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Step 1: Utilising the Guidelines Booklet

After obtaining the Group Trade Missions Guidelines booklet, as well as the relevant application and itinerary forms, read these documents carefully so that you are well acquainted with the rules and procedures.

• Click here to download the Group Trade Missions Guidelines booklet
• Click here to download the Application Form for Outward-bound Missions
• Click here to download the Itinerary Form for Outward-bound Missions
• Click here to download the Application Form for Outward-bound Services Missions
• Click here to download the Itinerary Form for Outward-bound Services Missions
• Click here to download the Application Form for Inward-bound Missions
• Click here to download the Itinerary Form for Inward-bound Missions
• Click here to download the Application Form for Outward- or Inward-bound Missions organised by EXPORT COUNCILS
• Click here to download the Itinerary Form for Outward- or Inward-bound Missions organised by EXPORT COUNCILS

Different forms

Please note that there are different application/itinerary forms depending on whether you intend participating in an outward- or inward-bound mission, or whether the mission is organised by an export council, or falls within one of thedti's priority services sectors, which include:

• Capital equipment services
• Consulting engineering services
• Civil engineering contractors
• Pre-qualified tourism services
• Pre-qualified ICT services
• Business Process Outsourcing (BPO) services
• Film and television services

Step 2: Completing the Application Form

The application form and itinerary form go hand-in-hand with the Group Trade Missions booklet. The conclusion of a successful application is only possible if it is done with cross-reference to the requirements as laid out in the Group Trade Missions booklet and the relevant application and itinerary forms. Please refer to the comprehensive list of the documentation required with an application. The submission of misleading information or abuse of any of the EMIA assistance schemes by applicants may lead to such an applicant being excluded from further assistance under the EMIA scheme of thedti.

Note that Marketing/Business Plans will no longer be required with the application for EMIA funding (Group Missions and National Pavilions). However, it may be requested from an applicant, should the Adjudication Committee require the information to assist them in making a final decision on the application.

Step 3: Submitting the application

Businesses can submit a maximum of six (6) EMIA applications per annum, with a limitation of four (4) applications per scheme (e.g. Group Trade Missions). Any exceptions must be authorised by the Director: Export Promotion. All application forms for Group Trade Mission assistance must be submitted two (2) months prior to the departure date of the Outward Mission or commencement date of the Inward Mission. Documents to be submitted include: motivation, draft mission plan/itinerary (completed on the itinerary form) and duly completed EMIA applications for each of the mission participants, including the mission organiser, as well as all the relevant supporting documents. A final mission plan/itinerary would have to be submitted at least two (2) weeks before the departure/commencement date of the mission (depending on whether it is an Inward or Outward mission). Late and/or incomplete applications will not be considered.

Step 4: Pocessing of the application

EMIA will provide a letter of acknowledgement to the applicant within two (2) working days of receipt of the application. This letter of acknowledgement must accompany all future correspondence with EMIA. EMIA has committed to a turnaround time of fifteen (15) working days for the processing of and decision on a complete application. If an application is complete with all the necessary supporting documentation, and complies with the criteria for approval, it may then be considered for approval.

Step 5: Approval/rejection of the application

EMIA will supply a notification of application approval or rejection, within five (5) working days of the Adjudication Committee meeting. No verbal approvals will be given regarding applications. It is up to the applicant to ensure that he/she has written approval before his/her departure on, or the commencement of a mission. A copy of the Letter of Approval must accompany all future correspondence and/or submissions of further documentation to EMIA. Should EMIA receive further correspondence/documentation unaccompanied with this Letter of Approval, EMIA will not be held responsible for the loss or misplacement of these documents, which could delay or hamper the administrative process. The submission of misleading information or abuse of any of the EMIA assistance schemes by applicants may lead to such an applicant being excluded from further assistance under the EMIA scheme of thedti.

Appeals

Decisions based on non-adherence to rules and/or criteria, cannot be appealed.

Special requirements in respect of Group Missions

You need to be aware of the following special requirements in respect of Group Missions:

• The submission of a mission plan - Organisers of missions as well as each mission participant must ensure that a mission plan is submitted to thedti at least two (2) weeks before departure of a mission (Outward Bound Missions). The mission plan must contain the names, designation and contact details of potential companies targeted. Mission organisers must ensure that companies account for their time and have purposeful meetings and that itineraries submitted after the event accurately reflect all meetings between mission members and potential buyers/suppliers. Actual itineraries with outcomes of meetings must be submitted with the EMIA claim after the event by each of the mission participants. Should verifiable itineraries not be available with the claim no subsistence will be paid to the delegates.

• Group meetings - Group meetings will be permitted provided that they do not exceed a maximum of three (3) meetings per mission, depending on the type of mission organised. Market research, Bidding and/or Lobbying Missions would be more group orientated, since these missions would not focus on the closing of business deals.
• Factory and site visits - Factory and site visits should be clearly motivated by the mission organiser.
• Presidential and Ministerial missions - To qualify for a subsistence allowance, the events to be attended as scheduled on the official program should be of an export/investment nature, the President/Minister/Deputy Minister's programme should be attached as well as a separate, detailed itinerary for each of the participants with additional business meetings to take place during the visit.
• Deviations from final mission plan - In cases where the actual itinerary (submitted with the claim) deviates from the final mission plan submitted two weeks prior to departure, the mission leader has to clearly motivate reasons for the deviation. The Director: Export Promotion/Adjudication Committee shall at his/their discretion decide to accept or reject these motivations.
• Missions reporting - Mission organisers of both Inward and Outward Bound missions must submit a comprehensive report two months after the mission (template available from Group Missions unit). This report must clearly specify, amongst other things, the following:
  1. Objectives achieved
  2. Market intelligence
  3. Trade leads obtained
  4. Additional opportunities identified
  5. Problems encountered
  6. Market access issues
  7. Follow - up strategy

Note: Failure to submit a detailed report within 2 months of the conclusion of a mission, may lead to the respective mission organiser being excluded from further assistance under the EMIA scheme.

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