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Home My WebLink About09-11-2013 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, September 11, 2013 5:30 p.m. Regular Meeting Council Hearing Room 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 Jill LeMieux PUBLIC COMMENT: Each speaker is limited to three minutes of public comment. At this time, you may address the Committee on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Promotional Coordinating Committee. The Committee may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised, or ask staff to follow up on such issues. CONSENT ITEMS C.1 Minutes of the Meeting on August 14, 2013 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 Promotional Coordination Committee BUSINESS ITEMS 1. QUARTERLY EVENTS BROCHURE REVIEW 20 min Verdin will present the draft of the quarterly brochure for October-December for the committee’s review. 2. 2014 EVENTS PROMOTION PROGRAM DISCUSSION 30 min Verdin will present program options for the committee’s consideration. The committee may consider the formation of a task force to work closely with Verdin over the next month to further the program recommendation. 3. EVENTS RFP 15 min The committee will review the results of the August subcommittee meeting including the draft event funding RFP. 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 from August 14, 2013 3. EVENT PROMOTION SUBCOMMITTEE REPORT – Minutes from August 27, 2013 4. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on September 5, 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 Meeting Minutes Wednesday, August 14, 2013 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: Fidler, Cox, Franciskovich, Palazzo, Rizzo STAFF PRESENT: Molly Cano, Tourism Manager Chair LeMieux called the meeting to order at 5:31 pm PUBLIC COMMENT Ermina Karim of the SLO Chamber of Commerce addressed the committee on the recent announcement of the pending departure of Lindsey Miller. Miller has been an employee of the Chamber for 11 years and served a pivotal role for the organization and their relationship to the membership, community, and the City of SLO. The Chamber will be taking this time to define the role for the position and will be in touch soon for input. It is the priority of the Chamber to ensure the contract specifications are met. Miller’s last day will be September 4th. Council Member Carlyn Christianson introduced herself to the committee. She will new serve as a council liaison to the PCC. CONSENT AGENDA ACTION: Moved by Cox/Rizzo to approve the consent agenda items C1, C2, C6, C7 as presented. Motion carried 6:0 ACTION: Moved by Cox/Fidler to approve the consent agenda items C3, C4, C5 as presented. Motion carried 5:0:1 Recuse: LeMieux DRAFT C.1-1 Promotional Coordinating Committee Minutes Page 2 BUSINESS ITEMS 1. CITY STYLE GUIDE & BRAND STANDARDS MANUAL Staff provided the background that the City Style Guide & Brand Standards Manual project was initially identified as a result of the image audit for the Wayfinding Sign program. The City Council approved the City Wayfinding Program that included an updated City emblem, however based on the outcome of the image audit the contractor identified that branding materials were inconsistent and recommended that the City take steps to maintain brand integrity with the introduction of the updated City emblem. During FY 2012-13, the PCC decided to pursue this project for the overall City brand and ultimately dedicated $40,000 to the effort. In October 2012, the City Council authorized the release of the RFP for the commissioning of a City Style Guide. Through the consideration of the PCC and the review of City Staff, Pierre Rademaker Design was contracted for the project. Staff then explained the process by which the project was launched, first with the City’s Department Head team, then through individual one-on-one fact finding meetings with every individual department, and ultimately the creation of the schematic presentation for review by the PCC and subsequently City Council. Next, staff reviewed the Style Guide presentation with the PCC. Throughout the presentation the PCC commissioners provided input and edits for the presentation in preparation for the City Council’s consideration. Staff noted those comments and edit for the review of the contractor. Staff also noted that the project implementation would be a phased approached as to not impact the departments’ budget but instead when supplies are to be replenished the new branded elements would be ordered. Commissioner Fidler commented over the consideration and the use of the symbol of the Mission within the emblem and voiced concern that the image might be off-putting to some people. Staff clarified that the emblem presented was an updated version of the City’s historic emblem and has already been adopted by City Council as a part of the Wayfinding Sign program. Staff noted that the intention of the image of the Mission on the emblem was to pay tribute to the heritage and founding of the City. The Commissioners asked additional questions pertaining to the ordering process and streamlining of City-wide printing needs. Staff responded stating that concurrently Finance is consolidating the printing needs of each department for the consideration of an RFP for printing services. The Commissioners commented that they were pleased with the outcome of the Style Guide schematic presentation and praised the work of the Pierre Rademaker Design and City Staff. ACTION: Moved by Rizzo/Cox to recommended that City Council approve the use of the City Emblem and Wordmark in various applications and to direct staff to implement the use as outlined in the Style Guide upon completion. Motion carried 5:0:1 Abstention: Fidler 2. EVENTS PROMOTION The subcommittee members reported on the joint-subcommittee meeting and discussed the event results and funding requests for the SLO Marathon, Remnants of the Past, and Roll Out the Barrels. Event Organizers for the SLO Marathon were present and called on to answer additional questions about the event. The committee reviewed the un-allocated events promotion budget for consideration of funding for the events. The committee also revised the sustainability model for events sponsorship for consideration. Chair LeMieux encouraged the C.1-2 Promotional Coordinating Committee Minutes Page 3 other subcommittee commissioners to be active in the subcommittee meetings in order to form the subcommittee recommendations. ACTION: Moved by Cox/Rizzo to sponsor the SLO Marathon in 2014 at the $15,000 level. Motion carried 6:0 ACTION: Moved by Cox/Rizzo to sponsor Remnants of the Past at the $5,000 level for the November show. Motion carried 6:0 Based on budget availability, the committee may consider the sponsorship request for the June show later in the year and with additional information on the show from the event organizer. ACTION: Moved by Rizzo/Cox to sponsor Roll Out The Barrels 2014 at the $4,000 level. Motion carried 6:0 COMMITTEE COMMUNICATION GIA Report: Commissioner Fidler presented on her recent meeting with the Opera regarding the committee’s direction for the marketing dollars awarded to them for the grant. Staff encouraged each of the commissioners to contact the organizations they are assigned to as liaisons to reach out and offer support and assistance. Molly Cano presented the Tourism Program Update. Cano noted that due to the resignation of Joel Koper on the TBID Board, there will be a new events sub-committee liaison from the TBID. That liaison will be Matthew Wilkins of the Sands Inn & Suites. Cano also highlighted the Horizon Travel Magazine advertising package commissioned by the TBID. The package included: full-page advertorial in Horizon Travel Magazine September issue and insert in the Wall Street Journal, banner ad placement for September – November, and the placement of the SLO commercial in Times Square on the ABC News billboard. Cano also updated the PCC on the SAVOR planning. She informed the committee that due to event logistics and registration the pancake breakfast would change to a voucher for participating area restaurants and Vons would offer a recovery tent for the runners post-race. Cano also noted the planning for the Visit California media event on September 24 and the PR Summit on September 25. Participation in the event will be covered by the TBID. Lastly Cano noted the typographical error on the May 8 minutes. The minutes should have reflected the committees funding for the Visitor Service contract for the Chamber at $95,000. Meeting adjourned at 7:30 pm C.1-3 Community Promotions Budget 2013-14 Budget 2012-13 Amount Budget 386,500$ Total Budget 386,500$ Expenditure Last Updated 9/5/2013 Expenditure Committed Contracts Other Expenditures Available Balance Contractor Grants-in-Aid Program 115,004$ 25,000$ 90,004$ -$ City Administration Events & Activities 80,000$ 32,000$ 36,785$ 11,215$ City Administration Visitors Center 95,000$ 95,000$ -$ Chamber of Commerce PR Contract 60,000$ 60,000$ -$ Chamber of Commerce Downtown Maps 7,500$ 7,500$ Chamber of Commerce Beautification 4,000$ 4,000$ Support Cost 4,996$ 4,996$ City Administration Administration 20,000$ Total 386,500$ 219,500$ 126,789$ 20,211$ Remaining Balance 20,211.00$ C.2-1 Report to City of SLO- PCC Committee Public Relations Contract August 2013 Media Releases: Savor Run- Continued to distribute general release. Bioneers (GIA)- Sent release to CA media and local outlets. La Guittara (GIA)- Wrote and sent release to local media as well as CA lifestyle magazines and newspapers. Central Coast Railroad Festival- Wrote release for upcoming fall festival, sent to railroad related publications, CA lifestyle publications and CA newspapers. Remnants of the Past- Wrote release and sent to home and garden publications as well as CA lifestyle magazines and CA newspapers. Nature Corps- Wrote release highlighting new dates. Sent to corporate magazines as well as CA lifestyle magazines and CA newspapers. Wind Orchestra Event (GIA)- Wrote release, pending distribution early Sept. Central Coast Writers Conference (GIA)- Wrote release, pending distribution early Sept. Media Contacts: Follow up with Maryann Hammers, freelance writer for 805 Living and Ventana magazine on a story about Stand Up Paddle Boarding in the area. Submitted to PeterGreenberg.com on Rustic Girlfriends Getaway to San Luis Obispo. Worked with Granda Hotel’s PR team on article in FOAM Magazine- article, California Dreamin, is now out and will have copy next month. &. Submitted to state for Fall Newsletter on ‘what’s happening’ in San Luis Obispo. Submitted to state for CA Wine Month, sent in four different specials/events related to wine in San Luis Obispo. Submitted to the History Channel for a piece on great historic getaways. Submitted to Madonna Inn to Hotel Intel for a special piece on famous hotels. Still working with film crew who is producing video about gum called ‘sticky situation’ will be in SLO to film Bubble Gum Alley. Follow up information on submission for Livability.com’s Best Towns in America- SLO will be in top 100 best cities. Hosted editor from Phoenix Magazine on a trip to the Central Coast- stayed in Cayucos but spent time throughout county. Submitted ideas to VCB’s Life in the SLO Lane press release. Release was picked up by Sacramento Bee and Fox 19. http://www.fox19.com/story/23013717/hectic-summer-theres-still-time-to-enjoy- life-in-the-slo-lane-with-your-family Continue to work on building and growing contact lists as well as establishing contacts at key media outlets. Continue to work with the City and Rosetta on overall marketing campaign. Additional Media Contacts: Turri Rd- One of Most Beautiful Roads in the World by BuzzFeed- http://www.buzzfeed.com/h2/fbsp/miniusanotnormal/14-of-the-most-beautiful- roads-in-the-world?sub=2505385_1490777 Savor in TravelPulse- http://www.travelpulse.com/california-wine-month-set-to- commence-in-september.html SLO in Time Square- All Voices- http://www.allvoices.com/news/15135100-san- luis-obispo-hits-times-square Savor & Wine Country in Sac Bee- http://www.sacbee.com/2013/08/27/5684218/california-wine-month-a- great.html#mi_rss=PR%20Newswire &. Top 10 Coastal Drives- Miami Herald- http://www.miamiherald.com/2013/08/03/3533741/top-10-coastal-drives.html Savor in Sac Bee- http://www.sacbee.com/2013/08/27/5685131/final-evening- event-for-sunset.html#mi_rss=PR%20Newswire C.3-3 Grants- in-Aid Marketing Support- Aug 2013 Report Organization Event VC PR SM EC EL MTG ST PC San Luis Obispo Downtown Association Farmers Market 30th Anniversary X X X X X X San Luis Obispo Vocal Arts Ensemble 2013 CA International Choral Festival Senior Volunteer Services/RSVP 5th Annual Giveaway Fundraising Raffle X X X X X San Luis Obispo Soccer Club Summer Classic Tournament X X X X X Cal Poly Corporation: Cal Poly Arts La Guitarra Festival X X X X X X Cuesta College Community Programs: Central Coast Writers' Conference Central Coast Writers' Conference X X X X X X Cal Poly Corporation on behalf of Central Coast Center for Arts Education Passport to the Arts Cuesta College Community Programs: City to the Sea Half Marathon City to the Sea Half Marathon, 5K & Kids Fun Run Ecologistics, Inc.Central Coast Bioneers Conference X X X X X Foundation for the Performing Arts Center Bravo SLO Opera of San Luis Obispo The Carmen Project X X Ballet Theatre San Luis Obispo 2013-14 Season Civic Ballet 2013 Nutcracker Ballet San Luis Obispo Symphony New Year's Eve Anniversary Concert Jewish Community Center of San Luis Obispo (JCCSLO)Jewish Film Festival C.4-1 San Luis Obispo International Film Festival 2014 Festival San Luis Obispo Museum of Art SLO Mini Maker Faire United Way of San Luis Obispo County Flavor of SLO Almond Country Quilt Guild Seven Sisters Quilt Show Cal Poly Corporation: University Arts Gallery Exhibition Season Central Coast Children's Choir Annual Concerts- 20th Anniversary Cuesta College Fine Arts Division Art Gallery Exhibitions History Center of San Luis Obispo County Exhibit Opening Event San Luis Obispo Children's Museum Science After Dark X San Luis Obispo Little Theatre 2013-14 Season X X San Luis Obispo Wind Ensemble 2013-14 Season 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 26 Total; 10 served to date or in progress 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: C.4-2 Visitor Services Contract Report August 2013 Highlights from July in the Visitor Center:  Sold raffle tickets for RSVP volunteers  Sold Tickets for Rotary Club Home Tours  Presented SLO information to 40 CAEP International Students SLO events promoted through Visitor Center: SLO Brews and Bites Celebrate 35 Years with SLO’s Farmers’ Market Jack's Helping Hand Cork Couture Fundraiser SLO Brew Concert Cuesta College 50th Anniversary Art Reception Concerts in the Plaza Palm Theatre Take Two Live Veterans Outreach Ride Taste of the Central Coast Dana Adobe presents Dave Stamey in Concert Cal Poly Collegians Alumni Big Band SLO Film Festival Series OperaSLO presents Broadway By The Sea Fremont Theatre presents Russell Brand Cal Poly presents W. Terrence Spiller Piano Recital The Historical Jack House Victorian Tea Hats for Hope Benefit at Creeky Tiki Songwriters at Play at Bon Temps Creole Café San Luis Obispo Buddhist Church Obon Festival Art After Dark Monthly Visitor Center Interactions: August 2013 July 2013 August 2012 Visitors in center: 6,631 6,209 6,496 Phone calls: 682 641 614 Emails: 95 127 106 Calendar of Events: Events entered into calendar this month: 156 Events in the August calendar: 81 Promotional Product Sales: Visitor Guides: 52 City Maps: 91 Promotional Product Giveaways: 60 Visitors Guides CalPoly College of Orfalea, 240 CalPoly Housing, 600 Visitors Guide to California Welcome Center & SLO HAPPENINGS EVENT BROCHURE DATE: SEPTEMBER 4, 2013 BROCHURE SUMMARY For the month of August, the digital brochure received 1,009 reads and 4,950 impressions. Impressions were up 15% from July with peaks in readership on weekends, especially the 3rd and 10th of August. ADVERTISING Below are the results of our online advertising campaign for the month of August: Media Outlet Impressions Clicks Click thru rate Facebook 52,122 1,129 2.17% VisitSLO.com 29,425 568 1.93% SanLuisObispo.com 24,991 64 0.26% * Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk Total page views: 2,940 Event section views: 370 SOCIAL MEDIA We continued to post upcoming events and information on the Facebook page 3-4 times per week and maintained an interactive strategy, which has been successful at increasing engagement of the page. During the month of August we gained 893 additional likes (up 10% from last month), which brought our total likes to 10,687. Our average weekly reach, which is the number of unique people who saw any content from our page, was 17,199. 0 2,000 4,000 6,000 8,000 10,000 12,000 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 Ja n - 1 3 Fe b - 1 3 Ma r - 1 3 Ap r - 1 3 Ma y - 1 3 Ju n - 1 3 Ju l - 1 3 Au g - 1 3 Facebook Likes Likes C.6-1 TOT Comparision 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 Change +/- 2012-13 Actual 2013-14 Actual Change +/-2012-13 2013-14 Change +/- July 565,386$ 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 9.9%83.4 86.8 4.2 127.70$ 132.62$ 4.2 August 573,057$ 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 81.5 127.75$ September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 73 119.34$ October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 69.3 116.19$ November 375,287$ 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 57.7 $107.34 December 312,510$ 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 50.9 $100.40 January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 52.2 97.96$ February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 60.8 $105.25 March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 68.1 106.61$ April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 71.7 118.03$ May 435,516$ 393,431$ 372,997$ 433,874$ 447,116$ 489,862$ 69.5 118.35$ June 513,631$ 456,098$ 490,326$ 512,543$ 578,234$ 610,948$ 79.5 130.32$ Total/Average 5,064,103$ 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 68.13 114.60$ * figures from Smith Travel Research report Occupancy ADR C.7-1 A GUIDE TO EVENTS IN • • OCTOBER – DECEMBER 2013 SLO HAPPENINGS B.1-1 ON G O I N G E V E N T S OCTOBER 10/1 – 10/31 RIDESHARE MONTH 10/4 – 10/5 “BECOME” 10/4 – 10/5 “THIRD” 10/5 PASSPORT TO THE ARTS 10/5 FALL PLANT SALE AT SLO BOTANICAL GARDEN 10/5 SLO SYMPHONY “FROM RUSSIA WITH LOVE” 10/6 MASTERS OF BLUEGRASS 10/6 “REVEAL THE PATH” 10/6 POETRY AT THE STEYNBERG 10/7 REEL ROCK TOUR 10/7 – 10/11 CLICK! PHOTO FESTIVAL 10/10 FIRE PREVENTION NIGHT AT FARMERS’ MARKET 10/10 – 10/14 CENTRAL COAST RAILROAD FESTIVAL 10/11 MALAMA KO ALOHA 10/12 “THE DUNWELLS” 10/12 FIRE DEPARTMENT OPEN HOUSE 10/12 SLO GRANFONDO 10/12 – 10/13 “CARMEN” BY GEORGES BIZET 10/12 – 10/13 OPEN STUDIOS ART TOUR 10/13 CITY TO SEA HALF MARATHON & 5K 10/15 – 10/16 CAL POLY HOMECOMING 10/14 DARK STAR ORCHESTRA 10/18 KID’S NIGHT OUT 10/18 – 11/10 “INDEPENDENCE” 10/19 WIGGLE WAGGLE WALK FOR WOODS 10/19 BR AVOSLO! 10/19 AUDUBON BIRD WALK 10/19 OUT OF DARKNESS COMMUNITY WALK 10/19 YING QUARTET: A BEETHOVEN CYCLE CONCERT 10/19 – 10/20 OPEN STUDIOS ART TOUR 10/20 MET LIVE IN HD: EUGENE ONEGIN 10/20 2ND ANNUAL BICYCLE ADVOCACY MINI-SUMMIT 10/20 CORNERS OF THE MOUTH 10/20 HAUNTED JACK HOUSE TOURS 10/25 MUNCHKIN MARCH 10/25 JOE CRAVEN 10/25 – 10/27 CENTRAL COAST BIONEERS CONFERENCE 10/26 MUD MASH 10/26 MAKING STRIDES AGAINST BREAST CANCER 10/25 CAL POLY PARENT & FAMILY WEEKEND ENSEMBLE SHOWCASE CONCERT 10/26 ALTON BROWN: THE EDIBLE INEVITABLE TOUR 10/27 HAUNTED JACK HOUSE TOUR 10/27 MET LIVE IN HD: “THE NOSE” 10/31 HALLOWEEN FESTIVITIES AT FARMERS’ MARKET NOVEMBER 11/1 FESTIVAL MOZAIC WINTERMEZZO 11/1 -11/3 ROCKIN’ HARVEST CELEBRATION 11/2 JACK HANNA’S INTO THE WILD LIVE! 11/3 SAN LUIS OBISPO POETRY FESTIVAL 11/3 KATYA GOTSDINER: PIPE ORGAN RECITAL 11/6 BUDDY GUY 11/6 – 11/7 “DESIRE UNDER THE ELMS” 11/7 VETERANS CELEBRATION AT FARMERS’ MARKET 11/8 – 11/10 SAN LUIS OBISPO POETRY FESTIVAL 11/9 SLO COUNTY ON THE SILVER SCREEN 11/9 – 11/10 REMNANTS OF THE PAST ANTIQUE SHOW AL L H A P P E N I N G S 2 SLO HAPPENINGS B.1-2 11/10 VOCO! 11/10 APPLE FARM HOLIDAY OPEN HOUSE 11/12 DANCE THEATRE OF HARLEM 11/14 AN EVENING WITH DAVID SEDARIS 11/15 – 11/17 SAN LUIS OBISPO POETRY FESTIVAL 11/16 ARAB MUSIC ENSEMBLE FALL CONCERT 11/16 KID’S GARDEN FRESH COOKING 11/17 “POTTED POTTER: THE UNAUTHORIZED HARRY EXPERIENCE” 11/18 MILLION DOLLAR QUARTET 11/19 L.A. THEATRE WORKS: “THE GRADUATE” 11/22 – 12/22 “MIRACLE ON 34TH STREET” 11/23 BANDFEST 2013! 11/24 SYMPHONY FALL CONCERT: “THE PLANETS” AND “THE LARK ASCENDING” 11/29 – 12/21 “THE SANTALAND DIARIES” 11/29 – 12/24 SANTA’S HOUSE IN MISSION PLAZA DECEMBER 12/1 POETRY AT THE STEYNBERG 12/1 MET LIVE IN HD: “TOSCA” 12/2 – 12/31 HOLIDAY TREE IN MISSION PLAZA 12/3 29TH ANNUAL LIGHT UP A LIFE 12/4 PINK MARTINI 12/6 UNIVERSITY JAZZ BANDS’ FALL JAZZ CONCERT 12/6 38TH ANNUAL HOLIDAY PARADE 12/7 REINDEER RUN 5K RUN/WALK 12/7 CHOIRS’ “A CHRISTMAS CELEBRATION” 12/7 – 12/8 CHRISTMAS OPEN HOUSE AND CANDLELIGHT TOURS 12/14 – 12/15 CHRISTMAS OPEN HOUSE AND CANDLELIGHT TOURS 12/15 CORNERS OF THE MOUTH 12/17 “A CHRISTMAS CAROL” 12/17 – 12/18 “A HOTEL ON MARVIN GARDENS” 12/17 – 12/18 HOLIDAY CRAFT FAIR IN THE PLAZA 12/9 – 12/24 CLASSIC CAROUSEL IN MISSION PLAZA 12/31 NOON YEAR’S EVE SPORTS Cal Poly Sports gopoly.com SLO Soccer slosoccer.com SLO Rugby slorugby.org ONGOING EVENTS Art After Dark First Friday every month Bike Happening First Thursday every month Dallidet Adobe Tours Every Friday and Sunday Historic Jack House & Garden Tours Every Sunday April - December Historic Walking Tours Download free any time with iTunes Saturdays at the Garden Second Saturday every month Laguna Lake Golf Course Open Daily Ranger-Led Hikes Every Sunday Moonlight Hours at SLO Children’s Museum Third Thursday every month SLO Skate Park Friday Night Skate Every Friday Story Time at SLO Library Preschool (Ages 3 – 6) on Tuesdays Toddler (Ages 0 – 3) on Thursdays Youth Open Gym Every Sunday Adult Open Gym Every Thursday Farmers Market on Higuera Street Every Thursday Farmers Market on Broad Street Every Tuesday Farmers Market on Madonna Road Every Saturday Farmers Market on Tank Farm Road Every Sunday Photo by Barry Lewis OCTOBER – DECEMBER 2013 3 B.1-3 Photo by Patti Sullivan ARTS & CULTURE HAPPENINGS 2013 PASSPORT TO THE ARTS Mission Plaza OCTOBER 5, 10 AM – 1 PM artsobispo.org In celebration of National Arts Month, this event brings kids and families together for a day of hands-on visual, literary and perform- ing arts activities. POETRY AT THE STEYNBERG Steynberg Gallery OCTOBER 6 AND DECEMBER 1, 3 PM languageofthesoul.org Listen to poetry readings, or read your own creations with other poetry-enthusiasts. CLICK! CALIFORNIA PHOTO FESTIVAL Embassy Suites on Madonna OCTOBER 7 – 11, 2013 californiaphotofest.com The California Photo Festival Is Five Days Of Hands On Photographic Education And Excitement. Your “Classroom” Is California’s Exquisite Central Coast, And Your Instructors Are Some Of The Best Of The Best. CENTRAL COAST RAILROAD FESTIVAL Various Locations OCTOBER 10 – 14 ccrrf.com Bring the family to events across the Central Coast celebrating railroads! Attend the Grand Opening of the San Luis Obispo Railroad Museum, check out model trains, and listen to speakers. OPEN STUDIOS ART TOUR Various Locations OCTOBER 12 – 13 & OCTOBER 19 – 20, 10 AM – 5 PM artsobispo.org Over 200 artists will open their studios for visitors in a self-guided tour to showcase the quality and diversity of art produced in SLO County. AR T S & C U L T U R E Photo by Jeff Van Kleeck 4 SLO HAPPENINGS B.1-4 BRAVOSLO! Christopher Cohan Center OCTOBER 19, 10 AM – 4 PM pacslo.org The PAC doors will be open for the public to enjoy mini performances all day in Harman Hall and the Pavilion, talk to participating performance groups at their lobby exhibits, enjoy complimentary appe- tizers and beverages, and be eligible to win a fantastic assortment of door prizes — all for free! CORNERS OF THE MOUTH Linnaea’s Café OCTOBER 20 & DECEMBER 15, 7 PM languageofthesoul.org Unleash your inner artist by listening to featured readers, or express yourself in the open-reading portion of the night. HAUNTED JACK HOUSE TOURS Historic Jack House & Gardens OCTOBER 20 & 27, 1–4 PM slocity.org/parksandrecreation Could ghosts be hiding in the closets or wandering down the stairs of this old house? Come find out! FESTIVAL MOZAIC’S WINTER MEZZO CONCERT SERIES Various Venues NOVEMBER 1 – 3 festivalmozaic.com Festival Mozaic’s WinterMezzo series features seasoned musicians as well as emerging artists in beautiful performances of chamber music that are sure to warm up your winter season. SAN LUIS OBISPO POETRY FESTIVAL Steynberg Gallery NOVEMBER 3, 3 PM San Luis Obispo Museum of Art NOVEMBER 8 – 10, 7 PM Various Locations NOVEMBER 15 – 17, 7 PM languageofthesoul.org Join Cal Poly WriterSpeak and Corners of the Mouth for the 30th annual poetry festival. Listen to readings around San Luis Obispo throughout November. SLO COUNTY ON THE SILVER SCREEN NOVEMBER 9 slofilmfest.org In honor of the San Luis Obispo International Film Festival‘s 20th Anniversary next year, the SLOIFF will celebrate by screening Hollywood movies that have been made in San Luis Obispo County over the past 90 years. AR T S & C U L T U R E Photo by Patti Sullivan Photo by Patti Sullivan OCTOBER – DECEMBER 2013 5 B.1-5 AR T S & C U L T U R E VOCO! MOIRA SMILEY, INGA SWEARINGEN AND APRIL GUTHRIE SLO Botanical Garden NOVEMBER 10, 4 PM slobg.org Listen to VOCO, named best acapella group in the U.S. for 2007, perform their spell-binding folk music in the Oak Glen Pavilion. CHRISTMAS OPEN HOUSE & CANDLELIGHT TOURS Historic Jack House & Gardens DECEMBER 7 & 14, 5–8 PM DECEMBER 8 & 15, 1–4 PM slocity.org/parksandrecreation Enjoy the splendor of a Victorian Christmas with self-guided tours at the Historic Jack House & Gardens. PERFORMANCE ARTS CENTER (PAC) EVENTS: pacslo.org OCTOBER 10/4 – 10/5 “BECOME” 7 PM 10/5 SLO SYMPHONY “FROM RUSSIA WITH LOVE” 8 PM 10/6 MASTER’S OF BLUEGRASS 7 PM 10/6 “REVEAL THE PATH” 7 PM 10/7 REEL ROCK TOUR 7 PM 10/11 MALAMA KO ALOHA 8 PM 10/12 “THE DUNWELLS” 8 PM 10/12 – 10/13 “CARMEN” BY GEORGES BIZET 2 PM & 7 PM 10/14 DARK STAR ORCHESTRA 7:30 PM 10/19 YING QUARTET: A BEETHOVEN CYCLE CONCERT 8 PM 10/20 MET LIVE IN HD: “EUGENE ONEGIN” 2 PM 10/25 JOE CRAVEN 7 PM 10/25 CAL POLY PARENT & FAMILY WEEKEND ENSEMBLE SHOWCASE 8 PM 10/26 ALTON BROWN: THE EDIBLE INEVITABLE TOUR 8 PM 10/27 MET LIVE IN HD: “THE NOSE” 2 PM 6 SLO HAPPENINGS B.1-6 AR T S & C U L T U R E NOVEMBER 11/2 JACK HANNA’S INTO THE WILD LIVE! 7 PM 11/3 KATYA GOTSDINER- MCMAHAN FORBES PIPE ORGAN RECITAL 3 PM 11/6 BUDDY GUY 7:30 PM 11/12 DANCE THEATER OF HARLEM 7:30 PM 11/14 AN EVENING WITH DAVID SEDARIS 7:30 PM 11/16 ARAB MUSIC ENSEMBLE FALL CONCERT 8 PM 11/17 “POTTED POTTER: THE UNAUTHORIZED HARRY EXPERIENCE” 2 PM & 5 PM 11/18 MILLION DOLLAR QUARTET 7:30 PM 11/19 L.A. THEATRE WORKS: “THE GRADUATE” 7:30 PM 11/23 BANDFEST 2013! 8 PM 11/24 SYMPHONY FALL CONCERT 3 PM DECEMBER 12/1 MET LIVE IN HD: “TOSCA” 2 PM 12/4 PINK MARTINI 7:30 PM 12/6 UNIVERSITY JAZZ BANDS’ FALL JAZZ CONCERT 8 PM 12/7 CHOIRS’ “A CHRISTMAS CELEBRATION” 8 PM 12/17 “A CHRISTMAS CAROL” 7:30 PM OCTOBER – DECEMBER 2013 7 B.1-7 SLO LITTLE THEATRE PERFORMANCES slolittletheatre.org THIRD OCTOBER 4 – 5, SHOWTIMES VARY An “Ubu’s Other Shoe” staged reading of a humorous and biting critique on prejudice. INDEPENDENCE OCTOBER 18 – NOVEMBER 10, SHOWTIMES VARY A drama about a family divided against itself. DESIRE UNDER THE ELMS NOVEMBER 6 – 7, SHOWTIMES VARY An “Ubu’s Other Shoe” stage reading of a classic drama. MIRACLE ON 34TH STREET NOVEMBER 22 – DECEMBER 22, SHOWTIMES VARY A holiday classic based on the 1947 film that will be a treat for the whole family! THE SANTALAND DIARIES NOVEMBER 29 – DECEMBER 21, SHOWTIMES VARY A hilarious one man show, originally by comedian David Sedaris. A HOTEL ON MARVIN GARDENS DECEMBER 17 – 18, SHOWTIMES VARY Another in the “Ubu’s Other Shoe” staged reading series; this comedy provides insights into rela- tionships and greed. AR T S & C U L T U R E 8 SLO HAPPENINGS % FO O D & W I N E FOOD AND WINE HAPPENINGS ROCKIN’ HARVEST CELEBRATION Various Locations NOVEMBER 1 – 3 slowine.com Join SLO Wine Country in celebrat- ing great local wineries. Attend a silent auction, hop on the wine bus, or taste on your own with their spe- cial wine bracelet. KID’S GARDEN FRESH COOKING San Luis Obispo Botanical Garden NOVEMBER 16, 1–3:30 PM slobg.org Kids and their guardians can plant, harvest and cook fun and creative recipes, and learn tricks and tips for creating an edible backyard garden OCTOBER – DECEMBER 2013 9 % SOCIAL & RECREATION HAPPENINGS RIDESHARE MONTH Various Locations OCTOBER 1 – 31 rideshare.org Look out for events and incentives throughout October, celebrating all of the ways to get around SLO in an environmentally friendly way. FALL PLANT SALE SLO Botanical Garden OCTOBER 5, 10 AM–1 PM slobg.org Let plant experts help you pick out the best vegetation for your garden. FIRE PREVENTION NIGHT AT FARMERS’ MARKET Chorro Street OCTOBER 10, 6–9 PM downtownslo.com Enjoy learning about Fire Prevention and equipment used to fight fires, while meeting firefighting heroes from across the county. FIRE DEPARTMENT OPEN HOUSE Fire Station 1 OCTOBER 12, 1–4 PM slocity.org/fire In recognition of National Fire Prevention Week, the SLO City Fire Department is hosting a community Open House. SO C I A L & R E C R E A T I O N 10 SLO HAPPENINGS B.1-10 SLO GRANFONDO Mission Plaza OCTOBER 12, 7:30 AM – 4 PM slogranfondo.com The SLO GranFondo is a long-distance, mass participation cycling event that welcomes riders of all abilities to traverse diverse landscape of California’s Central Coast. This event benefits Hearst Cancer Resource Center at French Hospital Medical Center and SLO Alpha Pregnancy and Parenting Support. CITY TO SEA HALF MARATHON & 5K OCTOBER 13 citytothesea.org Point-to-Point Race; registration includes post-race breakfast, and free entertainment from live band at post- race festival. CAL POLY HOMECOMING OCTOBER 15 – 16 calpoly.edu Join students and alumni for a weekend of celebrating Cal Poly pride. Events include alumni awards, dinner reception and, of course, the traditional football game! KIDS’ NIGHT OUT Ludwick Community Center OCTOBER 18, 6:30–9:30 PM slocity.org/parksandrecreation Kids can enjoy a night of music, crafts, games, pizza, a movie and fun with friends. AUDUBON BIRD WALK SLO Botanical Garden OCTOBER 19, 10 AM–12 PM calpoly.edu Join the Morro Coast Audubon Society on a bird- watching walk through SLO Botanical Garden and the surrounding areas. SO C I A L & R E C R E A T I O N OCTOBER – DECEMBER 2013 11 B.1-11 WIGGLE WAGGLE WALK FOR WOODS Mitchell Park OCTOBER 19 woodshumanesociety.org A 1 mile K9 Pledge Walk through Downtown SLO, amazing K9 demonstrations, K9 costume contests, pet fair & lunch, exciting raffle, fabulous prizes for both K9 and pledge earner competitions. OUT OF THE DARKNESS COMMUNITY WALK Mission Plaza OCTOBER 19 afsp.org American Foundation for Suicide Prevention’s Out of the Darkness 5K Walk is in effort to raise aware - ness, education and outreach to those affected by depression and suicide, and provide comfort and assistance to those who have lost someone to suicide. 2ND ANNUAL BICYCLE ADVOCACY MINI-SUMMIT Ludwick Community Center OCTOBER 20, 1–4 PM slobikelane.org Experts show you how to be an advocate for bicycle-friendly improvements in the community. MUNCHKIN MARCH Mitchell Park OCTOBER 25, 5 PM slocity.org/parksandrecreation Munchkins (and their families) will parade around town in costume. 2013 CENTRAL COAST BIONEERS CONFERENCE The Historic Monday Club OCTOBER 25 – 27 centralcoastbioneers.org The Bioneers Conference brings social and scientific innovators together for a weekend of talks, work- shops, field trips, exhibits and more that focus on breakthrough solutions inspired by nature and human ingenuity. SO C I A L & R E C R E A T I O N Photo by sandprintphotos.com 12 SLO HAPPENINGS B.1-12 MUD MASH Laguna Lake OCTOBER 26 mudmash.com The Mud Mash is a 5k or 10k mud run with dirty obstacles, wall climbs, lake scrambles, hay bales and of course, lots and lots of mud! Don’t miss out on the fun! MAKING STRIDES AGAINST BREAST CANCER Mission Plaza OCTOBER 26, 8 AM makingstrides.acsevents.org The Making Strides Against Breast Cancer walk is an inspiring and unforgettable opportunity to honor breast cancer survi- vors, raise awareness, and raise funds for the American Cancer Society. HALLOWEEN FESTIVITIES AT FARMERS’ MARKET Chorro Street OCTOBER 31, 5:30–9 PM downtownslo.org Watch out for spooky creatures and adorable costumes at this Halloween themed Farmers’ Market. Festivities include a costume contest and trick-or-treating at participating vendors. VETERAN’S CELEBRATION AT FARMERS’ MARKET Chorro Street NOVEMBER 7, 6–9 PM downtownslo.org Honor more than 25,000 area veterans with various activities during Farmers’ Market. REMNANTS OF THE PAST ANTIQUE SHOW Madonna Expo Center NOVEMBER 9 – 10 A gathering of unique, creative vendors in one place where passion and creativity is bursting at the seams! APPLE FARM’S TRADITIONAL HOLIDAY OPEN HOUSE Apple Farm NOVEMBER 9, 10 AM – 3 PM Join us for our 12th Annual Holiday Open House! There will lots of fun activities for the whole family. The event is free and includes wine & beer tasting, gingerbread cookie decorating, Santa visits, horse drawn carriage rides, refreshments, a craft booth for the kids, and more! SANTA’S HOUSE Mission Plaza NOVEMBER 29 – DECEMBER 24 downtownslo.org Visit Santa at his house in Mission Plaza, and make sure to snap a picture. SO C I A L & R E C R E A T I O N OCTOBER – DECEMBER 2013 13 B.1-13 HOLIDAY TREE Mission Plaza DECEMBER 2 – 31 downtownslo.org Visit Mission Plaza to view the Holiday Tree and celebrate the spirit of the season. 29TH ANNUAL LIGHT UP A LIFE San Luis Obispo Mission DECEMBER 3, 6 PM hospiceslo.org Remember your loved ones during the annual Light Up A Life. During the holiday season, help shine a light on the Hospice SLO Memorial tree at ceremonies in 10 communities throughout the county. 38TH ANNUAL HOLIDAY PARADE Downtown San Luis Obispo DECEMBER 6, 7 PM downtownslo.org Celebrate with holiday spirit by viewing carolers, dancers, and floats as they parade through Downtown SLO. Get there early to claim your spot along the route. REINDEER RUN 5K RUN/WALK Mitchell Park DECEMBER 7, 8 AM slocity.org/parksandrecreation Enjoy this 5K route perfect for all abilities and celebrate by eating pancakes with Santa Claus immedi- ately following the run/walk. HOLIDAY CRAFT FAIR IN THE PLAZA Mission Plaza DECEMBER 7-8, 9 AM – 5 PM slocity.org Holiday Craft Fair with vendors, food and fun holiday activities for the whole family. SO C I A L & R E C R E A T I O N 14 SLO HAPPENINGS B.1-14 CLASSIC CAROUSEL Mission Plaza DECEMBER 9 – 24 downtownslo.org After your picture with Santa, hop on the Classic Carousel for a spin. WINTER WONDERSLO Alex Madonna Expo Center DECEMBER 21 – JANUARY 6 winterwonderslo.com What could be more exciting during the holidays than a real ice skating rink in San Luis Obispo? Take this opportunity to grab a loved one and get on the ice! For ticket options, just visit the website. NOON YEAR’S EVE SLO Children’s Museum DECEMBER 31, 11 AM – 12 PM slocm.org Ring in the New Year well before bedtime at the SLO Children’s Museum’s 6th Annual Noon Year’s Eve Party. SO C I A L & R E C R E A T I O N Photo by Hansen Holliday Productions, Inc OCTOBER – DECEMBER 2013 15 B.1-15 ONGOING EVENTS SAN LUIS OBISPO SPORTS TEAMS ART AFTER DARK Art Galleries in San Luis Obispo FIRST FRIDAY EVERY MONTH, EXCEPT DECEMBER, 6–9 PM sloartscouncil.org/artafterdark Art After Dark is truly a treat for the art enthusiast. Visit more than 20 galleries and non-traditional art venues as they spotlight established and emerging local artists, as well as the occasional works of nationally and internationally acclaimed artists. BIKE HAPPENING Starts in Mission Plaza FIRST THURSDAY EVERY MONTH, 9:30 PM bikehappening.org Join hundreds of costumed bikers in a casual ride through downtown. Whether you dust off your old cruiser or bring out your pricey pride and joy, this ride is sure to be fun for everyone. Don’t forget to check the website for each month’s theme. DALLIDET ADOBE TOURS Dallidet Adobe FRIDAYS, 10 AM–4 PM SUNDAYS, 1–4 PM dallidet.org Step back in time to visit one of the oldest homes on the Central Coast, nestled in a beautiful garden in the center of downtown San Luis Obispo. HISTORIC JACK HOUSE AND GARDEN TOURS Historic Jack House SUNDAYS, APRIL – DECEMBER, 1– 4 PM slocity.org/parksandrecreation Specially trained in the history of the Jack Family, docents conduct guided tours at this turn-of-the- century estate. HISTORIC WALKING TOURS Download free any time with iTunes historycenterslo.org CAL POLY SPORTS gopoly.com SLO SOCCER slosoccer.com SLO RUGBY slorugby.org ON G O I N G E V E N T S 16 SLO HAPPENINGS B.1-16 MOONLIGHT HOURS AT SLO CHILDREN’S MUSEUM SLO Children’s Museum THIRD THURSDAY EVERY MONTH, 5– 8 PM slocm.org Play at the San Luis Obispo Children’s museum for free. Whether you’re digging deep in the Caves of Exploration or having fun at Jelly Bean Junction, there’s something for everyone. SATURDAYS AT THE GARDEN San Luis Obispo Botanical Garden SECOND SATURDAY EVERY MONTH, 1–3 PM slobg.org Speakers cover a wide range of topics from plant structures to sustainable garden design. This monthly educational program provides activities for children during the adult program. LAGUNA LAKE GOLF COURSE Laguna Lake DAILY, 7 AM– DUSK slocity.org/parksandrecreation The City of San Luis Obispo’s 10-hole executive-length golf course is rated one of the best-main - tained layouts on the Central Coast. DOWNTOWN SLO Higuera Street EVERY THURSDAY, 6 – 9 PM downtownslo.com BROAD STREET SLO Grange Hall Parking Lot EVERY TUESDAY, 3 – 6 PM slocountyfarmers.org MADONNA RD Cost Plus World Market Parking Lot EVERY SATURDAY, 8 – 10:30 AM slocountyfarmers.org LONG STREET 3889 Long Street EVERY SUNDAY, 10 AM – 2 PM sloccfm.com ON G O I N G E V E N T S FARMERS’ MARKETS OCTOBER – DECEMBER 2013 17 B.1-17 RANGER-LED HIKES City Open Space OCTOBER 13, NOVEMBER 17 & DECEMBER 15, 1 PM slocity.org/parksandrecreation Join a city ranger for hikes of beautiful local open spaces. Hikers learn about geology, vegetation and wildlife. SLO SKATE PARK FRIDAY NIGHT SKATE Santa Rosa Park FRIDAYS, DUSK–10 PM slocity.org/parksandrecreation Come to the SLO Skate Park and enjoy some nighttime skate fun. STORY TIME AT SLO LIBRARY San Luis Obispo Public Library Preschool (Ages 3–6) TUESDAYS, 10:10 AM Toddler (Ages 0–3) THURSDAYS, 10:10 AM slolibrary.org/programs.htm Kids love story time. This SLO library program is just right for toddlers and preschool-age children, and offers a great way to teach them the magic of reading. ADULT OPEN GYM Ludwick Community Center THURSDAYS, 12–2 PM slocity.org/parksandrecreation Enjoy playing basketball and other gym sports while meeting new people in a friendly atmosphere. YOUTH OPEN GYM Ludwick Community Center SUNDAYS, 12– 2 PM slocity.org/parksandrecreation Enjoy playing basketball and other gym sports while meeting new people in a friendly atmosphere. ON G O I N G E V E N T S 18 SLO HAPPENINGS B.1-18 facebook.com/SLOhappenings STAY UP-TO-DATE ON ALL THE FUN EVENTS HAPPENING IN SLO! FUNDING FOR THIS BROCHURE IS PROVIDED BY De s i g n : V e r d i n B.1-19 This file is intended for design presentation, visual review, and proofreading purposes only and cannot be used for reproduction in any manner whatsoever. Digital files, appropriate for high quality reproduction, will be created and supplied after approval of all visual and written elements related to this project. Please call (805) 541-9005 with any questions. Thank you! Not for Reproduction verdin*B.1-20 Dear Interested Organization: The City of San Luis Obispo's Community Promotions Program comprised of the Tourism Business Improvement District (TBID) and the Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational events make significant contributions to the overall quality of life in and visitor attraction to the City of San Luis Obispo. Accordingly, the City maintains a special event sponsorship program to assist in the development and promotion of such activities within our community. The City is seeking new destination events that showcase the attributes of our City to attract tourists to our destination and enhance the experience for the local community, or existing destination events that are developing new features to their program. To be considered for special event sponsorship funding, organizations must 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. The application must be submitted in the following manner: A. One digital copy sent to mcano@slocity.org for distribution to the committee. B. One set of the application (typed, clipped, and 3-hole punched). C. One copy of: • your organization's financial statement • 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 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. Your original application should be hand delivered or mailed to: Community Promotions Program- Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 % COMMUNITY PROMOTIONS PROGRAM SPECIAL EVENT SPONSORSHIP APPLICATION ASSESSMENT CRITERIA Applications submitted to the TBID/PCC will be evaluated both in terms of the applicant and the event proposal using the following criteria: 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 sponsorship funds, as evidenced by a completed and accepted Final Report. 4. The organization must give evidence 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 Events Subcommittee. 7. Applicant does not need to maintain non-profit status for sponsorship consideration. 8. Events who have received funding through the PCC’s grants-in-aid (GIA) program for the current event year, will not be eligible for additional event sponsorship funds through this application. SPONSORSHIP CRITERIA & GUIDELINES 1. Priority will be given to organizations requesting “seed money” for new destination events or to enter new promotional markets outside of San Luis Obispo. 2. 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. 3. Event sponsorship requests must meet both of the purposes below: • Of tourism promotion advantage to the City of San Luis Obispo and; • Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 4. Priority may be given to events that take place in “non-peak” tourism months (October through March) with the goal of bringing people to San Luis Obispo. 5. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 6. Other requests for City support that are actively pursued will be considered. 7. Other requests for co-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. The following tiered structure provides guidelines that will be used to establish the consideration of the event support.  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo. The organization agrees to incorporate the City’s tourism logo on marketing material and tourism website, and lodging phone number and encourage the overnight stays with the City’s lodging partners. In addition, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach. Tickets offered to the city for promotion events.  Category Two: An existing event offering “new” event components, features, or experiences. Events that are expanding their event offerings in addition to marketing reach beyond San Luis Obispo County. The organization effectively brings tourists from outside San Luis Obispo County to the City of San Luis. In addition to integration of the City’s logo on marketing material and its website, the event must encourage overnight stays with the City’s lodging partners, must include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach, and provide City Tourism promotional space (booth) at the event.  Category Three: A new destination event applying for seed money to fund the event startup. This is a brand new event that is looking for significant sponsorship to support the initial launch of the event. The event will effectively bring tourists from outside San Luis Obispo County to the City of San Luis Obispo. In addition to the integration of the City’s logo on marketing material and its website, the organization must include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach and provide City Tourism promotional space (booth) at the event. The event will also exclusively promote the City’s lodging partners as the “place to stay”. Sustainable Funding Process The Sustainable Funding process allows an organization to receive up to three years of sponsorship funding. Repeat recipients can anticipate a reduction in sponsorship funding. After the initial year of funding, repeat recipient awards are typically reduced by one third each year for a total of three years of funding or as budgets allow. This rule has been established to assure the Community Promotions Program will have the opportunity to foster new events for the City of San Luis Obispo and encourage event organizers to become self-sustaining by cultivating new community partners and securing ongoing diverse funding options. Adherence to this process is at the discretion of the committee. % Page 1 of 4 EVENT SPONSORSHIP 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 SPONSORSHIP REQUEST (check all that apply):  In-County Event Advertising/ Promotion  Out-of-County Event Advertising/ Promotion  Event Logistics  Event Production  Event Staff Compensation  Other: ___________________________________________________________________ Please select the category that best represents your funding request:  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo.  Category Two: An existing event offering “new” event components, features, or experiences.  Category Three: A new destination event applying for seed money to fund the event startup. % Page 2 of 4 Please complete the entire application, answering all requests for information. 1. Provide a brief description of your organization and its cause. 2. Provide a brief description of your event. 3. Will your event be taking place within the City of San Luis Obispo? Yes ___ No ____ Venue Name: Venue Location: 4. Have you already received a City permit for your event or contracted the venue for your event date? Note: For use of City facilities, venues, or services, applications must be received no later than 90 days in advance and will be accepted up to 1 year in advance. The application form can be found at the link provided an submit the application with the application fee to the Parks and Recreation Department at 1341 Nipomo Street, San Luis Obispo, CA. 5. If you are a for-profit organization, do you give a percentage of your income to a charity? Yes ___ No ____ If yes, please complete the following questions: Is the charity local or national? Local _____ National _____ Name of the Charity/ies): ___________________________ How does the charity benefit for your donation? Cash ______ In-Kind_______ Explain: How do you select the charity? 6. Is this a first year the event takes place? Yes ___ No ____ If not, how many years has it taken place? Where has it taken place previously? B.3-5 Page 3 of 4 7. How is the event different this year from prior years? 8. Historical Attendance: 9. Historical percentage breakdown of in-county vs. out-of-county attendees: 10. What is the return on investment trend for your event? 11. Expected Event Attendance: 12. Expected percentage of in-county vs. out-of-county attendees: 13. Who is your target audience? 14. Where is your primary and secondary geographic target market? Primary _____________________ Secondary ______________________ 15. Do you sell tickets or is it a free event? Tickets____ Free____ If tickets are required, please provide the price range. 16. Have you requested funding from other organizations/entities? Yes ___ No ___ If yes, please provide the names of these organizations and funding entities. 17. When are the funds needed for the event? 18. What is the overall budget for the event? 19. What are you willing to offer the hotels and partners in exchange for the sponsorship seed money for your event? (Ex. Exclusive lodging partnership, discounted tickets for lodging packages, complimentary tickets for promotional use, etc) B.3-6 Page 4 of 4 Event Worksheets Line Item Funding Request: 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.). Event Component Amount Total $ Line Item Event Budget: Provide a detailed budget for the complete event, listing all available support and income sources. Source Amount TOTAL $ Detailed Media Plan: Provide a detailed Media Plan including traditional and online media. B.3-7 Page 5 of 4 Media Outlet Type & Frequency Cost of advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX Crowd control plan: Provide your crowd control and safety plan (parades or large special events only). Please provide any additional information you would like to share. Be sure to include all supplemental materials as requested. Thank you. Return Application to: Community Promotions Program – Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 mcano@slocity.org Post-Event Final Report Guidelines Organization: ___________________________________________ Event Dates: ___________________ The report must include the following:  Administrator’s Report: A brief synopsis of the activities of the reporting period. Please include a statement describing activities, services, or programs provided, and any changes that have occurred during the reporting period. % Page 6 of 4  Statistical Survey: Include the number of participants in the event. Survey should also include, to the best of your ability, the demographic make-up of participants, i.e., residents, non-residents, and age groups (youth, teens, adults or senior citizens), and the source the data is based on.  Financial Report: A financial statement that details how the Special Events Sponsorship Funds have been expended.  Recognition: Provide proof of your organization’s acknowledgement of the City’s support in promotional materials used for the event and how City Tourism was integrated into the overall event campaign. Please submit reports that illustrate how the event generated leads and traffic. % COMMUNITY PROMOTIONS PROGRAM STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This application does not commit the sponsor to award sponsorship or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The City 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 program, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are shall be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant that is awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated program during the current grant period, July 1, 2014 through June 30, 2015. • 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 TBID/PCC to monitor contract performance prior to payment for programs. • The contracting agency will provide the City with an annual audit by an independent auditor to be approved by the City, if the City should so request. • Should the funds not be used in the manner specified within the contract, the organization will be required to return the funds to the City of San Luis Obispo, (Sample copies of standard City contract forms can be provided by the Tourism Manager upon request.) I, , (printed or typed name of authorized applicant organization representative), have read the above statement and fully understand its contents and implications. I further attest that all the information contained in this application is accurate to the best of my knowledge. Signature Date Title Applicant Organization % Tourism Business Improvement District Meeting Minutes Wednesday, August 14, 2013 10 am Madonna Inn CALL TO ORDER: Vice Chair Dean Hutton PRESENT: Westrope, Wilkins, Patel STAFF PRESENT: Molly Cano, Tourism Manager Vice Chair Hutton: Call to Order at 10:02 am PUBLIC COMMENT Denis Fister presented the Board with the potential opportunity to pursue a bridge tournament in San Luis Obispo County. He shared statistics on the bridge audience and the potential to attract 4,000-6,000 visitors to the area in November 2014. The Board had additional questions and recommended for the presenter to be in touch with staff to move the opportunity forward to present to the Board. Mike Lind of SLO Safe Ride introduced himself to the Board. SLO Safe Ride is a transportation company in San Luis Obispo. They would like to connect with the community and work with hotels. CONSENT AGENDA ACTION: Moved by Westrope/Patel to approve the consent agenda. Motion carried 4:0 PRESENTATIONS 1. Visit San Luis Obispo County Stacie Jacob of Visit San Luis Obispo County presented the annual report of the organization. She also updated the Board on the SAVOR 2013 planning. After receiving the information on the breakfast logistic challenges, the Board considered the options for event. The Board provided direction to the contractor to move forward with a voucher system for a breakfast option for SAVOR Runners. DRAFT LRC.2-1 Tourism Board Improvement District Minutes Page 2 BUSINESS ITEMS 1. EVENTS PROMOTION The subcommittee members reported on the joint-subcommittee meeting and discussed the event results and funding request for: Roll out the Barrels, Remnants of the Past, and SLO Marathon. ACTION: Moved by Westrope/ Patel to fund Roll Out the Barrels 2014 from $4,000 up to $5,000 depending on the commitment of the PCC. Motion carried 4:0 ACTION: Moved by Patel/ Wilkins to sponsor the SLO Marathon 2014 at the full requested amount of $35,000. Motion carried 4:0 ACTION: Moved by Patel/ Westrope to sponsor the November show for Remnants of the Past for $10,000 up to $12,500 depending on the commitment of the PCC and table the June show funding until later in the year. Motion carried 4:0 2. STRATEGIC PLANNING UPDATE The Board received an update from the taskforce on the status of the preliminary work performed for the first phase of the strategic plan process in preparation for the retreat on August 19, 2013. They encouraged the Board and constituent participation in the first day of the retreat. 3. EVENTS SUBCOMMITTEE APPOINTMENT The Board appointed a new Board member to serve on the events subcommittee to replace former board member Joel Koper. Matthew Wilkins will serve on the subcommittee. ACTION: Moved by Patel/ Westrope to appoint Matthew Wilkins to the event promotions subcommittee. Motion carried 4:0 4. TBID ANNUAL REPORT The Board directed staff on development of the TBID’s annual report to the City Council. COMMITTEE COMMUNICATION HOTELIER UPDATE No new hotel news to be discussed. TOURISM PROGRAM UPDATE Molly Cano presented the Tourism Program update: LRC.2-2 Tourism Board Improvement District Minutes Page 3 Board Update: Due to the resignation of Joel Koper, the City Council liaisons reviewed the qualified candidates from the interview process this spring. Ultimately they are recommending to Council on 8/20 appoint Rachel Pantranella of the Hampton Inn & Suites to the TBID Board. Rachel’s first meeting with the TBID will be in September. Horizon Travel Magazine advertising program- This program consists of a full page advertorial in Horizon Travel Magazine, the glossy insert into the September issue of the Wall Street Journal. The reach of this advertorial is 400k subscribers across the US. In addition, we have prime banner ad placement on the Horizon Travel website for September-November. The website receives over 100K unique visitors a month. And finally we received the benefit of one week spot on the ABC screen in Times Square as an advertising incentive. The spot is 5 sec in length and played 120 times over the course of 7 days. The estimated impressions for this are over 10 million. This made for a unique local story for the SLO TBID and was picked up by most media outlets locally including KSBY, KCOY, and KEYT and the Tribune. SAVOR 2013 planning: Continuing planning for SAVOR. Working on the booth design and other components of our event integration. Also working on SAVOR Run packages and SAVOR sweepstakes. CCTC Board update: Molly Cano has been reappointed to the CCTC Board to represent SLO County region and will remain as the Marketing Chair. Visit California media event, September 24 in LA and the inaugural Visit California PR Summit. Meeting adjourned at 12:09 pm LRC.2-3 Community Promotions Events Subcommittee Meeting Minutes August 27, 2013 – 11:00 am CALL TO ORDER: Commissioner Hutton PRESENT: LeMieux, Palazzo, Rizzo, Patel STAFF PRESENT: Molly Cano, Tourism Manager Commissioner Hutton Call to Order at 11:11 am PUBLIC COMMENT No public comment. BUSINESS ITEMS 1. RFP for Event Promotion The subcommittee discussed the various concerns between both the TBID and the PCC in terms of the shared event sponsorship. There was a consistent feeling that the sponsorship commitment was being divided between the bodies but might not be the best approach. The subcommittee discussed what the best approach would be for both the TBID and the PCC. The PCC would like to move toward an annual event promotion review and granting process. The TBID Board members expressed the concern with limiting opportunities that may come up throughout the year. The TBID representative would like to move forward with an annual grant process with the PCC but also allow for events to seek funding from the TBID throughout the year if funds were available. The subcommittee also reviewed the final draft application and provided final edits for staff to make before the PCC and TBID meetings. LRC.3-1