Individual Hotel Incentive

IMPORTANT CHANGE: FY2027 Hotel Incentive Allocations

Each hotel's maximum incentive budget for Fiscal Year 2027 is based on the hotel's room count.

Hotel Room Count	FY27 Approved Allocation
100–249 rooms	$75,000
250–499 rooms	$100,000
500–749 rooms	$125,000
750+ rooms	$150,000

Awards are subject to program parameters and funding availability and are allocated in the order applications are received.

Program Overview

The San Antonio Tourism Public Improvement District (SATPID) Individual Hotel Incentive Program is designed to assist participating district hotels in securing self-contained groups or meetings that attract and/or retain overnight visitors to San Antonio. The program provides financial assistance through a reimbursement program for eligible meetings and groups that meet the program requirements.

The program is intended to help hotels competitively secure business against other destinations and/or properties by providing incentives to groups or organizations making site-selection decisions.

Important Payment Change

For applications submitted after September 30, 2025, incentive payments are made directly to the group, third-party organization, or meeting planner responsible for booking and contracting with the hotel, rather than to the hotel property. Applications submitted prior to October 1, 2025, will continue to be paid to the hotel property as previously committed.

This approach aligns SATPID's incentive program with industry best practices and ensures funds directly support the organizations responsible for making site-selection decisions.

Hotel/Property Eligibility

To be eligible:

The hotel/property must be an active SATPID member property currently submitting district assessments to the City.
The applicant must be competitively bidding to secure the event against other destinations and/or properties.
The meeting or event must meet the program's minimum 7:1 Return on Investment (ROI) requirement.
The event must generate eligible overnight room revenue at the applicant property.
Meetings or events receiving other SATPID funding are not eligible for the Individual Hotel Incentive Program.
Existing business that is already definite is not eligible.
Applications must be approved before the group becomes definite.

Program Requirements

Applications should be submitted at least thirty (30) days prior to the meeting date; however, shorter booking windows will be considered.
A minimum Return on Investment (ROI) of 7:1 is required. For every $1 in SATPID funding, the group must generate at least $7 in eligible hotel room revenue.
Approved groups must have an arrival date within the program's rolling 36-month period from the date the event is booked definite.
The maximum reimbursement is based on the actual eligible room revenue generated and the 7:1 ROI requirement, up to the previously approved maximum award and the hotel's available fiscal-year allocation.
If actual room pickup is lower than projected but still meets the 7:1 ROI requirement, the final reimbursement may be less than the originally approved amount.
If actual room pickup exceeds the original projection, the applicant will not receive more than the previously approved maximum eligible amount.

Application Process

1. Submit the Pre-Event Application

Pre-event applications are now submitted through an automated online application. Applicants should use the Pre-Event Application link below rather than downloading a form and emailing an application to SATPID.

The application collects information about the group, event, projected room nights and revenue, and the incentive amount requested.

Applications must be submitted and approved before the group becomes definite. Once an event is confirmed definite without an approved application, it is no longer eligible for the program.

2. Application Review

Applications will be reviewed by the program administrator, Visit San Antonio, for eligibility and compliance with program requirements.

Applicants will receive an approval or rejection notification by email within 3–5 business days.

If approved, the applicant will be notified of the maximum amount of funding for which the group is eligible.

The SATPID Board of Directors may review eligible or approved applications at scheduled Board meetings.

3. Event Decision Status

The applicant is responsible for providing Visit San Antonio with a status update—such as definite, lost, or turndown—on or before the application's designated Event Decision Date.

If a status update is not provided within three (3) business days of the Event Decision Date, the previously approved funds may be released to the program's general funding pool, and the approval may be considered null and void. The applicant would then need to submit a new application for consideration.

4. Submit the Executed Contract

If the applicant successfully secures the event, a copy of the fully executed hotel contract or Convention Listing Form (CLF) must be emailed to satpid@visitsanantonio.com or the Visit San Antonio sales manager within three (3) business days of signature.

Failure to provide the required documentation may result in the loss of previously approved funding.

Post-Event Process

Within sixty (60) days following the conclusion of the event, the applicant must submit the automated Post-Event Application with actual event performance and all required supporting documentation.

The Post-Event Application includes a document upload section for required documentation, including:

Group W-9
Visit San Antonio Vendor Enrollment Form
Actualized room pick-up report
Group Master Account Folio outlining room pickup and corresponding average daily rate (ADR), when applicable
Any additional documentation or research materials requested by SATPID to verify performance

Failure to submit the Post-Event Application and required documentation within 60 days may result in the loss of previously approved reimbursable funding.

Funding & Reimbursement

Once all required post-event information and supporting documentation have been received, reviewed, and confirmed by the program administrator:

Reimbursement will be calculated based on actual event performance and the 7:1 ROI requirement.
The final reimbursement may be less than the originally approved amount if actual performance is lower than projected.
Reimbursement will not exceed the previously approved maximum award, even if actual performance exceeds the original projection.
Payment will be issued directly to the group, third-party organization, or meeting planner responsible for booking and contracting with the hotel.
Payment will be made within thirty (30) days of receipt and approval of all required documentation.

Applications submitted prior to October 1, 2025, will continue to be paid to the hotel property as previously committed.

Waitlist Policy

If budgeted funds for the Individual Hotel Incentive Program are exhausted during the fiscal year:

Eligible applications may be placed on a waitlist.
Waitlisted applications will be reviewed in chronological order as additional funding becomes available.
Placement on the waitlist does not guarantee funding.
If a group signs a hotel contract while its application is on the waitlist, the application becomes ineligible for funding.
The program is designed to incentivize business before a group becomes definite.
Applications are only eligible for approval before the event becomes definite. An event that becomes definite without an approved application will no longer qualify for funding.

Program Administration & Disclaimer

The SATPID Individual Hotel Incentive Program will be reviewed annually by the SATPID Board of Directors and Visit San Antonio for efficiency and effectiveness and may be modified accordingly.
The program is subject to change at the discretion of the SATPID Board of Directors. Any changes will be communicated to impacted properties and posted on the SATPID website.
Any changes will be reviewed with the goal of minimizing disruption to projects that have already been approved for eligibility.
Information submitted by a participating SATPID hotel property as part of an incentive application will be treated as confidential and will not be shared with other hotels, organizations, or entities. Information will be used solely for purposes of reviewing and administering the application.
Visit San Antonio will not receive booking credit for an opportunity submitted for consideration and approval unless Visit San Antonio expressly originated and sourced the opportunity.

Questions

For questions regarding the Individual Hotel Incentive Program, please contact:

San Antonio Tourism Public Improvement District (SATPID)
satpid@visitsanantonio.com

Vendor Enrollment Form

W-9 Form