Tourism Investment Fund

Application Guidelines:

1. Not-for-profit organizations are eligible to apply.
2. The Event must be a minimum of two consecutive days in length
3. The event venue(s) and host hotel(s) must be in Oakville. Organizers are required to provide hotel details in application.
4. Events must generate a minimum of 20 total room nights in Oakville accommodations.
5. Organizations may submit up to a maximum of two applications per calendar year.
6. Organizations need to apply for new events or demonstrate growth over previous year to be eligible for funding.
7. Funds will be awarded up to a maximum of $5,000.
8. Funds will be awarded based on the evaluation criteria and as determined by Visit Oakville, while funds are available.

Application period and deadline:

• Events taking place January 1-April 30, 2025
  • Application period open October 1-November 30, 2024
• Events taking place May 1-August 31, 2025
  • Application period open February 1-March 31, 2025
• Events taking place September 1-December 31, 2025
  • Application period open June 1-July 31, 2025

Eligible Events:

• Regional, provincial, national and international tournaments.
• Multi-day festivals, events, and live music.
• Conferences, symposiums, AGMs – so long as they are more than one day.

Evaluation Criteria (100 points):

1. Review of the application.  All sections must be complete, application guidelines must be met, and the applicant must demonstrate the ability to deliver an exceptional event. (Pass/Fail)
2. Number of anticipated room nights. Room nights have a direct correlation with the economic impact of a given event. Therefore, the selection committee will consider this as prime criteria. Examples to measure room nights; confirmation of room block, pre- or post-event surveys, postal code data with registration or ticket sales. (30 points)
3. Number of Oakville hotels. Increased number of hotel partners ensure events are benefiting multiple properties. (10 points)
4. Potential for additional economic impact. This could be achieved by hosting a dinner or team-building activity, visiting local attractions, tours, etc. (10 points)
5. Demonstrate sustainable tourism, including but not limited to methods of transportation, protecting the natural environment, avoiding single-use plastics, etc. (10 points)
6. Demonstrating diversity, including but not limited to prioritizing accessibility, using diverse vendors and suppliers, inclusive communication and language, etc. (10 points)
7. Possibility of continuation of growing this event or of hosting new events in the future. (10 points)
8. Ability to leave a legacy in Oakville. This could include potential for media coverage and destination awareness, purchase of equipment left to an Oakville organization, school visits by players or spokespeople, scholarships, infrastructure improvements, etc. (10 points)
9. Off-peak, for events occurring between October and April. (10 points)

Requirements of Recipients:

• Fund recipients must sign an agreement with Visit Oakville accepting the fund’s terms and conditions which include:
  • Acknowledgement of Visit Oakville on the organization’s/event’s website (including Visit Oakville’s logo) and on all promotional material related to the event.
  • Minimum of one social media post acknowledging Visit Oakville as a partner and tagging @visitoakville.
  • Distributing (digitally and/or hard copy) Visit Oakville promotional material to attendees.
  • Providing Visit Oakville with a minimum of three high-resolution photos of the event for use in future marketing efforts.
  • Providing space at the event for Visit Oakville display, tent or other promotional opportunity.
  • Tickets and/or invitations to the event.
• Fund recipients must submit a final report to Visit Oakville within 60 days after the completion of the event that includes:
  • Written confirmation from Oakville accommodations confirming the actual number of room nights generated from the event.
  • The total number of event attendees.
  • The percent of event attendees who travelled over 80 km one way to attend the event and data that notes where the event attendees are from.
  • Description of the event’s ability to leave a legacy in Oakville.
  • Description of additional activities that impacted the event’s economic impact.
  • Samples of marketing material illustrating recognition of Visit Oakville.
  • High-res photos that Visit Oakville can use for promotional purposes.