On 15 February 2025, the Promotional Support Programme for Meetings and Events (PPWdSW) was officially launched. This initiative was introduced and coordinated by the Poland Convention Bureau at the Polish Tourism Organisation (PCB POT). The core aim of the programme is to support a cyclical promotional strategy for Poland, focusing on acquiring and organising promotional events led by external entities.
Integration with Key National Programmes
The PPWdSW acts as a strategic tool that complements other flagship initiatives including the Programme for the Recommendation of Professional Congress Organisers, the Programme for the Recommendation of Professional Incentive Travel Organisers, and the Polish Congress Ambassadors Programme. Each of these is governed by separate regulations, but they share the common goal of strengthening Poland’s international presence in the meetings and events industry.
Objective: Boosting Poland’s MICE Industry
The Promotional Support Programme aims to provide targeted support to professional organisers, Polish Congress Ambassadors, and other entities who are instrumental in acquiring international business events for Poland. These events span a wide spectrum – from cultural and scientific to political, sporting, and corporate gatherings.
The Promotional Support Programme for Meetings and Events is the second programme, after the National Support Programme for the Meetings Industry, launched at the beginning of 2025.
New Chapter in Event Acquisition
The Promotional Support Programme responds to industry needs while adhering to the financial procedures and organisational resources of POT. The long-term goal is to:
- Increase the number of international events held in Poland
- Enhance Poland’s position as a top-tier MICE destination
- Stimulate the local economy through inbound tourism
Who Can Apply
The right to apply for the Promotional Support Programme for the Meetings Industry is held by:
-
Polish Congress Ambassadors
-
The Chapter of the Polish Congress Ambassadors Programme
-
Polish Tourism Organisation
-
Association of Conferences and Congresses in Poland
-
Representatives of Local Congress Ambassador Clubs
-
Municipal and regional Convention Bureaux
-
Congress organisers recommended in the Poland Convention Bureau POT programme
-
Other business event organisers supported in their application by a municipal or regional Convention Bureau. In this case, the application requires a recommendation from the local Convention Bureau
-
Congress venues supported in their application by a municipal or regional Convention Bureau. In this case, the venue’s application requires a recommendation from the local Convention Bureau
Eligible Circumstances for Promotional Support Packages
Circumstances relating to the acquisition of a meeting or event for which a Promotional Package may be granted
-
Presentation of bids at the headquarters of the Event Owner, the Organiser, or at an event where the final presentation of potential host cities takes place
-
Study visit/inspection visit to Poland for representatives of the Organiser (e.g. PCO, event agency) or the Event Owner (association, corporation, others)
-
Promotional materials online and offline (prints, banners, and videos) and souvenirs from Poland for VIP guests
-
Hire and installation of promotional stands aimed at promoting the host city at a preceding foreign event
-
Online PR activities: creation of promotional and advertising content
-
Invitation of an important speaker (expert) to Poland for the event
-
Actions aimed at reducing the carbon footprint of the event
Requirements for Promotional Initiatives
Promotional initiatives may be submitted to the Promotional Support Programme for Meetings and Events if their objective is to acquire:
-
A meeting/event of an international nature with the participation of at least 100 foreign participants (Package 1) or more than 150 foreign participants (Package 2)
-
A meeting/event lasting no less than 2 days (minimum 1 overnight stay)
-
Meetings in the form of: conferences, congresses, trade fairs, workshops, meetings with incentive travel elements, and other business meetings of a cyclical nature with a history of at least 2 editions, or corporate events of an integrative, training, motivational, or educational nature for employees, distributors, or invited guests
-
A meeting/event occurring at least 45 days from the start date of implementation
-
A meeting/event in the bidding stage, where Poland is on the shortlist of a maximum of 5 destinations
-
Other meetings/events whose Organiser expresses a willingness to cooperate with POT to promote Poland as the location of the meeting/event or is considering the substantive involvement of POT in the preparation of the meeting/event programme
Application and Verification Process
The verification process for applications to the Promotional Support Programme for Meetings and Events is as follows:
-
Promotional initiatives submitted to the programme are assessed for content, image, and financial aspects by PCB POT
-
The decision on the promotion of Poland during a given initiative and the amount of financial resources allocated for this purpose (i.e. purchase of Package 1 or 2) is made by POT based on the information provided in the application and the budgetary resources of POT earmarked for this purpose in the given calendar year
-
The value of the package for completed promotional activities depends on the nature of the meeting/event and the scope of the initiative, namely:
-
Package 1 – up to PLN 12,000 gross
-
Package 2 – up to PLN 24,000 gross
-
-
The decision of POT is final and not subject to appeal
-
Offers not meeting the requirements will be rejected
-
The application will be considered within 21 days from the date of its receipt by POT
-
If POT decides to purchase a package for the specified promotional initiative, POT will sign an agreement with the Applicant specifying the terms of cooperation
Programme Duration and Deadlines
The Promotional Support Programme for Meetings and Events was introduced on 15 February 2025. Calls for applications to the Promotional Support Programme for Meetings and Events will be conducted quarterly until the POT’s budgetary resources earmarked for this purpose in the given calendar year are exhausted.
Quotes
The Promotional Support Programme for Meetings and Events is a pilot programme designed to support our industry in actively acquiring meetings and events for Poland. It takes into account both the needs of the industry and the substantive resources and procedures governing POT’s financial management. We hope that the supported promotional undertakings will contribute to an increase in the number of international events held in Poland, strengthen the country’s position as an attractive destination for business meetings, and stimulate the development of the local economy through an increase in inbound tourism. We believe that this programme will not only help us compete more effectively for key events, but will also strengthen cooperation with industry partners and local governments, creating a stable foundation for the further development of the meetings and events sector in Poland – said Aneta Książek, Head of the Poland Convention Bureau – Meetings and Events Bureau of the Polish Tourism Organisation.
Polish Congress Ambassadors Gala 2025 – A Celebration of Science and Business Leaders in Mazovia
