After approval

All substantial changes (to budget, title, co-production structure, spending period, …) must be reported as soon as they are known, by means of the amendments form available on the website. For applications as of 2024, the online application platform will allow you to include any major changes when applying for various instalments. Only approved amendments will be accepted during inspections.

Support is awarded intuitu personae and cannot be transferred to another beneficiary without VLAIO's written approval.

The support is paid by VLAIO in three instalments according to the following schedule:

• A first instalment of 40% is payable once you demonstrate that at least 80% of the total funding and at least 50% of the Belgian Federal Tax Shelter investment have been definitively acquired.
• A second instalment of 30% is payable once the applicant demonstrates that the production has started, by means of a call sheet on the first day of filming (fiction and documentary) or a report of the first day's animation.
• A third instalment of 30% is paid when the expenses that are eligible for support have been fully paid.

The payment requests for all instalments must be made within 12 months of the end of the spending period. Otherwise, the claim expires, and the payment cannot be made.

Instalments are paid provided you have requested the instalment in time from VLAIO and submitted all the relevant information. Send your request to your VLAIO account manager, whose name is mentioned in the support allocation decision and to email hidden; JavaScript is required.

For support granted from the first call of 2024 onwards, payment requests can only be made online. As it is not possible to save a draft version of an instalment request, we recommend reading through the user manual in advance and collecting the following documents:

• the final co-production contract, if not already available in the application file (mandatory for the 1st instalment);
• an updated version of the production budget (mandatory for the 1st & 3rd instalments);
• a motivated update in case of changed expenditure (see amendments form - mandatory at each instalment if applicable);
• the shooting schedule (mandatory for the 2nd instalment);
• the call sheet of first day of filming (mandatory for the 2nd instalment);
• the audit report (mandatory for 3rd instalment);
• the supplier list (mandatory for 3rd instalment).

The funding plan needs to be updated at each instalment. The final contracts and agreements for each funding source need to be included at this stage. When applying for the first instalment, 80% of the total production budget and at least 50% of the Belgian Federal Tax Shelter amount must already be definitively confirmed. When applying for the third instalment, 100% of the financing must be confirmed.

During the inspection process, VLAIO may request information and documents required to verify the elements of the grant support decision. The findings of this inspection, along with any other remarks (such as ex-post infringements of eligibility) will be documented in the inspection report. Inspections normally take place after a request for the third and final instalment but may also be initiated at VLAIO's discretion.

If VAF support has also been awarded to the project, further coordination can be carried out with VAF, and the inspection for both support mechanisms can be done together by both an agency inspector and a VAF inspector.

VLAIO receives a pro rata recoupment percentage of all net receipts generated through the exploitation of the audiovisual work, as of the first euro in net receipts, in first rank and at the same time as the other financiers.

VLAIO will monitor net receipts for a minimum of five years and a maximum of 15, depending on the earnings generated. You must keep detailed information on all revenue and expenditure, known as the exploitation report.

The exploitation report for the previous calendar year must, on 31 March of each year, be sent to VLAIO starting from the year following that of the first public screening. For the first five years you must present these documents on your own initiative, even if there is no income for Screen Flanders. After the first five years, you need only do so at VLAIO's request. If these settlements are not submitted annually, VLAIO may reclaim the entire amount of support provided.

The checklist below shows all the steps you need to take and who to contact in following up your supported application.

The checklist below shows all the steps you need to take and who to contact in following up your supported application.