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Proposal Guidelines
Provided below are general guidelines for the drafting of proposals for submission to the TDC for sponsorship consideration. Requirements for individual projects may vary and additional information may be requested if necessary.
1. Project Name/Title: Name of project.
2. Project Contact(s): Name(s) and contact details (i.e. company, address, telephone, fax & email).
3. Project Description: Provide a brief description of the project. What are the project’s objectives? Who is expected to benefit? (The tourism link must be clear. TDC does not provide sponsorship to benefit a single individual or entity, but rather benefits should be widespread across the industry).
4. Project Execution:
(a) Project Manager(s) – Who will execute the project activities? (May be an individual, organisation, group, agency etc.);
(b) Project Activities – Provide a time schedule and a description of the activities to be undertaken, indicating the expected tangible and/or intangible outputs, as appropriate. For marketing proposals, a marketing plan is critical, describing the target market(s), media plan, distribution channels etc.
5. Estimated Budget: Provide a detailed project budget itemising projected income and expenditure. For example:
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Particulars
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Cost (BBD)
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Projected Income
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Entry Fees (100 persons @ $150)
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15,000.00
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Sponsorship
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Company A
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5,000.00
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Company B
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10,000.00
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Total
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$30,000.00
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Expenditure
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Venue rental
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10,000.00
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Local Marketing
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6,000.00
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Regional/International Marketing
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Design & printing of 1,500 brochures
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3,500.00
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Website development
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12,000.00
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Total
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$31,500.00
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Surplus/(Deficit)
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($1,500.00)
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6. Co-sponsorship: Information on co-sponsors being sought, already obtained and/or expressions of interest, including the level of sponsorship, (i.e. cash or in-kind), expected to be received.
7. Funding Request: Specify the level of funding being requested from TDC and indicate to which specific element(s) of the Estimated Budget these funds will be directed. N.B. TDC does not generally underwrite on-the-ground event expenses or travel and accommodation expenses.
For Events/Festivals etc:
Provide statistical information on the level of overseas participants expected for the event:
- If a similar event has been held prior, please include the historical data showing the number and activity of the overseas participants.
- If new event, please provide projections for the level of foreign participation.
NOTE: Proposals should be submitted electronically in Microsoft Word format to the attention of the Executive Officer at the e-mail address
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. Proposals should be submitted well in advance of major project deadlines to allow TDC adequate time to consider sponsorship and to generate a meaningful benefit from any funding support provided.
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‘Special Projects’ Account Guidelines
Provided below are guidelines and general information on the operation of TDC’s ‘Special Projects’ Account.
1. TDC generally only opens its ‘Special Projects’ Account for very clearly defined projects which last for a fixed time period.
2. In order to establish a ‘Special Projects’ Account, a detailed proposal on the project must be submitted. The proposal must be written in accordance with TDC’s proposal guidelines and include a request that TDC establish a ‘Special Projects’ Account into which contributions by members and non-members specifically for the project may be directed.
3. Whether or not TDC is asked to make a monetary contribution to the project, TDC still requires assurances that the project is a worthwhile effort, that contributions will be effectively sourced and that the work will be executed efficiently.
4. If the request is approved, the Project Manager will be informed in writing that TDC has opened its ‘Special Projects’ Account to accept contributions from members and non-members towards the project, thereby offering contributors a 150% corporate tax credit on the amount contributed. (N.B. TDC members contributing to a ‘Special Project’ will receive the tax rebate on the sum of their annual member contribution plus the amount contributed to the ‘Special Project’).
5. Funds only up to the amount available in the ‘Special Projects’ Account for the specific project will be disbursed to cover expenses incurred.
6. Soliciting donations for the project is not TDC’s role, but rather that of the Project Manager. TDC has limited capacity and cannot commit to great administrative demands of individual projects. As such, TDC’s role must be limited to:
(a) Writing a letter to the Project Manager confirming that TDC has opened its ‘Special Projects’ Account for the project;
(b) Directing contributions for the project into the ‘Special Projects’ Account and maintaining an accurate record of said contributions;
(c) Issuing receipts to contributors for their contribution;
(d) Issuing a letter, addressed to the Commissioner of Inland Revenue, to contributors in the month of January following the year in which the contribution was made, which serves as a tax certificate and allows the contributor to access the 150% tax credit on the amount contributed;
(e) Liaising with the Project Manager with respect to receipts and disbursements for the project.
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