You’ve been approved for Innovation Cost-Shared Funding. Now what?

Congratulations on your successful application, and welcome to the Innovation Cost-Share Funding Resource Hub.

Implement your Innovation project like a pro, with our guides, templates and more!

Here, you will find a step by step outline of your responsibilities as a Funding Recipient and all of the information needed to successfully manage your funded project. If you still have questions after reviewing the content of this resource, please don’t hesitate to contact our Program Delivery team.

Don’t have an Innovation Funded Project?

If your project number looks like INV###, you’re in the right place. If it is MD###, BBC### or something similar, you’re on the wrong page. Go to our Project Resource Hub home page to navigate to the correct resource.

project resource hub

Important Information

We strongly recommend you take a few minutes to review the information below – even if you have received funding in the past.  A few minutes now could save you time and money in the future. Please pay special attention to Step 3: Funding Acknowledgement and Step 4: Reporting, as failure to comply with these steps could result in some of your project expenses NOT being reimbursed.

Step 1: Contribution Agreement & EFT

Sign the Contribution Agreement

The first step for all funding recipients is to carefully review and return your signed Contribution Agreement (CA) to IAF. This document is your contract, and outlines the terms of the cost-shared funding that you will receive. All CAs will be emailed to you directly from DocuSign.

Set up EFT

If you haven’t already, please set up your Electronic Funds Transfer (EFT). Having EFT information on file for your project will ensure greater efficiency and at times, faster receipt of payments. The required form and submission instructions can be found in the resources section below.

Solar panels in a field

Project Orientation Video

We encourage you to watch the Innovation program orientation presentation. It is approx. five minutes long and walks you through your project’s funding cycle as well as the administration of your contribution agreement.

Step 3: Acknowledge Funding

All materials must be approved before they’re public!

A Step by Step Guide

As you proceed with your project activities, you are required to appropriately acknowledge the funding partners on all communication materials.

As the program administrator, we are here to support you with information on how to appropriately acknowledge the funders and get your communications materials approved prior to their distribution.

This is a rough outline of how to properly acknowledge funding

More details can be found below.

Details

Many projects involve a number of individuals, organizations, third party contractors and other partners. Please share this information with all those involved in the delivery of your project.

All project communications, materials and products, are required to acknowledge funding; this means that proofs/copies of these materials (including social media posts) must be submitted to IAF Communications (communications(at)iafbc.ca) prior to release for review and approval. The approval is granted by the funders, with the process being facilitated by IAF. Therefore, we require you to submit the material 4 weeks to 10 days prior to it being needed, depending on the material.

Please know that it is your responsibility – as the funding recipient – to ensure that all project related communication and marketing materials contain correct funding acknowledgments and are pre-approved prior to release. Failure to seek prior approval will result in the costs not being reimbursed. Retro-active approvals will not be considered.

What you need to know to acknowledge funding:

Submitting Materials

Please submit all project-related marketing / communication materials and products to IAF’s Communications Team prior to printing and distribution. IAF will coordinate the necessary approvals with the provincial and federal governments.

It is important to provide materials to staff well in advance of your distribution deadline, as it can take some time to review. The approval process can take up to ten business days and longer, depending on the type of material being reviewed. We recommend you submit proposed media releases or other public announcements four weeks in advance and ten business days for other materials.

Submit to: communications(at)iafbc.ca

Please include your project number (INV###) in the subject line.

Have Funding Acknowledgement Questions?

Not sure what to do with a certain marketing material? Where to put the logo and credit line on your report? What’s a 3rd Party Use Form?

We understand, it’s a lot of details. The Comms Team is here to help. Drop us a line at communications(at)iafbc.ca with your project number (INV###) in the subject line.

contact the Comms Team

Step 4: Project Reporting

Send all expense claim documents to innovation(at)iafbc.ca.

Please include your project number INV### in the subject line.

Deadlines for submitting progress or final reports are unique to your project and are noted in your Contribution Agreement Schedule “A”.

Completed reports can emailed to innovation(at)iafbc.ca

CHECKLIST
  1. Complete the checklist on pg 1 of your Progress Report Template
  2. Include the final approved versions of communications materials and project deliverables with your report.
  3. Financial Reporting (both the tabs in the Excel Reporting Template) complete
  4. Ensure you retain all invoices/receipts for expenses claimed in your report, they may be requested later.

Please be aware that it may take 4 to 6 weeks after submitting your expense claim for your report to be processed and payment to be issued through cheque (mailed) or Electronic Funds Transfer.

  • All eligible expenses must be supported by invoices
  • All invoices must be provided in English
  • All invoices must be converted to Canadian Dollars with the exchange rate for the conversion noted (Please use Bank of Canada rate for invoiced date)

If payment information is requested, you will need to provide one of the following:

  • Electronic image (picture), scanned copy or screenshot of cheque/authorization;
  • Statement from banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount; or,
  • Credit or debit card receipt or statement clearly identifying amount and payment recipient. Credit or debit card numbers and other information, including costs unrelated to the project, should be blacked out

A completed Final Report must be submitted by the deadline noted in Schedule “A” of your Contribution Agreement. The final report will be cumulative and completed on the same reporting templates that were used for progress reporting. The requirements for your Final Report are outlined in the Project Reporting Template (checklist of page 1); we recommend that you track your activities throughout the year! Please note, IAF cannot release a final payment until this report has been completed.

You may forfeit your cost-shared funding if you do not complete the project according to the timelines given in the Contribution Agreement. If your project is behind schedule or an issue has come up that will impact your project deliverables, contact your Project Manager as soon as possible.

Resources

Funding Acknowledgement Requirements PDF

Download the funding acknowledgment requirements specific to the Innovation Program here.

download

3rd Party Use Form

Complete this form and include with materials that include the logos being submitted for comms approval.

download

CAP Funding Recognition Logos

NOTE: This is a .zip folder containing various versions of the logo for your use. Please contact communications(at)iafbc.ca if you are unable to download/open a .zip folder.

download

EFT Application

Download the Electronic File Transfer Application (PDF)

download

Reporting Template

Can’t find your unique reporting template? Contact your project manager to have it re-sent.

contact us

Program Guide

Can’t remember all the program details or eligible activities? Here’s the guide.

download

Frequently Asked Questions

To be eligible under the B.C. Agri-food and Seafood Market Development Program, an application must include one or more activity from the following four cost categories. For Export Development Activities, all products must be market ready.

Market Information and Research
  • Hiring a pre-qualified consultant to conduct market research studies, including primary and secondary data collection
  • Purchase existing market research studies or data from qualified research firms
Market Development Planning
  • Hiring a pre-qualified consultant to develop a marketing plan, an export plan and/or a branding strategy
Market Skills Training
  • Supporting permanent marketing staff to complete marketing skills training courses at educational institutions
  • Supporting the ability of industry associations to deliver Marketing Skills Development workshops and seminars to their members
Export Development Activities
Paid Advertising
  • Delivery of promotional marketing in print, radio, television, paper direct mail and digital advertising to promote specific products in export markets
  • Hiring a third-party social media contractor for community management, social outreach, content curation, and analytics to promote specific products in export markets
Print/Online Collateral
  • Hiring a third-party contractor to design, develop, translate, print and/or produce brochures, rack cards, flat sheets, shelf-talkers, wobblers etc. to promote specific products in export markets
  • Incremental c0sts for adding specific export-focused elements to website content; can include addition of a landing page, designing, developing, translating content for international markets, up to a maximum of $5,000
Trade Shows, Food Fairs, Sales Exhibitions
  • Basic travel and accommodation expenses to attend the event for a maximum of two staff representatives
  • Virtual tradeshow registration fees
  • Booth registration fees; basic booth accessories (power, table, chair, carpet); pop-up booth rental cost
  • Cost to ship samples to the show
  • Hiring an interpreter or third-party contractor for the duration of the show
  • NEW! Funding cap: Maximum$20,000 total funding for tradeshow attendance ; $5,000 for all travel-related costs for the 2021-2022 fiscal year.
Buyers’ Meetings
  • Hiring an interpreter for the meetings, cost of shipping samples, basic travel and accommodation expenses for up to two staff representatives
  • NEW! For 2021-2022, all buyers’ meetings must be directly tied to attendance at a tradeshow. Buyers’ meetings cannot be a stand alone activity in a project. A detailed trip itinerary is required if your travel extends beyond two days of tradeshow.
Government-led Trade Missions, Trade Advocacy and Networking Events

Cost of shipping product samples, travel and accommodation expenses for up to two company representatives

Market Access Activities

  • Travel and accommodation for representatives of foreign governments in association with federal Market Access Secretariat activities
  • In-Store Retail, Restaurant, Food Service Promotions/ Demonstrations
  • Hiring a contractor to provide promotion or demonstration services which includes cost of renting space (if applicable)
  • Rental of pop-up booth
  • Equipment rentals
  • Purchase of plastic or compostable serving utensils and cups
The following activities and costs are not eligible for reimbursement:
  • Tradeshow fees exceeding $20,000 (funding contribution) for one application
  • Tradeshow attendance for more than two shows per application
  • Meals and per diems
  • Buyers’ meetings as a standalone activity (i.e. not directly related to tradeshow attendance)
  • Accommodation and travel expenses exceeding basic room rates and taxes. Room service, mini-bar, movies, spa treatments, business & first-class flights, hotels exceeding 3-star rates are not eligible expenses.
  • Activities started before approved project start date, some exceptions may apply with respect to deposits
  • Costs associated with obtaining product certifications or related fees that are required to enter a new market
  • Market research and planning not carried out by a pre-qualified consultant
  • Cost of product samples
  • General administrative and operational costs such as: Salaries (including project management, coordination, or project delivery, including social media, by salaried staff); Packaging/product materials or labels, equipment, office expenses, business cards, rent and other on-going costs related to day-to-day business incurred by the applicant, or firms represented by the applicant(hiring staff, holding a conference or annual meeting, etc.);
  • Costs associated with giveaways or promotional products planned for re-sale such as branded glasses, coasters, buttons, bags, clothing, aprons, etc.
  • Expenses for attending consumer-focused tradeshows or events
  • General industry events that are not specifically focused on market development, such as annual general meetings
  • Costs associated with developing and submitting applications
  • Any activities that may be considered to denigrate other products, commodities or regions (e.g. farmed vs. wild salmon; organic vs. conventional agriculture)
  • Costs where the payee is a government (i.e. government of B.C., Canada, etc.)
  • Product and (new) brand development
  • Capital costs including: Land, buildings, fences, equipment, tools, packaging plate costs, seed, livestock, computers and software
  • Costs associated with marketing tactics (such as billboard or signage installation, vehicle leasing, brochure display racks)
  • Rental or lease of equipment or facilities, except as it relates to the hosting of pre-approved project related items/events
  • Entertainment and hospitality costs (purchasing meals, beverages, liquor or tips for clients, buyers staff, hiring entertainment or purchasing gifts for clients)
  • Stakeholder engagement or membership drives
  • Professional or membership dues or fees
  • Requesting funds to support or sponsor a third-party activity
  • Costs related to material purchases that can be repurposed (tradeshow booth, cameras, phones, LCD TV displays, furniture etc.)
  • Website and IT system upgrades and building, hosting fees, buying or implementing an e-commerce tool/site
  • Cannabis-related activities
  • Direct income support
  • Lobbying or influencing any level of government

A funding acknowledgement is a way of recognizing that your project activities are being supported by funds provided by the federal and / or provincial government.

The three common items you will be asked to include are funder logos, credit lines and disclaimer statements. Exactly how you recognize this funding depends upon what you are communicating (the content), where you are communicating (geographical location of your audience) and how you are communicating (by what means).

Communication and marketing materials include, but are not limited to: product labels, packaging, menus, shelf danglers, sell sheets, brochures, flyers, product catalogs, print advertising (including billboards and vehicle wraps), posters, pop-up banners, recipe cards, shopping bags, aprons, placemats, static digital adverts, social media posts, press releases, newsletters (including digital and print), web pages, videos, scripts, TV advertising, Radio Advertising, media articles, advertorials, event invitations.

All of these materials, if part of your project, require an approval. Therefore you will need to follow the step-by-step guide for submitting your communications materials for approval.

All communication and marketing materials related to your project need to be approved to ensure that the Government Funders are acknowledged appropriately. They also need to be approved to ensure that funding recognition is applied in a uniform manner across project materials and across projects for the duration of the program.

Still have questions?

We are here to support you through the process. We welcome any questions you may have.

contact us

Commonly Used Terms and Definitions

is an online platform that allows you to sign your contribution agreement electronically. No printing or scanning required!

your approved set of activities and corresponding budget, as outlined in your Contribution Agreement.

the approved events, deliverables and/or items to be completed within your approved project

the process for seeking approval of marketing / communications materials produced within the project.

a report detailing project expenditures, claims and outcomes of your funded project.

this program is funded under the Canadian Agricultural Partnership, a federal, provincial, territorial initiative. Specifically, the funders of this program are the Government of Canada and the Province of BC.

the organization that is receiving funding from the program

your final report includes a cumulative report on your project activities (tab#3 of your project’s reporting template) and a final expense claim for your completed project.

the Excel document where you will provide information on your project expenses, activities and communications materials for approval.

Funding provided by:

CAP Logo, Province of BC Logo, Government of Canada Logo

Please note: the Government of BC may, from time to time, give instructions to IAF in relation to the delivery and administration of this program. IAF must and will comply with those instructions.