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Home My WebLink About01-09-2013 PCC Agenda PacketAny writings or documents provided to a majority of the Promotional Coordinating Committee regarding any item on this agenda will be made available for public inspection in the Administration office of the City of San Luis Obispo at 990 Palm Street during normal business hours. Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, January 9, 2013 5:30 p.m. Regular Meeting Council Hearing Room 990 Palm Street 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 Marco Rizzo PUBLIC COMMENT: Each speaker is limited to three minutes of public comment CONSENT ITEMS C.1 Minutes of the Special Meeting on December 19, 2012 C.2 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 Events Brochure – Campaign Report C.7 TOT Report *TOT Report will be submitted when received Promotional Coordination Committee PRESENTATIONS At this time, representatives of the Community Promotions Contractors will provide highlights of contract activities undertaken in the past month describe how activities are accomplishing Tourism Marketing Plan Objectives and seek direction from the PCC when necessary regarding contract fulfillment. 1. QUARTERLY REPORT BY CONTRACTOR 20 min Verdin Marketing and the SLO Chamber of Commerce will give the past quarter report. BUSINESS ITEMS 1. 2012-2013 BUDGET STATUS UPDATE The committee will receive a status update from staff on the current budget allocations and the committee will discuss the intended use for the remaining funds GIA, Events & Activities, and Beautification line items. 2. VISITOR CENTER SIGNAGE Representative from the Chamber of Commerce will present a proposal for a Visitor Center sign partnership with the City. 3. EVENTS PROMOTION The subcommittee members will report on the joint-subcommittee meeting and submit funding recommendations for the events discussed at the November meeting: Concourse d’ Elegance, Cal Poly Open House, and Remnants of the Past. 4. GRANTS-IN-AID: REVIEW & PROCESS APPROVAL The committee will give final approval to the GIA application form and 2013-14 grant cycle deadlines. 5. 2013-2015 BUDGET CONSIDERATION The committee will review the 2012-2013 budget allocations and make considerations for 2013- 2015 budget cycle. 6. REVIEW OF COMMITTEE BYLAWS The committee will review the bylaws for the Promotional Coordinating Committee. Promotional Coordination Committee 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. GIA UPDATE – LIAISON REPORT 2. TBID BOARD REPORT – TBID Minutes 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on January 4, 2013, 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. Promotional Coordinating Committee Special Meeting Minutes Wednesday, December 19, 2012 5:30 pm City Hall - Council Hearing Room CALL TO ORDER: Chair Marco Rizzo PRESENT: Pearce, Yukelson, LeMieux, Fiddler STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager PUBLIC COMMENT No public comment. CONSENT AGENDA ACTION: Moved by Pearce /Yukelson to approve the consent agenda as presented. Motion carried 5:0 BUSINESS ITEMS 1. SLO HAPPENINGS BROCHURE Megan Rivoire of Verdin Marketing presented the draft layout of the January- March 2013 digital brochure. Based on the digital platform, the indexed event listings will be located in the front of the brochure. Additionally, social network links have been added to the bottom corner of each full page spread. The Committee was pleased with the overall brochure design. Rivoire also presented the draft design of the post-it note advertisement to be placed on the January 12, 2013 San Luis Obispo Tribune newspaper. The post-it note contained a dedicated URL and QR code for tracking as requested by the Committee. The Committee discussed the inclusion and placement of the SLO Happenings logo and requested integration into the design. ACTION: Moved by LeMieux / Fiddler to approve the 2013 first quarter SLO Happenings digital brochure for publication and the post-it note advertisement design with the recommended changes. Motion carried 5:0 DRAFT C1-1 Promotional Coordinating Committee Minutes Page 2 2. STYLE GUIDE PROPOSAL REVIEW The Committee reviewed the two proposals received during the RFP process and gave valuable input on the discussion of the contractor for the style guide. The scoring based on matrix provided by the City resulted in scores that were fairly even. The Committee noted that Pierre Rademaker Design provided precisely what the RFP requested and offered the City a “known” approach. iiiDesign provided a less precise presentation but offered a fresh look at building the style guide with a creative approach. The Committee felt strongly that the City Manager should have the opportunity to select the contractor based on fit with the consideration of creativity and a defined approach. In the end, they concluded that both iiiDesign and Pierre Rademaker Design could do the work and that each offered distinct strengths. The Committee concluded that both firms are equally qualified to produce the manual; however the Committee recommended that the City Manager should make the final selection based the ability to accomplish the City’s operational needs. COMMITTEE COMMUNICATION 1. GIA UPDATE Commissioners Fiddler and LeMieux updated the Committee on the discussion at the November events sub-committee meeting on the proposals for event funding for Remnants of the Past, Cal Poly Open House, and Concourse d’ Elegance. Commissioner Fiddler shared her experience with the Central Coast Bioneers conference (GIA recipient) and introduced the local music video used to promote the conference. Staff showed a short segment from the video. http://www.youtube.com/watch?v=AYWYD3AeTc4 2. TBID BOARD REPORT Commissioner Pearce asked staff to recap the items from the November TBID meeting. 3. TOURISM PROGRAM UPDATE Staff introduced the addition of the Tourism Program Update on future agendas for the purpose of informing the Committee on program activities not covered within the agenda. Staff reported the recent tour operator FAM visit in November for 15 agents and the Visit California German office representative. Staff also reported on the work with the Central Coast Tourism Council including Air France agent training program and the Visitor Guide distribution contracts. Meeting adjourned at 6:45 pm C1-2 Community Promotions Budget 2012-13 Budget 2012-13 Amount Budget 386,500$ 2011-12 Carry Over 40,000$ Total Budget 426,500$ Expenditure Last Updated 1/4/2013 Expenditure Committed Contracts Other Expenditures Available Balance Contractor Grants-in-Aid Program 125,000$ 25,000$ 86,385$ 13,615$ City Administration Events & Activities 80,000$ 32,000$ 35,000$ 13,000$ City Administration Visitors Center 76,500$ 76,500$ -$ Chamber of Commerce PR Contract 55,000$ 55,000$ -$ Chamber of Commerce Downtown Maps 7,500$ 7,500$ -$ Chamber of Commerce Beautification 25,000$ 25,000$ Support Cost 17,500$ 15,000$ 2,500$ City Administration Style Guide*40,000$ -$ 40,000$ Contract Pending Total 426,500$ 188,500$ 143,885$ 94,115$ Remaining Balance -$ C2-1 Report to City of SLO- PCC Committee Public Relations Contract December 2012 Media Releases: Continue to meet with Nature Corps on outreach of their media efforts, including new corporate focus on volunteer vacation program. Distributing release nationally. Working with Rosetta on official launch of Share SLO. Wrote release that will be distributed locally on launch date, Jan 7th. Wrote release for Jewish Film Festival and distributed locally. Wrote release for SLO County Restaurant Month with SLO City focus and distributed to CA media outlets. Wrote release for SLO Symphony’s Mission Concert Series and distributed to local media and CA outlets. Currently working on developing releases about itineraries for visiting SLO- for the wine lover, for the adventure enthusiast, etc. Media Contacts: Working with writer from The Mom’s Review website, hosting visit at the end of January. LA Times article on Restaurant Month- http://www.latimes.com/travel/destinations/california/la-trb-california-wine-and-dine- during-san-luis-obispo-countys-restaurant-month-20121214,0,4803041.story Circulation 590,000 LA Times- Granada Hotel Opening http://www.latimes.com/travel/deals/la-trb-granada-hotel-pg- 20121113,0,3000846.photogallery C3-1 Submitting to CA State Travel for their publications, Madonna Inn featured in newest release and Granada Hotel in upcoming. Mercedes Benz commercial debuted, features Kardel/Kile family from SLO in Avila Beach and driving Hwy 1- https://www.youtube.com/watch?feature=player_embedded&v=XcR1tsyaEAg Working with upcoming Rotary District Conference on promotional materials along with images in order to promote longer stay around conference. Continue to work on building and growing contact lists as well as establishing contacts at key media outlets. - Worked on building CA newspaper lists, CA lifestyle lists and travel publication lists this month. Meeting monthly with Rosetta (TBID’s Advertising agency) to collaborate on ideas and opportunities. C3-2 Grants- in-Aid Marketing Support- Dec. 2012 VC PR SM EC EL MTG ST PC Ballet Theatre X X X X X X Canzona Women's Ensemble X X X X X X Central Coast Children's Choir X X X X X I Madonnari- CCP X X X X X X Civic Ballet X X X X X X City to Sea- CC X X X X X X Central Coast Writers Conference X X X X X X Bioneers X X X X X X D Festival Mozaic X X X X X D X FPAC- BravoSLO X X X X X X SLO Botanical Garden- Art Eco GALA-Pride Week X X X X X X History Center of San Luis Obispo County Jewish Community Center- Film Fest X X X X X X San Luis Obispo Blues Society X X X San Luis Obispo County Band X X X X X X Downtown Association- Santa's House X X X X X X Museum of Art- Plein Air X X X X X D X Soccer Club- Summer Tournament X X Symphony- Mission Tour X X X X X X Vocal Arts Ensemble X X X X X X Black is current month, gray is past work, P is for pending work, D is for Did not workout 21 Total; 19 served to date VC- Dropped off materials for display in Visitor Center; brochures, posters, etc. PR- Sent out Press Release to local media list SM- Ran event through Social Media outlets EC- Included in Event Calendar one-sheet sent out to local hoteliers, wineries, etc. EL- Included in Event Listings sent to local media highlighting upcoming local events MTG- Meet with Groups in person to offer public relations advice and support ST- Sell Tickets for events through the Visitor Center PC- In place of in person meeting, had phone call with group to discuss details. Notes from the month: Big interest in SLO Symphony's Mission Concert Series by media. C4-1 Visitor Services Contact Report December 2012 Highlights from December in the Visitor Center:  Collaborated w/ Verdin in collecting dates for annual events.  Collaborated w/ Rosetta in collecting dates for annual events. SLO events promoted through Visitor Center:  Santa’s House  Carousel Classic  Ice Skating in SLO  SLO Blues Society  Holiday in the Plaza  Tribal Fusion Faire  Performing Arts Center  Civic Ballet  Vocal Arts Ensemble  Ballet Theater of SLO  Reindeer Fun Run  Downtown Holiday Parade  SLO Little Theater  SLO Symphony  Central Coast Children’s Choir  Historic Jack House  SLO County Band  Mission College Prep Christmas Classic Monthly Visitor Center Interactions: December 2012 November 2012 December 2011 Visitors in center: 4, 072 4, 610 3, 981 Phone calls: 549 581 695 Emails: 109 122 102 Calendar of Events: Events entered into calendar this month: 48 Events in the December calendar: 106 Promotional Product Sales: Visitor Guides: 15 City Maps: 58 Promotional Product Giveaways: Total Number: none this month. & Events Brochure Report - December Brochure The current digital brochure received 449 reads and made 1,824 impressions during the month of December, and has made 12,054 total impressions since it was uploaded on June 25, 2012. We also finalized the design of the January-March brochure, uploaded to issuu and created links to all events once approval was received from PCC. Advertising Our advertising campaign continued through the month of December and received the below results: *Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk Total pageviews: 2,729 Event section views: 366 **We were scheduled to run ads on SanLuisObispo.com with a $500 budget for 62,500 impressions. Advertising statistics were not provided by the Tribune and will be reported on next month’s report. Social Media We continue to post upcoming events and information on the Facebook page 3-4 times per week and are continuing to see a good amount of user interaction through likes and comments on our posts, as well as private messages and posts to our wall from others promoting their own events. We gained 371 additional likes during the month of December, which brought our total likes to 5,589. Our average weekly reach, which is the number of unique people who saw any content from our page, was 42,223 in December. Media outlet Impressions Clicks Click thru rate VisitSLO.com 5,341 91 1.70% Facebook 724,648 616 0.15% SanLuisObispo.com ** ** ** FACEBOOK ACTIVITY 0 1000 2000 3000 4000 5000 6000 No v - 1 1 De c - 1 1 Ja n - 1 2 Fe b - 1 2 Ma r - 1 2 Ap r - 1 2 Ma y - 1 2 Ju n - 1 2 Ju l - 1 2 Au g - 1 2 Se p - 1 2 Oc t - 1 2 No v - 1 2 De c - 1 2 Likes C6-1 1 Proposal to City of San Luis Obispo Promotional Coordinating Committee Visitor Center Signage The San Luis Obispo Chamber of Commerce Visitor Center, which is operated with investment from the City of San Luis Obispo on an annual basis, is the only professionally staffed visitor center in the County. Open every day of the week, the visitor center serves community members and tourists that are walking in, calling and emailing questions. In the last 12 months, over 75,000 individuals were personally assisted, including 67,000 that walked through our doors. In early 2013, the Visitor Center will permanently relocate to 895 Monterey St. at the corner of Morro St. after 42 years at its 1039 Chorro St. location. The new facility will better accommodate the user of the Visitor Center including:  Larger, modernized Visitor Center—growing by 30 percent  Increased visibility – Prominent street frontage and large windows in core downtown location  More space to showcase local businesses, products, events, activities  Better access - All ground floor space, adjacent to parking  Improved technology - high-speed, wireless internet access  Modeling energy efficiency and sustainability  Increased space for SLO merchandise Proposal for New Signage Signage is an important consideration for the new location as a way to identify our location and make it easier for our visitors to locate us. As part of the Chamber’s project, it will relocate existing signage to the new facility – consisting of polished bronze letters which are 8”-10” high -- as well as fabricate a matching set for the Monterey Street frontage. The two sides will read: “San Luis Obispo Chamber of Commerce” and “San Luis Obispo Visitor Information”. The sign-related costs are incorporated into the cost of the Chamber’s project. As part of the historic move, the Chamber approached Pierre Rademaker Design to design a concept for signage that could further elevate the prominence of the Visitor Center. We are approaching the Promotional Coordinating Committee (PCC) for this request as we believe it is consistent with the strategic vision of the committee and its focus on enhancing the resident and visitor experience, providing a one-stop shop for San Luis % 2 Obispo information and giving SLO events, activities and other businesses a more visible face to the community and tourists. We also believe the sign concept will be an enhancement to downtown beautification as well as add clear and compelling branding of the city in a core, physical location. This proposal is to request a one-time PCC sponsorship through funding of the design, fabrication and installation of this new Visitor Center sign concept. The sign concept is for a vertical, neon sign that would hang at the corner of Monterey and Morro streets. The 20 sq. ft. sign --11’ in length and less than 2’ wide-- incorporates the message “WELCOME” with letters that are externally lit with a neon light surround, similar to the signage on the Wineman Hotel in downtown San Luis Obispo. In addition, the proposed sign includes the city emblem at the top of the sign and the international symbol for information – “i” – at the bottom of the sign. Both would be internally lit. (See attached detail). The use of the word “WELCOME” on the sign was selected for the message it would send to the visitor and resident. It is a timeless message in a sign that is designed with a style consistent with the downtown character. wel·come 1. a word of kindly greeting, as to one whose arrival gives pleasure 2. a kindly greeting or reception, as to one whose arrival gives pleasure 3. to greet the arrival of (a person, guests, etc.) with pleasure or kindly courtesy. The sign is intended to effectively attract visitors to the location and communicate what we have to offer—namely friendly, knowledgeable service. The sign sends this message to potential visitors twenty-four hours a day, seven days a week. When compared to the cost of advertising in other media, the on-premise sign is very inexpensive. In addition, the designer selected a typestyle, color combination and graphic treatment that reflects the nature of community and reinforces our local image and historic character. The sign is designed to be readable, with a border to the sign to help focus on the message. For non-English speaking visitors, the incorporation of the “i” – the internationally recognized symbol for information—is intended to communicate that visitor information is available at the center. The Chamber has had a productive and collaborative relationship with the city, through the PCC, for nearly 40 years including contracts to provide visitor services and enhance the resident and visitor experience. The current annual Visitor Center contract covers approximately 40 percent of the current expenses associated with delivering the defined services. Chamber operational income and membership support of services account for the majority of associated Visitor Center expenses. We believe that the proposed sign concept creates a unique opportunity to highlight the long-standing B2-2 3 relationship through the presence of the city emblem at the new Chamber offices entrance and sends a visible message from the city to its residents and visitors. The sponsorship request is intended to cover the associated costs of the sign. Cost Breakdown Design* $2,000 Fabrication $17,500 Electrical & Installation $5,000 Permit $1,087 Total $25,587 (* The Chamber is separately paying for design services related to creating the concept and other sign-related design services provided for by Rademaker Design). B2-3 4 Design Team Pierre Rademaker Design Pierre came to San Luis Obispo in 1972 to establish the graphic design program at Cal Poly after working in San Francisco and Los Angeles. He founded Pierre Rademaker Design in 1980. His work has received awards from Communication Arts, Print and Graphis magazines among others and has been published worldwide. Locally, he has designed similar signs as those being proposed including: the Carlton Hotel, Avila Lighthouse Suites, Edna Valley Market, Cal Poly Village Market, Paso Robles Inn tower, and the Shell Beach Inn. B2-4 B2-5 San Luis Obispo Concours 2013 A benefit for Hospice of San Luis Obispo County TBID & PCC Report B3-A-1 2012 Total Attendees: 3,000 Attendee Residence San Luis Obispo: 25% San Luis Obispo & Santa Maria Counties: 40% Santa Barbara: 10% Monterey County: 10% Los Angeles: 5% Central Valley: 3% San Jose: 1% Ventura County: 1% Orange County: <1% Out of State: <1% B3-A-2 2012 Total Vehicle Entries: 218 26% of the vehicle entries were from out of the area and required overnight stays B3-A-3 Promoted nationally and regionally with more than 861,000 impressions. B3-A-4 Print Access Visitor’s Guide Vintage Road Car Magazine Paso Robles Magazine SB Newspress Bakersfield Californian Paso Robles Press SLO Tribune New Times/SM Sun Tolosa Press Monterey Herald Television KSBY Interactive SLO Chamber E-Flier Targeted E-Blasts – 700/month Facebook Content Campaign B3-A-5 San Luis Obispo Concours 2013 June 7-9, 2013 Madonna Meadows This year’s marquee class: The Corvette •An Edna Valley Experience Cocktail Reception •A Champagne Brunch at Madonna Inn •A Drive & Ride Tour of the California Central Coast Wine Country •An Exclusive Dinner & Auction at the San Luis Obispo Country Club •The Concours main event located on the newly refurbished Madonna Meadows About 2013 B3-A-6 •Increase gate attendance •Increase out of area vehicle entries •Attract participants from out of area, resulting in use of lodging industry •Cross-promote SLO Concours with local tourism •Broaden tracking of attendee demographics Goals B3-A-7 •Dial in direct outreach effort with e-blasts •Shift more paid media to outside the area •Increase online awareness with additional social media outreach •Use sponsor media for local reach Planned Marketing Reach B3-A-8 2013 Concours Media Plan Media •Vintages Magazine Distributed at SAVOR, Tribune, Fresno Bee and area hotels •Bakersfield Californian •Monterey Herald •SLO Tribune •KSBY •New Times •Tolosa Press •KCBX Interactive •Facebook/Twitter Efforts •Targeted E-Blast Campaign Public Relations Effort •Local, regional and targeted national audiences B3-A-9 Budget (income) 2012 2013 Item Actual Budget Variance Budget Cash Sponsorships (1) $42,800 $40,000 $2,800 $47,000 Gala Ticket Sales $8,447 $14,250 -$5,803 $9,500 Concours Ticket Sales, Parking & Merchandise $30,371 $19,500 $10,871 $33,000 Vehicle Entry Fees $9,060 $14,050 -$4,990 $10,000 Connoisseur Ticket Sales $5,040 $6,250 -$1,210 $5,500 Brunch Ticket Sales (2) $2,775 $3,125 -$350 $3,000 VIP Cocktail Party $3,000 $3,000 $3,500 Other $1,300 $1,300 $1,500 Total Revenue $102,793 $97,175 $5,618 $113,000 Total Expenses -$142,082 -$141,730 -$352 -$142,780 Net Income (Loss) ($39,289) ($44,555) $5,266 ($29,780) (1) Excludes TBID/PCC funding. (2) Includes Wine Country Driving Tour ticket sales. B3-A-10 Budget (expenses) 2012 2013 Item Actual Budget Variance Budget Professional Services (1) $27,051 $27,000 $51 $27,000 Advertising $25,661 $25,300 $361 $25,000 Food & Beverage $20,296 $15,625 $4,671 $20,000 Rentals (2) $20,134 $15,620 $4,514 $18,000 Trophies (3) $14,085 $15,000 -$915 $15,000 Printing and Signage $4,198 $10,000 -$5,802 $6,000 Facility Fee $7,800 $7,500 $300 $7,800 Sanitation $2,392 $3,500 -$1,108 $2,500 Merchandise and Volunteer Shirts $5,080 $3,200 $1,880 $2,500 Sales Tax and Permits $889 $2,200 -$1,311 $1,000 Information Technology $3,693 $1,500 $2,193 $2,500 Insurance $890 $1,200 -$310 $1,000 Entertainment $1,450 $1,200 $250 $1,500 Sub-total $133,619 $128,845 $4,774 $129,800 10% Contingency $8,463 $12,885 -$4,421 $12,980 Total Expenses $142,082 $141,730 $352 $142,780 (1) Represents cost of agency, event planner, security, master of ceremonies, auctioneer and judges. (2) Includes tents, generators, light towers, audio visual and food service rentals. (3) Excludes one time design and molding costs. B3-A-11 Thank you B3-A-12 B3-B-1 B3-B-2 Thursday •Farmers' Market Club Preview Friday •Admitted Students' Day •Friday Night Invite •Parents' Coffee House Saturday •Open to the Public •Poly Royal Parade •Club Showcase B3-B-3 Open House Website (http://orientation.calpoly.edu/openhouse) •Where should I stay? •Open House guests prompted to use sanluisobispovacations.com •Direct questions to SLO Chamber •Featured prominently on our website B3-B-4 2013 TBID Use TBID Gift $3,000.00 SFGate.com (San Francisco Chronicle online) – 142,000 impressions -$1,000.00 Los Angeles Times Calendar - 2 columns x 2" (3.22" x 2") -$1,000.74 Out of county poster and postcard mailing (partial) -$999.26 Total $0.00 B3-B-5 B3-B-6 Proposed Budget Postcard Printing $1,000.00 Poster Printing $600.00 Postage for Postcard & Poster $5,000.00 Targeted Print and Web Ads in SF Chronicle, LA Times, Sac Bee $3,000.00 Total $9,600.00 B3-B-7 B3-B-8 Partnership PresentationPartnership PresentationPartnership PresentationPartnership Presentation . . . . . . . . . . . . . Partnership PresentationPartnership PresentationPartnership PresentationPartnership Presentation B3-C1 Your Presentors Judy Watkins, Founder Jenny Malott, Live Artfully Productions Focus of Today’s Presentation Coop with Nature CorpCoop with Nature Corp Move our Fall Show Evolve Sponsorship to an Annual Partnership . . . . . . . . . . B3-C2 October 2011 & October 2012 Gate: Equal to last year with more than 50% from out of the area – and June is even greater! Reach: F/B “People Reading This” grew from 3,000 to 17,000 Build Database: 2,150 entered trip drawing Vendors: 70 grew to 82 Giving Back: Raised almost $5,000 for United Way SLO with CCC and Grizzly Academy . . . . . . . . . . B3-C3 Plans for 2013 2013 Show Dates June ~ weekend after Memorial Day Confirmed October could move to early November Maximize stays during slower periods Special Guests with national draw Jen O’Connor –Earth AngelsJen O’Connor –Earth Angels National advertising and publicity 17 new artisan vendors from East Coast Susan Branch – new book release Increase draw to Fall Show . . . . . . . . . . B3-C4 2013 & Beyond Nature Corp Collaboration Currently promoting Enter to Win Judy to attend December tour Camp Remnants for June show Reuse/Renew/Rejoice for November show Remnants Vintage Trail Mid week staysMid week stays Increased national attendance . . . . . . . . . . B3-C5 Your Partnership Benefits Pre-show Promotions with Lodging Info Event Program (15,000) Postcard & Poster (7,500) E-blast newsletter (5,000) Website Widget (16,000 P/V) Blog mentions (300) Face Book mentions (3,700) Vendor Letter SLO, Paso & Pismo Visitor Center new!LA Gift Show mention SLO, Paso & Pismo Visitor Center new!LA Gift Show mention Visibility at the show Entry bracelets Sponsor of Enter to Win Grand Prize . . . . . . . . . . B3-C6 Remnants Partnership Request Budget Category Summary Promotion – magazine, postcards, posters, distribution out of area, special guest travel Logistics - tents, trolleys, fencing, sound, event insurance Personnel – parking & security FundsFundsFundsFunds Requested Requested Requested Requested –––– June 2013June 2013June 2013June 2013 FundsFundsFundsFunds Requested Requested Requested Requested –––– Nov 2013Nov 2013Nov 2013Nov 2013 Promotion $12,950 Promotion $12,950 . . . . . . . . . . Promotion $12,950 Promotion $12,950 Logistics $12,000 Logistics $12,000 Personnel $ 0 Personnel $ 0 PCC Funds $ 5,000 PCC Funds $ 5,000 SLOTBID Investment $19,950 SLOTBID Investment $19,950 B3-C7 Let’s Evolve Together The next year is an exciting and crucial time Questions Thank You for being a great partner!Thank You for being a great partner! . . . . . . . . . . B3-C8 February 1, 2013 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. At this time the City of San Luis Obispo invites you to apply for grant funding to be awarded as part of this program. Please be aware that given the budgetary constraints facing the City at this time, it is not certain the level that grant funding will be available. 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, July 1, 2013– June 30, 2014. Organizations that received promotional grants during the 2012-13 funding cycle must have complied with all reporting requirements to be considered for a 2013-14 grant. To be considered for a grant, organizations must have attended the mandatory meeting on Wednesday February 13, 2013, at 5:00 pm in the Council Chamber and apply, using the attached application form, by NO LATER THAN 5:00 p.m., Friday March 15, 2013. Late or incomplete applications will not be accepted. The application must provide the following information: Please submit 10 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) 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: April Richardson City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 DRAFT % Please note the following dates: 1. February 1, 2013 - Application information available on the City’s website at www.slocity.org/specialactivities. 2. February 13, 2013 at 5:00 p.m., Special Meeting of the PCC - An informational workshop will be held in the Council Chamber at City Hall, 990 Palm Street, to answer questions regarding the Grants-In-Aid process. This meeting is mandatory for all applicants, as the PCC will elaborate on the grant criteria to be applied. 3. March 15, 2013 - Completed applications will be due to the City Administration Office by 5:00 p.m. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. 4. May 15, 2013 at 5:30 p.m., Special Meeting of the PCC - Committee will present its preliminary 2013-14 Grants-In-Aid recommendations to applicants at a public meeting (all applicants will be notified of this meeting by email). 5. June 2013 - City Council reviews PCC recommendations and makes final funding decisions. 6. July/August 2013 - Grants available to approved organizations. If you have any questions, please contact Molly Cano at 781-7165. Sincerely, Marco Rizzo Chairperson, PCC B4-2 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. Grant requests must meet one or both of the 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. 3. 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. 4. 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. 5. Additional consideration will be given to organizations celebrating an anniversary or grand opening. 6. Additional consideration will be given to organizations requesting “seed money” for new events or to enter new promotional markets outside of San Luis Obispo. 7. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. % 8. Demonstrated financial need is considered, although events with potential promotional benefit to the City of San Luis Obispo will be given higher consideration. 9. 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. 10. Grants are not given for the following expenses: a. Office overhead or staff b. Equipment c. Rental of space d. Scholarships / Honoraria The following tiered structure will be applied 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 (if one is available). Second Tier: $3,001 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 visitors and tourism information in its mailings and marketing outreach. Third Tier: $7,501 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. Please note: as the City’s 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. Sustainable Funding Program If an organization receives continuous funding from PCC, Grants In Aid, it will be placed on the Sustainable Funding Program tract. The Sustainable Funding Program will allow an organization to receive up to 8 years of GIA funding. The intention of the Sustainable Funding Program is to provide initial support to local organizations as their event becomes more established in the City of San Luis Obispo and the organizers have the opportunity to cultivate new community partners and secure ongoing diverse funding options in order to become self-sustaining. Recipients on the Sustainable Funding Program can anticipate a reduction in GIA funds. After four years of funding Grants In Aid award amounts may be reduced by one third each year for a maximum of three years or as budgets allow. As organizations/events advance from the Sustainable Funding Program the PCC will have greater opportunity to fund different organizations and foster new program events for the City of San Luis Obispo. B4-4 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 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 LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. Completed applications are due to the City Administration Office on March 15, 2013 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 CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: TOTAL AMOUNT REQUESTED: PURPOSE OF GRANT REQUEST (State as briefly as possible): B4-6 Please complete the entire application, answering all requests for information. 1. Describe the project or activities to be supported by the grant, including how the project or activities support the overall goals of the organization. 2. Describe who will benefit from the project, including any tourist attraction potential it may have. 3. Describe any collaborative efforts with other agencies relative to this project. B4-7 4. Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of individual line items making up the total. Include any in-kind contributions from the City (i.e. facility or park use, Public Works assistance etc.). Project Component Amount Total $ 5. Provide a detailed budget for the whole project, listing all available support and income sources. Source Amount TOTAL $ B4-8 6. Provide a detailed Media Plan including traditional and online media. Media Outlet Type & Frequency Cost of advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX 7. Provide your crowd control and safety plan (parades or large special events only). 8. Describe how your organization will acknowledge the City’s support in your promotional materials. (A standardized City logo is available upon request.) Be sure to include all supplemental materials as requested. Thank you. Return Grant Application to: Promotional Coordinating Committee Attn: April Richardson City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 B4-9 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, 2013 through June 30, 2014. • 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. (Sample copies of standard City contract forms are on file with the City Clerk.) 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 % BYLAWS PROMOTIONAL COORDINATING COMMITTEE CITY OF SAN LUIS OBISPO ARTICLE 1 PURPOSE The Promotional Coordinating Committee (PCC) advises the Council in working to improve the quality of life for all City residents and our visitors. The committee recommends projects to help promote the City as a regional trade, recreation, and tourist center, consistent with community goals. ARTICLE 2 MEMBERSHIP The PCC shall consist of seven (7) members appointed by the Council. Six of the members shall be resident of the City of San Luis Obispo. The seventh member shall be the chair of the Tourism Improvement District (TBID) Board as appointed by the TBID Board. Committee members shall be appointed for a term of four (4) years, commencing on April 1st or other date as directed by the Council. No committee member shall serve more than two (2) consecutive terms (eight years) on the PCC. Any committee member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years), so long as the initial, partial term is less than one (1) year. The representative from the TBID Board shall serve a term concurrent with his/her term as the chairperson of the TBID Board. ARTICLE 3 OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the March meeting of the PCC for the term starting in April. No committee member shall serve more than two (2) consecutive one-year terms as Chairperson or Vice Chairperson. Any committee member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2) consecutive one- year terms, so long as the initial, partial term is less than six (6) months. B6-1 The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the PCC or Council. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4 MEETINGS A. The PCC shall hold a regular meeting each month, but not less than ten (10) times per year. B. The meetings are to be held at City Hall, the second Wednesday of each month, unless another location and/or time has been announced as required by California law. C. The meetings shall be open to the public. D. A quorum shall consist of a majority of the commissioners currently serving on the PCC. E. All actions of the PCC shall be by a majority vote or consensus and shall be directed through the Chairperson. F. Minutes of each meeting shall be taken and forwarded to the Council and shall be available as a public record. G. A special meeting may be called at any time by the Chairperson or by a majority of the committee members currently serving on the PCC, provided each member is given written notice of the special meeting at least 24 hours prior to the meeting, and the time and place of the special meeting is announced as required by California Law. H. All meetings shall be conducted in general accordance with Robert’s Rule of Order, newly revised edition, subject to minor variation by the Chair as appropriate to the needs of the advisory body. I. All committee members present at a meeting shall vote on any motion or resolution brought before the PCC, except when abstaining due to a conflict of interest. J. Any committee member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. K. Any failure to attend three (3) regular meetings within any twelve-month period, that member shall automatically be considered for replacement. B6-2 ARTICLE 5 SUBCOMMITTEES Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are the Grants-in-Aid and Promotional Contracts subcommittees. The subcommittee members will serve for a two (2) year term. After two years they will automatically rotate to the other standing subcommittee. ARTICLE 6 FUNCTIONS AND DUTIES The functions and duties of the PCC shall include, but not be limited to, the following: A. Planning a comprehensive program to promote the City of San Luis Obispo and prepare an annual marketing program consistent with City goals and objectives. B. Develop promotional programs and projects for the City of San Luis Obispo. C. Hear requests for financial aid from cultural and promotional groups seeking grants from the City of San Luis Obispo and make recommendations to the Council thereon. D. Present an annual assessment report to the City Council regarding the Promotional Coordinating Committee’s Grants-in-Aid program and other programs as appropriate. E. Initiate and support community activities that are meaningful to residents and visitors of the City of San Luis Obispo. F. Provide a liaison with grant recipients who work to promote the quality of life for residents and visitors of the City of San Luis Obispo. G. Perform any other lawful tasks as directed by the Council. ARTICLE 7 AMENDMENTS These bylaws may be amended by the Council, upon the recommendations of two-thirds of the committee members currently serving on the PCC, provided that the text of any such proposed amendment shall have first been provided in writing to each committee member. B6-3