How the Incentive Works

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The Outside the Box BC incentive agreement is simple: it's a statement of intent, not a binding commitment.

 

Before signing a contract with your first destination, you sign the Outside the Box BC incentive agreement. Signing it doesn't lock you into anything. It simply tells us you intend to use more than one of our three destinations, Kamloops, Penticton, and Nanaimo, within five years.

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Here's when you get your incentive:

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1. Sign the Outside the Box BC incentive agreement.

2. Sign your contract with your first destination.

3. Once you sign your contract with your second destination, you're paid the incentive for your first destination.

4. Once you sign your contract with your third destination, you're paid the incentive for your second destination.

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In other words, the incentive for each destination is released once your contract for the next destination is signed. This keeps the program straightforward and rewards planners who genuinely spread their events across all three destinations.

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If your plans change and you don't end up using all three destinations within that five year window, that's okay too. There's no penalty for signing the agreement and not following through, the agreement simply becomes void after that period.

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Full Agreement Text

1. Objective

The objective of Outside the Box BC is to attract and secure new conferences in the destinations of Nanaimo, Penticton, and Kamloops. We aim to encourage meeting planners to select these destinations for their events, whether it's for an annual conference held in different locations each year, or for planners who book conferences for multiple clients. Our goal is to provide a diverse range of venues and experiences to suit the unique needs of every conference.

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2. Cash Back Incentive
Outside the Box BC agrees to provide a cash back incentive of $10 per room night to the recipient, subject to the terms and conditions outlined in this agreement.

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3. Qualifying Criteria

In order to qualify for the cash back incentive, the following conditions must be met:

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• Booking in all 3 destinations: An event must take place in all three of Outside the Box BC's approved destinations, Kamloops, Penticton, and Nanaimo. The recipient must book events in each of these destinations to be eligible for the incentive.

• Event sourced through the DMO: The event must be sourced and coordinated through the Destination Marketing Organization of Outside the Box BC.

• New business to the destination: The event must be new business for each destination, meaning it cannot be a conference or event that has been previously hosted in the destination within the last 5 years.

• Agreement signed before venue contracts: This agreement must be signed by both parties before the recipient signs any formal contracts with the venues in the respective destinations.

• Proof of actualized room nights: The recipient must provide proof of the actualized room nights for the event. The number of room nights must be documented and verifiable by Outside the Box BC before the incentive is issued.

• Post event questionnaire: The recipient must complete a post event questionnaire that includes a recap of the conference, as well as feedback regarding the destination and the experience of working with Outside the Box BC.

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4. Payment Terms

The cash back incentive will be calculated based on the actualized room nights for the event in each of the three destinations, Kamloops, Penticton, and Nanaimo.

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Outside the Box BC will issue the cash back payment to the recipient after the event has occurred and room night data has been verified.

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5. Agreement Term

This agreement shall remain in effect for the duration of the event planning and execution period, and for any future events within the terms stipulated herein.

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6. Additional Terms

This agreement may not be transferred or assigned to another party without the written consent of Outside the Box BC.

If the event does not meet the criteria outlined above, Outside the Box BC reserves the right to withhold any cash back incentive payments.

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7. Agreement Modifications

Any modifications to this agreement must be in writing and signed by both parties.

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8. Relationship Between the Parties

No provision of this Agreement shall be construed as creating a partnership or joint venture relationship, or a principal-agent relationship between OTBBC and the Recipient in relation to the Event, the Grant, or otherwise. Nothing in this Agreement, and no actions taken by OTBBC in implementing or enforcing this Agreement, shall:

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(a) make OTBBC responsible in any way for the management, supervision, operation, or delivery of the Event; (b) give rise to any liability on the part of OTBBC, whether to the Recipient or to any other person, for any losses, damages, costs, or liabilities arising from or related to the Event;

(c) be interpreted as giving rise to a duty of care on the part of OTBBC to the Recipient, or to any other person, to investigate or verify whether the Event is being undertaken in accordance with the requirements of this Agreement, or in accordance with any statutory or legal requirements that may apply.

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9. Indemnity

The recipient shall indemnify and save harmless Tourism Nanaimo, its employees, agents, officers, directors, and authorized representatives, and each of them, from and against all losses, claims, damages, actions, causes of action, costs, and expenses, of any kind that they may sustain, incur, suffer, or be put to at any time, arising from acts, errors, or omissions including negligent acts or breaches of law, contract, or trust, committed by the recipient or its employees, agents, officers, or directors in relation to their use of the grant for the purposes of the event. This indemnity shall survive the termination of this agreement.​

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