Cyprus from abroad. 2. The application must be submitted to the respective Cyprus Tourism Organisation office, at least 1 month prior to the arrival of the group in Cyprus (please refer to paragraph H). 3. According to the provisions of Article 6A-(1) of the Tourism and Travel Offices and Tourist Guide Laws 1995-2013, licensed tourism and travel offices established in an EU member state, may temporarily carry out within the Republic the activities referred to in section 3 of the referred Law without the need of having a permanent organized Office within the Republic, provided they declare this intention in writing to the Cyprus Tourism Organisation. 4. According to the provisions of Article 6-(1) of the Tourism and Travel Offices and Tourist Guide Laws 1995-2013, licensed tourism & travel offices, established in a non EU member state, may not carry out within the Republic on an organized or permanent basis the activities referred to in section 3 of the referred Law and therefore they must be represented by a local licensed tourism & travel office, which must also be stated in the application. Page 1 of 5
5. Corporate clients must also be represented by a local licensed tourism & travel office through which the activities referred to in section 3 of the referred Law will be carried out and the local office must also be stated in the application. Note: The Tourism and Travel Offices and Tourist Guide Laws 1995-2013 is published in the corporate website of the Cyprus Tourism Organisation www.visitcyprus.biz, in section Tourism Services and subsection Travel Agencies & Tour Operators. D. SUBMISSION OF THE APPLICATION 1. The eligible applicants from abroad must submit the attached application (Annex A), duly completed, to the email address of the respective Cyprus Tourism Organisation office indicated in Paragraph H. 2. Kindly note that only fully completed applications will be considered. 3. Applications will be considered on a first-come, first served basis, according to the date of their submission to the respective CTO office and until total allocated funds are exhausted. Note: It is provided that, the Organisation reserves the right to afford priority to the examination of applications submitted by applicants who have not previously benefited from the Programme within 2015. E. BENEFITS Based on the below categories CTO will offer the beneficiary the following benefits: CATEGORY 1 For groups up to 30 participants from abroad 1. Each participant will receive a small giveaway with the compliments of the Cyprus Tourism Organisation (please refer to Paragraph F) 2. Upon arrival at the airport the group will be offered Meet and Assist Services by the CTO Airport Offices in Larnaca and Pafos. 3. Each participant will receive informative brochures for Cyprus published by the Cyprus Tourism Organisation. CATEGORY 2 For groups with more than 30 participants from abroad 1. Upon arrival at the airport the group will be offered Meet and Assist Services by the CTO Airport Offices in Larnaca and Pafos. 2. Each participant will receive informative brochures for Cyprus published by the Cyprus Tourism Organisation. 3. Amount of hospitality 25 for each participant from abroad with a maximum amount of hospitality up to 10.000. Page 2 of 5
Notes: In cases where a participant travels with accompanying persons, the above benefits will apply only to one accompanying person. Children are excluded from the provision of a giveaway and of the amount of hospitality. Meet and Assist Services upon arrival will be offered provided that the arrival is within the working hours of the CTO Airport Offices In case the number of giveaways purchased by the Cyprus Tourism Organisation exceeds the number of participants that have arrived to Cyprus, the beneficiary shall return the remaining gifts to the Cyprus Tourism Organisation Head Office in Nicosia. In failure to do so, the cost of the remaining giveaways will be charged to the beneficiary, which he must pay to the Cyprus Tourism Organisation. F. GIVEAWAYS The giveaways will be purchased by the Cyprus Tourism Organisation upon the submission of the preliminary rooming list, which should be extracted from the reservation system of the hotel of stay, prior to the arrival of the group in Cyprus. The giveaways will be sent to the hotel of stay before the group s departure from Cyprus and after the submission of the final rooming list extracted from the hotel s reservation system, following the completion of the group s check in procedure at the hotel. G. REQUIRED DOCUMENTATION AFTER THE GROUP S DEPARTURE FROM CYPRUS After the departure of the group from Cyprus the beneficiary must submit to the respective CTO office the following 3 documentations: 1. A letter from the beneficiary company on the company s official letterhead which must include the following: A. The general conclusions of the corporate conference / incentive trip that has been organised in Cyprus and the final number of participants from abroad. B. Request for payment of the amount of hospitality based on the final hotel rooming list (Applicable only for Category 2) C. Submission of the beneficiary company s bank account details for the bank transfer of the amount of hospitality such as the name of the bank, the name of the account s holder, IBAN number and Swift code (Applicable only for Category 2) 2. The final hotel rooming list extracted from the reservation system of the hotel/s of stay 3. The Personal Declaration duly signed by the beneficiary (Annex B) Page 3 of 5
The amount of hospitality for Category 2 will be released only with the submission of all the aforementioned documentation. In the case where the required documentation submitted is not complete, the payment procedure will be discontinued. The Cyprus Tourism Organisation reserves the right to further examine the documentation submitted and to request additional documentation. Provided that false documentation has been submitted to the Cyprus Tourism Organisation by the beneficiaries, CTO reserves the absolute right to cancel the approved amount for the provision of hospitality and / or to request the refund of any amount of hospitality already paid by CTO. Provided that is the case, in addition to any other penalties imposed by CTO, offenders will be excluded from any participation in the subsidies of the Organisation and hence they will not be eligible for subsidisation through the available Incentive Schemes, Hospitality Programmes and any other subsidies, invitations, commissions or cooperation with the Cyprus Tourism Organisation relevant to Conference and Incentive Tourism for two years (2015-2016). The applicants and/or beneficiaries of the aforementioned Hospitality Programme, accept without any reservations all the terms, prerequisites and criteria that it includes. The programme is subject to change without notice. H. OFFICES OF THE : United Kingdom & Ireland Mrs Lillian Panayi Assistant to the Director londonadmincto@btconnect.com Tel. (+44) 207 321 4183 Fax.(+44) 207 321 4166 Russia Mr Demetris Demetriou ctomoscow@visitcyprus.com Tel.(+79) 995 750 340 Fax(+74) 995 750 319 Italy Mr Christos Tsiakas info@turismocipro.it Tel. (+39) 0258 319 835 Fax.(+39) 0258 303 375 Greece Mrs Ioanna Hadjicosti Sales & Marketing Officer cto-athens@cyta.gr Tel. (+30) 210 361 0178 Fax.(+30) 210 364 4798 Page 4 of 5
Germany & Austria Mrs Ekavi Charalambidou info@cto-fra.de Τel. (+49) 692 519 19 Fax.(+49) 692 502 88 Israel Mrs Louisa Varaclas cto@netvision.net.il Tel. (+972) 352 574 42 Fax.(+972) 352 574 43 Nordic Countries Mr Johan Lantz stockholm@visitcyprus.com Tel. (+46) 810 5025 Fax.(+46) 810 6414 Poland Mrs Marzena Olejnik cto@cypr.pl Tel.(+48) 228 279 036 Fax.(+48) 228 279 034 France Mrs Laure Le Cornec Assistant Marketing Officer info@tourisme-chypre.fr Tel. (+33) 142 614 249 Fax.(+33) 142 604 853 Switzerland Mr George Papantoniou ctozurich@bluewin.ch Tel. (+41) 44 262 33 03 Fax.(+41) 44 251 24 17 Netherlands & Belgium Mr Kleanthis Evripidou info.cyprus@kpnmail.nl Tel. (+31) 206 244 358 Fax.(+31) 206 383 369 Applications from all other countries should be submitted to CTO Head Office in Cyprus Mrs Katia Hadjiantoni - Angelich Tourism Officer Assistant katiah@visitcyprus.com Τel.(+357) 22 69 12 51 Fax.(+357)22 69 13 13 Page 5 of 5
ANNEX A - APPLICATION PROGRAM FOR THE PROVISION OF HOSPITALITY FOR THE ORGANISATION OF CORPORATE CONFERENCES AND INCENTIVE TRIPS IN CYPRUS 2014 Α. APPLICATION SUBMISSION DATE: Β. APPLICANT S DETAILS 1. Name of the licensed tourism & travel office / corporate client: 2. Contact person and job tittle: 3. Tel: 4. Email: 5. Website: C. WRITTEN STATEMENT (to be attached) Applicable only when the applicant submitting the application is a licensed tourism & travel office established in an EU member state. If there is a local licensed tourism & travel representative office, this should be indicated D. LOCAL LICENSED TOURISM AND TRAVEL OFFICE Applicable when: 1. the applicant is a corporate client 2. the applicant is a licensed tourism and travel office established in a non EU member state Name of the local licensed tourism & travel representative office:
Ε. DETAILS OF THE PARTICIPANTS GROUP 1. Purpose of the group s visit to Cyprus: Corporate Conference Incentive Trip 2. For which company is the corporate conference / incentive trip organised: Contact person and job tittle: Email address: 3. What is the professional profile of the participants: 4. Which is/are the country/ies of origin of the participants: 5. Arrival date and flight: 6. Departure date and flight.: 7. Total number of participants (children are excluded): 8. Please attach the participants name list indicating the accompanied persons and children if any) 9. Please attach the programme to be followed during the group s stay in Cyprus 10. Hotel/s of stay with dates