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Home My WebLink About01-08-2020 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Wednesday, January 8, 2020 5:30 P.M. Ludwick Community Center 864 Santa Rosa Street, San Luis Obispo The goals of the City of San Luis Obispo Promotional Coordinating Committee are to (1) improve the quality of life available to all residents of and visitors to San Luis Obispo and (2) promote, in a manner consistent with long-range community goals, the development of San Luis Obispo as a regional and tourist center. CALL TO ORDER: Chair Dana Matteson PUBLIC COMMENT: Each speaker is limited to three minutes of public comment. At this time, you may address the Committee on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Promotional Coordinating Commi ttee. The Committee may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised or ask staff to follow up on such issues. CONSENT ITEMS C.1 Minutes of the Meeting on December 11, 2019 C.2 2019-20 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 SLO Happenings Activity Report C.7 TOT Report PRESENTATIONS 1. PUBLIC RELATIONS, GIA & VISITOR SERVICES QUARTER REPORT 20 mins Representatives from the SLO Chamber will present the quarter report for the Public Relations, GIA and Visitor Services activities for the PCC. 2. SLO HAPPENINGS PROGRAM MID YEAR UPDATE 10 mins A representative from Matchfire will present the mid-year report for the SLO Happenings program. BUSINESS ITEMS 1. DOWNTOWN MURAL PROJECT 30 mins The committee will discuss the downtown mural project with the commissioned project artist Canned Pineapple including artwork inspiration and design direction. 2. 2020-21 GIA APPLICATION APPROVAL 20 mins The committee will approve the 2020-21 GIA application and timeline, direct staff to release the application in February, earmark GIA budget amount for 2020-21 and assign the 2020-21 GIA Task Force. 3. SCHEDULING OF FEBRUARY PCC SPECIAL MEETING 5 mins The committee will finalize the scheduling of a Special Meeting of the PCC in February and the cancellation of the regular monthly meeting due to staff’s attendance at a conference on behalf of the TBID. PCC LIAISON REPORTS & COMMUNICATION At this time Committee members make announcements, report on activities, refer to staff issues for study and report back to the Committee at a subsequent meeting. 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT 2. GIA UPDATE – LIAISON REPORT 3. TBID BOARD REPORT – TBID Meeting Minutes: December 11, 2019 4. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Chantal Burns, Tourism Coordinator, do hereby certify that on January 3, 2020 by 5:00 p.m., a true and correct copy of this agenda was posted on the bulletin board outside City Hall. Internet access to agendas and related material is available at www.slocity.org. DRAFT Minutes – Promotional Coordinating Committee Meeting of December 11, 2019 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, December 11, 2019 Regular Meeting of the Promotional Coordinating Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on Wednesday, December 11, 2019 at 5:31 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Dixon. ROLL CALL Present: Committee Members Melissa Godsey, Ryan Heath, Vice Chair John Thomas, and Chair Dana Matteson Absent: Committee Members Bruce Skidmore, Daniel Levi , and Melissa Godsey left at 7:03pm Staff: Tourism Manager Molly Cano and Recording Secretary Bailey Hicks PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment-- CONSENT ITEMS ACTION: UPON MOTION BY COMMITTEE MEMBER Heath, SECONDED BY COMMITTEE MEMBER Thomas, CARRIED 4-0-1, to approve the Consent Agenda items 1 thru 7. C.1 Minutes of the Meeting on November 13, 2019 C.2 2019-20 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 SLO Happenings Activity Report DRAFT Minutes – Promotional Coordinating Committee Meeting of December 11, 2019 Page 2 C.7 TOT Report PRESENTATIONS *Presentations and Business Items order rearranged 1. PUBLIC RELATIONS, GIA & VISITOR SERVICES QUARTER REPORT Jacqui Clark-Charlesworth, SLO Chamber provided a PowerPoint presentation and responded to Committee inquiries. Slip Stay and Save with engagement from social media presence. Public Comment None --End of Public Comment-- No action was taken on this item BUSINESS ITEMS 2. BANNER PROJECT UPDATE Molly Cano, Tourism Manager, reviewed the status of the banner project including the holiday banner program, installation of the railroad square banners and the budget request for program expansion. Molly went over three items for the Rail Road Square Project. The committee approved funding, III development timeline, and went over new banner designs. Committee discussed the Holiday Banners, including the press release ready to go out and news item will be released. Molly presented the pending projects, banners phase two with CMR request and mid-year budget request, style guide, merchandising for Visitor Center and Downtown SLO. Public Comment None --End of Public Comment-- ACTION: No Action Taken 3. GIA APPLICATION REVIEW Molly Cano, Tourism Manager reviewed the 2019-20 GIA application template and process. Committee reviewed the language in the application. Committee suggested to make line item show importance of the quality of life for constituents. Went over guidelines, including diversity, inclusivity, sustainability efforts. Discussed tiers, how to distinguish between the tiers. Discussed the possibility of dropping the tiers from the application and only in the DRAFT Minutes – Promotional Coordinating Committee Meeting of December 11, 2019 Page 3 matrix. Changing the wording for the tiers, to up to amounts. Approval will be done at the January 8th meeting. Public Comment None --End of Public Comment-- ACTION: No action taken 4. MURAL PROJECT Molly Cano, Tourism Manager discussed with the committee the location options for the downtown mural project that the PCC has allocated funding to implement. PCC Budget Allocation for $6000 with Canned Pineapple. Molly presented the change in placement of the mural, from parking structure to the arch in front of the Marsh parking structure. Needs approval to continue to explore the arch. Public art can match up to $7500. Committee Chair Matteson discussed the safety hazards with the arch. ACTION: UPON MOTION BY COMMITTEE MEMBER GODSEY, SECONDED BY COMMITTEE MEMBER THOMAS, CARRIED 4-0-1, (Committee Member Skidmore absent from the vote) to approve the direction and location of the mural to the Marsh Street parking structure arch. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT Thomas provided a brief report regarding information on the city update emails. 2. GIA UPDATE – LIAISON REPORT Committee Member Godsey provided a brief report regarding the Crisper event. Heath provided update on contact with Katy from Face matters. 3. TBID BOARD REPORT – TBID Meeting Minutes: November 13, 2019 Molly provided a brief overview of the TBID Board Meeting. TBID has been working on the approval of RFP, open until February 28th. 4. TOURISM PROGRAM UPDATE • Tourism Manager Cano provided a brief Tourism Program update. • Sip Stay Save total report is going to the next TBID month. • Strategic partnerships CCTC. • Cal Poly Parents Program. DRAFT Minutes – Promotional Coordinating Committee Meeting of December 11, 2019 Page 4 • Denver Activation, and San Diego Flight. • SLO Marathon discontinued in the community. • Open seats and general recruitment. ADJOURNMENT The meeting was adjourned at 07:12 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, January 8, 2020 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2020 Community Promotions Budget 2019-20 Budget 2019-20 Amount Budget 405,302$ 2018-19 Encumbrances -$ Returned Funds (GIA)-$ Total Budget 405,302$ Expenditure Last Updated 1/2/2020 Expenditure Allocated Committed/Expended Available Balance Contractor Grants-in-Aid Funding 100,000$ 100,000$ GIA Recipients Grants-in-Aid Promotional Support Contract 30,000$ 30,000$ Chamber of Commerce Community Placemaking & Beautification Projects 50,000$ 11,032$ 38,968$ Various SLO Happenings Program 15,000$ 15,000$ Matchfire General Contract Services 2,400$ 2,400$ Various Visitors Center 119,600$ 119,600$ Chamber of Commerce PR Contract 34,000$ 34,000$ Chamber of Commerce Communications Plan Consultant Services 2,000$ 2,000$ Jennifer Sweeny Consulting Downtown Maps 9,000$ 9,000$ Chamber of Commerce Support Cost 5,000$ 5,000$ City Administration Administration 38,302$ City Administration Total 405,302$ 320,632$ 46,368$ Funds Remaining -$ 46,367.66$ Report to City of SLO – TBID and PCC Public Relations Contract December 2019 Implementation 1) Finalized components for media center page on VisitSLO.com and sent to Matchfire 2) Continued working with Cision on media monitoring services 3) Completed working with Jennifer Sweeney on PR Strategy implementation Proactive Media Outreach 1) Began pitching TBID’s ‘Money for a Rainy Day’ promotion 2) Began planning media visit for Tanvi Chheda 3) Pitched Hotel Cerro to USA Today for a story on most-anticipated hotel openings in 2020 4) Coordinated SLO visit for Avital Andrews, for a California road trip feature in Via Magazine and SmarterTravel 5) Connected with Carla Snuggs of Posh Beauty Blog through HARO 6) Sent Winter Events release to Central Coast outlets Partnerships 1) Worked with Bay Area News Group on a story featuring new wineries, breweries & distilleries in SLO 2) Continued working with Hotel SLO & Hotel Cerro’s PR teams on ‘Unpretentious Luxury’ FAM 3) Began working with MINDBODY to host San Diego influencer @SweatinSD 4) Connected with Parker Sanpei to host three freelance journalists in SLO 5) Provided suggestions of what to do in SLO to Alaska Beyond Magazine 6) Submitted content for Travel + Leisure segment on NBC Today 7) Continued helping plan 2020 Denver Travel & Adventure Show activation 8) Continued working with Mindbody & their PR team to discuss future wellness activations trips in 2019-20 9) Finalized SLO activation for a Visit SLO CAL San Diego flight FAM 10) Continued working with Visit SLO CAL to plan San Luis Obispo activation for their January ‘Culinary’ FAM 11) Pitched the following content for Visit California’s Story Ideas. o New Wellness Retreats I. Hotel SLO’s Sol Spa is a lux experience with a salt sauna and garden patio II. Hotel Cerro’s Spa Cerro uses local ingredients in their spa III. Central Coast Floats offers an unconventional spa experience that can reduce stress and increase energy o New Hotel Openings I. Hotel SLO features on-site restaurants and urban modern amenities for a laidback luxury experience II. Hotel Cerro’s rooftop pool and fully outfitted spa are a relaxation haven for the affluent visitor o New Museums and Art Installations I. A new SLOMA photographic exhibit called “Visions of Vietnam” is a profound viewing experience II. “The Art of Cool” gallery gives 100% of proceeds to charity III. SLO City beautification efforts in downtown parking garages Report to City of SLO – TBID and PCC Public Relations Contract December 2019 Media Placements 1. The 50 Best Places to Travel in 2020 Travel + Leisure names the Central Coast of California in its international list of best places to travel for 2020. We worked with Tanvi Chheda on the piece, which will have a longer spread in their spring print magazine. UVPM: 3.17M AD VALUE: $2,551 2. 8 underrated US destinations that should be on your radar in 2020 Alex Beaven, who was hosted by the City in partnership with Visit SLO CAL in the fall, includes SLO third in the top eight places to visit in 2020. The story was originally featured in Oyster and has been picked up Adams Publishing Group affiliates. UVPM: 1.54M AD VALUE: $354 3. SLO County Sips: 3 new wineries, 1 brewery and 1 distillery The Mercury News feature what’s new in the beer and wine scene in San Luis Obispo. We worked with writer, Jessica Yadegaran to highlight top places to sip in SLO. UVPM: 8.95M AD VALUE: $7,201 4. The Most Anticipated Hotel & Resort Openings in 2020 Red Tricycle includes Hotel Cerro on their round up of hotel openings. The piece touts San Luis Obispo’s expansive outdoor space as a draw for visitors to the area. UVPM: 1.57M AD VALUE: $362 Report to City of SLO – TBID and PCC Public Relations Contract December 2019 5. Most Fitness-Friendly Places for 2020 SmartAsset researchers analyzed cities across the US looking at statistics for commuters who walk or bike, percentage of fast food restaurants, number of fitness business and more. San Luis Obispo came in at #13. UVPM: 1.2M 6. Santa Monica To San Luis Obispo Visit California breaks down a road trip from Santa Monica to San Luis Obispo geared toward their UK audience. Must sees in SLO include the Mission, Madonna Inn, Farmers’ Market and more. UVPM: 1K 7. SLO’s Madonna Inn is ‘all decked out’ for the holidays. See the dazzling decorations Daily Republic covers Madonna Inn’s must-see holiday decor, noting that it takes the crew almost a month to get the property completely decorated. UVPM: 158K 8. CheapOair Expects a Rise in Travel Global Traveler reports a 4-6 percent global increase in passengers for 2020 noting that wine regions such as San Luis Obispo are popular destinations because of their, “beautiful wineries with breath-taking views and much smaller crowds”. UVPM: 163K Report to City of SLO – TBID and PCC Public Relations Contract December 2019 9. Gensler to Complete the New Laidback Hotel San Luis Obispo in California Digital outlets Ladies Want More and Da Vinci Lifestyle feature the launch of Hotel SLO a laid-back luxury property reflective of its location. UVPM: 2K 10. Hotel Brands Add to Collections Hotel Business reports historic Garden Street Inn will be getting a makeover as it joins the Kirkwood Collection brand. A new boutique restaurant and wine bar will launch as well upon its 2021 completion. UVPM: 49K 11. Boutique Owner/Operator Kirkwood Collection Looks To Make A Name For Itself Hotel Interactive also covers the Garden Street Inn’s inclusion n the Kirkwood family. The article quotes Kirkwood’s owner who says his goal is to make this property “the crown jewel of the portfolio due to its historic nature”. UVPM: 41K Events: 12. #ShareSLO Mission Prep Christmas Classic KSBY covers the four days of games for Mission Prep’s Christmas Classic. o Day 1, Day 2, Day 3, Day 4 UVPM: 756k 13. From the Vine: Family friendly holiday events in wine country The Santa Maria Times covers multiple wine events on the Central Coast, including “must visit” Fillipponi Ranch’s “end of year celebration”. UVPM: 187K Report to City of SLO – TBID and PCC Public Relations Contract December 2019 14. Ballet Theatre SLO presents A Christmas Carol New Times shares information on the Ballet Theatre’s holiday performance at the PAC. UVPM: 26K 15. Hotel San Luis Obispo opens its doors to the community KSBY reports on Hotel SLO’s community open house, welcoming locals with complimentary holiday treats and property tours. UVPM: 189K Grants-in-Aid Marketing Support December 2019 Report Organization Event EC PR PC VC SM MTG ES ST HD TT DS Associated Quilt Guilds of the Central Coast (AQGCC)Seven Sisters Quilt Show X Cal Poly Corporation on behalf of Cal Poly Arts 2019-20 Broadway Series X X X X X X Canzona Women's Ensemble Canzona Women's Ensemble Concerts X X X X Central Coast Ag Network, dba City Farm SLO and (until 2019) as Central Coast Grown City Farm SLO Fall Harvest Festival X X X X X X X D X D Central Coast Autism Spectrum Center Zombie Invasion SLO X X X X X X Downtown SLO 24th Annual Concerts in the Plaza X X X X X X X D X D Ecologistics, Inc./ R.A.C.E. Matters BELONGING X Foundation for the Performing Arts Center Family Day at the PAC History Revisited 35th Annual Central Coast Renaissance Festival X X D X X D X D D X Loving Farm Animal Sanctuary Central Coast VegFest X X X X X Mission College Prep Love SLO Opera San Luis Obispo South Pacific: A City Wide Arts Collaboration X X X X X D Orchestra Novo 5th Annual POPS ON! Labor Day Weekend Concert X X D X X X X D X X San Luis Obispo Master Chorale Series of Concerts Accompanied by Lectures X X X X X San Luis Obispo Railroad Museum Central Coast Railroad Festival X X X X D San Luis Obispo Repertory Theatre SLO Repertory Theatre 2019-2020 Season X X X X X X X D X X San Luis Obispo Vocal Arts Ensemble "The Feast of Lights" Choral Concert by the Award- Winning Vocal Arts X X X X X SLO Blues Society SLO Blues Society Dance Concerts X X X X X X SLO Classical Academy An Evening with Chris Burkard X X X X X Spokes Spokes Nonprofit Symposium X X X X X X X St. Andrews Greek Orthodox Church San Luis Obispo Greek Festival X X The Central Coast Shakespeare Festival Shakespeare Under the Stars X X X X X D X D D X The Monday Clubhouse Conservancy The Monday Club - Women's Vote Centennial X X X X X X United Way of San Luis Obispo Flavors of SLO Wilshire Hospice Dia de los Muertos X X X X X X X X Black is current month, gray is past work Boxes marked with "D" indicate that recipients knew about service and declined to utilize. 25 Total; 22 served to date or in progress EC- Confirmed/added event(s) in local Event Calendars, including: SLO CAL, SLO Chamber, SLO Happenings PR- Included event(s) in seasonal Press Release sent to local/regional media outlets PC- Spoke with recipient(s) via Phone Call to review/discuss promotional opportunities and answer questions VC- Prominently displayed printed promotional materials in Visitor Center; brochures, posters, etc. SM- Promoted event(s) on SLO Chamber Social Media channels via press release from recipients MTG- Met with Groups in person and offered public relations advice and support ES - Included Event(s) in monthly Event Sheet distributed digitally to local hotels. ST- Sold/are currently selling Tickets for event(s) through the Visitor Center HD - Included printed promotional material in Hotel Distribution TT - Recipient participated in Ticket Tuesday DS - Recipient Declined Services Report to City of SLO – PCC Visitor Services Contract December 2019 Visitor Interaction December 2018 November 2019 December 2019 Walk-ins 6,067 5,695 6,688 Farmers’ Market* n/a n/a n/a Phone calls 412 597 505 Emails 566 601 622 *estimate without people counter Visitor Center Highlights • Promoted Santa’s House and holiday festivities around SLO. • Participation in Downtown SLO holiday window display and Holiday Stroll. • Hosted holiday themed pop-ups in the Visitor Center. • Enjoyed helping every guest that walked through our door. Demographic Snapshot International travelers 858 Asia 2% Africa 0% Europe 38% Australia/New Zealand 18% United Kingdom 38% North America 2% South America 2% Domestic travelers (outside of CA.) 1,112 West 10% West Coast 23% East Coast 20% Southwest 10% Midwest 25% South 12% California travelers 2,301 Northern CA 27% Southern CA 28% Central Coast 42% Central Valley 2% Desert 1% Calendar of Events December 2019 January 2020 Events in calendar 297 134 SLO Happenings | Monthly Report: December 2019 In December, we continued to build out the SLO Happenings calendar with over 1,242 events and 56 new events added for the month. Weekly calendar optimization ensured events were properly represented on the site and that all key SLO events were included. Social Highlights + Performance Ticket Tuesday Total Entries Total Likes Total Reach A Christmas Story at SLO Rep 44 150 3,854 Y+T at SLO Brew Rock 11 88 2,584 A Night at the Oscars at the PAC 19 237 3,607 NYE Disco at SLO Brew Rock 43 195 4,487 Total 117 670 14,532 Website Highlights + Performance In December, we continued to see great engagement metrics for our on-going weekly Ticket Tuesday promotion. As expected, the actual event type really impacts the interest level in terms of overall engagement. Total engagement metrics are slightly lower than a typical month, year-over-year. Keeping a variety of events featured on Ticket Tuesday helps us achieve our goal of reaching new and different people each and every Tuesday. The SLO Happenings event calendar remained within the top 5 most visited pages on VisitSLO.com with 3,221 pageviews. Top 5 most visited events: -The Nutcracker at the PAC -Cambria Christmas Market -Annual Downtown SLO Holiday Parade -SLO Christmas Walking Tour -Santa’s House + Carousel Email Highlights + Performance Summary The SLO Happenings email was sent on 12/5 featuring SLO’s December events around town. -Delivered: 5,921 -Open Rate: 20% -Clicks: 174 *Industry standard open rate: 20% 2009‐102010‐112011‐122012‐132013‐142014‐152015‐162016‐172017‐18 2018‐192019‐20Change +/‐July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 880,321$ 874,775$ 917,282$ 4.9%August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ 734,830$ 815,225$ 847,791$ 4.0%September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 650,117$ 701,230$ 696,113$ 771,507$ 10.8%October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 628,049$ 613,045$ 704,568$ 712,332$ 1.1%November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 519,193$ 565,129$ 248,596$ ‐56.0%December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 479,813$ 491,517$ ‐100.0%January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,461$ 468,705$ ‐100.0%February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 502,476$ 526,793$ ‐100.0%March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,221$ 606,841$ ‐100.0%April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 653,881$ 751,077$ ‐100.0%May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 626,025$ 688,231$ ‐100.0%June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 795,368$ 843,999$ ‐100.0%Total/Average 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 7,154,334$ 7,357,923$ 7,498,864$ 8,032,974$ ‐100.0%7,875,000$ 2018‐19 2019‐20Change +/‐2018‐19 2019‐20Change +/‐2018‐19 2019‐20Change +/‐July 85.2 80.1 ‐6.1 175.2 186.7 6.6 149.2 149.5 0.1August 81.3 77.4 ‐4.8 166.6 177.3 6.4 135.5 137.3 1.3September 72.4 73.3 1.2 163.5 161.5 ‐1.2 118.4 118.3 0.0October 72.8 73.0 0.4 151.4 156.4 3.3 110.2 114.2 3.7November 67.8 67.4 ‐1.6 143.2 147.1 4.0 97.0 99.2 2.4December 59.1 135.2 79.9January 59.3 125.9 74.6February 66.4 140.5 93.3March 68.0 142.8 97.1April 76.4 161.2 123.2May 66.1 155.7 102.9June 75.0 182.7 137.1Total/Average 70.82 74.24 ‐2.2 153.66 165.81 3.8 109.87 123.71 1.5Occupancy ADRTOT ComparisonRevPAR*November - Missing 23 hotel property TOT reports due to holiday timing*Figures from Smith Travel Research Report February 1, 2020 Dear Interested Organization: The City of San Luis Obispo's Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational organizations make significant contributions to the overall quality of life in the City of San Luis Obispo. Accordingly, the City sponsors a Grants-In-Aid program to promote such activities within our community. The City awards annual promotional grants totaling approximately $100,000 to various organizations each year. At this time the City of San Luis Obispo invites you to apply for grant funding to be awarded as part of this program. To be considered for grant funding, organizations must have non-profit status (Articles of Incorporation, 501(c)(3) or (c)(6) status, Federal ID number and Tax-Exempt Notification) prior to grant submittal. They must also have clearly stated goals and be able to demonstrate that their financial management practices are sound and insure accountability. The City is unlikely to fund new projects which duplicate or conflict with existing programs, services, or events. Project collaboration among organizations is encouraged. Grant requests must be for programs and events that occur during the funding cycle of July 1, 2020 – June 30, 2021. Organizations that received promotional grants during the 2019-20 funding cycle must have complied with all reporting requirements to be considered for a 2020-21 grant. Starting in 2018-19, the PCC implemented modifications to the grant program that will continue to the 2020-21 program. These modifications include: • Organizations are limited to one application submission per grant cycle. • Qualified expenses for grant funding now include: limited contracted services such as public relations, video production expenses, social media expenses directly relating to the event, expenses relating to enhancements for digital newsletters or email campaigns, and web design services. The applying organization must provide documentation that expenses for these services are directly and exclusively related to the event or program in which funding is requested. • Elimination of the Sustainable Funding Program (sustainability track). To be considered for a grant, organizations must attend the mandatory meeting on Wednesday February 5, at 4:30 pm at the Ludwick Community Center and apply, using the attached application form, by NO LATER THAN 5:00 p.m., Friday March 13, 2020. Late or incomplete applications will not be accepted. The application must provide the following information: Please submit 10 printed sets (typed, clipped, and 3-hole punched) of the attached application. Additionally, please submit one copy (clipped) of the following: • your organization's financial statement • by-laws • tax exempt certification • a listing of all officers and staff • signed statement of limitations and payment disbursement (Attachment 4) • digital copy of completed application in PDF format to Chantal Burns at cburns@slocity.org PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE REQUESTED APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS. It is important that your application provide all the requested information. Clear, concise and original applications are best. Ten copies of your original application should be hand delivered or mailed to: Promotional Coordinating Committee Attn: Molly Cano City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Grant Application Process Dates & Deadlines Date Time Location Action Description 1-Feb 9:00 AM www.slocity.org Application Period Opens Application will be available on the City’s website. 5-Feb 4:30 PM Ludwick Community Center 864 Santa Rosa St., SLO Mandatory Application Meeting & Event Resource Fair A mandatory application meeting followed by an event resource fair will be held to answer questions regarding the Grants-In-Aid process. THIS MEETING IS MANDATORY FOR ALL APPLICANTS. 13-Mar 5:00 PM City Hall City Clerk's Office Applications Due Completed applications will be due to the City Clerk's Office by 5:00 p.m. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. 20-May 5:30 PM City Hall Council Hearing Room PCC Preliminary Grant Recommendations Committee will present its preliminary 2020-21 Grants-In-Aid recommendations to applicants at a public meeting. 7-Jul 6:00 PM City Hall Council Chamber City Council Consideration of Grant Recommendations City Council will review the PCC recommendations and makes final funding decisions. Please note, as the City’s Promotional Grants-in-Aid program is considered by the Promotional Coordinating Committee each year funding is provided, all applicants will have to compete for funding anew every year. If you have any questions, please contact Molly Cano at 805-781-7165 or mcano@slocity.org. Sincerely, Dana Matteson Chairperson, PCC PROMOTIONAL COORDINATING COMMITTEE GRANT APPLICATION ASSESSMENT CRITERIA Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the applicant and the grant proposal using the following criteria: A. APPLICANT CRITERIA 1. Applicant organization must have a clearly stated purpose and function and be responsible for the planning and provision of a cultural, social or recreational program/event. 2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed project. Repeat applicants must have a successful history of using prior grant funds, as evidenced by a completed and accepted Final Report. 3. The organization must have non-profit status as defined in Section 501(c)(3) or (c)(6) of the Internal Revenue Code (no exceptions made). 4. The organization must give evidence that it has pursued other sources of financial support, and that it has examined and weighed the financial ability of the target population to support its program or event. 5. The organization must extend its program to the general public and may not exclude anyone by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status. 6. The applicant organization must comply with the final report evaluation process as requested by the Promotional Coordinating Committee. B. GRANT CRITERIA & GUIDELINES 1. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit to the City of San Luis Obispo. 2. An organization may only apply for one grant per year. An organization may not submit multiple grant applications for separate events. 3. Grant requests must meet one or both purposes below: • Of tourism promotion advantage to the City of San Luis Obispo and/or; • Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 4. Events and programs must take place during the City’s fiscal year July 1 through June 30. Priority will be given to events that take place in “non-peak” tourism months (October through March) and bring people to San Luis Obispo. 5. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 6. Additional consideration will be given to organizations celebrating an anniversary or grand opening. 7. Additional consideration will be given to organizations requesting “seed money” for new events or to enter new promotional markets outside of San Luis Obispo. 8. Additional consideration will be given to events that address sustainability, diversity and inclusivity practices. 9. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. 10. Demonstrated financial need is considered, although events with potential promotional benefit to the City of San Luis Obispo will be given higher consideration. 11. Past grant performance of the organization is considered. Please note that integration of the City’s logo and the City’s support of the event are imperative in order to receive grant funding for a consecutive year. 12. Grants are not given for the following expenses: a. Office overhead or staff b. Equipment c. Rental of space d. Scholarships / Honoraria e. General website maintenance and hosting f. General email systems or base subscriptions g. Prize giveaways and other event giveaways (ex. t-shirts) h. Production expenses (ex. catering, rentals, talent expenses) The following tiered structure will be guidelines to establish the grant amount: First Tier: Up to $3,000 Organization of local reach with a cultural, social, and recreational benefit to the residents of San Luis Obispo. The organization agrees to place the City’s logo on all its marketing material and its website. Second Tier: Up to $7,500 Organizations that reach countywide and bring patrons to San Luis Obispo. The events have a distinct benefit to the City’s residents, but also drive traffic from around the county to the City for the event. The organization agrees to incorporate the City’s logo on marketing material and its website. In addition, the organization will include City of San Luis Obispo visitor information in its mailings and marketing outreach. Third Tier: Up to $12,000 The organization effectively brings patrons from outside the county to San Luis Obispo and has the means to drive tourism to the City. In addition to the integration of the City’s logo on marketing material and its website, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach and allow physical presence of City Tourism at the event. The organization is encouraged to submit a proposal to that effect. APPLICANT: Please use this as a checklist for your application. It does not need to be submitted with the application. Everything on this checklist is required, unless otherwise indicated.  1. Grant Application Form  a. Description of project or activities to be supported by the grant.  b. Description of who will benefit from the project, including any tourist attraction potential.  c. Description of any collaborative efforts with other agencies relative to this project.  d. The total amount requested, including a prioritized breakdown of individual line items within that total.  e. Detailed budget for the project, indicating expenditures to be supported by the grant and expenditures supported by other grant sources.  f. Crowd control safety plan (parades or large special events only).  g. Description of how your agency will acknowledge the City in your promotional materials.  h. Organization’s website URL  2. Your organization’s most recent complete annual financial statement  3. Your organization’s by-laws  4. Your organization’s tax-exempt certification  5. A listing of all officers and staff  6. A signed statement of limitations and payment disbursement (Attachment 4) NOTE: Please do not bind or staple your application materials. Submit 10 sets (typed, clipped & 3-hole punched) of item # 1 Submit 1 set (clipped) of items # 2-6 Submit Digital Copy to cburns@slocity.org LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. Completed applications are due to the City Clerk’s Office on Friday, March 13, 2020 by 5:00 pm GRANT APPLICATION FORM DATE(S) OF EVENT: ______________________________________________________________________ NAME OF EVENT: ______________________________________________________________________ EVENT LOCATION: ___________________________________________________________________ NAME OF ORGANIZATION: ADDRESS OF ORGANIZATION:_________________________________________________ WEBSITE URL:________________________________________________________________ NAME OF EVENT CONTACT PERSON: NAME OF ORG. CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: TOTAL AMOUNT REQUESTED: PURPOSE OF GRANT REQUEST: (Word Limit: 100 max) Please complete the entire application, answering all requests for information. 1. Provide a brief description of the event or activity. (Word Limit: 100 max) 2. Provide a brief description of your organization and its cause including how the project or activities support the overall goals of the organization. (Word Limit: 250 max) 3. Will your event be taking place within the City of San Luis Obispo? Yes ___ No ____ Venue Name: __________________________________________________________________ Venue Location: ________________________________________________________________ 4. Has a City permit been issued for your event or have you contracted the venue for your event date? Yes ___ No ____ Note: Event applicants shall be responsible for securing a separate Special Event Permit with the City. For use of City facilities, venues, or services, applications must be received no later than 90 days in advance and can be accepted up to 1 year in advance. The application form can be found at the link provided. Application and fees are payable to the City of San Luis Obispo and can be submitted directly to the Parks and Recreation Department located at 1341 Nipomo Street, San Luis Obispo, CA 93401. 5. Is this the first year the event will take place? Yes ___ No ____ If yes, skip to question number 9. *An annual event or performance with a new speaker, musician or show title does not qualify as a new event. 6. How many years has the event taken place? 7. Where has it taken place previously? 8. What was the historical attendance? 9. What is the expected event attendance? 10. Expected percentage of in-county vs. out-of-county attendees: 11. Who is your target audience? 12. Do you sell tickets or is it a free event? Tickets____ Free____ If tickets are required, please provide the price range. ________________________________ 13. Describe any collaborative efforts with other agencies relative to this project. (Word Limit: 100 max and bulleted list is acceptable.) 14. Describe any sustainability practices related to the event. (Word Limit: 100 max and bulleted list is acceptable.) 15. Describe how the organization will encourage inclusive participation from diverse populations. (Word Limit: 100 max and bulleted list is acceptable.) 16. Overall Program Budget: Provide a detailed budget for the whole program/event, listing all available income and expense sources. Attach a separate sheet if more space is needed. Source Income Expense TOTAL $ 17. Media Plan: Provide a detailed Media Plan including traditional and online media. Attach a separate sheet if more space is needed. Media Outlet Type & Frequency Cost of Advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX 18. Funding Request: Indicate total amount requested from the City of San Luis Obispo. Use the chart below to prioritize the list of individual line items including media plan making up the total request. Attach a separate sheet if more space is needed. Total Amount Requested: $___________________________________________________________ Prioritized Project Component Amount Total $ 19. Provide your crowd control and safety plan (parades or large special events only). 20. Describe how your organization will acknowledge the City’s support in your promotional materials. (Word Limit: 100 max and bulleted list is acceptable.) Be sure to include all supplemental materials as requested. Thank you. Return Grant Application to: Promotional Coordinating Committee Attn: Molly Cano City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 PROMOTIONAL COORDINATING COMMITTEE STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The Promotional Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated programs for the current grant period July 1, 2020 through June 30, 2021. • The payment schedule will be stated in the contractual agreement. • The contracting agency will agree to provide reports in such form and detail as may be required by the City and the PCC to monitor contract performance prior to payment for programs. • Contracting agency will provide City with an annual audit by an independent auditor to be approved by the City, if the City should so request. I, , (printed or typed name of authorized applicant organization representative), have read the above statement and fully understand its contents and implications. I further attest that all the information contained in this application is accurate to the best of my knowledge. Signature Date Title Applicant Organization EVENT ORGANIZATION Event (s) Event Date(s) PCC Liason Central Coast Autism Spectrum Center Zombie Invasion SLO Saturday, October 26, 2019 Bruce San Luis Obispo Railroad Museum Central Coast Railroad Festival October 4,5,6 2019 Bruce Wilshire Hospice Dia de los Muertos Saturday, November 2, 2019 Bruce Central Coast Ag Network, dba City Farm SLO and (until 2019) as Central Coast Grown City Farm SLO Fall Harvest Festival Sunday, October 20, 2019 Dan History Revisited 35th Annual Central Coast Renaissance Festival July 20 & 21, 2019 Dan Mission College Prep Love SLO Saturday, March 14, 2020 Dan SLO Blues Society SLO Blues Society Dance Concerts October & December, 2019 January & February 2020 Dan Associated Quilt Guilds of the Central Coast (AQGCC) Seven Sisters Quilt Show June 27 & 28, 2020 Dana Downtown SLO 24th Annual Concerts in the Plaza 6/14, 6/21, 6/28, 7/5, 7/12, 7/19, 7/26, 8/2, 8/9, 8/23, 8/30, 9/6, 9/13 Dana Foundation for the Performing Arts Center Family Day at the PAC Apr‐20 Dana San Luis Obispo Repertory Theatre SLO Repertory Theatre 2019‐2020 Season July 1, 2019 ‐ June 30, 2020 Dana Canzona Women's Ensemble Canzona Women's Ensemble Concerts November 2019 & March 2020 Dana Cal Poly Corporation on behalf of Cal Poly Arts 2019‐20 Broadway Series 12/1/19, 1/14/20, 1/15/20, 4/9/20, 5/13/20, 6/7/20 John 2019‐20 GIA Recipients Opera San Luis Obispo South Pacific: A City Wide Arts Collaboration October 12 & 13, 2019 John Spokes Spokes Nonprofit Symposium Tuesday, September 24, 2019 John St. Andrews Greek Orthodox Church San Luis Obispo Greek Festival May 29, 30, 31, 2020 John Loving Farm Animal Sanctuary Central Coast VegFest Saturday, April 4, 2020 Melissa San Luis Obispo Vocal Arts Ensemble "The Feast of Lights" Choral Concert by the Award‐Winning Vocal Arts December 7 & 8, 2019 Melissa SLO Classical Academy An Evening with Chris Burkard TBD (Friday /Saturday evening in Feb. or March 2020) Melissa San Luis Obispo Master Chorale Series of Concerts Accompanied by Lectures November 2019 ‐ April 2020 Melissa The Monday Clubhouse Conservancy The Monday Club ‐ Women's Vote Centennial October 14‐19, 2019 Melissa Orchestra Novo 5th Annual POPS ON! Labor Day Weekend Concert Sunday, September 1, 2019 Ryan The Central Coast Shakespeare Festival Shakespeare Under the Stars July 11 ‐ August 3, 2019 Ryan United Way of San Luis Obispo Flavors of SLO Thursday, May 2, 2019 Ryan Ecologistics, Inc./ R.A.C.E. Matters BELONGING February 1‐28, 2020 Ryan DRAFT Minutes – Tourism Business Improvement District Board Meeting of 12/11/19 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, December 11, 2019 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER The regular meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on Wednesday, December 11, 2019 at 10:01 a.m. in City Hall’s Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Bruce Skidmore. ROLL CALL Present: Chair Bruce Skidmore and Board Members Nipool Patel, LeBren Young-Harris (10:16 a.m. arrival) Kristin Battaglia, and Pragna Patel-Mueller Absent: Dean Hutton and John Conner Staff: Tourism Manager Molly Cano and Tourism Coordinator Chantal Burns PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Caroline Whitaker and Kelsey Prins from Hotel Cerro introduced themselves. --End of Public Comment-- CONSENT ITEMS C.1 Minutes of Meeting on Wednesday, November 13, 2019 C.2 Smith Travel Report C.3 SLO Chamber Public Relations Activities Report C.4 AMF + Matchfire Marketing Services Report C.5 SLO Chamber Guest Services Report C.6 Transient Occupancy Tax (TOT) Report C.7 Q2 SLO Happenings Event Promotion Sponsorships Public Comment None. --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER PATEL-MUELLER, SECONDED BY COMMITTEE MEMBER PATEL, CARRIED 4-0-3, TO APPROVE THE CONSENT AGENDA ITEMS 1 THRU 7. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 12/11/19 Pg. 2 BUSINESS ITEMS 1. 2020-2022 TBID MARKETING SERVICES RFP Tourism Manager Cano and RFP Taskforce members presented the draft RFP document and its highlights. Board members discussed the different components of the draft document and provided feedback. After taking action on the Marketing Services RFP, board members reviewed the draft Evaluation Sheet and discussed the evaluation points. Board members provided direction to staff to adj ust the total available evaluation points to a total scale of 100 points (50 points available for Administration and 50 points available for Scope of Work). Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER PATEL-MUELLER, SECOND BY BOARD MEMBER PATEL CARRIED 6-0-3, to move and approve the draft 2020-2022 TBID Marketing Services RFP document as presented. TBID LIAISON REPORTS AND COMMUNICATION 1. Hotelier Update – • Hotel Cerro is planned to open next month • Liaison property outreach • New legislative issues 2. Management Committee Update - December 5, 2019 minutes are in the packet for review. 3. Marketing Committee Update – December 4, 2019 minutes are in the packet for review. 4. PCC Update – November 13, 2019 minutes in packet for review. 5. Visit SLO CAL Update – Tourism Manager Cano and Vice Chair Patel; • The December Marketing Committee was cancelled • Upcoming staffing changes • Spartan Race event sponsorship • Visitor Center update 6. Tourism Program Update – Tourism Manager Cano; • CCTC East Coast Campaign and shift in president • Upcoming meeting with Cal Poly NSTP to start discussing SLO Discovery Weekends • Event sponsorship updates • Open recruitment for advisory bodies ADJOURNMENT The meeting was adjourned at 11:00 a.m. The next Tourism Business Improvement District Board meeting is scheduled for Wednesday, January 8, 2019 at 10:00 a.m., at City Hall, 990 Palm Street, San Luis Obispo, CA. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/XXXX