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Home My WebLink About01-08-2014 PCC Agenda PacketAny writings or documents provided to a majority of the Promotional Coordinating Committee regarding any item on this agenda will be made available for public inspection in the Administration office of the City of San Luis Obispo at 990 Palm Street during normal business hours. Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, January 8, 2014 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 December 11, 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. MEASURE Y PRESENTATION 30 mins Michael Codron, Assistant City Manager, will present the City’s outreach efforts about the uses and future of the City’s half cent sales tax and the efforts to accomplish the City’s Fiscal Health Major City Goal, which includes possible renewal of Measure Y or an alternative revenue measure that gives the City the resources it needs to protect and maintain San Luis Obispo’s quality of life. 2. WAYFINDING SIGN PROGRAM UPDATE 15 mins Daryl Grigsby, Public Works Director, will present a status update of the City’s wayfinding sign program. 3. QUARTERLY REPORT BY CONTRACTOR 30 mins Verdin will present the 2013 year-end SLO Happenings brochure report and the SLO Chamber of Commerce will present the quarterly activity report. BUSINESS ITEMS 1. 2014 SLO HAPPENINGS PROGRAM APP 30 mins Verdin will present the final design for the 2014 SLO Happenings app for the committee’s approval and the app launch plan for the committee’s review. 2. 2014-15 GIA APPLICATION REVIEW 15 mins The committee will review the final 2014-15 GIA application for any changes. 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 December 11, 2013 3. TOURISM PROGRAM UPDATE Style Guide update, Visit SLO County Sustainable Funding Taskforce ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on January 3, 2014, 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, December 11, 2013 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: Pearce, Fidler, Cox, Palazzo, Franciskovich STAFF PRESENT: Molly Cano, Tourism Manager Chair LeMieux called the meeting to order at 5:32 pm PUBLIC COMMENT Representative from Verdin presented the committee with holiday cookies for them to enjoy during the meeting. CONSENT AGENDA Commissioner Cox requested more information on the PR report regarding the additional tracking of the PR results through the contract addition of MyMediaInfo service for the current fiscal year. Lynne Biddinger and City Staff explained the unexpected service issues with MyMediaInfo. The committee requested additional information from the Chamber on contract options during the quarterly report in January. ACTION: Moved by Cox/Pearce to approve the consent agenda. Motion carried 6:0 PRESENTATIONS 1. SAVOR 2013 EVENT RECAP Stacie Jacob, Executive Director of Visit San Luis Obispo County presented the Sunset SAVOR the Central Coast event recap. Highlights included: a 27.2% increase in economic impact for the County, the total economic impact was measured at $4.54 million, 10,588 people attended the event, there were 69 wineries, 27 restaurants, 27 artisans, and 5 celebrity chefs that participated in the event. The SAVOR Run attracted 556 participants which included families. Nearly 400 million media impressions were garnered for the event. Commissioner Cox asked additional questions regarding the audience figures and Stacie replied saying she would follow up with the formula used to calculate those figures. The commissioners overall complimented the work for the event in 2013. BUSINESS ITEMS 1. 2014 SLO HAPPENINGS PROGRAM APP Ashlee Akers and Christiana Newcomb from Verdin along with representatives from GFL presented the design, layout and functionality for the 2014 SLO Happenings app. Verdin DRAFT C.1-1 Promotional Coordinating Committee Minutes Page 2 commented that currently there are over 130 events available to go into the system at launch from the previous years’ brochures. The app icon design was created to depict a “tickets in your back pocket” theme. The interior of the app was presented for the home page, category home, event page, and submit and event option. The committee discussed preferences of colors and opportunities to further tie in to the current branding. The taskforce expressed that the look and feel of the app design and function does meet their intention and expectations. Committee members were requested to send any additional edits to Molly Cano for consolidation to Verdin by Friday, December 20th. 2. EVENTS PROMOTION The committee reviewed the recommendations from the November events subcommittee meeting including funding requests for Cal Poly Open House and Concours. ACTION: Moved by Pearce/Cox to sponsor the Cal Poly Open House 2014 at the $2,000 level. Motion carried 5:0:1 Recused: Palazzo ACTION: Moved by Palazzo/Franciskovich to sponsor the Concours 2014 at the $5,000 level Motion carried 5:0:1 Recused: Pearce 3. GIA APPLICATION REVIEW & SUBCOMMITTEE ASSIGNMENT The committee reviewed the current GIA application for any changes and discussed the subcommittee assignments. The committee requested staff to add in word count maximum limits to the application questions. The subcommittees for Event Promotion and GIA will swap for the 2014-15 cycle. The new GIA subcommittee is: Sasha Palazzo, Marco Rizzo, and the Clint Pearce/ new TBID liaison. COMMITTEE COMMUNICATION GIA Report: Clint Pearce reported that due to the event being held at the Madonna Inn, the Seven Sisters Quilt Show was reassigned to Jill LeMieux. TBID Report: Clint Pearce updated the committee on the recent TBID meeting and reviewed the minutes included with the agenda. Tourism Program Update: Molly Cano presented the Tourism Program update on the following topics: Wayfinding Sign Program Update: - Working on the fabrication schedule for delivery - The committee requested a status update presentation to include: timeline for installation, locations of first signs, any tangibles of the signs Style Guide: - Council cards have been delivered - Staff cards system will be available on Monday - IT is working on the upload of the templates and graphics into the City server - Should be available at the beginning of the year TBID Marketing RFP: C.1-2 Promotional Coordinating Committee Minutes Page 3 - Approved by Council last night. It will be released on Monday 12/16. In addition to the legal notice in the Trib and the ad in Pac Business Times, a list of local agencies will also receive notices. Please send any other agency names to me asap so I can reach out to them as well. - Also, taskforce members: Conference call on Thurs. January 9 11 am to review RFP and answer any questions from agencies VSLOC Sustainable Funding Taskforce: - There was an informational meeting held on November 25 (Monday) from 2-4 pm at the Courtyard by Marriot with VSLOC and Civitas (John Lambeth)- there were about 7 SLO hotels represented and a council member - TBID will hold a special meeting to receive the presentation from the V SLO County- this meeting should be held mid-January - We will be looking for the TBID Board members to revisit their list of properties you liaise with to inform them and invite them to participate in the meeting - Also, they will be rolling out the marketing plan at the Tourism Vision Workshop scheduled for Jan 17 at the PAC - If you have any questions, comments, etc- please feel free to contact either Clint Pearce or me Meeting adjourned at 7:12 pm C.1-3 Community Promotions Budget 2013-14 Budget 2012-13 Amount Budget 386,500$ Total Budget 386,500$ Expenditure Last Updated 1/2/2014 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$ 43,785$ 4,215$ 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$ 133,789$ 13,410$ Remaining Balance 13,409.54$ * Returned funds from 2010-11 GIA = $1198.54 C2-1 Report to City of SLO - PCC Committee Public Relations Contract December 2013 Media Releases: SLO Symphony New Year’s Eve Concert – Wrote and sent release to all local media outlets. Ballet Theater SLO, La Boutique Fantasque with Les Patineurs – Wrote and sent release to all local media outlets. Jewish Film Festival – Wrote and sent release to all local media outlets. Restaurant Month – Wrote and sent release to all local media outlets. VisitCalifornia– Submitted two story ideas for VisitCalifornia.com for “Hotels with Exceptional Wine Cellars” featuring Madonna Inn and Granada Hotel and Bistro. VisitCalifornia– Submitted story idea for VisitCalifornia.com for “Unusual or Unexpected Wine Experiences” featuring Margarita Adventure tours--Pinot Express zipline that flies over Pinot Noir vines and offers kayaking, birding and photography tours. Media/Community Relations: 1. Hosted Australian travel writer Linda Bentley of “The Packed Bag” to host her stay when she arrives December 13th. Hosting included lunch at Guisseppe’s, a cultural history walk through downtown with the History Center’s guided audio tour, Dinner at Luna Red, overnight stay at Granada Hotel, breakfast at Madonna Inn’s Copper Café, massage and skin treatment at Madonna Inn Spa and Hearst Castle movie and tour. Linda is a top contributors with TripAdvisor and is in the top 1% of most read reviewers of all time. She writes hundreds of reviews for TripAdvisor throughout the year and has a personal audience of 64,000. She is working on a year-long story/blog/book about traveling through 50 states in 50 weeks. C3-1 2. Worked with David Wilson from The Krush, 92.5FM to feature three local restaurants on his radio show “A Quick Bite.” Each show features an interview with the restaurant owner or manager for 15 minutes. a. Jaffa Café b. Bliss Café c. Mee Heng Low Noodle House 3. Coordinated with Mark Duffus from Drive STI, SLO city official Robert Horch and Jennifer Jo Berman at Granada Bistro to secure parking spaces 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 10-12 cars total. Once here, they will have a lunch banquet at Granada Hotel and Bistro and will park the cars on Morro St. outside of the hotel for photo/promotional opportunities. KIA VIPs will be attending along with writers from all major Road Publications and other media including The LA Times . The event will take place Jan. 22nd. 4. Submitted two story ideas to Douglas Parker, Talk Radio 600 for stories on Travel Apps. Submitted stories on the new Hearst Castle App, and the new SLO based Travel Company, Zepplin. 5. Worked with Eren Goknar of the Los Altos Town Crier weekly newspaper, on a travel story about San Luis Obipso. Supplied information on the town and greater area. 6. Hosted British travel writer Lynn Houghton on her December 17th stay at The Apple Farm and Que Pasa restaurant. Lynn writes for: The Evening Standard; Daily Express, CruiseCritic.co.uk; Cruise International; www.spawellbeing.com; www.hungry-nomad.com and the Huffington Post. 7. Talked with Colin West who is developing a Wine TV show featuring eight wine regions in the US and is hoping to film in SLO County in March. Discussed with Molly at City and Rosetta for project funding. 8. Worked with KSBY on a story featuring local companies that produce products made in the USA. 9. Met with project managers from the Quilters Guild to begin working on publicity for their June event. 10. Worked with MyMedia representatives to try and get better media reporting. Researched other media companies including Cision. 11. Continued to work with the City and Rosetta on overall marketing campaign. C3-2 Media Relations/Placement 1. 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. Circulation: 55,724 http://www.meetingsfocus.com/tabid/136/ArticleID/22450/RegionID/206/Pa ge/2/Default.aspx C3-3 2. Worked with Matt Katz and Maryann Hammers of Ventana Monthly Magazine to coordinate a feature story on San Luis Obispo in their travel section. Circulation: 33,000. http://ventanamonthly.com/article.php?id=800&IssueNum=91 C3-4 3. Los Altos Town Crier Weekly Worked with Eren Goknar on a travel story about San Luis Obispo. Circulation: 16,500 http://www.losaltosonline.com/news/sections/travel/203-california- destinations/46329- C3-5 4. Hosted Australian travel writer Linda Bentley of “The Packed Bag.” Linda is a top contributors with TripAdvisor and is in the top 1% of most read reviewers of all time. She writes hundreds of reviews for TripAdvisor throughout the year and has a personal audience of 64,000. She is working on a year-long story/blog/book about traveling through 50 states in 50 weeks. http://www.thepackedbag.com/blog/?author=1 C3-6 5. Hosted British travel writer Lynne Houghton. Lynn writes for: The Evening Standard; Daily Express, CruiseCritic.co.uk; Cruise International; www.spawellbeing.com; www.hungry-nomad.com and the Huffington Post. http://www.hungry-nomad.com/que-pasa-mexican-cafe/ C3-7 6. Ballet Theater SLO, La Boutique Fantasque with Les Patineurs 7. Weekend Sherpa (advertorial placed by TBID) C3-8 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 X X X X Civic Ballet 2013 Nutcracker Ballet X X X San Luis Obispo Symphony New Year's Eve Anniversary Concert X X X X X X Jewish Community Center of San Luis Obispo (JCCSLO)Jewish Film Festival X X X X X 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 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: C.4-1 Visitor Services Contract Report December 2013 Highlights from December in the Visitor Center: • Decorated the Visitor Center in Holiday Theme • Sold Tickets Monday Club • Sold Tickets for Kiwanis Club • VC was closed Christmas Day SLO events promoted through Visitor Center: SLO Children Museum Noon Year’s Eve Hope Dance Films What About Me? Women's Shelter Fundraiser Dinner Cuesta College Chamber Music Concert Cal Poly presents A Christmas Carol Amnesty International's Gift of Hope SLO Film Fest presents "10 years Later" Cuesta College Jazz Ensembles Concert PAC presents La Boutique Fantasque & Les Patineurs Holiday Craft Fair in Mission Plaza Rock the Holidays Free Concert SLO Blues Society Concert SLO Parks and Recreation Reindeer Run SLO Folks' Legends of the Celtic Harp Vocal Arts Ensemble Peace on Earth SLO Wind Orchestra Horns for the Holidays SLO 38th Annual Holiday Parade Harmony Cellars Benefit for Local CASA Winter WonderSLO Ice Skating Rink Downtown SLO Classic Carousel Hospice Light Up a Life Monthly Visitor Center Interactions: December 2013 November 2013 December 2012 Visitors in center: 5,289 5,381 4,072 Phone calls: 627 602 549 Emails: 119 147 109 Calendar of Events: Events entered into calendar this month: 86 Events in the December calendar: 172 Promotional Product Sales: Visitor Guides: 28 City Maps: 45 Promotional Product Giveaways: NONE C.5-1 SLO HAPPENINGS EVENT BROCHURE DATE: JANUARY 8, 2014 BROCHURE SUMMARY For the month of December in 2013, the digital brochure received 335 reads and 1,114 impressions. ADVERTISING Below are the results of our online advertising campaign for the month of September: Media Outlet Impressions Clicks Click thru rate Facebook 77,370 811 1.15% VisitSLO.com 70,786 1,497 2.12% SanLuisObispo.com N/A N/A N/A * Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk Total page views: 2,351 Event section views: 53 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 December we gained 410 additional likes, which brought our total likes to 12,630. Our average weekly reach, which is the number of unique people who saw any content from our page, was 9,808. 0 2000 4000 6000 8000 10000 12000 14000 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 De c - ‐ 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$ 373,655$ 4.0%56.6 62.8 10.9 $107.59 113.79$ 5.8 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$ 68.00 114.52$ *Nov. TOT incomplete Occupancy ADR Figures from Smith Travel Research report C.7-1 DRAFT February 1, 2014 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, 2014– June 30, 2015. Organizations that received promotional grants during the 2013-14 funding cycle must have complied with all reporting requirements to be considered for a 2014-15 grant. To be considered for a grant, organizations must have attended the mandatory meeting on Wednesday February 12, 2014, at 5:00 pm in the TBD and apply, using the attached application form, by NO LATER THAN 5:00 p.m., Friday March 7, 2014. 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: Molly Cano City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 B2-1 Please note the following dates: 1. February 1, 2014 - Application information available on the City’s website at www.slocity.org/specialactivities. 2. February 12, 2014 at 5:00 p.m., Special Meeting of the PCC - An informational workshop will be held in the TBD 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 7, 2014 - 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 21, 2014 at 5:30 p.m., Special Meeting of the PCC - Committee will present its preliminary 2014-15 Grants-In-Aid recommendations to applicants at a public meeting (all applicants will be notified of this meeting by email). 5. June 17, 2014 - City Council reviews PCC recommendations and makes final funding decisions. 6. July 2014 – Grant contracting with organizations. 7. August 2014 - Grants available to approved organizations when fully executed agreements are returned. If you have any questions, please contact Molly Cano at 781-7165 or mcano@slocity.org. Sincerely, Jill LeMieux Chairperson, PCC B2-2 DRAFT 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. B2-3 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. B2-4 APPLICANT: Please use this as a checklist for your application. It does not need to be submitted with the application. Everything on this checklist is required, unless otherwise indicated.  1. Grant Application Form  a. Description of project or activities to be supported by the grant.  b. Description of who will benefit from the project, including any tourist attraction potential.  c. Description of any collaborative efforts with other agencies relative to this project.  d. The total amount requested, including a prioritized breakdown of individual line items within that total.  e. Detailed budget for the project, indicating expenditures to be supported by the grant and expenditures supported by other grant sources.  f. Crowd control safety plan (parades or large special events only).  g. Description of how your agency will acknowledge the City in your promotional materials.  h. Organization’s website URL  2. Your organization’s financial statement  3. Your organization’s by-laws  4. Your organization’s tax-exempt certification  5. A listing of all officers and staff  6. A signed statement of limitations and payment disbursement (Attachment 4) NOTE: Please do not bind or staple your application materials. Submit 10 sets (typed, clipped & 3-hole punched) of item # 1 Submit 1 set (clipped) of items # 2-6 LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. Completed applications are due to the City Administration Office on March 7, 2014 by 5:00 pm B2-5 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: (Word Limit: 100 max) B2-6 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. (Word Limit: 500 max) 2. Describe who will benefit from the project, including any tourist attraction potential it may have. (Word Limit: 250 max) 3. Describe any collaborative efforts with other agencies relative to this project. (Word Limit: 100 max) B2-7 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 $ B2-8 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.) (Word Limit: 100 max) Be sure to include all supplemental materials as requested. Thank you. Return Grant Application to: Promotional Coordinating Committee Attn: Molly Cano City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 B2-9 PROMOTIONAL COORDINATING COMMITTEE STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The Promotional Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated programs for the current grant period July 1, 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 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 B2-10 Tourism Business Improvement District Meeting Minutes Wednesday, December 11, 2013 10 am Holiday Inn Express – San Luis Obispo CALL TO ORDER: Board Chair Clint Pearce PRESENT: Clint Pearce, Dean Hutton, Terry Westrope, Matthew Wilkins STAFF PRESENT: Molly Cano, Tourism Manager Call to Order at 10:06 am PUBLIC COMMENT Stacie Jacob of Visit San Luis Obispo County, shared with the Board the recent press by Lonely Planet naming the Central Coast and Hwy 1’s Original Road Trip one of the best places to visit in 2014. S. Jacob announced that the VSLOC offices would be closed on 12/24 &25 and also on 1/1 for the holidays. VSLOC is gearing up for Restaurant Month, there are over 40 members participating. S. Jacob thanked the Board for the participation in the informational meeting on a Countywide TBID and let them know that they would continue navigating the concept through the hoteliers. She invited the Board and members to participate in the annual Tourism Vision Workshop scheduled to be held on Friday 1/17 from 1-5pm at the PAC. CONSENT AGENDA ACTION: Moved by M. Wilkins/ D. Hutton to approve the consent agenda. Motion carried 4:0 PRESENTATIONS 1. ROSETTA QUARTERLY REPORT Ryan Allshouse and Freya Wilkerson from Rosetta presented the quarterly marketing report. The report included overall highlights, events, media, and upcoming projects. The TBID sponsored the Rail Road Festival & Museum Grand Opening on October 11 and Remnants of the Past on November 9-10. The Street Team participated in the events to promote it before the event and throughout. ShareSLO has begun a facebook ad campaign that has proven successful. The goal is to increase like to 10K by January 2014. Share SLO also sponsored the Holiday Parade and had a float and parade announcer. Coming up in January there will be a focus around Restaurant Month. Information has been added to SLOVacations.com cross-promoting with VSLOC. A press release will be distributed and updated advertising on existing TBID advertising channels. Rosetta has also completed a full website audit and is now making edits to the site in preparation for the responsive design upgrade. Media results for the quarter include ad campaign with DEEP magazine focused on the surf segment. The website visits are up nearly 35% over the same period in 2012 and page views are up 13%. The TripAdvisor campaign has delivered 283K impressions with almost 900 clicks to SLOVacations.com. This result is 4x higher that the benchmark. DRAFT LRC.2-1 BUSINESS ITEMS 1. BUDGET UPDATE M. Cano informed the Board that as a result of the end of the year audit on the TBID collections, there is fund balance of $104,098 from the 2012-13 fiscal year. This amount will be added to the general unallocated line item within the Board’s working budget. This will increase the contract services portion of the TBID’s budget with the city, so the TBID can begin allocating these dollars as appropriate for upcoming projects. 2. EVENTS PROMOTION Due to lack of quorum for the discussion for Concours 2014, that item was tabled to the January meeting. The Board moved forward with the discussion on the Cal Poly Open House sponsorship for 2014. D. Hutton reviewed the recommendation from the events subcommittee which included sponsoring the event in conjunction with the PCC. The recommended portion of the sponsorship from the TBID was $3,000. The Board agreed that supporting Cal Poly Open House is important to the community, University, and hotels. ACTION: Moved by T. Westrope/ M. Wilkins to sponsor Cal Poly Open House 2014 at the $3000. Motion carried 4:0 3. SLO HOTEL BROCHURE Ryan Allshouse and M. Cano presented a status update on the current hotel brochures. The Board discussed option for the distribution of the current 10,000 remaining brochures. R. Allshouse informed the Board that Certified Folder offered a “blow-out” deal for $500 (plus shipping) to distribute all remaining brochures through their hotel racks in either the Ventura/Santa Barbara region or West LAX region. The agency and staff recommends the Ventura/Santa Barbara region option. In addition, based on the status update, the Board considered options for new brochure development. The Board received 3 options from Rosetta for the redesign, estimated costs for printing based on quantities, and distribution options with Certified Folder. The Board discussed moving forward with resign option one from Rosetta that would be limited to minor edits like copy changes, minor image swaps, and recommended Certified Folder changes. This is estimated to take 20-30 hours for a budget of $3,000-$4,000. The Board also discussed the distribution of the brochures to include: limited allocation for tradeshow and local distribution (Visitor Center and events) and the inclusion in all 19 California Welcome Centers through Certified Folder. The estimated cost for distribution in all Welcome Centers is around $3,500. This would require printing of at minimum 20k brochures. The estimated printing cost is around $4,000. ACTION: Moved by T. Westrope/ M. Wilkins to contract with Certified Folder for the “blow-out” distribution of the current brochures in the Ventura/Santa Barbara region, authorize Rosetta to move forward with the option 1 for the brochure redesign work, contract with Certified Folder for the distribution of the new brochures in all 19 Welcome Centers, and print 20,000 copies of the new brochure for distribution. Motion carried 4:0 4. TRADESHOW DELEGATION M. Cano informed the Board that multiple members had submitted their interest to participate in representing the TBID and the Los Angeles and San Diego Travel & Adventure shows. M. Cano placed the entries for each show separately in the glass and Councilwomen Smith drew the participant selections. Kirsten Jegsen of Embassy Suites was selected for the Los Angeles show and James Leigh of Apple Farm was selected for the San Diego show. LRC.2-2 M. Cano announced to the Board that Hearst Castle was interested in partnering with the TBID for representation at the shows. The Board discussed offering the opportunities for all three shows to Hearst Castle to partner at no cost. ACTION: Moved by D. Hutton/ M. Wilkins to invite Hearst Castle to attend the three 2014 Travel & Adventure shows with the TBID. Motion carried 4:0 5. HELIUM RESERVATION SYSTEM PRESENTATION Chad McNeill of Mzure presented a new reservation system software proposal called Helium to the TBID Board. Helium is a back-end booking solution that is entirely customizable for the TBID. It is software that the TBID can purchase for the site so the user will have the ability to book a stay without ever leaving the SLOVacations.com. It can service all types of lodgers including: hotels, B&Bs, homestay inventory, etc. Helium can be integrated into SanLuisObispoVacations.com and will allow users to sort inventory by date, availability, property type, location, and amenities. This software offers a state-of-the-art customized reporting for each client. All TBID constituents will be provided with their own unique user ID and login to review the reports specific to their property. API’s are tied from Helium to each constituent’s existing software so the property will not need to load additional inventory. Helium also dynamically updates to show the most accurate availability and rates in real-time. Since Helium is software that is purchased, it does not charge booking fees for the hotels. The only charge for Helium is the purchase of the customized software solution and the related programming. Helium provides yearly product guarantees for the software including: 2.5 million impressions delivered to SLOVacations.com, 25,000 guaranteed visits to the site, and 1,200 bookings through SLOVacations.com. The cost is $135k for the software for the SLO TBID. The warranty is 5 years with $135k in booking guarantees, 80+ hours of constituent training, automated data upload, mobile optimization, software management and international platform through Zeppelin (sister company). They would support the software for 5 years an after which the TBID would have a perpetual license for the software. The $135k could be made in 4 milestone payments. This is a special offer being made to organizations in San Luis Obispo County because it’s a local company and the interest is to foster the business locally before launching outside the area. D. Hutton expressed that historically the TBID has not had a booking engine on the site and instead directed the reservations back to the hotels individually to close the sale. C. Pearce stated that this system would offer a solution to many of the items outlined in the TBID’s strategic plan. The Board thanked Chad for his presentation but wanted to spend more time considering the opportunity before moving forward. Public Comment: Stacie Jacob with Visit San Luis Obispo County, encouraged the Board to bear in mind the partnership with Visit San Luis Obispo County as the portal site for travel bookings in the region. COMMITTEE COMMUNICATION HOTELIER UPDATE D. Hutton reported that he had reached out to his property list over the past month. He also reported that La Cuesta Inn had recently hired a new General Manager. M. Wilkins reported that he reached out to a few of the properties on his as well and was waiting on returned communication. LRC.2-3 PCC UPDATE Clint Pearce reviewed the PCC minutes from the November 13th meeting. TOURISM PROGRAM UPDATE Molly Cano presented the Tourism Program update. Marketing RFP: - Approved by Council. It will be released on Monday 12/16. In addition to the legal notice in the trib and the ad in Pac Business Times, a list of local agencies will be noticed. Please send any other agency names to me asap so I can reach out to them as well. - Also, taskforce members: Conference call on Thurs. January 9 11 am to review RFP and answer any questions from agencies Strategic Plan update: - Taskforce will reconvene within the first few weeks of January VSLOC Sustainable Funding Taskforce: - There was an informational meeting held on November 25 (Monday) from 2-4 pm at the Courtyard by Marriot with VSLOC and Civitas (John Lambeth)- there were about 7 SLO hotels represented and a council member - Next, we’d like to recommend the Board consider holding a special meeting for the TBID to receive the presentation from the V SLO County- this meeting should be held mid-January. - We will be looking for the TBID Board members to revisit their list of properties you liaise with to inform them and invite them to participate in the meeting - Also, they will be rolling out the marketing plan at the Tourism Vision Workshop scheduled for Jan 17 at the PAC - If you have any questions, comments, etc- please feel free to contact either Clint or me Cal Poly Athletics: - Met with Cal Poly athletics to meet new contact and review the contract with them. The contract expires in June and they are interested in re-contracting with the TBID Local Tour Update: - We have been meeting with Kenny and David on the business concept - They are currently working further on their business and marketing plan - Once the details are further ironed out they will be back to the Board to present the evolved concept Meeting adjourned at 12:16 pm LRC.2-4