HomeMy WebLinkAbout09-27-2023 TBID Agenda Packet - Special Meeting
Tourism Business Improvement District Board
AGENDA
Wednesday, September 27, 2023, 10:00 a.m.
City Hall, 990 Palm Street, San Luis Obispo
The Tourism Business Improvement District Board holds in-person meetings. Zoom participation will
not be supported at this time.
INSTRUCTIONS FOR PUBLIC COMMENT:
Public Comment prior to the meeting (must be received 3 hours in advance of the meeting):
Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990
Palm Street, San Luis Obispo, California, 93401.
Email - Submit Public Comments via email to advisorybodies@slocity.org. In the body of your
email, please include the date of the meeting and the item number (if applicable). Emails will not
be read aloud during the meeting.
Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the
agenda item number you are calling about, and leave your comment. Verbal comments must be
limited to 3 minutes. Voicemails will not be played during the meeting.
*All correspondence will be archived and distributed to members, however, submissions received
after the deadline may not be processed until the following day.
Public Comment during the meeting:
Meetings are held in-person. To provide public comment during the meeting, you must be
present at the meeting location.
Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy,
Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire
to utilize electronic visual aids to supplement their oral presentation are encouraged to provide
display-ready material to the City Clerk by 12:00 p.m. on the day before the meeting. Contact
the City Clerk's Office at cityclerk@slocity.org or (805) 781-7114.
Pages
1.CALL TO ORDER
Chair Pearce will call the Regular Meeting of the Tourism Business
Improvement District Board to order.
2.PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
At this time, people may address the Committee about items not on the agenda.
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.
3.BUSINESS ITEMS
3.a Q2 PLANNING + MEDIA PLAN REVIEW & APPROVAL
Noble Studios will present the Q2 media plan to the Board for review
and approval plus the consideration of the SEM injection.
3.b SLO FILM FEST SPONSORSHIP PROPOSAL 5
The Board will consider the funding request from SLO Film Fest for
sponsorship support of the 2024 Film Festival.
3.c MISSION PREP CHRISTMAS CLASSIC 13
The Board will consider the funding request for the Mission Prep
Christmas Classic for sponsorship support.
4.ADJOURNMENT
The next Regular Meeting of the Tourism Business Improvement District Board
is scheduled for October 11, 2023 at 10:00 a.m. in the Council Hearing Room at
City Hall, 990 Palm Street, San Luis Obispo.
LISTENING ASSISTIVE DEVICES are available -- see the Clerk
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 participate in a meeting
should direct such request to the City Clerk’s Office at (805) 781-7114 at least
48 hours before the meeting, if possible. Telecommunications Device for the
Deaf (805) 781-7410.
Agenda related writings or documents provided to the Tourism Business
Improvement District Board are available for public inspection on the City’s
website, under the Public Meeting Agendas web page:
https://www.slocity.org/government/mayor-and-city-council/agendas-and-
minutes. Meeting video recordings can be found on the City’s website:
http://opengov.slocity.org/WebLink/Browse.aspx?id=61016&dbid=0&repo=CityCl
erk
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September 21,2023
Dear San Luis Obispo Tourism Board,
This year the SLO Film Festival celebrates it’s 30th annual festival and continues to be an
exciting community and cultural event.The SLO Film Festival has many sponsors within the
local community and in the film industry ranging from individual sponsors,private businesses,
corporate sponsors,non-profit organizations,as well as receiving city,county,and state
funding.We have received funds and in-kind support from the City of San Luis Obispo,Travel
Paso and VisitSLOCal.
As the SLO Film Fest steadily expands its reach within our community and solidifies its
place as a premiere regional destination event,each year we ask how we can grow and
improve.Our ultimate goal is to continuously offer an elevated experience to our attendees
and filmmakers as we work to position San Luis Obispo county as a thriving hub for arts and
culture between San Francisco and Los Angeles.
Storytelling is the foundation of what we do.Our festival offers a unique inclusive platform
for filmmakers,tourists,local attendees,and businesses alike to all connect with one another.
Through our platform,not only can we uplift the many voices of our community,but we also
grant access to new perspectives to our audiences that they may have otherwise never
discovered through our international film programming,thus ushering in a broader collective
voice within our community.It’s a powerful platform that we don’t take for granted.
A marker of a healthy community is a thriving arts and culture and our organization is
committed to playing a larger role in supporting that.By building a more robust event calendar
throughout the year outside of our annual festival,we aim to create more opportunities for
collaboration and partnerships in local hospitality,tourism,and the expansive wine industry in
the area.With the goal to bring more opportunities for tourists and residents alike to engage
with the transformative power of film,we’ll be supporting the cultural and economic growth
within the area.
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The 30th annual SLO Film Festival will take place over six days and will include
independent films from various categories presented at our participating venues in downtown
San Luis Obispo,as well as other local venues such as Park Cinema the following week.In
addition to showcasing insightful movies and collaborating with other organizations and
industries in our community,we plan to offer added networking and educational opportunities
through more panels,workshops,mixers and filmmaker Q&As,along with hosting exciting film
competitions throughout the year.
We aim to attract visitors from outside our immediate area for our annual event and
throughout the year as we continue to grow our stand alone screenings,quarterly events,and
expanding event calendar.In targeting Los Angeles,San Francisco and locations with direct
flights to SLO,we aim to expand our reach and encourage more visitation to our area,attend
our festival,and stay for local activities and wine tasting.
Similarly to our partnership last year we plan to offer the TBID an exclusive pass that will
incentivize visitors to see +stay in San Luis Obiso.Through a more direct marketing approach,
we aim to create a destination experience for visiting guests and introduce them to all that our
county has to offer.The goal is to increase tourism,support our hotel partners and contribute
to local economic growth.
This initiative will be cross-promoted through participating partners via social and email
campaigns,advertised through traditional marketing initiatives and made available through
various online portals.Our website also hosts a year-round Hotel Partners page so that
attendees can easily book somewhere to stay,in addition to a “Things to Do”page that will
help support local businesses.Our hotel package initiative will be available through the
VisitSLO website and advertised on our website as well.
It is our goal to provide all festival attendees a thoughtful experience that encourages them
to return year after year as we showcase the very best of what our county has to offer.Our
festival lounge is the perfect place for attendees,filmmakers,sponsors,and media to engage
with participating local businesses and networks.Our relationship with our area is top of mind
within this overarching goal,as we hope to grow and expand our relationship this year and
years forward.Your generous support would directly benefit the economic recovery of the local
businesses we plan to partner with by aiding us in providing our community with an experience
that unites and empowers us through the power of film.
es in
Much like years past,we plan to survey our attende order to obtain useful data and
feedback about our audience.This allows us to measure our marketing outreach.Between
2020-2023 we had between 5,000 to 15,000 in-person admissions per year with an additional
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8,000 virtual viewers.Folks that surveyed were asked how they heard about the festival,their
demographics,residence information,and where they were lodging if not from the area.This
offers us insight on our lodging impact where we’ve determined that our visitors stay an
average of 2.5 nights,which we hope to increase this year with more marketing assistance.
We hope these initiatives will offer you and others a deeper connection to everything we
strive to do as the region’s main resource for independent cinema and education.We couldn’t
succeed without you and are most grateful for your past generosity.We hope that you will help
us continue our vital mission.
Sincerely,
Skye McLennan
Executive Director of SLO Film Fest
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EVENT NAME:SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL (SLO FILM FESTIVAL)
EVENT DATES:April 25 -30th,2024 in downtown San Luis Obispo with an encore satellite
festival from May 1 and 5,2024 virtually and in downtown Paso Robles.
EVENT VENUE LOCATION:San Luis Obispo County (primarily downtown San Luis Obispo
and downtown Paso Robles,and participating venues throughout the county).
WEBSITE:www.slofilmfest.org
EVENT ORGANIZATION:SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL,LLC
NON-PROFIT:YES
ORGANIZATION URL:www.slofilmfest.org
PHONE NUMBER:805-546-3456
POINT OF CONTACT:Skye McLennan
EMAIL:skye@slofilmfest.org
FESTIVAL NEEDS:
●$10,000 to support filmmaker,journalist and industry professionals lodging
during the Festival at SLO partner hotels,specifically on Thursday,Friday and
Saturday nights.We are looking for at least 150 hotel nights (please note this
number may change depending on filmmaker,journalist and industry professional
attendance.)We currently have 50 complimentary nights donated with various hotel
partners around the county.This concept would act similarly to that of the Cal Poly
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Athletic program.Hoteliers would opt in to participate and be reimbursed for the
nights using this funding.
●Marketing support and paid media based on a strategic campaign outlined by
Noble Studios and projected at a $6,750 budget.
●See +Stay Package,similar to last year but with a few extra perks!To qualify you
must book a minimum of two nights at any hotel in San Luis Obispo and will receive
two "See +Stay"passes that each include four regular screening tickets,access to
special events,and access to our festival lounge.This year we are not asking the
TBID to reimburse us for the value of the tickets,but would appreciate help
promoting the package.
EVENT DESCRIPTION
The San Luis Obispo International Film Festival is a non-profit organization centered around
celebrating independent films and filmmakers.With a six-day highly regarded annual event,a
week-long virtual festival,and other exciting events and screenings throughout the year,the
SLO Film Festival is a pillar of the arts in our community,and provides a year-round destination
for international independent cinema promoting diversity,understanding,education,and
inclusion through engaging storytelling to an ever-expanding range of audiences to new ideas
and experiences.Exciting,fun,and impactful the SLO Film Festival screens over 100 films
throughout the week,hosts a VIP Festival Lounge,Red Carpet events,live music,educational
conversations with filmmakers and industry leaders,and capstone events each night to bring
the community together,celebrate the arts,and expose our audience to important topics
around the world.
DESCRIBE HOW YOU TRACK YOUR EVENT,SUCCESS AND ATTENDEES
(Ticket Sales,event attendance,attendee demographics,event satisfaction results,etc.)
Our organization utilizes a few different metrics and platforms to measure and track success.
Our ticketing database allows us to track ticket and pass sales and redemption uses.It
captures our audiences'residences,gives insight on their interests,if they are a returning
customer and also measures which events are most successful.We also circulate surveys to
attendees throughout and after the festival that help us retrieve feedback about the event as
well as demographic information,where out of town attendees are lodging,the length of their
stay,if they’ve traveled to the area before,etc.We also introduced a new CRM system this
year to track sponsors,filmmakers,volunteers,and audience info to help us to better our key
demographics.
DESCRIBE YOUR TARGET AUDIENCES
Our festival has two branches it must market to:the audience and the filmmakers.From there
we can break down our key target audiences.Historically (before Covid),festival attendees
have primarily been highly educated,50+year olds,with a salary range between $75k -$300k.
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Since Covid,while continuing to attract this same demographic,we have begun to engage and
grow an audience that skews younger between 25-34 as well as 35-44 also making between
50k to 300k.We anticipate this demographic to grow with us year after year as we focus on
strategically targeting folks with interests in the arts,travel,food and wine,in both Los Angeles
and San Francisco,as well as in areas that have direct flights to the area such as Dallas,
Phoenix,and Seattle.
HISTORICAL EVENT ATTENDANCE
Between 2020-2022 we had between 5,000 to 15,000 in-person admissions per year with an
additional 8,000-16,000 virtual viewers.For 2023 we had 5,000 in-person and 2,333 virtual
admissions.Folks that surveyed were asked how they heard about the festival,their
demographic information,and if they are from outside SLO County they were asked where
they are from and where they were staying.This offers us insight on our lodging impact,where
we’ve determined that visitors stay an average of 2.5 nights which we hope to increase this
year with more marketing assistance.
HISTORICAL PERCENTAGE OF IN-COUNTY VS OUT-OF-AREA EVENT ATTENDEES
●75%-Local /In-County Event Attendees
●25%-Out-of-Area Event Attendees (Resides 50+miles outside of SLO)
EXPECTED TOTAL NUMBER OF EVENT ATTENDANCE
For 2024 we are expecting to return to between 8,000 to 10,000 in person attendees with and
additional 5,000 virtual attendees
IN-PERSON FILMMAKER ATTENDANCE
-112 total films shown across 127 screenings and events
-We had special guests and filmmakers in attendance from 62 main competition films,bringing in over
178 guests from the filmmaking teams to San Luis Obispo,with an average stay of 3 days.(This is not
including any family or partners that came with them -strictly the reported filmmaking team personnel in
attendance.So,overall more than 150 but can't quantify it.For instance In Pursuit of Flavor -it was just
2 filmmakers from the filmmaking team,but three additional family members attended,who are not
counted in the 178 number).
-14 participating hotels throughout the county (sponsored)donating 89 rooms
RESULTS OF TBID SUPPORT:
VIPS:$7,811.22 was used to help support filmmakers and journalists attending the festival;they
booked at The Wayfarer &Embassy Suites based on rates offered and availability.
2 participating hotels through TBID (Embassy Suites,The Wayfarer
-Wayfarer:18 rooms
-Embassy Suites:21 rooms
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SEE +STAY PACKAGE:Only two qualified for the package,one submitted but booked out of SLO.
LESSONS LEARNED:
●Need more lead time to advertise
●More enticing that includes special events and lounge access
●Better promotion from the film festival to filmmakers and friends/families that are
visiting
PROVIDE INFORMATION ON EVENT TICKETING
(Ticketing requirements,price range,ticket platform used,etc.)
We use the ticketing platform Elevent.With Elevent,attendees are able to purchase passes,
packages and individual tickets in advance or through our Box Office if more help is required.
Elevent allows us to scan (passes and tickets,each attached to a customer profile)and track
the attendance and attendees of each event.The following is a breakdown of our available
passes and tickets for our annual film festival event.
PASSES +TICKETS
●MOGUL+ALL ACCESS PASS ($350 Value)Grants one person access to all
in-person screenings,special events,festival lounge,and virtual screenings.Plus,
in-person priority line access.
●MOVIE STAR+PASS ($225 Value)Grants one person access to all in-person and
virtual regular screenings.Includes daytime access to the festival lounge.Does NOT
include access to special events such as Surf nite,King Vidor,Opening and Closing
night.Also includes priority line access at in-person screenings.
●FAN PACK 6 ($80 Value)A ticket package of six individual general admission
tickets for in-person and virtual regular screenings.Does NOT grant access to
special screenings,special events,red carpet events,or priority line access.Brings
each ticket down from $15 to $12.
●FAN PACK 4 ($40 Value)A ticket package of four individual general admission
tickets for in-person screenings ONLY at the Fremont Theater.Does NOT grant
access to special screenings,special events,red carpet events,or priority line
access.
●RED CARPET EVENT TICKET ($25 Value)Grants one person attendance to one
Red Carpet Event or Special Presentation Screening
●ADMIT ONE GENERAL ADMISSION TICKET ($15 Value)General admission
tickets for in-person and virtual regular screenings.Does NOT grant access to
special screenings,special events,red carpet events,or priority line access.
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HAVE YOU REQUESTED FUNDING FROM OTHER ORGANIZATIONS/ENTITIES?
Yes
PLEASE PROVIDE THE NAMES OF THESE ORGANIZATIONS AND FUNDING ENTITIES:
Yes.We receive funding and in-kind support from the County Board of Supervisors,City of San
Luis Obispo,Travel Paso,The Community Foundation and Visit SLOCal.
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1
Mission Prep Christmas Classic Sponsorship
APPLICATION
EVENT NAME: Mission Prep Christmas Classic
EVENT DATE(S): December 19--22
EVENT VENUE LOCATION: Mission Prep High School, Downtown San Luis Obispo
EVENT WEBSITE URL: mcpchristmasclassic.com
EVENT ORGANIZATION: Mission College Prep High School X: Non-Profit
ORGANIZATION ADDRESS:_682 Palm Street, San Luis Obispo, CA 93401
WEBSITE URL:missionprep.org ORGANIZATION’S PHONE NUMBER: 805-543-2131
POINT OF CONTACT: Terrance Harris
POSITION/TITLE: Head Basketball Coach
PHONE NUMBER: 805-748-9075
EMAIL: terrancel.harris@yahoo.com
IS APPLICATION WRITER DIFFERENT FROM LISTED POINT OF CONTACT: ___SAME ___DIFFERENT
*Please add application writer’s contact information here if different:
EVENT QUESTIONS
1. Event Description: The Mission Prep Christmas Classic is a premier California High School
Basketball tournament. The tournament is the host of a 4-day experience featuring some of the
best high school basketball players from the state of California and beyond. This will be the 24th
year of the Christmas Classic. Over the history of the tournament, 29 former participants have
gone on to play professionally. We can attract top quality teams based on the location, the
hospitality, and quality competition. While many schools host tournaments, very few attract the
attention of the local community like the Christmas Classic.
2. Describe how you track your event, success, and attendees (ticket sales, actual event
attendance, attendee demographics, survey of event satisfaction, etc.). Attendees from our
tournament will be both local and from out of the area. We have teams who participate in the
tournament who are coming from San Diego, Sacramento, Oakland, Los Angeles, Fresno, Santa
Barbara, and the State of Washington. As with most youth sports, these traveling teams will
bring family members and supporters with them. Our tournament sells tickets online as well as
at the gym each day of the tournament. A quick look at our website home page will show the
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type of crowds we attract and the excitement that exists during the tournament. Another
measure of success is return participants. Last year, 3 of our tournament teams made it all the
way to the state finals for their respective divisions. Teams such as Bishop Montgomery from
Los Angeles, who are perennially a state and often even nationally ranked team continue to
return to the tournament. To have the best in the state choose to be here over other high-
powered tournaments is a true testament to our success.
3. Provide information on event ticketing (ticket requirement, price range, ticket platform used,
etc.). We have student ticket prices at $5.00, regular ticket prices at $10.00, and opportunities
for tournament passes. In addition, sponsors of the event, players, and coaches are encouraged
to attend games and will have complimentary passes in order to do so.
4. Describe your event’s target audience (including but not limited to age, interests, area of
residence, household income, families/couples, etc.). The target audience for the event is a
diverse audience of guests. There are former residents who always return to visit the
tournament. There are San Luis Obispo staples such as Sandy Copeland who looks forward to
the event every year. College coaches and scouts from throughout the state will visit to see top
talent playing in one location. High school students and their families from our local schools,
even those who do not participate in the tournament, will attend. Fans of all ages, income
statuses, and walks of life will attend the tournament.
5. Historical event attendance (n/a if first time event. An annual event with a new series, speaker, team, musician
or show does not constitute as a new event). Attendance at the Classic has historically been strong.
Anywhere from 300-1000 per day. Mid week games have a lower attendance than the weekend
and championship games.
6. Historical percentage of in-county versus out-of-area event attendees (must equal 100%)
• 15% of Local/In-County Event Attendees
• 85% of Out-of-Area Event Attendees (Resides 50+ miles outside of San Luis Obispo)
• ___ n/a New startup event
7. Expected total number of event attendees:
Approximately 250-300 players and coaches will participate.
We typically range from 300-1000 event attendees per day (weekend days will be heavier on
attendance)
8. Expected percentages of in-county and out-of-area event attendees
• 15% of Local/In-County Event Attendees
• 85% of Out-of-Area Event Attendees (Resides 50+ miles outside of San Luis Obispo)
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9. Have you requested funding from other organizations/entities: x Yes ___No
• If yes, please provide the names of these organizations and funding entities: We have
requested sponsorship from several local businesses.
10. What are you willing to offer the City and TBID members in exchange for the in-kind hosted
lodging sponsorship for your event. SELECT ALL That APPLY
X: Exclusive lodging partnership
X: Promotion for event attendees tied to SLO lodging
X: Complimentary tickets for additional promotional use
X: Social media and in game promotion as well as naming rights
11. Please provide any additional information on what sets your event apart from others taking
place in San Luis Obispo:
Our event is the only 4 day high school event on the Central Coast that pulls top state and
national programs. We strategically invite teams from locations where our airport has direct
flights such as San Diego and Seattle. For your sponsorship, our tournament offers visibility for
longer than the 4 day period of the tournament. There are always radio and TV previous,
numerous views of our website including approximately 10,000 during the event, and live
streaming of every single game. The website and livestreaming generate interest for much of
the year meaning your sponsorship will be visible for a significant amount of time. With
livestreaming, many teams who will eventually pay programs who were at our tournament, will
view the livestream for scouting purposes. This, again, means visibility that goes far beyond just
the days of the tournament and the teams who participate.
12. Hosted Lodging Plan -please provide a robust and complete plan for the option(s) applying for.
Attach additional pages or supporting documents to support the hosted lodging plan and
request.
1) Other: Exclusive Lodging Partnership
Estimated # of Rooms Requested: varies by
team
Estimated # of Nights Requested/
Room:300 last year (this excludes
parents…just players and coaches)
Estimated $ Amount Requested: $10,000
Lodging/Room Type Specifics or Requests: We will make contact with hotels and establish room rates.
We will ask teams to contact the hotels directly to solidify rooms. The key purpose of the funds being
requested would be to reinvest the money in the community by sponsoring our top teams hotel stays.
San Luis Obispo hotels and the TBID would directly benefit from sponsorship dollars.
Who will be hosted: All teams will be asked to stay at one of the hotels who provides a room rate for
the event.
Benefit of hosting: Last year, the players and coaches combined for 300 room nights. The desire is to
have as many teams as possible staying in and enjoying San Luis Obispo as opposed to adjacent cities.
The teams not only will spend money at the hotels, but they will also spend time and money shopping
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and eating in San Luis Obispo. Hosting this tournament also provides a diverse audience visiting San Luis
Obispo. Teams from Oakland, Los Angeles, Sacramento, and Fresno areas who have a diverse team and
their families traveling with them will enjoy the San Luis Obispo Community. I know of multiple coaches
who have attended this tournament in the past who now vacation in San Luis Obispo in the summer.
The community also benefits from a high quality sporting event during the holiday season.
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