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Home My WebLink About08-11-2020 PCC Agenda PacketCity of San Luis Obispo, Agenda, Planning Commission Agenda PROMOTIONAL COORDINATING COMMITTEE BOARD Wednesday, August 12, 2020 5:30 p.m. REGULAR MEETING Teleconference Based on the threat of COVID-19 as reflected in the Proclamations of Emergency issued by both the Governor of the State of California, the San Luis Obispo County Emergency Services Director and the City Council of the City of San Luis Obispo as well as the Governor’s Executive Order N-29-20 issued on March 17, 2020, relating to the convening of public meetings in response to the COVID -19 pandemic, the City of San Luis Obispo will be holding all public meetings via teleconference. There will be no physical location for the Public to view the meeting. Below are instructions on how to view the meeting remotely and how to leave public comment. Additionally, members of the Promotional Coordinating Committee (PCC) Board are allowed to attend the meeting via teleconference and to participate in the meeting to the same extent as if they were present. Using the most rapid means of communication available at this time, members of the public are encouraged to participate in PCC meetings in the following ways: 1. Remote Viewing - Members of the public who wish to watch the meeting can view: o Go to Webinar Registration: https://attendee.gotowebinar.com/register/4725806938082261515 o Webinar ID: 482-509-259 o You must register to view via Webinar. 2. Public Comment - The PCC will still be accepting public comment for only items on the agenda. Public comment can be submitted in the following ways: • Mail or Email Public Comment o Received by 10:00 AM on the day of meeting - Can be submitted via email to: (advisorybodies@slocity.org ) or U.S. Mail to City Clerk at: 990 Palm St. San Luis Obispo, CA 93401 o Emails sent after 10:00 AM up until public comment is opened on the item – Limited to one page emailed to cityclerk@slocity.org will be read aloud during the public comment period. • Verbal Public Comment - Call (805) 781-7164; state and spell your name, mention the agenda item number you are calling about and leave your comment. The verbal co mments must be received by 10:00 AM on the morning of the noticed meeting and will be limited to 3 minutes. All voicemails will be forwarded to the PCC members and saved as Agenda Correspondence. All comments submitted will be placed into the administrat ive record of the meeting. Promotional Coordinating Committee Board Agenda for August 12, 2020 Page 2 CALL TO ORDER Chair Dana Matteson ROLL CALL : Chair Dana Matteson, Vice Chair John Thomas, Ryan Heath, Stephanie Stackhouse, Samantha Welch, Lori Lerian and John Conner PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Persons wishing to speak should come forward and state their name and address. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. CONSENT ITEMS C.1 Minutes of the Meeting on July 8, 2020 C.2 2020-21 Community Promotions Budget Report C.3 Public Relations Report C.4 Visitors Center Report C.5 TOT Report PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE 15 mins Representative from the SLO Chamber will present the report for the public relations activities that occurred over the past month. BUSINESS ITEMS 1. SUPPORT LOCAL PROGRAM - #SLOready 20 mins Staff will present an update on the Support Local economic recovery program including the collaboration with the TBID on the #SLOready campaign. 2. 2020-21 CULTURAL GIA MODIFIED PROGRAM 20 mins Staff will present the proposed grant application for the 2020 -21 Cultural GIA program for the committee’s review and approval. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT 2. TBID BOARD REPORT – TBID Meeting Minutes: July 8, 2020 3. TOURISM PROGRAM UPDATE Promotional Coordinating Committee Board Agenda for August 12, 2020 Page 3 ADJOURNMENT The next Regular Meeting of the Promotional Coordinating Committee Board is scheduled for Wednesday, September 9, 2020 at 5:30 p.m. held remotely and via teleconference. The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participa te in a meeting should direct such request to the City Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. Meeting audio recordings can be found at the following web a ddress: http://opengov.slocity.org/WebLink/1/fol/61016/Row1.aspx DRAFT Minutes – Promotional Coordinating Committee Meeting of July 8, 2020 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, July 8, 2020 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, July 8, 2020 at 5:32 P.M., by Chair Matteson via teleconference. ROLL CALL Present: Committee Members John Connor, Ryan Heath, Lori Lerian, Stephanie Stackhouse, Samantha Welch, Vice Chair John Thomas (5:34 p.m.), and Chair Dana Matteson Absent: None Staff: Tourism Coordinator Chantal Burns and Deputy City Clerk Megan Wilbanks PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment-- CONSENT ITEMS ACTION: UPON MOTION BY VICE CHAIR THOMAS, SECONDED BY COMMITTEE MEMBER STACKHOUSE, CARRIED 7-0-0, to approve the Consent Agenda items 1 thru 8. C.1 Minutes of the Meeting on June 10, 2020 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 C.8 2020-21 Community Promotions Budget Report DRAFT Minutes – Promotional Coordinating Committee Meeting of July 8, 2020 Page 2 PRESENTATIONS 1. NEW MEMBER INTRODUCTION New Committee Member, Lori Lerian, was introduced to the Promotional Coordination Committee. Public Comment None --End of Public Comment-- No action was taken on this item. 2. SLO HAPPENINGS PROGRAM YEAR-END REPORT Matchfire representative, Brittany Garcia, presented the 2019-20 year-end report for the SLO Happenings Promotion contracted services for the PCC. Public Comment None --End of Public Comment-- No action was taken on this item. 3. SLO CHAMBER END OF YEAR PRESENTATION SLO Chamber representatives, Jacqui Clark-Charlesworth and Dusty Colyer-Worth, presented the 2019-20 year-end report for the contracted Visitor Services, GIA Support and Public Relations efforts for the PCC. Public Comment None --End of Public Comment-- No action was taken on this item. DRAFT Minutes – Promotional Coordinating Committee Meeting of July 8, 2020 Page 3 BUSINESS ITEMS 1. SUPPORT LOCAL PROGRAM Verdin representative, Ashlee Akers, presented an update on the development of the Support Local economic recovery program including the collaboration with the TBID on the #SLOready campaign. Committee members discussed three additional options to the plan including an added influencer program, a social giveaway program, and outdoor media element through billboards. The committee provided consensus that they are interested in the influencer and giveaway programs, but that they are not interested in billboard space at this time. However, the committee would like to explore alternative creative ideas for the future. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY COMMITTEE MEMBER WELCH, SECONDED BY COMMITTEE MEMBER HEATH CARRIED 7-0-0, to approve the plan as presented for the Support Local economic recovery program including collaboration with the TBID on the #SLOready campaign. ACTION: UPON MOTION BY COMMITTEE VICE CHAIR THOMAS, SECONDED BY COMMITTEE MEMBER LERIAN CARRIED 7-0-0, to approve the additional influencer program as presented and to pull funds from the recovery line item budget with the option to reevaluate the program for additional funding if needed. ACTION: UPON MOTION BY COMMITTEE MEMBER WELCH, SECONDED BY VICE CHAIR THOMAS CARRIED 7-0-0, to approve the additional giveaway program as presented. 2. 2020-21 CULTURAL GIA MODIFIED PROGRAM The taskforce presented the proposed modified program plan and grant application for the 2020-21 Cultural GIA program for the committee’s review and approval. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY VICE CHAIR THOMAS, SECONDED BY COMMITTEE MEMBER WELCH, CARRIED 7-0-0, to approve the modified program plan and grant authority to the taskforce to move forward with the application as presented and as needed. 3. 2020-21 CONTRACT SERVICES SCOPES OF WORK DRAFT Minutes – Promotional Coordinating Committee Meeting of July 8, 2020 Page 4 The committee reviewed and discussed the scope of work for the San Luis Obispo Chamber of Commerce’s Visitor Center and Public Relations contracts. Committee members did not have any edits or additions to the proposals provided for committee review. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY COMMITTEE MEMBER CONNOR, SECONDED BY COMMITTEE MEMBER STACKHOUSE, CARRIED 7-0-0, to move forward with the 2020-21 Scopes of Work for the San Luis Obispo Chamber of Commerce’s Visitor Center and Public Relations contracts as presented. 4. 2020-21 PCC PROGRAM PLANNING The committee discussed the scheduling of a virtual Special Meeting for the purpose of annual program planning and priority setting. Public Comment None --End of Public Comment-- By consensus, committee members agreed to schedule a virtual Special Meeting to plan the annual program and set priorities for the new fiscal year. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE 2. TBID BOARD REPORT At the July 8th meeting, the TBID Board received 2019-20 end of year presentations from AMF and Matchfire as well as other contractors. TBID is working on an Equity, Diversity & Inclusion Task Force to align with City Council’s taskforce and Visit SLO CAL’s effort. The Rainy Day promotion opened on June 29th and will run through the end of the calendar year. The TBID received a presentation from Noble Studios and will be moving forward with their portion of the #SLOready campaign in collaboration with the PCC’s efforts. 3. TOURISM PROGRAM UPDATE The PCC and TBID’s 2020-21 budgets along with the #SLOready campaign were presented and approved by City Council at the July 7, 2020 meeting. DRAFT Minutes – Promotional Coordinating Committee Meeting of July 8, 2020 Page 5 SLO County Health Officer expects that SLO County will end up on the Governor’s Watchlist for communities impacted by COVID-19. 30 banner arms and flags are going to be installed downtown this week. Next steps will include the PCC reviewing two additional banner designs slated through CIP for this fiscal year. Cal Poly Virtual SLO Days – Representatives normally speak to nearly 300 college students and parents, but with COVID-19, we have shifted to a virtual setting. Safe, Ready, Open Program has been approved and will move forward with supporting TBID constituents. PPE was delivered to all hotels (through our membership with CHLA) just in time for the Fourth of July Holiday. ADJOURNMENT The meeting was adjourned at 7:57 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, August 12, 2020, 2018 at 5:30 p.m., via teleconference. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2020 Community Promotions Budget 2020-21 Budget 2020-21 Amount Budget 404,143$ Returned Funds (Previous Year GIA)-$ Total Budget 404,143$ Expenditure Last Updated 8/6/2020 Expenditure Allocated Committed/Expended Available Balance Contractor Grants-in-Aid Funding 100,000$ -$ 100,000$ GIA Recipients Grants-in-Aid Promotional Support Contract -$ -$ Community Placemaking & Recovery Projects 50,000$ 8,550$ 41,450$ Various: Verdin; Various Influnecers General Contract Services 36,646$ -$ 36,646$ Various Visitors Center 119,600$ -$ Chamber of Commerce PR Contract 46,213$ -$ Chamber of Commerce Downtown Maps 9,000$ -$ Chamber of Commerce Support Cost 5,000$ -$ City Administration Administration 37,685$ -$ City Administration Total 404,143$ 8,550$ 178,096$ Funds Remaining -$ 395,593$ Report to City of SLO – TBID and PCC Public Relations Contract July 2020 PR Activity Implementation 1)Drafted #SLOready blog for VisitSLO.com 2)Began outreach to SLO businesses for Tuesday Giveaway 3)Helped coordinate #SLOready businesses for video campaign 4)Drafted release for #SLOready Social Media Challenge 5)Started planning local influencer partnership to promote #SLOready Social Media Challenge 6)Connected DCI with hotels for Open, Ready & Safe blog on VisitSLO.com 7)Continued working with Verdin on Support Local Campaign 8)Continued working with the City and Noble Studios on overall tourism marketing campaign Responsive leads 1)Coordinated interview with Sunset Drive-In for Martha Stewart Living article 2)Began conversations for media visit with Ken Wayne for KRON4 Flying Tails broadcast story Partnerships 1)Provided recommendations and coordinated part of freelancer Leila Najafi’s stay at Hotel Cerro 2)Provided photos for AAA Westways inquiry on outdoor seating via Visit SLO CAL 3)Connected Visit SLO CAL with local chocolatiers for Charcuterie Board media drop 4)Attended CCTC virtual planning session 5)Pitched the following content to Visit California a.Top Small Businesses to Support on Your Road Trip i.Support Small Businesses with Open SLO b.Art Outside the Gallery i.Murals, sculptures and paintings in San Luis Obispo July 2020-21 YTD UVPM 354,276,000 354,276,000 AD VALUE 111,333.26 111,333.26 PLACEMENTS 18 18 Report to City of SLO – TBID and PCC Public Relations Contract July 2020 Media Placements 1.EQ LUXE MAGAZINE, Sip Away, Meet the Maker RESULT: Unpretentious Luxury FAM PILLAR: Wine/Beer MENTIONS: Edna Valley Vineyard, Breakaway Tours UVPM: 15K 2.THE POINTS GUY, 7 travel upgrades for an unforgettable California vacation RESULT: Unpretentious Luxury FAM PILLAR: Wine/Beer, Culinary MENTIONS: Tolosa PUBLICITY $: 552.68 UVPM: 2.40M 3.TRAVEL + LEISURE, 7 Best West Coast Road Trips in the U.S. PILLAR: Wine/Beer PUBLICITY $: 49.9K UVPM: 210.8M 4.TRIPSAVVY, 10 Foods to Try in Central California PILLAR: Culinary MENTIONS: Goshi PUBLICITY $: 513.25 UVPM: 2.23M 5.SAN FRANCISCO CHRONICLE, Pinot Noir is a secret superpower at Claiborne & Churchill PILLAR: Wine/Beer MENTIONS: Claiborne & Churchill PUBLICITY $: 3,121.45 UVPM: 3.88M 6.BUSINESS INSIDER, Travel looks very different this year — here's how 8 different people on our team are planning a summer vacation PILLAR:Culture, Outdoor MENTIONS: Madonna Inn PUBLICITY $: 8,135.20 UVPM: 35.37M 7.FORBES, 7 Countries In One State: Quench Your Wanderlust With These California Destinations RESULT: Visit California PILLAR: Outdoor MENTIONS: Irish Hills PUBLICITY $: 32,553.14 UVPM: 28.31M 8.TRAVEL AWAITS, How To Spend A Perfect Day In Happy San Luis Obispo PILLAR: Outdoor, Culture, Wine, Culinary, Family Report to City of SLO – TBID and PCC Public Relations Contract July 2020 MENTIONS: Mission San Luis Obispo de Tolosa, Bubblegum Alley, Sunset Drive-In, Farmers’ Market, Novo, La Esquina Taqueria, Flour House, Nightcap, Ambiance, Len Collective, Humankind Fair Trade, Hotel Cerro, SLO Brew Lofts PUBLICITY $: 14.92 UVPM: 65K 9.TRAVEL PULSE, 16 Underrated US Travel Destinations PILLAR: Outdoor, Culture MENTIONS: Mission San Luis Obispo de Tolosa, Bubblegum Alley PUBLICITY $: 16K UVPM: 69.7M 10.CALIFORNIA ROAD TRIPS, Monterey to Channel Island National Park RESULT:Strategic partnership PILLAR: Culture UVPM: 1K 11.CITIZEN FEMME, Most Scenic American Road Trips: Part 1 PILLAR: Wine, Outdoor UVPM: 2K 12.BREWBOUND, SLO Brew and Liquid Gravity Brewing Join More Than 800 Breweries In “Black is Beautiful” Beer Initiative PILLAR: Wine/Beer MENTIONS: SLO Brew, Liquid Gravity PUBLICITY $: 13.23 UVPM: 58K Central Coast 13.KEYT, San Luis Obispo installing barriers on city streets allowing businesses to expand outdoors PILLAR: Culture, Family, Support Local MENTIONS: Open SLO PUBLICITY $: 30.15 UVPM: 131K 14.THE TRIBUNE, 2 downtown SLO restaurants are trading places. Here’s who is heading to a new location KSBY PILLAR: Culinary MENTIONS: Ciopinot, La Esquina Taqueria PUBLICITY $: 393.88 UVPM: 856K 15.KSBY, SLO Yoga Center re-opens in new location PILLAR: Outdoor MENTIONS: SLO Yoga Center PUBLICITY $: 33.84 UVPM: 147K 16.NEW TIMES, SLO Rep presents second session of ACT Summer Theatre Camps PILLAR: Culture, Family MENTIONS: SLO Repertory Theatre PUBLICITY $: 3.84 UVPM: 17K 17.KSBY, Local gyms find ways to stay open, despite closure orders PILLAR: Outdoor MENTIONS: SLO Yoga Center PUBLICITY $: 33.84 UVPM: 147K Report to City of SLO – TBID and PCC Public Relations Contract July 2020 18.KSBY, Club Pilates SLO takes fitness classes outdoors during COVID-19 pandemic PILLAR: Outdoor MENTIONS: Club Pilates SLO PUBLICITY $: 33.84 UVPM: 147K Report to City of SLO – PCC Visitor Services Contract July 2020 Visitor Interaction July 2019 June 2020 July 2020 Walk-ins 6,481 2,080 3,972 Farmers’ Market* 1,500 n/a n/a Phone calls 513 1,102 1,041 Emails & Digital 571 1,263 1,007 *estimate without people counter Visitor Center Highlights • Remained open to best serve our community and visitors even as other businesses had to reclose/change operation. • Working collaboratively with City and regional p artners to navigate community through COVID-19 crisis. • Promoting efforts to support local businesses – TakeOutTuesday, ShopSmall • Initiated plans to activate OpenSLO space in front o f the Visitor Center. • Enjoyed helping every guest that walked through our doors, calls, emails, or otherwise engages from a safe distance. Demographic Snapshot International travelers 0 Asia 0% Africa 0% Europe 0% Australia/New Zealand 0% United Kingdom 0% North America 0% South America 0% Domestic travelers (outside of CA.) 560 West 7% West Coast 39% East Coast 28% Southwest 15% Midwest 10% South 1% California travelers 1,081 Northern CA 15% Southern CA 19% Central Coast 41% Central Valley 21% Desert 4% 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 Remitted Deferred Change +/- July 508,195$ 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$ 592,953$ 4.9% December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 479,813$ 491,517$ 570,909$ 16.2% January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,461$ 468,705$ 511,727$ 9.2% February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 502,476$ 526,793$ 582,381$ 295,320$ 240,930$ 10.6% March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,221$ 606,841$ 212,097$ 108,433$ 67,075$ -65.0% April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 653,881$ 751,077$ 62,190$ ---91.7% May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 626,025$ 688,231$ 171,869$ -75.0% June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 795,368$ 843,999$ 365,887$ -56.6% 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$ 6,318,927$ -21.3% 7,875,000$ 2018-19 2019-20 Change +/-2018-19 2019-20 Change +/-2018-19 2019-20 Change +/- July 85.2 80.1 -6.1 175.2 186.7 6.6 149.2 149.5 0.1 August 81.3 77.4 -4.8 166.6 177.3 6.4 135.5 137.3 1.3 September 72.4 73.3 1.2 163.5 161.5 -1.2 118.4 118.3 0.0 October 72.8 73.0 0.4 151.4 156.4 3.3 110.2 114.2 3.7 November 67.8 67.4 -1.6 143.2 147.1 4.0 97.0 99.2 2.4 December 59.2 57.7 -2.5 135.6 134.4 -0.9 80.3 77.6 -3.4 January 59.3 62.3 5.1 125.6 130.4 3.9 74.4 81.3 9.2 February 66.4 65.4 -1.7 141.2 145.8 3.3 93.9 95.4 1.6 March 68.2 34.6 -49.2 144.0 131.1 -8.9 98.1 45.4 -53.7 April 76.5 17.7 -76.8 162.8 95.5 -41.3 124.5 16.9 -86.4 May 66.4 34.5 -48.0 156.9 119.2 -24.1 104.1 41.1 -60.5 June 75.0 49.3 -34.2 182.6 152.8 -16.3 137.0 75.4 -45.0 Total/Average 70.87 57.74 -18.2 154.05 144.86 -5.4 110.23 87.64 -19.2 Occupancy ADR TOT Comparison RevPAR*Figures from Smith Travel Research Report April (36 hotels + 77 homestays reported) March (37 hotels + 77 homestays reported) May ( 35 hotels + 62 homestays reported) June ( 37 hotels + 60 homestays + Airbnb reported) updated: 8/5/20 APPLICATION FORM DATE(S) OF EVENT: ______________________________________________________________________ NAME OF EVENT: ______________________________________________________________________ NAME OF ORGANIZATION: ADDRESS OF ORGANIZATION: _________________________________________________ WEBSITE URL:________________________________________________________________ NAME OF EVENT CONTACT PERSON: NAME OF ORG. CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: Please complete the entire application, answering all requests for information. 1. Provide a brief description of your organization and its cause including how this project or activity supports the overall goals of the organization. (Word Limit: 250 max) 2. Provide a brief description of the event or activity the grant is being used to support. (Word Limit: 100 max) 3. What is the expected event attendance? 4. Who is your target audience and how will you promote the event to reach your desired audience? (Word Limit: 100 max and bulleted list is acceptable) 5. Do you plan to sell tickets or is it a free event? Tickets____ Free____ If tickets are required, please provide the price range. ________________________________ 6. Is your organization a local non-profit in the City of San Luis Obispo? (if yes, skip to question 8) Yes ___ No ____ 7. What local non-profit within the City of San Luis Obispo are you partnering with on this event and what are the terms of the agreement? (Please note, you must submit a letter of intent signed by both organizations acknowledging the partnership along with the completed application.) 8. Will your event be held virtual, in person or a hybrid with both elements? (if completely virtual, skip to question 10) Virtual ___ In-Person____ Hybrid____ 9. Provide your safety plan describing how your event is adhering to gathering guidelines (social distancing, reduced capacities, PPE, etc.) (Word Limit: 100 max and bulleted list is acceptable.) 10. Describe any sustainability practices related to the event. (Word Limit: 100 max and bulleted list is acceptable.) 11. Describe how the organization will encourage inclusive participation from diverse populations. (Word Limit: 100 max and bulleted list is acceptable.) 12. Grant Funding Allocation: Please provide the projected grant allocation in the chart below. Outline the event component line item description for each projected expense and the corresponding projected grant allocation. (Please note, a minimum of 25% or $625 of the grant funding must be allocated toward marketing expenses.) Event Component Expense Allocated Grant Amount Total $ Be sure to include all supplemental materials as requested. Thank you. Submit Application Digitally: Promotional Coordinating Committee Attn: Molly Cano mcano@slocity.org Application due on the 1st of each month by 12:00 pm (noon) for consideration that month. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 07/08/20 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, July 8, 2020 Regular Teleconference Meeting of the Tourism Business Improvement District Board CALL TO ORDER The regular teleconference meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on July 7, 2020 at 10:03 a.m. held via GoToWebinar by Chair John Conner. ROLL CALL Present: Chair John Conner and Board Members Bruce Skidmore, LeBren Young-Harris, Clint Pearce and Pragna Patel-Mueller Absent: none Staff: Tourism Coordinator Chantal Burns and Economic Development Manager Lee Johnson PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Val Vaz of AMF thanked the TBID for the many years of partnership . --End of Public Comment-- CONSENT ITEMS ACTION: MOTION BY COMMITTEE MEMBER PATEL-MUELLER SECONDED BY COMMITTEE MEMBER SKIDMORE, CARRIED 5-0, TO APPROVE THE CONSENT AGENDA ITEMS 1 THRU 8. C.1 Minutes of Meeting on Wednesday, June 10, 2020 C.2 Smith Travel Report C.3 Transient Occupancy Tax (TOT) Report C.4 Chamber Public Relations Monthly Report C.5 Chamber Visitor Center Monthly Report C.6 AMF + Matchfire Marketing Monthly Report C.7 2020-21 Chamber Guest Services & Public Relations Contract Scopes of Work C.8 TBID Open, Ready & Safe Program Plan Public Comment None. --End of Public Comment-- DRAFT Minutes – Tourism Business Improvement District Board Meeting of 07/08/20 Pg. 2 PRESENTTAIONS 1. Cal Poly Athletics End of Year Presentation Heather Hellman of Cal Poly Athletics presented the 2019-20 end of year partnership results and how many planned programs were impacted by COVID -19. There were no new updates on the future of athletics at Cal Poly, but Heather expressed optimism that future partnership opportunities will arise. Public Comment None --End of Public Comment-- No action was taken on this item. 2. SLO Chamber of Commerce End of Year Presentation SLO Chamber representatives, Jacqui Clark-Charlesworth and Dusty Colyer-Worth, presented the 2019-20 year-end report for the contracted Visitor Service s and Public Relations efforts for the TBID. Public Comment None --End of Public Comment-- No action was taken on this item. 3. Marketing Report End of Year Presentation Marlena Muro of AMF Media Group and Brittany Garcia of Matchfire presented the end of year highlights and data for the 2019-20 marketing agency contracted work. Public Comment None --End of Public Comment-- No action was taken on this item. BUSINESS ITEMS 1. #SLOready Campaign Noble Studios provided the Board with updates on current onboarding efforts made and an up dated timeline for the creative production for the #SLOready campaign due to COVID-19 travel setbacks. B.C. LeDoux of Noble Studios presented two plans for activating the campaign’s messaging and visuals with “Plan B” being the recommendation to slow the rollout due to potential State watchlist restrictions. Tourism Coordinator Burns provided information on the marketing committee’s recommendation to move forward with the presented plan to focus on the campaign’s assets and content strategy while working collaboratively with the PCC as San Luis Obispo County will most likely be added to the State’s watchlist . Public Comments: None DRAFT Minutes – Tourism Business Improvement District Board Meeting of 07/08/20 Pg. 3 ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER HARRIS, SECONDED BY COMMITTEE MEMBER SKIDMORE, CARRIED 5-0, to approve the plan as presented with the strategy to pivot and have flexible timelines based on State announcements. 2. Equity, Diversity & Inclusion Discussion Board members discussed the importance of continuing to include equity, diversity, and inclusion in the TBID’s ongoing work, but also how to further intertwine and keep these elements as key pieces and relevant moving forward. The Board also discussed the importance of aligning messaging and goals with City Council and Visit SLO CAL’s messaging and work regarding equity, diversity, and inclusion. Board Chair Conner proposed creating a taskforce and members volunteered to further discuss, create goals, and work directly with Visit SLO CAL and the City of San Luis Obispo’s newly developing task forces to make further recommendations. Board Chair Conner and Member Harris volunteered to be on the Equity, Diversity & Inclusion Taskforce which will begin meeting in late July. Member Patel volunteered to be an alternate. Public Comments: None ---End of Public Comments--- No action was taken on this item. 3. Money for a Rainy Day Program Raincheck Allocations Tourism Coordinator Burns reviewed the current Money for a Rainy Day Raincheck status and potential maximum budget allocations required to fulfill the 144 entries that were offered a Raincheck. Based off of the current funds remaining at the San Luis Obispo Chamber of Commerce’s Visitor Center a maximum of $3,700 could be needed for the potential Raincheck entries between June 29, 2020 and December 31, 2020. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER PEARCE, SECONDED BY COMMITTEE MEMBER SKIDMORE, CARRIED 5-0, to earmark $3,700 within the contingency line item of the 2020 - 21 budget to be used for qualified Raincheck entries. TBID LIAISON REPORTS AND COMMUNICATION 1. Hotelier Update • Member Harris reported on connecting with Courtyard Marriott’s new general manager • Member Skidmore reported that Hotel SLO’s GM is interested in applying for a board seat 2. Management Committee Update - June 29, 2020 minutes are in the packet for review. 3. Marketing Committee Update – July 1, 2020 minutes are in the packet for review. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 07/08/20 Pg. 4 4. PCC Update – June 10, 2020 minutes are in the packet for review. 5. SLO CAL Update – Member Pearce reported on: • Derek Kirk of Visit SLO CAL will serve on Cal Travel’s committee • Visit SLO CAL is currently working on a diversity plan which will be presented to their in the next few months • Strategic direction for 2020-23 plan is being worked on • The Visit SLO CAL 2020 -21 Budget was approved • There have been new board members approved 6. Tourism Program Update – Tourism Coordinator Burns reported on the following: • City Council approved the TBID’s 2020-21 budget and received a presentation on the #SLOready campaign from Tourism Coordinator Burns • The TBID will be participating in Cal Poly’s 2020 SLO Days which be in a virtual format • There are currently two open board seats and three applications have been received • The TBID’s Open, Ready & Safe Program Plan will begin ADJOURNMENT The meeting was adjourned at 11:57 a.m. The next Tourism Business Improvement District Board meeting is scheduled for August 12, 2020 at 10:00 a.m. held remotely and via teleconference. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD : XX/XX/XXXX