This document specifies the framework and process for allocating funds to support Divisions undertaking Public Demonstration Events.
The Public Relations Department has designed the process set out below to offer financial support with the production of public relations-related resources. The primary objective of these resources must be to promote IVAO and raise awareness of the organisation among members of the public.
A Public Demonstration Event, commonly referred to as a “PDE”, is a public event at which the network is being demonstrated to members of the public at a wider aviation or flight simulation venue, e.g. aviation show, conference, demonstrations, exhibition or trade shows.
The gathering of members for a LAN party, Real Flight Event/ Operations (RFE/RFO) or a Divisional meeting is not classed a PDE and will therefore not receive funding.
Whilst an exhaustive list of approved items would be impossible to compile, it is expected that the resources would be able to be used at multiple events and not financially excessive. As a non-profit organisation, IVAO cannot assist with personal financial assistance. The table below should guide what is or is not approved for financial support.
✅ Approved | ❌ Not Approved |
---|---|
- Exhibition Stand Costs - Flyers - Banners - Roll-up Stands - Giveaway/ Promotional Items |
- Costs towards travel (airfare/ car rental) - Accommodation |
Financial support will only be given to requests which have been submitted to and approved by the Public Relations Department. Any request for financial reimbursement not approved by the Public Relations Department will be automatically rejected.
This scheme operates on a reimbursement basis, and no advance payments can be provided. All items must be invoiced to IVAO by the respective companies, after which the NPO Treasurer will issue the reimbursement.
Requests will only be accepted from a Divisional Public Relations Team (PRC, PRAC, PRAx) and/or Division HQ (DIR, ADIR).
Step 1 - Complete the Financial Support form and provide as much information as possible. No later than ten weeks before the PDE start date.
Step 2 - The HQ Public Relations Department will review your request and liaise with the HQ Events Department to ensure no overlapping of significant events. The HQ Public Relations Department will respond to advise if your request has been approved, rejected or requires more information. This should be completed within seven days of submission.
Step 3 - If your request has been approved, you may continue producing only the approved resources stated on the request acceptance. After which, you must submit, in bulk, the invoices of the completed resources and the payment details of the individual receiving the reimbursement.
Step 4 - Once all invoices have been received, the HQ Public Relations Department will submit a reimbursement request to the NPO Treasurer to the payment details supplied by the Division.