2023 Meeting & Event Incentive Program

Iowa’s Meeting & Event Incentive PROGRAM

 Attract, Retain and Expand In-Person Overnight meetings and events in the state, as well as showcase local tourism experiences

2023 program modifications

Given the tremendous success of the Meet In Iowa program in 2022, the Iowa Economic Development Authority and Iowa Tourism Office have decided to extend the program into 2023, allocating $300,000 toward reimbursement for eligible meetings and events. Because of the longer time period and limited funding, modifications have been made to the program.

changes to note:

  • Eligible meetings and events include business conferences and meetings/events NOT open to the general public, and mid-week group leisure travel (with the majority of overnights taking place Sun-Thurs). Festivals, fairs and sporting events do not qualify.
  • All eligible meetings and events must add a pre- or post-event (before or after event agenda) tourism experience to encourage attendees to book an extra day in a lodging establishment.
  • A flat 25% reimbursement rate will be applied to all eligible hard cost categories.

Program Eligibility

Meet in Iowa is an incentive reimbursement program that awards one-time cash reimbursements toward eligible hard costs for 2023 eligible meetings and events including business conferences and meetings/events NOT open to the general public and mid-week group leisure travel (with the majority of overnights taking place Sun-Thurs).

Qualifications:

  • Take place in Iowa between January 1, 2023 and December 31, 2023.
  • Add a pre- or post-event (before or after event agenda) tourism experience to encourage attendees to book an extra day in a lodging establishment.
  • Applicant must be the primary organizer of the event and incur eligible expenses. Individuals may apply on behalf of multiple events, however checks are issued only to the primary organizer.
  • Incentive reimbursement must meet a minimum award amount of $500. Maximum award is $25,000.
  • Final reimbursement will not exceed pre-approved maximum potential incentive amount.
  • An event is eligible for a cash reimbursement only once per year.
  • Recipients of the Tourism Marketing Grant, Regional Sports Authority District, or Sports Tourism Grant administered by the Iowa Economic Development Authority are not eligible for this program.
  • State-funded facilities and/or entities are not eligible for this program.
  • Application must be submitted at least 30 days before event to guarantee review.

Budget & Room Nights

Eligible events must be connected to overnight stays to qualify for reimbursement. Requirements vary based on the population of the host community.

  • Events taking place in RURAL communities (less than 10,000 population based on the 2020 US Census) must have a total budget of at least $2,500 AND generate at least 10 overnight room nights.
  • Events taking place in URBAN communities (greater than 10,000 population based on the 2020 US Census) must have a total budget of at least $10,000 AND generate at least 25 overnight room nights.
  • Overnight stays connected to eligible events must take place in a property that has achieved certification with Iowa’s Human Trafficking Prevention training.
  • Event organizers will be required to provide a Post-Event Room Night Written Verification confirming that overnight room stay minimums were met.  If room minimums are not met, the incentive will be forfeited.

Eligible Hard Costs

Approved applicants receive cash reimbursement against eligible hard costs. Eligible hard costs include:

  • Ancillary Pre-/Post-Event Tourism Opportunity
  • Event Space/Venue Rental
  • Event Rentals
  • Entertainment/Speakers/Program Content
  • Food/Beverage (excluding alcoholic beverages & gratuities)
  • Audio/Visual Support
  • Event-Specific Printing and Merchandising
  • Temporary Help
Detailed List of Eligible Hard Costs

Non-Eligible Hard Costs

Hard costs not eligible for reimbursement include:

  • Alcoholic beverages
  • Lodging and resort fees
  • Event planning and management fees or costs
  • Gratuity
  • Sales tax
  • Print and web design work that cannot be taken home by individual participants
  • Limousine/luxury vehicle rental, party bus rental, taxi or rideshare service fees and school bus rental
  • If a hard cost is not specifically listed in the “Eligible Hard Costs” section, it is not eligible for reimbursement with this program