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Home My WebLink About12-11-2013 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, December 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 November 13, 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 PRESENTATIONS 1. SAVOR 2013 EVENT RECAP 20 mins Representatives Visit San Luis Obispo County will present the event 2013 SAVOR event results. BUSINESS ITEMS 1. 2014 SLO HAPPENINGS PROGRAM APP 30 mins Verdin will present the design, layout and functionality for the 2014 SLO Happenings app. 2. EVENTS PROMOTION 10 mins The committee will review the recommendations from the November subcommittee meeting including funding requests for Cal Poly Open House and Concours. 3. GIA APPLICATION REVIEW & SUBCOMMITTEE ASSIGNMENT 20 mins The committee will review the current GIA application for any changes and discuss the subcommittee assignments. 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 November 13, 2013 3. TOURISM PROGRAM UPDATE Wayfinding Sign update, Style Guide update, Visit SLO County Sustainable Funding Taskforce ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on December 6, 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, November 13, 2013 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: Pearce, Fidler, Cox STAFF PRESENT: Molly Cano, Tourism Manager Chair LeMieux called the meeting to order at 5:35 pm PUBLIC COMMENT None. CONSENT AGENDA ACTION: Moved by Pearce/Cox to approve the consent agenda. Motion carried 4:0 BUSINESS ITEMS 1. 2014 SLO HAPPENINGS PROGRAM The taskforce in conjunction with Verdin presented the updated program proposal including advertising/ promotions plan, app build out process, recommended developer- GFL, and budget for the committee’s consideration. Verdin shared that the goals for the app will be presented at the December meeting once they had a chance to meet with the developer to establish the baseline for the type of app based on our region. Verdin walked the committee through the budget outline and program features. The additional opportunities are not included in the current budget and scope of work. As for the timeline, once approved Verdin would start to the design with GFL for the committees review and input at the December meeting. The committee inquired about a launch party and discussed opportunity to work with the Street Team for a tweet-up and download event. ACTION: Moved by Cox/Pearce to approve the plan as presented and allocate the budget of $32,000 for the 2014 SLO Happenings app contract with Verdin. Motion carried 4:0 ACTION: Moved by Pearce/Fidler to allocate $1000 from the returned GIA funds for the 4 event templates. Motion carried 4:0 DRAFT C1-1 Promotional Coordinating Committee Minutes Page 2 COMMITTEE COMMUNICATION GIA Report: Marilyn Fidler reported on two GIA events: Carmen and Bioneers. Clint Pearce reported on the Mini Maker Fair. TBID Report: Clint Pearce updated the committee on the recent TBID meeting and reviewed the minutes included in with the agenda. Tourism Program Update: Molly Cano presented the Tourism Program update on the following topics:  Wayfinding Sign update -approved the shop drawings on Oct 23. - waiting on fabrication timeline and installation timeline  Style Guide update  Visit SLO County Sustainable Funding Taskforce - During the October 16 Board Meeting, they presented the funding landscape tourism promotion in SLO County in comparison to the funding in the comp set- includes VSLOC as well as the county BID collections overall - They presented to opportunity to explore a new TID/BID to collect new dollars for the purpose of Countywide marketing – above and beyond the jurisdiction specific BIDs - At that time the Board formed a taskforce made up of lodging reps from across SLO County and destination/tourism managers to look at a sustainable - The taskforce has begun meeting to initiate the process and exploration of a new distract and all that it would entail including the marketing plan of how the dollars would be spent - There are still a lot of reach and education to be done. The TBID will be involved in that process- both Clint and I are participants on the taskforce. - First step in the education process is a meeting on November 25 (Monday) from 2-4 pm at the Courtyard by Marriot with VSLOC and Civitas (John Lambeth) - All owners, managers, Board members, council members, etc are invited to attend - If you have any questions, comments, etc- please feel free to contact either Clint or Molly  CCTC/VSLOC Partnership: Australia Sunrise TV - the top-rated morning show in Australia ready to come to America to cover The Original Road Trip - 4-5 part series of 3-4 minute shows on Sunrise (the top-rated morning show in Australia with a segment audience of 300,000). - VSLOC participated in the pay-to-play opportunity with CCTC - 10/29-30 came to SLO County: came through SLO to shoot b-rol on 10/30  ROPT: - Took place last weekend, the street team was in full effect, preshow promotion on Friday, and attendance on Saturday, great social coverage SLO Marathon planning: - Planning underway - Out of area promotion has already begun - Registration signup are off to a great start- especially team sign ups SAVOR - The event had an increase in attendance an economic impact Visit CA Outlook C1-2 Promotional Coordinating Committee Minutes Page 3 - Registered for event on February 5-6 in Pasadena - Budget: $1500 total, but split with TBID so it’s about $750 for PCC The committee requested that Visit SLO County present the full SAVOR event recap at an upcoming meeting. Meeting adjourned at 6:47 pm C1-3 Community Promotions Budget 2013-14 Budget 2012-13 Amount Budget 386,500$ Total Budget 386,500$ Expenditure Last Updated 12/5/2013 Expenditure Committed Contracts Other Expenditures Available Balance Contractor Grants-in-Aid Program*116,203$ 25,000$ 90,004$ 199$ City Administration Events & Activities 81,000$ 33,000$ 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 388,699$ 220,500$ 126,789$ 20,410$ Remaining Balance 20,409.54$ * Returned funds from 2010-11 GIA = $1198.54 C2-1 Report to City of SLO- PCC Committee Public Relations Contract November 2013 Media Releases: Remnants from the Past – Sent release to all local media outlets. Science After Dark (GIA)- Wrote and sent release (“Saving the Nine Muses: Chemistry and Art Preservation at Hearst Castle”) to local media outlets. Media/Community Relations: 1. Coordinated and developed itinerary for Australian travel writer Linda Bentley of “The Packed Bag” to host her stay when she arrives December 13th. She is working on a year-long story/blog about traveling through 50 states in 50 weeks. 2. Continued to work with Zachary Chouteau of Meetings Focus Magazine. for a feature story aimed at groups/meeting planners about new culinary offerings in Central California. Coordinated with photo editor for photos of food and general San Luis Obispo location shots. Also provided photos for an online slideshow featuring San Luis Obispo. 3. Responded to Monique Fullowka The One Income Dollar for a story inquiry about traveling with pets in warm areas during the winter. 4. Worked with Matt Katz of Ventana Monthly Magazine to coordinate photos for a story on San Luis Obispo in their travel section. 5. Worked with photo editor Abby Hocking of Travel + Leisure to provide photos for an online slideshow entitled, "America's Best College Towns,” featuring San Luis Obispo. C3-1 6. Worked on requests for VisitCalifornia.com to provide short articles for “What’s happening in your area this spring and beyond in attractions/hotels/restaurants.” Stories ideas to be submitted include: a. New Restaurant: Fromagerie Sophie b. New Restaurant: Scout Coffee c. New Restaurant: Crawdaddy’s d. New Restaurant: Doc Burnstein’s Ice Cream Factory e. New Event: Oktoberfest coming to SLO in 2104 f. New Event: New Hearst Castle App 7. Secured space, set up and staffed a booth at Cal Poly during Homecoming Weekend event to promote the city of SLO. 8. Coordinated with David Wilson from The Krush, 92.5FM to feature local restaurants on his radio show “A Quick Bite.” Each show features an interview with the restaurant owner or manager for 15 minutes. The show airs twice—once at noon and once at 9pm. Proposed restaurants to be featured are: a. Jaffa Café b. Meze Wine & Tapas (roof top deck avail) c. Vieni Vai Trattoria – just remodeled and now open d. Bliss Café e. CPK f. Ciopinot g. Le Ciel Crepe Café h. Mee Heng Low Noodle House 9. Coordinated with Visit San Luis Obispo County to provide photos of San Luis Obispo for a SLO County feature in The Lonely Planet travel guide. 10. Coordinate with Mark Duffus from Drive STI for a national roll out of new KIA vehicles. KIA, (the car company), is driving a caravan of their newest car models up from Santa Barbara to SLO - about 15-20 cars total. Once here, they will be having a lunch banquet at Novo and would like to be able to park all 15-20 cars on Higuera outside of Novo. We were told that VIPs and media will be coming from various road publications including The LA Times and Playboy. The event will happen Jan. 22nd and they will be having lunch from 11am-2pm. 11. Met with advertising staff and connected by email with SF Chronicle Deputy Managing Editor Allen Matthews, for a special section featuring SLO County’s food and wine offerings. 12. Continue to work on building and growing contact lists as well as establishing contacts in key media outlets. 13. Continue to work with the City and Rosetta on overall marketing campaign. C3-2 Media Relations/Placement 1. Visit California Australia: Promotion for “The Ultimate California Getaway” had 3,430 Facebook entries on the first day of launch. https://www.facebook.com/StrandbagsStores/?sk=app_592656484132708 2. Worked with editor Abby Hocking of Travel + Leisure to provide photos/information for an online slideshow entitled, "America's Best College Towns,” featuring San Luis Obispo. C3-3 3. Cal Poly Homecoming Weekend: Worked with Cal Poly to secure a booth space on campus during Homecoming Weekend. Give aways included: --150 Maps --125 Visitor's Guides --40 Hike SLO maps --45 reusable bags --And approximately100 people signed up for the $500 hotel getaway (representation at Cal Poly events has generated almost 250 new email subscribers for SLO Tourism promotion) C3-4 4. Science After Dark: http://www.sanluisobispo.com/2013/11/11/2777953/science-after-dark- nine-muses.html http://www.newtimesslo.com/art/10316/science-after-dark-blends-science- culture-art-food--and-beer/ C3-5 5. Remnants of The Past http://www.ksby.com/news/remnants-of-the-past-antique-show-wraps-up- sunday-in-san-luis-obispo/#_ 6. Taste & Travel Magazine story titled—California Edibile Highway One. C3-6 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 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 X X X X X X Cuesta College Community Programs: City to the Sea Half Marathon City to the Sea Half Marathon, 5K & Kids Fun Run X X X X X X X Ecologistics, Inc.Central Coast Bioneers Conference X X X X X X Foundation for the Performing Arts Center Bravo SLO X X X X X X Opera of San Luis Obispo The Carmen Project X X X X X X Ballet Theatre San Luis Obispo 2013-14 Season X Civic Ballet 2013 Nutcracker Ballet X San Luis Obispo Symphony New Year's Eve Anniversary Concert X X X X X Jewish Community Center of San Luis Obispo (JCCSLO)Jewish Film Festival X San Luis Obispo International Film Festival 2014 Festival X X X 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 X Cal Poly Corporation: University Arts Gallery Exhibition Season Central Coast Children's Choir Annual Concerts- 20th Anniversary X Cuesta College Fine Arts Division Art Gallery Exhibitions X X History Center of San Luis Obispo County Exhibit Opening Event X X San Luis Obispo Children's Museum Science After Dark X X X X X San Luis Obispo Little Theatre 2013-14 Season X X 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; 16 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: C3-1 Visitor Services Contract Report November 2013 Highlights from October in the Visitor Center: • Booth at CalPoly Homecoming • Sold Tickets for Remnants from the Past • Sold Tickets for Movie Night at Hearst Castle • Sold Wrist Bands for Ride On-Supporting Veterans of SLO County SLO events promoted through Visitor Center: SLO Little Theatre presents The Santaland Diaries SLO County Band Alex Madonna Expo Center SLO Bacon Fest Cal Poly presents Bandfest Cuesta College presents Jazz Orchestra Concert 2013 Central Coast Economic Forecast SLO Little Theatre's Miracle on 34th Street Hope Dance Films presents Fall and Winter Sustainable Ag Expo Cal Poly presents Million Dollar Quartet San Luis Obispo Wind Orchestra Concert Cal Poly presents Arab Music Ensemble Operation Surf Operation Run Ranchers for Peace Remnants of the Past Vintage Sale @ the Expo Center SLO Symphony presents a Sentimental Journey Cal Poly to Host Dia de los Muertos Celebration SLO Film Fest's SLO County on the Silver Screen AIDS Support Network Walk for Life Language of the Soul Poetry Festival The History Center presents SLO Souls SLO Blues Society Art After Dark Noor Foundation and SLO Vets Hall presents Voodoo Boogaloo Festival Mozaic’s WinterMezzo SLO Wine Country Annual Rockin’ Harvest Celebration Monthly Visitor Center Interactions: November 2013 October 2013 November 2012 Visitors in center: 5,381 7,639 4,610 Phone calls: 602 615 581 Emails: 147 124 122 Calendar of Events: Events entered into calendar this month: 165 Events in the November calendar: 240 Promotional Product Sales: Visitor Guides: 24 City Maps: 68 Promotional Product Giveaways: CalPoly Home Coming; 120 Visitors Guide, 25 Hike Maps, 100 Reusable Bags. CalPoly Alumni; 60 Visitors Guide. C5-1 SLO HAPPENINGS EVENT BROCHURE DATE: DECEMBER 11, 2013 BROCHURE SUMMARY For the month of November, the digital brochure received 683 reads and 1,803 impressions. ADVERTISING Below are the results of our online advertising campaign for the month of September: Media Outlet Impressions Clicks Click thru rate Facebook 51,742 716 1.39% VisitSLO.com 60,642 1,269 2.11% SanLuisObispo.com 24,758 69 0.28% * Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk Total page views: 2,609 Event section views: 291 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 November we gained 526 additional likes, which brought our total likes to 12,220. Our average weekly reach, which is the number of unique people who saw any content from our page, was 16,288. 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 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 Se p - ‐ 1 3 Oc t - ‐ 1 3 No v - ‐ 1 3 Facebook Likes Likes C6-1 TOT Comparision 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 Change +/-2012-13 2013-14 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$ 674,244$ 8.1%81.5 82.9 2 127.75$ 133.26$ 4.6 September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ -0.5%73 73.9 1.3 119.34$ 121.10$ 1.5 October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 8.4%68.8 70.6 2.6 114.95$ 119.51$ 4.0 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$ 68.09 114.50$ Occupancy ADR Figures from Smith Travel Research report C7-1 Community Promotions Events Subcommittee Meeting Minutes November 26, 2013 – 11:00 am CALL TO ORDER: Commissioner Hutton PRESENT: LeMieux, Palazzo, Rizzo, Patel, Wilkins STAFF PRESENT: Molly Cano, Tourism Manager Commissioner Hutton Call to Order at 11:11 am PUBLIC COMMENT No public comment. BUSINESS ITEMS 1. Cal Poly Open House The committee received the 2013 event recap and funding request for 2014. The representatives from Cal Poly shared that the event was attended by 24% more admitted students and families in 2013. A key tool in 2013 was the open house guide book app. The app received 3563 downloads and was a free tool for attendees to use in planning their open house experience. In 2013, Cal Poly Open House used $2,000 of the $5,000 committed for promotion due to the timing of the funds. In 2014, the event will take place April 10-12 with the theme “All That Glitters Green & Gold”. Attendance for the event is expected to grow as Cal Poly increases the amount of accepted students over the next few years. The requested amount for the event is $9,600. The committee complimented the presenters on a great poster/ theme concept for 2014. They also requested that the phone number and URL be included in promotion. Committee Recommendation: TBID: $3,000 / PCC: $2,000 Sasha Palazzo abstained from discussion on the event recommendation. Patel & Rizzo arrived to the meeting. 2. Concours The committee received the 2013 event recap and funding request for 2014. The representatives presented the outcome of the event in 2013. There were 2700 attendees with 34% out of the area. In 2013 there had been a date conflict with Remnants so when the date moved the event conflicted with a major car event in LA which impacted B2-1 sponsorship, entries, and attendance- predominately from Southern California. In 2014, the event will take place on June 6-8. Mercedes and Mustang will be the featured cars. In 2014, the event will feature a new car rally pre-event ending in Mission Plaza. This is expected to draw attendees to downtown area on Saturday afternoon. The event requested $15,000 for the event promotion. The committee requested that the phone number and URL be included in promotion. Committee Recommendation: TBID: $10,000 / PCC: $5,000 B2-2 EVENT SPONSORSHIP APPLICATION FORM DATE(S) OF EVENT: April 10-12, 2014 NAME OF EVENT: Cal Poly’s Open House EVENT LOCATION: April 10- Farmers’ Market, April 11, 12- Cal Poly Campus NAME OF ORGANIZATION: Open House Committee ADDRESS OF ORGANIZATION: New Student Programs: Open House University Union, Room 217 California Polytechnic State University San Luis Obispo, CA 93407-0208 WEBSITE URL: http://orientation.calpoly.edu/openhouse NAME OF CONTACT PERSON: Jason Mockford TELEPHONE NUMBER: (805)756-2477 E-MAIL ADDRESS: jmockfor@calpoly.edu TOTAL AMOUNT REQUESTED: $9600 PURPOSE OF SPONSORSHIP REQUEST (check all that apply): X In-County Event Advertising/ Promotion X Out-of-County Event Advertising/ Promotion  Event Logistics  Event Production  Event Staff Compensation  Other: ___________________________________________________________________ Please select the category that best represents your funding request: X 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. Please complete the entire application, answering all requests for information. B2a-1 1. Provide a brief description of your organization and its cause. The Open House committee is a group of 22 student volunteers, 3 graduate interns and 2 professional staff who plan and coordinate an event that showcases the campus and San Luis Obispo community to prospective students, their supporters, alumni and current students. They work with faculty, staff, and organizations both on and off campus. 2. Provide a brief description of your event. Open House is an annual Cal Poly event that showcases the campus to admitted and current students, their supporters, alumni, and the San Luis Obispo community. The three-day event is the culmination of an entire year of hard work and dedication by a committee of student volunteers working under New Student Programs, in collaboration with the community, student clubs, faculty, and staff. 3. Will your event be taking place within the City of San Luis Obispo? Yes X No ____ Venue Name: California Polytechnic State University Venue Location: 1 Grand Ave. San Luis Obispo, CA 93407 4. Have you already received a City permit for your event or contracted the venue for your event date? Yes 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? N/A 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 X If not, how many years has it taken place? 21 years Where has it taken place previously? Cal Poly campus, Downtown SLO B2a-2 7. How is the event different this year from prior years? The Open House Committee is planning the event with a similar format to past years. 8. Historical Attendance: 40,000 guests 9. Historical percentage breakdown of in-county vs. out-of-county attendees: Estimated most attendees are from out of county. Percentage not known. Anecdotal evidence and Admissions data suggests 80% or higher from out of the county. 10. What is the return on investment trend for your event? The event is not a direct fundraising event for the campus, but is rather a long term investment in “selling” the campus to prospective students and their families as well as a time to reconnect with alumni and showcase to the community at large. 11. Expected Event Attendance: 40,000 guests 12. Expected percentage of in-county vs. out-of-county attendees: Approximately 80% from out of county (see above). 13. Who is your target audience? Prospective students and their supporters, Cal Poly Alumni, San Luis Obispo community 14. Where is your primary and secondary geographic target market? Primary __California Residents_____ Secondary _Out of State/International 15. Do you sell tickets or is it a free event? Tickets____ Free X If tickets are required, please provide the price range. 16. Have you requested funding from other organizations/entities? Yes _X__ No ___ If yes, please provide the names of these organizations and funding entities. 2013 Business Sponsors: Madonna Inn, Car Free San Luis Obispo, Ciao!, Golden 1 Credit Union, Chase Bank, Murray Station Apartments, La Cuesta Inn, Jano Graphics, Boo Boo Records 17. When are the funds needed for the event? January 30, 2014 18. What is the overall budget for the event? $86,000 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) B2a-3 • Including the "San Luis Obispo: Sincerely, California" logo on event publications, including but not limited to: poster, invitation postcards, t-shirt, program schedule, website, smart phone application • Linking to http://www.sanluisobispovacations.com from our website and smart phone application • Inclusion on our program sponsorship list and banner • San Luis Obispo Chamber of Commerce Booth at Friday and Saturday of Open House next to the central Open House Information Booth (as discussed with Lindsey Miller). 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 Postcard Printing $1000.00 Poster Printing $600.00 Postage for Postcard & Poster Mailing $5,000.00 Targeted Print and Web Ads in SF Chronicle, LA Times, Sac Bee $3,000.00 Total $9,600.00 Line Item Event Budget: Provide a detailed budget for the complete event, listing all available support and income sources. Source Amount Cal Poly Instructionally Related Activity $32,500 Student Club & Special Event Fees $13,570 Business Sponsorship (Projected) $10,000 TBID Gift (Projected) $9,600 T-Shirt Sales $600 Week of Welcome (Remainder) $29,720 TOTAL $86,000 B2a-4 Detailed Media Plan: Provide a detailed Media Plan including traditional and online media. Media Outlet Type & Frequency Cost of advertising Website Updates weekly $0 Posters – Downtown/Sponsors Early March $600 High School Letters/Posters Early March $200 Postcard to Admitted Families Early March $5500 Press Kits Late March $100 Press Releases Quarterly $0 Social Media (Facebook, Twitter, Instagram) Daily $0 Web Ads in SF Chronicle, LA Times, Sac Bee Late March (Approx. 140,000 impressions each) $3000 Open House Event Slideshow Video 1 week following the event $0 Admissions/Colleges Communications to prospectives and alumni Ongoing/varies $0 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). The University Police Department is in charge of crowd control for the event. Includes road closures, bus rerouting, bike paramedics on site, parking lot closures and community service officers on hand. Special Event insurance is secured. Please provide any additional information you would like to share. B2a-5 Be sure to include all supplemental materials as requested. Thank you. 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.  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. B2a-6 B2b-1 B2b-2 B2b-3 B2b-4 B2b-5 B2b-6 B2b-7 B2b-8 B2b-9 B2b-10 B2b-11 B2b-12 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: Tricia Kobielusz City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 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 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 guidelines to establish the grant amount: First Tier: Up to $3,000 Organization of local reach with a cultural, social, and recreational benefit to the residents of San Luis Obispo. The organization agrees to place the City’s logo on all its marketing material and its website (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. 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 Page 1 of 4 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): Page 2 of 4 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. Page 3 of 4 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 $ Page 4 of 4 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: Tricia Kobielusz City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 PROMOTIONAL COORDINATING COMMITTEE STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The Promotional Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated programs for the current grant period July 1, 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 HOSPICE OF SAN LUIS OBISPO COUNTY A local nonprofit 501(c)3 Serving SLO County since 1977. A volunteer hospice providing: In-Home Respite Care End of Life Vigil Services Grief & Bereavement Counseling Support Groups Community Outreach & Response Pet Peace of Mind Program Community and Professional Education and Training Funding for the organization is supported through donations, fund raising events, and local grants. 2013 Event • 2700 in Gate Attendance • 34% of attendees from out of County • Corvette was featured vehicle with over 30 entered • Showcased Edna Valley, San Luis Obispo, Madonna and Downtown SLO over 3 days of events. • Unique SLO event with high visibility and crowd appeal from Highway 101, attraction for all ages and potential for annual growth. EVENT ATTENDENCE 2012 San Luis Obispo County: 69% Santa Barbara County: 10% Monterey County: 10% Los Angeles: 5% Central Valley: 3% San Jose & Bay Area: 1% Ventura County: 1% Orange County: <1% Out of State: <1% 3,000 20132013: San Luis Obispo County: 66% Santa Barbara County: 11% Monterey County: 9% Los Angeles: 3% Central Valley: 6% San Jose & Bay Area: 3% Ventura County: 1% Orange County: <1% Out of State: <1% 2,700 2013 PROM OTIONS Print: (Impressions) Access Visitor’s Guide: 60,000 Vintage Road Car Magazine: 70,000 Paso Robles Magazine: 20,000 Bakersfield Californian: 200,000 Paso Robles Press: 24,000 New Times/SM Sun: 110,000 SLO Tribune: 333,000 Tolosa Press: 60,000 Promoted nationally and regionally with more than 1,104,880 impressions. Television: KSBY: 210,000 Interactive: SLO Chamber E-Flier: 4,000 Targeted E-Blasts: 3882 Facebook: 10,000+ 2012 vs. 2013 SLOCONCOURS.COM VISITORS SANLUISOBISPOCONCOURS.COM TBID PLACEM ENT ABOUT OUR 2014 EVENT 2014 will feature the following Events: • Friday: Edna Valley Experience Cocktail Reception • Saturday: Car Rally – starting at Madonna Inn and ending in downtown SLO. • Saturday: Dinner & Auction at the San Luis Obispo Country Club • Sunday: The Concours main event at the Madonna Inn Meadows June 6-8, 2014 at the Madonna Meadows In 2014 we will be returning to the successful Madonna Inn Meadows venue. The Marques for 2014: Mercedes & Mustang This year we will feature two Marquee Classes to entice our entrants. NEW THIS YEAR –SLO CONCOURS RALLY An entertaining, team interactive yet serene tour through back roads and rolling countryside of San Luis Obispo’s wine country showing off our area. Rally will start at the Madonna Inn and finish on Broad Street behind the Mission. Opportunity for driver and passenger to interact with our local merchants, dine and shop is SLO Rally participants will leave their vehicles parked on Broad Street creating several hours for a Mini Concours and preview of the Sunday TARGET AUDIENCE AND ATTENDEE ESTIMATE • Adults – 35+ • 55% Male, 45% Female • Secondary audience is families. • Primary Geographic: SLO County & Northern SB County • Secondary: King, Kern, Tulare, Southern SB County, Monterey & Alameda 2014 GOALS •Increase gate attendance •Attract Major Car affiliated sponsor •Increase out of area vehicle entries and continue to build local entries •Attract participants from out of area, resulting in use of lodging industry •Cross-prom ote SLO Concourswith local tourism •Broaden tracking of attendee dem ographics 2014 MEDIA PLAN Media Focus: •Vintages M agazine •Distributed at SAVOR, Tribune, Fresno Bee and area hotels •Bakersfield Californian •M onterey Herald Building on our success in 2013 we will continue to leverage multiple advertising areas focusing on areas which have a proven history of reaching our attendees. 2014 will have the largest m edia outreach to date! Public Relations Focus: •Local, regional and targeted national audiences through car clubs Interactive Focus: •Facebook/Twitter Efforts •Targeted E-Blast Cam paign •SLO Tribune •KSBY •New Times •Tolosa Press •KCBX BUDGET (INCOME) 20142013 BudgetActualItem $47,900$32,390Sponsorships/Grants 38,000$36,297Ticket Sales $4,500$4,389Merchandise Sales $10,000$9,485Vehicle Entry Fees $1600$900Vendors $48,000$51,575Live & Silent Auctions (Fri/Sat) $5,000$6,250Other Donations (cash) 155,000$141,285Total Revenue 118,000$129,892Total Expenses $37,000$11,393Net Incom e (Loss) OPEN HOUSE April 10-12, 2014 NEW STUDENT PROGRAMS Jason Mockford, Coordinator Brandon Martin, Graduate Assistant Alexis Pereda, Event Co-Chair Chris Grieves, Event Co-Chair EVENT OVERVIEW Thursday •Farmers’ Market, Club Preview Night Friday •Admitted Students’ Preview Day •Friday Nite Invite •Coffee House Saturday •Open to the Public •Poly Royal Parade •Campus Showcase Open House Website http://orientation.calpoly.edu/openhouse Open House Mobile Guide http://guidebook.com/g/CPOH2013 •Open House guests prompted to use sanluisobispovacations.com METRICS 2013 Invited Admitted Families •12500 in 2012 to 15500 in 2013 •An increase of 24%. High School Promotion •35 in 2012 to 52 in 2013 •An increase of 49% Open House Mobile Guide •Downloads: 3563 2013 TBID Use $2,000.00TBID Gift -$1,000.00Postcard Printing -$600.00Poster Printing -$400.00Out of county poster and postcard mailing (partial) $0.00Total Proposed Budget 2014 $1,000.00Postcard Printing $600.00Poster Printing $5,000.00Postage for Postcard & Poster $3,000.00Targeted Print and Web Ads in SF Chronicle, LA Times, Sac Bee $9,600.00Total Tourism Business Improvement District Meeting Minutes Wednesday, November 13, 2013 10 am City Hall - Council Hearing Room CALL TO ORDER: Board Chair Clint Pearce PRESENT: Pearce, Wilkins, Patel, Patranella STAFF PRESENT: Molly Cano, Tourism Manager Call to Order at 10:02 am PUBLIC COMMENT None. CONSENT AGENDA ACTION: Moved by Patel/Wilkins to approve the consent agenda. Motion carried 4:0 PRESENTATIONS 1. VISIT SAN LUIS OBISPO COUNTY QUARTERLY REPORT Stacie Jacob, Executive Director of Visit San Luis Obispo County presented the quarterly contractor report for July-September activities. The report featured Sunset SAVOR the Central Coast event recap. BUSINESS ITEMS 1. MARKETING SERVICES RFP REVIEW The taskforce members and staff presented the final draft of the Marketing Services RFP for the Board’s consideration for recommendation to City Council. The Board discussed adding the tradeshow function into the description of works section. The Board also discussed the importance of having the marketing contractor present short marketing activity updates at every meeting. Public Comment: Doug Klein asked the Board how PR was addressed in the RFP. The Board referenced the PR section of the description of work. DRAFT LRC2-1 Tourism Board Improvement District Minutes Page 2 ACTION: Moved by Patel /Wilkins to approve the Marketing Services RFP for recommendation to Council with the inclusion of the tradeshow show function in the description of work section. Motion carried 4:0 The Board also considered the advertising needs for the RFP. Traditional placement includes advertising mention in the Tribune. The taskforce also recommended advertising in the Pacific Coast Business Times as well. Staff presented rough advertising costs for the publication at about $300- $350 per publication. Staff also informed the Board that they do have funds earmarked for projects that would include RFP advertising within the budget. ACTION: Moved by Patel /Patranella to approve funds not to exceed $700 for advertising the RFP in both the Tribune and Pacific Coast Business Times. Motion carried 4:0 2. LOCAL TOUR PARTNERSHIP PRESENTATION The Board received a proposal from Kenny Gazin and his business partner David Cummings regarding the development of local tour offerings and the opportunity to partner on the promotion of those tours. Gazin informed the Board that he was looking to create a San Luis Obispo experience that would share the areas unique offerings with visitors. The initial tour packages would be focused on “lay of the land” offerings for visitors to become familiar with the area. The tours would be scheduled for bookings and would offer a shorter or longer tour experience with varying price structure. Gazin also shared that he has invested in a vehicle for the tours that would need artwork to “wrap it”. He would also partner with SLO Safe ride to provided additional transportation as needed. Gazin did request that the Board consider an exclusive partnership with his company. He also expressed that he would be seeking support from the TBID through existing marketing and promotions, access to communicate collectively with the hotels, and then on going marketing support from the TBID. Clint Pearce informed the Board that due to a conflict of interest, he would recuse himself from voting on this partnership. The Board expressed the overall interest for an offering like this however; they also expressed concern over the ability to partner exclusively with a particular tour company. The Board also had additional questions on the details of the tour logistics including the more specific routes, logistics, booking, and more information on the on what’s requested for official partnership and marketing requests of the TBID. Public Comment: Michael Adams also suggested that they work directly with the hotels to offer the tours. Doug Klein mentioned that a program like this would provide a great extension to the TBID’s website. The Board requested that Mr. Gazin further develop the program with specifics and a follow up presentation be placed on the agenda in December. 3. TRADESHOW DELEGATION The Board discussed the selection of the delegates representing the TBID at the upcoming tradeshows. Staff presented the show dates and destinations: 1/25-26/14 in Santa Clara; 2/8-9/14 in Long Beach; and 3/29-30/14 in San Diego. One partner is needed per show in addition to staff because Rosetta will be sending 2 representatives. Historically, the Board has opened up LRC2-2 Tourism Board Improvement District Minutes Page 3 participation to constituents. Staff would distribute an email with the opportunity, constituents would have a deadline to respond with interest, and the representation would be randomly drawn at the following monthly Board meeting. The Board discussed having Board members fill the open positions or offering the opportunity to constituents. After discussion, the Board recommended that one slot could be filled by a Board member for a show and the remaining 2 shows would be open for constituent interest. If there was a lack of interest from constituents then Board members could fill the remaining slots. The Board noted that constituent participation in the representation at the tradeshow would be for the destination as a whole and all TBID properties, and not for the purpose of promoting individual properties. ACTION: Moved by Patel /Wilkins to open up participation to constituents for the San Diego and Long Beach show and have Rachel Patranella participate in the Santa Clara show. Motion carried 4:0 COMMITTEE COMMUNICATION HOTELIER UPDATE Clint Pearce reported that he had a constituent meeting with Petit Soleil. Molly Cano report on a constituent lunch with the management team at Embassy Suites. PCC UPDATE Clint Pearce reviewed the PCC minutes from the October 9 meeting. TOURISM PROGRAM UPDATE Molly Cano presented the Tourism Program update. Public Hearing update: - Public hearing on 11/5 - Received 2 written protests and no oral protests - Council action: adopted the resolution for the district Council Meeting: Short-term rentals - to temporarily suspend enforcement of Municipal Code §17.22.010(G) related to the prohibition of vacation rentals, pending adoption of an ordinance which provides for residential homestays. - direct staff to return to Council with a draft ordinance, which provides for owner occupied residential homestays, as soon as practicable; and 2) to address financing for associated staff costs during the mid-year budget review. - The other item that staff will be reviewing in the interim is the collection of TOT and TBID based on how homestays fit within assessment district Strategic Plan update: - Taskforce will reconvene within the next few weeks to begin strategy to approach the implementation of the strategic imperatives VSLOC Sustainable Funding Taskforce: - During the October 16 Board Meeting, they presented the funding landscape tourism promotion in SLO County in comparison to the funding in the comp set- includes VSLOC as well as the county BID collections overall - They presented to opportunity to explore a new TID/BID to collect new dollars for the purpose of Countywide marketing – above and beyond the jurisdiction specific BIDs LRC2-3 Tourism Board Improvement District Minutes Page 4 - At that time the Board formed a taskforce made up of lodging reps from across SLO County and destination/tourism managers to look at a sustainable - The taskforce has begun meeting to initiate the process and exploration of a new distract and all that it would entail including the marketing plan of how the dollars would be spent - There are still a lot of reach and education to be done. The TBID will be involved in that process- both Clint and I are participants on the taskforce. - First step in the education process is a meeting on November 25 (Monday) from 2-4 pm at the Courtyard by Marriot with VSLOC and Civitas (John Lambeth) - All owners, managers, Board members, council members, etc are invited to attend - Any questions, comments- please feel free to contact either Clint or Cano CCTC/VSLOC Partnership: Australia Sunrise TV - the top-rated morning show in Australia ready to come to America to cover The Original Road Trip - 4-5 part series of 3-4 minute shows on Sunrise (the top-rated morning show in Australia with a segment audience of 300,000). - VSLOC participated in the pay-to-play opportunity with CCTC - 10/29-30 came to SLO County: came through SLO to shoot b-roll on 10/30 ROPT: - Took place last weekend, the street team was in full effect, preshow promotion on Friday, and attendance on Saturday, great social coverage SLO Marathon planning: - Planning underway - Out of area promotion has already begun - Registration signup are off to a great start- especially team sign ups Visit CA Outlook - February 5-6 in Pasadena - Budget: $1500 total, buts split with PCC so it’s about $750 for TBID Meeting adjourned at 11:47 am LRC2-4