INTERNATIONAL EVENT SUPPORT PROGRAMME APPLICATION FORM

Malaysia Convention and Exhibition Bureau (MyCEB) International Event Support Programme is
designed to assist with the securing and development of sports, arts, culture and lifestyle events.
MyCEB aims to assist events which share the following objectives:

• Bringing additional tourism income by increasing international visitors and related

expenditure to the country.

• Extending the length of the traditional tourist seasons and better utilising tourism facilities
and services during off-peak or shoulder periods.

• Attracting international media coverage that will help raise the profile of the country.

• Delivering a diverse and attractive events calendar for the country.

• Demonstrating innovative and creative ways to elevate the event to an international level.

• Highlighting and capitalising in the unique visual appeal, landscape and tourism or business
aspects of Malaysia.

CRITERIA AND REQUIREMENTS FOR INTERNATIONAL EVENT SUPPORT

1) CRITERIA

The following guidelines have been set down for prioritising the International Event Support:

1.1. Event must be a minimum of 2 days duration.

1.2. Event types require the following profile:

1.2.1. Mega Events must attract a minimum total of 10,000 participants and/or spectators
per day and at least 20% or 2,000 international participants and/or visitors that have
intentionally come to destination for the event.
1.2.2. Major Events must attract a minimum total of 5,000 participants and/or spectators
per day and at least 20% or 1,000 international participants and/or visitors that have
intentionally come to destination for the event.
1.2.3. Major Niche Events must attract a minimum total of 1,500 participants and/or
spectators per day and at least 20% or 600 international participants and/or visitors
that have intentionally come to destination for the event.
1.2.4. Home Grown or Home Hosted Events s must attract a minimum total of 3,000
participants and/or spectators per day and at least 10% or 300 international
participants and/or visitors that have intentionally come to destination for the
event.

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 1.2.5. Cluster Events must attract a minimum total of 1,000 participants and/or spectators
per day and at least 20% or 200 international participants and/or visitors that have
intentionally come to destination for the event.

1.3. For ‘Major International Events’ and ‘Mega International Events’ an ‘Economic Feasibility
Study’ MUST be conducted and submitted together with MyCEB support application form.

1.4. Events must be able to demonstrate that they receive significant international media
publicity for event and destination.

1.5. Events must have independently audited tracking mechanisms in place to demonstrate
economic value, attendance profile and media value with specific detail on international
components i.e. international visitors and publicity value.

1.6. Events must have a strong demonstrated fan base / following in Malaysia and /or ASEAN
region.

1.7. Event owners must demonstrate that they are financially sound and managing events
successfully for a minimum of five years.

1.8. Event owner must have a business plan and event marketing plan.

2) REQUIREMENTS AND OBLIGATIONS OF APPLICANTS

2.1 Applicants must complete the following Event Support Application Form outlining the event
profile, the applicants profile and support requirements.

2.2 Applicants must provide a Business Plan and Operating Budget as part of their subvention
application.

2.3 Applicants must provide an outline of the organizational structure of event, including event
management structure, outline of strategic plan or long term vision and targets for future
growth

2.4 Applicants must provide proof of ability to secure favourable broadcast and print media
coverage primarily in international markets. (Historical evidence and/or letters of support
from media must be included)

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 2.5 Approved applicants must enter into a written agreement with MyCEB, known as a
Memorandum of Understanding, which outlines the mutual obligations of all parties,
support schedule and agreed performance measurements. Obligations are inclusive of and
not limited to;

2.5.1 Access to event statistics and reports for research and verification.

2.5.2 The provision of event details for inclusion in MyCEB, event calendars.

2.5.3 Access for MyCEB or its authorised agent to conduct on-site and post event surveys.
To be conducted in collaboration with event owners and/or organisers to minimise
any disruption to event proceedings.

2.5.4 Access for MyCEB or its authorised agent to use quotes, testimonials, images and
case studies for promotional purposes.

2.5.5 Recognition of MyCEB and/ or relevant government Ministry as an event supporter.

Acknowledgement of support in relevant forums and published materials is
required.

2.5.6 The provision of an event marketing plan or equivalent document.

3) PROCESS

3.1 Applicants must be the registered event owner that has sufficient and proven experience in
financial administration and the necessary management skills to undertake the project.
(Must provide an outline of the organizational structure of event, including event
management structure, outline of strategic plan or long term vision and targets for future
growth and a viable business plan).

3.2 Minimum notification:

3.2.1 Sports events – Applications must provide minimum 3 months notification prior to bid
or 13 months notification prior to event occurrence if already secured or whichever is
the longest period.

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 3.2.2 Arts, Cultural and Lifestyle events – Applications must provide minimum 3 months
notification prior to bid or 7 months notification prior to event occurrence if already
secured or whichever is the longest period.
3.3 MyCEB retains the right to refuse applications made less than specified periods. Special
consideration may be given if applicant is able to demonstrate:

3.3.1 History of proven success in short marketing period to promote said event
3.3.2 Strong fan base / attendees within Malaysia and ASEAN region, and
3.3.3 Sound methods used to track previous audience attendance and profile.

3.4 Event owner to complete and return event support application to MyCEB. A clear history of
the event and a breakdown of previous number of visitors by geographical source must be
provided.

3.5 MyCEB to acknowledge receipt of application and advice application process time.

3.6 MyCEB to review application and revert to event owners with any specific queries.

3.7 On completion of full application MyCEB to review application against set criteria and
present recommended support to MyCEB Board Sub Committee.

3.8 Subcommittee to approve/disapprove application.

3.9 Final assessment may be subject to approval from PUSPAL for specified artists, performers,
competitors (where applicable).

3.10 Event owner to be notified of result by MyCEB. Event owner may or may not be required to
resubmit application with further detail and/ or explanatory notes.

3.11 On approval of event support event owners must enter into a Memorandum of
Understanding with MyCEB that specifies mutual obligations, support schedule and
performance measures.

4) DISBURSEMENT OF FUNDS (if eligible)

4.1 Approved value of funds is at the discretion of MyCEB based on the specified bid process,
criteria and event planning timeframe.

4.2 Support levels provided are subject to available funding.

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INTERNATIONAL EVENT SUPPORT PROGRAMME APPLICATION FORM

EVENT NAME:

APPLICATION DETAILS:

Date of Application:

Name of Applicant:

Title:

Organisation Name:

Company License or Business Registration Number:

Contact Details:

Address:

City/State/Country:

Postcode:

Telephone:

Email:

Mobile:

Website:

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Organisation Type:

 Event Management Company

 Not for profit non-government organisation/ /association / society / federation/ club

 Government

 Other. Please specify

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Role of Organisation:

 Event owner  Local host organisation

 Event organiser  Other. Please specify your role in

relation to the event

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Organisational Profile [mission, goals, brief history, governance, membership profile];

Name of Event Organiser [if different from applicant];

Event Name:

Event Website:

Event Objectives:

Rationale for Bid (if applicable):

Event Type:

 Concerts  Special events e.g. awards

 Fashion and lifestyle events  Sporting events including ‘mind

sports’ e.g. Chess, Sudoku
 Festivals, cultural and heritage events
 Visual arts e.g. art exhibitions
 Performing arts e.g. theatre, drama,
musicals  Other. Please specify.

Event Rotation [please select one]:

 National  Regional (Asia / Asia Pacific)

  Local (single location)  International

Proposed Year and/or Date:

Event Duration [days]:

Attendance Profile:

Attendee No. Local % Locals No. National % National No. International % International /
Type /Regional Regional
Participants            
i.e.
performers,
team
members
Organisers            
Spectators            
Total            
(Please include details of how these figures were obtained)

Event History: Can you provide historical details of the event?

Dates/Year Name of City Country Attendance

Venue Numbers

Media Impact
Information of the extent of media coverage (television [news coverage and dedicated programs],
radio, print and online media) on the event in local and international markets. (Please provide
copies)

  National International No. Countries

Print      
Broadcast      
Internet      
Total      

Event Sponsorship & Revenue:

Event Sponsorship & Revenue Amount (RM)

Corporate Sponsorship  
National Government  
State & Local Government  
Ticketing sales  
Merchandise sales  
Other – please specify  
Total  

Financial Viability

Provide detailed budget including projections of income and expenditure / financial statements from
previous two events.

Marketing and Communication Strategies undertaken to promote the event. Please provide the
total cash component of the marketing budget.

Additional Economic Benefits and Considerations.

[Outline other tangible or intangible benefits to the national or regional economy]

Proposed Venue:

Event Organisation: [who is responsible for the event organisation? Name and type of organisation]

Event Status:
 Bid prospect  Existing home grown / home
hosted event
 Bid in progress
 Inaugural Event
 Event secured
Competitors [city, country – if applicable]:

Key Bid Criteria [key site selection criteria- if applicable]:

Critical Path [key deadlines &, dates including bid submission due date, decision date – if applicable]

Date Activity

Economic Benefits and Outcomes: [MyCEB to complete]

RM
Estimated Visitor Expenditure
Estimated Room Nights
Estimated Economic Value (direct & indirect value add)
Estimated Contribution to Employment
Estimated Contribution to Tax Revenue

Additional Economic Benefits and Considerations.

[Outline other tangible or intangible benefits to the national or regional economy]

Event Performance Measures [Measurable outcomes to determine the success of the event e.g.
attendance level, package and/or ticket sales, financial, legacy, publicity]
Summary of Confirmed Support: [outline existing sponsorship and support from private and public
sector]

Entity Name Type of Support Provided Estimated Value

[private and public (RM)
support
organisation]

Support Requirements [summary of type and value of support requested]:

Assistance Required By Who When

(type & estimated value)

Support Recognition and Benefits [summary of support and recognition given in return for support]:
Attachments (if available):
  Bid criteria / Request for proposal  Event marketing plan

 Event history / profile  Event budget

 Event business plan  Other (please specify)

Applicant Signature:

Date:

KINDLY SUBMIT YOUR APPLICATION WITH SUPPORTING DOCUMENTS TO:

International Events Unit

MALAYSIA CONVENTION & EXHIBITION BUREAU
Suite 14.3, Level 14, Menara IMC
No. 8 Jalan Sultan Ismail
50250 Kuala Lumpur, Malaysia

Phone: +603 2034 2090

Fax:  +603 2034 2091
Web: www.myceb.com.my