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Home My WebLink About06-11-2014 PCC Agenda Packet - AmendedCity of San Luis Obispo, Agenda, Promotional Coordinating Committee AMENDED AGENDA Wednesday, June 11, 2014 5:30 P.M. City Hall – 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 May 14, 2014 C.2 Minutes of the Special Meeting on May 22, 2014 C.3 Community Promotions Budget Report C.4 Public Relations Report C.5 Grants-in-Aid Support Report C.6 Visitors Center Report C.7 SLO Happenings – Campaign Report C.8 TOT Report C.9 SLO Jazz Communications – Sandi Sigurdson BUSINESS ITEMS 1. RSVP SENIOR SERVICES FUNDING REQUEST The committee will consider the funding request from RSVP Senior Services. 2. SLO HAPPENINGS PROGRAM RFP The committee will discuss the process for the upcoming SLO Happenings program RFP. The current contract has exhausted the contract extensions and will expire at the end of December 2014. 3. LOCAL SPECIAL EVENTS PARTNERSHIP PROCESS The members of the Event Promotions Subcommittee will present the recommendations from the June 5, 2014 subcommittee meeting for the new local special event sponsorship funding application process. 4. GIA LIAISON ASSIGNMENTS The committee will review the 2014-15 GIA recipient list and assign committee liaisons. 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, May 14th, 2014 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on June 5, 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, May 14, 2014 5:30 pm at City Hall CALL TO ORDER: Vice Chair Sasha Palazzo PRESENT: Cox, Franciskovich, Levi STAFF PRESENT: Molly Cano, Tourism Manager Meeting to order at 5:33 pm CONSENT AGENDA ACTION: Moved by Cox/ Franciskovich to approve the consent agenda. Motion carried 4:0 BUSINESS ITEMS 1. WAYFINDING PROGRAM UPDATE City Engineer, Bridget Fraser, presented a program update on the Wayfinding Sign status. She provided a brief background on the history of the project then presented the current status. The projects nine prototype signs, a mix of vehicular and pedestrian signs, have been installed around downtown and the City is currently collecting feedback over the next 6 weeks to determine changes necessary for the permanent sign fabrication and installation. First project permanent install is expected in Spring 2015. Next project that is beginning is the downtown orientation maps- design should being mid-summer. The third project of focus currently is the monument sign. This project was originally anticipated to be funded through a grant with SLOCOG, however the estimated costs exceed expectation so funds are being requested from the City for the project. SLOCOG has requested $100,000 from the City of SLO to cover our portion of the monument sign project. Fraser noted that staff recommended that $55,000 come from the Wayfinding Sign project budget. Fraser presented the committee with an option of where these shortfall funds could come from including the design and construction budgets for the directional signage. The reaming $45,000 would come from the completed projects fund and the remaining city gateway design fund. The impact of this transfer would be the reduction in 5-7 directional signs from the complete project. The committee discussed the request at great length. They were supportive of the transfer in order to complete the monument sign project however; the committee was particularly concerned with having the funds replaced in the budget when new funding becomes available so the project could be completed as originally planned. They also requested to prioritize that any returned funds from the $100,000 estimated costs for the monument project, be returned to the directional signage budget and if the project doesn’t move fowrad that the funds are returned to the originally intended budgets. ACTION: Moved by Levi/Cox to support the recommendation to City Council to approve funding transfers totaling $100,000 to the City Gateways project account as follows: $55,000 from the Directional Sign Program project account; $28,000 from the Completed Projects account; $17,000 from the City Gateways design account; and, to approve a $100,000 match as requested by the San Luis Obispo Council of Governments in support of construction of the Highland Entry Monument DRAFT Promotional Coordinating Committee Minutes Page 2 project. With the condition that if the project doesn’t move forward the funds are to be returned to the directional signage budget; the request for the funds to be restored in the next budget cycle; and when new funds become available for the Wayfinding Sign program they are restored to the Directional Sign program account. Motion carried 4:0 2. 2014-15 BUDGET The committee discussed the budget allocations for the 2014-15 fiscal year. With the initial allocations to programs and contracts in order to maintaining the current workscopes, the budget showed a $10,000 deficit. This deficit is attributed in part to increased percentage of staffing costs the PCC contributes for the Tourism Manager. The committee discussed reducing program allocations in order to reduce the overall deficit but was concerned with cutting back programs since their budget is already lean. The committee also discussed the status of the current year budget and the estimated $10,000 in available funds remaining. The committee discussed the importance of beginning the contract for the new media monitoring tool ($7000) as soon as possible in order to capture the media results during the peak travel season. The committee then discussed the request to carryover the remaining 2013-14 budget for the use of Event and Activities funding to enhance the SLO Happenings app and/or provide additional non-GIA event sponsorship grants. If this carryover is not approved than the committee discussed making the remaining reductions of $3000 from the 2014-15 beautification program. ACTION: Moved by Franciskovich /Levi to: 1. Contract with Chamber of Commerce in the amount of $7000 from the 2013-14 remaining budget for the media monitoring tool. 2. To approve contracting with the Chamber of Commerce in 2014-15 for Public Relations, GIA Support, and downtown maps as presented. 3. To request the carryover of the remaining PCC 2013-14 budget for the purpose of enhancing the Events and Activities program in 2014-15. Should the request to carryover of funds not be granted, reduce the funds earmarked for the 2014-15 beautification program by $3000 to $1000. Motion carried 4:0 Promotional Coordinating Committee Minutes Page 3 Below are charts of the two budget scenarios as discussed and recommended by the PCC: 3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION The Grants-in-Aid Subcommittee presented the preliminary recommendations. The committee explained that each application was reviewed on its own for the funding consideration than the entire list was reevaluated as a whole to achieve the allocated funding level of $90,000 for PCC GIA. The subcommittee noted that 3 events were denied funding- one due to terming out, one due to the event not taking place in San Luis Obispo, and one because it does not meet the criteria of the grant. The Scenario 1- With Carry Over Notes Income Projected Budget 388,326$ Carryover $3,000 Total Income 391,326$ Expenses Grants-in-Aid Program 90,000$ Committed GIA Contract w Chamber 25,000$ Events & Activities 80,000$ Earmark: $48k grants; $32k for 2015 SLO Happenings contract Visitors Center 95,000$ Committed: 2 yr contract PR Contract 58,000$ $58000 for PR Downtown Maps 8,000$ Beautification 4,000$ Support Cost 5,000$ Tourism Manager (15/20/25)26,326$ Committed Total Expenses 391,326$ Total (Defict)-$ Scenario 2- Without Carry Over Notes Income Projected Budget 388,326$ Carryover $0 Total Income 388,326$ Expenses Grants-in-Aid Program 90,000$ Committed GIA Contract w Chamber 25,000$ Events & Activities 80,000$ Earmark: $48k grants; $32k for 2015 SLO Happenings contract Visitors Center 95,000$ Committed: 2 yr contract PR Contract 58,000$ $58000 for PR Downtown Maps 8,000$ Beautification 1,000$ Support Cost 5,000$ Tourism Manager (15/20/25)26,326$ Committed Total Expenses 388,326$ Total (Defict)-$ Promotional Coordinating Committee Minutes Page 4 commissioners discussed a concern of reduced funding for one grant applicant. The committee then reevaluated the funding level and adjusted grants accordingly to maintain the budgeted $90,000 for GIA. The committee will continue the review of the allocations at the Special Meeting and form the recommendation to Council at that meeting. The Special Meeting for the GIA recommendation is scheduled for May 22, 2014 at 5:30pm. COMMITTEE COMMUNICATION GIA Report: None. TBID Report: Staff 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: -Visit California Receptive FAM May 19-24– Wednesday, 5/21 will be in SLO. Companies participating include:  Travalco  Cali¹Fun LLC  America 4 You LLC  Evergreen Escapes  Lion Tours  New World Travel -Media Visit- Thursday journalist working on an article about the mission trail for the SD Union Tribune -Marketing Contract for TBID – approved by Council at May 6 meeting -SLO Happenings app feedback from TBID hotels is VERY positive -Jazz Festival this weekend – all day Saturday in mission plaza Meeting adjourned at 7:06 pm Promotional Coordinating Committee Special Meeting Minutes Thursday, May 22, 2014 5:30 pm City Hall - Council Hearing Room CALL TO ORDER: Chair Jill LeMieux PRESENT: Pearce, Franciskovich, Palazzo, Levi STAFF PRESENT: Molly Cano, Tourism Manager PUBLIC HEARING 1. GRANTS-IN-AID 2014-15 The public hearing was scheduled to allow the Grants-in-Aids applicants to address the committee regarding the preliminary recommendation as discussed during the May 14, 2014 regular committee meeting. Many recipients provided words of thanks for the grant awards. Many grant applicants also noted the importance of the support from the City to arts/culture organizations and advocated for additional funds to support these events. They also requested for the committee and council to consider establishing grant funding model that would reward long standing arts events that contribute to the quality of life in San Luis Obispo. One grant applicant from RSVP Services urged the committee to re-evaluate their application based on the committee’s non-funding recommendation. The committee maintained that the request as it was written on the application did not meet the requirements but they would be willing to continue the discussion. Since all funds had been allocated, the committee invited the organization to present to the PCC at a later meeting for the committee to consider non-GIA funding for the event. ACTION: Moved by Pearce/Franciskovich to recommend to the City Council the 2014-15 GIA allocations as approved during the May 22, 2014 PCC Special Meeting. Motion carried 5:0 Chair LeMieux thanked the applicants for their participation. She noted that the Tourism Manager would be following up after the City Council’s decision with information on the next steps. The committee also encouraged the applicants to participate in the City’s Goal Setting process for next budget cycle and advocate to Council the importance of Arts/Culture funding in the community. The committee also addressed the sustainability model as a way to remain fair to events overall and provide the availability of grant funds to new events. DRAFT Promotional Coordinating Committee Minutes May 30, 2012 Page 2 Committee Discussion: The committee directed staff to schedule RSVP services for the June or July agenda and Chair LeMiuex requested that RSVP Services further elaborate on the use of the requested funds as it pertains to marketing. The committee commented on the request of the Arts organizations for more available funding for their efforts. The committee agreed that it is important but also felt that they had maintained the objective and allocated the available funds in a fair manner. The committee requested staff to agendize a review of the GIA application for clarity at a later meeting. Staff also reminded the committee that funding for Arts organizations could be a considered topic for the PCC to submit council during the next goal setting process. Finally the committee commented on the recent Jazz Festival. Commissioners who attended the event highlighted to outstanding success. Meeting adjourned at 6:32 pm Community Promotions Budget 2013-14 Budget 2013-14 Amount Budget 386,500$ Total Budget 386,500$ Expenditure Last Updated 6/5/2014 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$ 3,502$ City Administration Administration 20,000$ Total 388,699$ 220,500$ 133,789$ 11,916$ Media Monitoring 7,000.00$ Chamber of Commerce Remaining Balance 4,915.51$ * Returned funds from 2010-11 GIA = $1198.54 Report to City of SLO- PCC Committee Public Relations Contract May 2014 Media Releases: Flavor of SLO - Wrote and distributed second press release about Flavor of SLO. SLO Mini Maker Faire - Wrote and distributed second press release on the SLO Mini Maker Faire. Seven Sisters Quilt Show - Wrote and distributed press release for the Seven Sisters Quilt Show to industry specific media outlets. Vocal Arts Ensemble - W rote press release regarding Vocal Arts Ensemble ‘Summer in Song’ events, distributed locally. Media/Community Relations: 1. Worked with Bob Carden on his central California travel story for the Washington Post; coordinated people to interview as well as must see attractions. 2. Worked with Dennis Payne of cityroom.com to feature the Edna Valley wine region as well as the Cal Poly school of Wine and Viticulture in an article about wine tourism and schools of oenology. 3. Met with Wendy Eidson, Artistic Director of the SLO International Film Festival, and discussed ways to highlight the festival along with San Luis Obispo year-round in film-industry publications. 4. Worked with Matthew Allyn, web editor at Bicycling Magazine, regarding coverage of San Luis Obispo along with coverage of the Amgen Tour of California. We will continue to build this relationship as Matthew is interested in featuring San Luis Obispo as a bicycle-friendly destination in the future. 5. Worked with Erica Pena of Entertainment New Media Network regarding her article on traveling with pets this summer. Sent pictures as well as information. 6. Continued to work with with Jeanne Allen of incredibleaccessible.com, a website specializing in handicap travel. Connected her with many local businesses and destinations that offer outstanding handicap-focused amenities. 7. Connected Ted Malley of RelatedMatters with Johnathan Tozer at Gallup- Healthways regarding San Luis Obispo’s number one ‘best work environment in the nation’ ranking. 8. Responded to query from a reporter looking to write an article about summer travel spots for dogs. Sent information including the recent coverage that San Luis Obispo has received as a pet-friendly destination. 9. Maggie Espinosa of the San Diego Union Tribune is walking the entire mission trail for a story that will run in January of 2015. Worked with Molly Cano to secure accommodations and dining for her two separate stays in San Luis Obispo as well as recommending businesses and attractions to visit while in the city. 10. Worked with Elisabeth Abrahamson, Assistant Editor of Westways Magazine to feature San Luis Obispo events including Sunset Savor the Central Coast and via dei Colori in the September issue. 11. Connected Big Sky Café and Bliss Café with a reporter writing an article about vegetarian cuisine in California for the Economic Times, the world's second-most widely read English-language business newspaper. 12. Worked with the Office of the President at Cal Poly to gather data regarding the tourism impact of this and past year’s open house events to help plan for 2015 Cal Poly open house. 13. Worked with Ayren Jackson-Cannady, editor of Red Tricycle regarding her upcoming article about baby friendly travel destinations. Sent information including attractions and activities for parents with babies to see and do while in San Luis Obispo. 14. Worked with Karen Skodzinsky, host of a teachers’ conference in San Luis Obispo in July 2015, to identify activities for those looking to extend their stay in San Luis Obispo as well as those with spouses who will not be attending the conference but will be in San Luis Obispo for the three day time period. 15. Worked with Brooke Sperbeck of the Mustang News regarding coverage of the Cal Poly baseball team and the impact of visiting teams on San Luis Obispo tourism. 16. Worked with The Gay and Lesbian Alliance of the Central to highlight LGBT friendly events this summer as part of a release that will showcase San Luis Obispo as a welcoming destination to all people. 17. Continued to work with the City and Rosetta on overall marketing campaign. Media Relations/Placement 1. Flavor of SLO Santa Maria Times Circulation: 19,000 http://santamariatimes.com/calendar/food-and-wine/flavor-of- slo/event_46c8d7f4-c989-11e3-bd89-0b4359e363b5.html 2. Seven Sisters Stampington: 20,000 daily visitors http://stampington.com/events-calendar 3. Way finding signs KSBY: Viewership: 22,683 http://www.ksby.com/news/signs-point-the-way-for-san-luis-obispo-visitors/ KEYT/KCOY/KKFX: 5,174 daily visitors, 11,019 nightly viewers http://www.keyt.com/news/wayfinding-sign-project-in-san-luis- obispo/25944556 4. The Perfect Weekend Getaway Conde Nast Traveler: 46,343 daily visitors http://www.cntraveler.com/daily-traveler/2014/05/perfect-california-weekend- getaway-san-luis-obispo 5. SLO Mini Maker Faire Exploration Station http://explorationstation.org/slo-mini-maker-faire/ 6. Affordable Hotels in California Wine Country Fodor’s Travel: 69,393 daily visitors http://www.fodors.com/news/photos/cheap-and-chic-15-affordable-hotels-in- california-wine-country#!12-granada-hotel-and-bistro 7. Mini Maker Faire Mustang News: Circulation 6,000 http://mustangnews.net/slo-mini-maker-faire-unites-makers-of-all-ages/ http://mustangnews.net/9-things-you-missed-at-the-mini-maker-faire/ 8. Mini Maker Faire Tribune: Circulation: 40,000 http://www.sanluisobispo.com/2014/05/11/3060542/mini-maker.html 9. Worth the Trip: Roll Out the Barrels NBC Bay Area: 36,045 daily visitors http://www.nbcbayarea.com/blogs/worth-the-trip/SLO-Summer-Party-Roll- Out-the-Barrels-258195771.html Grants- in-Aid Marketing Support- May 2014 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 X X X X 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 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 X X X X San Luis Obispo Museum of Art SLO Mini Maker Faire X X X X United Way of San Luis Obispo County Flavor of SLO X X X X X Almond Country Quilt Guild Seven Sisters Quilt Show X X X X X X X Cal Poly Corporation: University Arts Gallery Exhibition Season X X X Central Coast Children's Choir Annual Concerts- 20th Anniversary X X Cuesta College Fine Arts Division Art Gallery Exhibitions X X History Center of San Luis Obispo County Exhibit Opening Event X X X San Luis Obispo Children's Museum Science After Dark X 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; 23 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: Visitor Services Contract Report May 2014 Highlights from May in the Visitor Center: • Decorated the Visitor Center participating in Bike Month • Sold Tickets for Monday Club’s Architectural Tour • Sold Tickets for CALPSLO’s Epicurean Delights SLO events promoted through Visitor Center: SLO Greek Festival SLO Blues Baseball & Fireworks SLO Brew presents Lukas Nelson SLO Vets Hall Memorial Day Exhibit Dallidet Adobe presents Conversations in the Garden Madonna Expo California Festival of Beers The SLO Jazz Festival presents Poncho Sanchez and his Latin Jazz Band SLO Vets Hall Stand Down for Veterans Support Mini Maker Faire Inaugural SLO Jazz Festival Historic Jack House Mother's Day Railroad Museum National Train Day Activities Tap It Brew Meat Night Dye or Run @ El Chorro Regional Park Children’s Choir Concert SLO Tip-a-Cop benefiting Special Olympics Woods Humane Society's Chihuahuas de Mayo Art After Dark May is Bike Month Monthly Visitor Center Interactions: May 2014 April 2014 May 2013 Visitors in Center: 6,375 5,801 5,491 Phone calls: 428 517 521 Emails: 153 113 166 Calendar of Events: Events in the May calendar: 196 Promotional Product Sales: Visitor Guides: 25 City Maps: 44 Promotional Product Giveaways: Delivered to all TBID hotels 11,000 tear-off maps. Jules D. 200 tear-off maps. SLO Roadsters 150 Tear-off Maps. SLO HAPPENINGS MONTHLY REPORT DATE: JUNE 11, 2014 APP SUMMARY The SLO Happenings app has continued to experience exciting growth. During the month of May, the app had 594 total downloads, 2,486 sessions (previously called visits) and 2,574 page views. The splash page continues to direct iPhone and Android users to their appropriate app stores for instant downloading. Printed cards promoting the app were distributed to local hotels and the SLO Visitor’s Center at the beginning of the month. We have received very positive feedback from hotels on the convenience of these cards and the app itself. ADVERTISING Media Outlet Impressions Clicks Click thru rate Facebook 39,198 1,017 2.59% KSBY In-App Banner Ads 57,413 254 .44% SOCIAL MEDIA In May, we posted upcoming events and information on the Facebook page 6-7 times per week, which has been successful at increasing engagement of the page. During the month of May we gained 184 additional likes, which brought our total likes to 14,851. Our average weekly reach, which is the number of unique people who saw any content from our page, was 11,506. 0 5000 10000 15000 20000 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 Ja n - ‐ 1 4 Fe b - ‐ 1 4 Ma r - ‐ 1 4 Ap r - ‐ 1 4 Ma y - ‐ 1 4 Facebook Likes Likes 221 859 373 1627 0 500 1000 1500 2000 Downloads Sessions May App Stats Android iPhone 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$ 425,769$ 18.5%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$ 355,315$ 11.2%50.9 54.9 9.2 $100.40 107.23$ 6.9 January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 9.8%52.2 54.7 4.7 97.96$ 102.51$ 4.6 February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 6.6%60.8 63.7 5.3 $105.25 104.94$ 2.4 March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 5.0%68.1 66.2 -1.9 106.61$ 107.46$ 3.6 April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 26.0%71.7 75.4 5.2 118.03$ 124.53$ 5.8 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$ Occupancy ADR Figures from Smith Travel Research report May 19, 2014 Molly Cano, Tourism Manager & Staff Liaison Tourism Business Improvement District Promotional Coordinating Committee City of San Luis Obispo Dear Molly, Before I slaved away for the cause of nurturing leaders; before I helped make the world safe for classical music; before three kids and two grandkids… I was a certified jazz groupie. For years I attended the Playboy Jazz Festival at the Hollywood Bowl. After a few concerts experiencing MC Bill Cosby’s bonhomie and lame jokes I fantasized he and I actually were good friends. Every September saw me rockin’ and boppin’ at the Monterey Jazz Festival where I was fortunate to catch such legends as Anita O’ Day and Count Basie. I am here to tell you that the jazz festival I experienced in our very own Mission Plaza on Saturday was absolutely first class and rivals my nostalgic memories. I am SO proud to know that our city made an investment to support the SLO Jazz Festival. The crowd was enthusiastic, well-behaved and I loved meeting folks from out of town. The musical artistry was superb and the energy about town was positively electric. The event organizers were responsive and available every minute of the festival. It takes several years to establish an event, as you and your Commissions well know. Make sure there’s a Second Annual SLO Jazz Festival. Let it grow slowly. Keep it in Mission Plaza. I can hardly WAIT to hear who’s on stage in 2015. Respectfully, Sandi Sigurdson 665 Buchon St. SLO, CA 93401 (805) 440-8693 executive director, Leadership SLO former ED, San Luis Obispo Symphony From: Marie Brinkmeyer [mailto:rsvpslo@srvolunteer.org] Sent: Wednesday, June 04, 2014 5:29 PM To: Cano, Molly Cc: rsvpslo@srvolunteer.org Subject: Additional Information Importance: High Hi Molly: Thank you for returning my call the other day. I appreciate you helping me to understand more clearly exactly what could be considered for funding. I contacted New Times to find out how much they would charge us as a non-profit and it would be $186 each time it was in print in New Times and $133 each time it was in print for The Sun for a 1/8 page ad. Alternating between the two counties will give us the best exposure for our raffle. My plan would be to have it run twice in June, twice in July and twice in August, that would bring their charge to $957.00. I would alternate the ads so that one paper of the other would provide visibility for our raffle. We are fortunate in that the Tribune gives us In-Kind Coverage as often as possible and that usually winds up being every two weeks, when they post our volunteer openings. $ 957.00 Newsprint Advertising in New Times and The Santa Maria Sun $ 294.00 Constant Contact $ 600.00 Ticket Printing (less than originally estimated) $ 250.00 Promotional materials, flyers $2101.00 Total – Requested for funding consideration - $1100.00 I trust this gives you the kind of information you can forward to the grant committee on a timely basis. I appreciate your help and will hope for serious reconsideration. This raffle is critical to us since it is our major fundraiser of the year and we need all the exposure we can get. Yours in service, Marie Marie Brinkmeyer Director (805) 544-8740 www.rsvpcentralcoast.org Please Like Our Facebook Page Community Promotions Events Subcommittee Meeting Minutes June 5, 2014 – 11:00 am CALL TO ORDER: Commissioner Hutton PRESENT: LeMieux, Patel, Cox, Franciskovich, Hutton STAFF PRESENT: Molly Cano, Tourism Manager Commissioner Hutton Call to Order at 11:07 am PUBLIC COMMENT: No public comment. BUSINESS ITEMS 1. LOCAL SPECIAL EVENT SPONSORSHIP APPLICATION PROCESS The subcommittee reviewed the proposed process for the PCC and TBID to follow in order to consider local special event sponsorship and funding requests. The subcommittee’s review will included the following documents for recommendation to the PCC and TBID Boards: Application Document, Sample Agreement, and 2014-15 Application Timeline. There were over a dozen event coordinators present at the meeting. Staff presented the history of the consideration process and how the subcommittee has come to this point. The subcommittee discussed how they were interested in streamlining the process. The TBID representatives wanted to be sure from the TBID’s perspective that they did not lose the opportunity to consider events outside of the process. The committee began with the review of the application and asked staff to clarify two points on the application. The committee opened the discussion to public comment. The committee had an informal conversation with the event representatives present at the meeting to discuss the application questions and process. The committee reiterated that this process was separate from the PCC’s annual GIA process and that events did not need to be of non-profit status to apply. They pointed out that there was a three-year sustainability track for these events so organizations who apply for an event sponsorship through these funds should not expect the support for longer than three-years at most however it is at the committee’s discretion to adhere to this policy based on the case made by the event. The committee reinforced that these funds are intended for sponsorship of events that are looking for a partnership with the City and the City is looking to invest in events that will create a draw for tourism to the city. The committee also discussed that they didn’t want to define specific parameters around the applicants because they didn’t want to limit the events who apply. The committee also explained that events who receive funding through GIA will not qualify to receive funding through this process. The public asked if exclusivity with the event in the city and the hotels was considered and the committee responded that it was very important to both the TBID and PCC and in many cases the TBID would require exclusive partnership of San Luis Obispo and the 38 hotels. The committee asked staff to clarify items 6 and 7 on the sponsorship criteria and guidelines section. Action: Moved by Patel/Cox to recommended the approval and implementation on the event promotion sponsorship process to the TBID and PCC. Action Passed 5:0 Dear Interested Organization: The City of San Luis Obispo's Community Promotions Program comprised of the Tourism Business Improvement District (TBID) and the Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational events make significant contributions to the overall quality of life in and visitor attraction to the City of San Luis Obispo. Accordingly, the City maintains a local special event sponsorship program to assist in the development and promotion of such activities within our community. The City is seeking new destination events that showcase the attributes of our City to significantly attract tourists to our destination and enhance the experience for the local community, or existing destination events that are developing new features to their program. To be considered for local special event sponsorship funding, organizations must have clearly stated goals, and be able to demonstrate that their financial management practices are sound and insure accountability. The City is unlikely to fund new projects which duplicate or conflict with existing programs, services, or events. Project collaboration among organizations is encouraged. This application process does not limit the TBID or PCC from directly funding special events outside of this application process. The application must be submitted in the following manner: A. One digital copy sent to mcano@slocity.org for distribution to the committee. B. Ten sets (10) of the application (typed, clipped, and 3-hole punched). C. One copy of: • your organization's financial statement • a listing of all officers and staff • tax exempt certification/ or business license in the City of SLO (City of SLO business license must be obtained if funds are awarded) • signed statement of limitations and payment disbursement (Attachment 4) PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS. It is important that your application provide all the requested information. Clear, concise and original applications are best. Your original application should be hand delivered or mailed to: Community Promotions Program- Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 COMMUNITY PROMOTIONS PROGRAM SPECIAL EVENT SPONSORSHIP APPLICATION ASSESSMENT CRITERIA Applications submitted to the TBID/PCC will be evaluated both in terms of the applicant and the event proposal using the following criteria: APPLICANT CRITERIA 1. Applicant organization must have a clearly stated purpose and function and be responsible for the planning and provision of a cultural, social or recreational program/event. 2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed project. Repeat applicants must have a successful history of using prior sponsorship funds, as evidenced by a completed and accepted Final Report. 4. The organization must give evidence that it has examined and weighed the financial ability of the target population to support its program or event. 5. The organization must extend its program to the general public and may not exclude anyone by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status. 6. The applicant organization must comply with the final report evaluation process as requested by the Events Subcommittee. 7. Applicant does not need to maintain non-profit status for sponsorship consideration. 8. Events who have received funding through the PCC’s grants-in-aid (GIA) program for the current event year, will not be eligible for additional event sponsorship funds through this application. SPONSORSHIP CRITERIA & GUIDELINES 1. Priority will be given to organizations requesting “seed money” for new destination events or to enter new promotional markets outside of San Luis Obispo. 2. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit to the City of San Luis Obispo. 3. Event sponsorship requests must meet both of the purposes below: • Of tourism promotion advantage to the City of San Luis Obispo and; • Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 4. Priority may be given to events that take place in “non-peak” tourism months (October through March) with the goal of bringing people to San Luis Obispo. 5. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 6. Organization must disclose other requests for City support that are being pursued (i.e support from Parks & Rec, Public Works, etc). 7. Organization must state co-opportunities or other tourism sponsors that are actively pursued. 8. Demonstrated financial need is considered, although events with potentially greater promotional benefit to the City of San Luis Obispo will be given higher consideration. The following tiered structure provides guidelines that will be used to establish the consideration of the event support.  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo. The organization effectively brings tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the event must encourage overnight stays with the City’s lodging partners; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; event will provide tickets for participation/promotion.  Category Two: An existing event offering “new” event components, features, or experiences. Events that are expanding their event offerings in addition to marketing reach beyond San Luis Obispo County. The organization effectively brings tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the event must encourage overnight stays with the City’s lodging partners; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; if appropriate provide City promotional space (booth) at the event; event will provide tickets for participation/promotion.  Category Three: A new destination event applying for seed money to fund the event startup. This is a brand new event that is looking for significant sponsorship to support the initial launch of the event. The event will effectively bring tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; if appropriate provide City promotional space (booth) at the event; event will provide tickets for participation/promotion. The event will also exclusively promote the City’s lodging partners as the “place to stay”. Sustainable Funding Process The Sustainable Funding process allows an organization to receive up to three years of sponsorship funding. Repeat recipients can anticipate a reduction in sponsorship funding. After the initial year of funding, repeat recipient awards are typically reduced by one third each year for a total of three years of funding or as budgets allow. This rule has been established to assure the Community Promotions Program will have the opportunity to foster new events for the City of San Luis Obispo and encourage event organizers to become self-sustaining by cultivating new community partners and securing ongoing diverse funding options. Adherence to this process is at the discretion of the TBID and PCC committees. EVENT SPONSORSHIP APPLICATION FORM DATE(S) OF EVENT: __________________________________________________ NAME OF EVENT: ____________________________________________________ EVENT LOCATION: ___________________________________________________ NAME OF ORGANIZATION: ADDRESS OF ORGANIZATION: _______________________________________________________________________________ WEBSITE URL: ________________________________________________________________ NAME OF CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: TOTAL AMOUNT REQUESTED: PURPOSE OF SPONSORSHIP REQUEST (check all that apply):  In-County Event Advertising/ Promotion  Out-of-County Event Advertising/ Promotion  Event Logistics  Event Production  Event Staff Compensation  Other: ___________________________________________________________________ Please select the category that best represents your funding request:  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo.  Category Two: An existing event offering “new” event components, features, or experiences.  Category Three: A new destination event applying for seed money to fund the event startup. Please complete the entire application, answering all requests for information. 1. Provide a brief description of your organization and its cause. 2. Provide a brief description of your event. 3. Will your event be taking place within the City of San Luis Obispo? Yes ___ No ____ Venue Name: Venue Location: 4. Have you already received a City permit for your event or contracted the venue for your event date? Note: For use of City facilities, venues, or services, applications must be received no later than 90 days in advance and will be accepted up to 1 year in advance. The application form can be found at the link provided an submit the application with the application fee to the Parks and Recreation Department at 1341 Nipomo Street, San Luis Obispo, CA http://www.slocity.org/parksandrecreation/download/specialevents/eventapplication.pdf 5. If you are a for-profit organization, do you give a percentage of your income to a charity? Yes ___ No ____ If yes, please complete the following questions: Is the charity local or national? Local _____ National _____ Name of the Charity/ies): ___________________________ How does the charity benefit for your donation? Cash ______ In-Kind_______ Explain: How do you select the charity? 6. Is this a first year the event takes place? Yes ___ No ____ If not, how many years has it taken place? Where has it taken place previously? 7. How is the event different this year from prior years? 8. Historical Attendance: 9. Historical percentage breakdown of in-county vs. out-of-county attendees: 10. What is the return on investment trend for your event? 11. Expected Event Attendance: 12. Expected percentage of in-county vs. out-of-county attendees: 13. Who is your target audience? 14. Where is your primary and secondary geographic target market? Primary _____________________ Secondary ______________________ 15. Do you sell tickets or is it a free event? Tickets____ Free____ If tickets are required, please provide the price range. 16. Have you requested funding from other organizations/entities? Yes ___ No ___ If yes, please provide the names of these organizations and funding entities. 17. When are the funds needed for the event? 18. What is the overall budget for the event? 19. What are you willing to offer the hotels and partners in exchange for the sponsorship seed money for your event? (Ex. Exclusive lodging partnership, discounted tickets for lodging packages, complimentary tickets for promotional use, etc) Event Worksheets Line Item Funding Request: Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of individual line items making up the total. Include any in-kind contributions from the City (i.e. facility or park use, Public Works assistance etc.). Event Component Amount Total $ Line Item Event Budget: Provide a detailed budget for the complete event, listing all available support and income sources. Source Amount TOTAL $ Detailed Media Plan: Provide a detailed Media Plan including traditional and online media. Media Outlet Type & Frequency Cost of advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX Crowd control plan: Provide your crowd control and safety plan (parades or large special events only). Please provide any additional information you would like to share. Be sure to include all supplemental materials as requested. Thank you. Return Application to: Community Promotions Program – Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 mcano@slocity.org Post-Event Final Report Guidelines Organization: ___________________________________________ Event Dates: ___________________ The report must include the following:  Administrator’s Report: A brief synopsis of the activities of the reporting period. Please include a statement describing activities, services, or programs provided, and any changes that have occurred during the reporting period.  Statistical Survey: Include the number of participants in the event. Survey should also include, to the best of your ability, the demographic make-up of participants, i.e., residents, non-residents, and age groups (youth, teens, adults or senior citizens), and the source the data is based on.  Financial Report: A financial statement that details how the Special Events Sponsorship Funds have been expended.  Recognition: Provide proof of your organization’s acknowledgement of the City’s support in promotional materials used for the event and how City Tourism was integrated into the overall event campaign. Please submit reports that illustrate how the event generated leads and traffic. COMMUNITY PROMOTIONS PROGRAM STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This application does not commit the sponsor to award sponsorship or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The City reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this program, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are shall be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant that is awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated program during the current grant period, July 1, 2014 through June 30, 2015. • The payment schedule will be stated in the contractual agreement. • The contracting agency will agree to provide reports in such form and detail as may be required by the City and the TBID/PCC to monitor contract performance prior to payment for programs. • The contracting agency will provide the City with an annual audit by an independent auditor to be approved by the City, if the City should so request. • Should the funds not be used in the manner specified within the contract, the organization will be required to return the funds to the City of San Luis Obispo, (Sample copies of standard City contract forms can be provided by the Tourism Manager upon request.) I, , (printed or typed name of authorized applicant organization representative), have read the above statement and fully understand its contents and implications. I further attest that all the information contained in this application is accurate to the best of my knowledge. Signature Date Title Applicant Organization REVISED DRAFT Local Special Event Sponsorship Program Timeline Please note the following dates: 1. July 7, 2014 - Application information available on the City’s website at www.slocity.org/specialactivities. 2. TBD., Special Meeting of the Events Promotion Subcommittee - An informational workshop will be held in the Council Chamber at City Hall, 990 Palm Street, to answer questions regarding the special event sponsorship process. 3. August 8, 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. August 13, 2014- Application packets are available for the subcommittee members to review. 5. Week of August 25- Events will make formal presentations to the subcommittee members. 6. Week of September 2- Subcommittee will form recommendation of event sponsorship awards for the PCC/TBID Boards. 7. September 10, 2014- Recommendations from the subcommittee will be made to PCC/TBID Boards during regular committee meetings. 8. Week of September 15 joint committee meeting to award the grants - Committee will present its 2014-15 sponsorship allocation to applicants at a public meeting (all applicants will be notified of this meeting by email). 9. October 2014 – Grant contracting with organizations. 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. Tourism Business Improvement District Meeting Minutes Wednesday, May 14, 2014 10 am at City Hall CALL TO ORDER: Vice Chair Clint Pearce PRESENT: Pearce, Hutton, Walker, Wilkins STAFF PRESENT: Molly Cano, Tourism Manager; Lee Johnson, Economic Development Manager Call to Order at 10:01 am Public Comment: None. CONSENT AGENDA ACTION: Moved by Hutton/Wilkins to approve the consent agenda. Motion carried 4:0 PROCLAMATIONS/PRESENTATIONS 1. NATIONAL TOURISM WEEK PROCLAMATION Council Member Kathy Smith presented the proclamation from City Council proclaiming May 3-11, 2014 as “NATIONAL TRAVEL & TOURISM WEEK”. 2. VISIT SLO COUNTY QUARTERLY REPORT Paul Sloan from the Visit San Luis Obispo County presented the quarterly report for all activities performed by Visit SLO County. BUSINESS ITEMS 1. 2014-2015 BUDGET The Board established the recommendations to City Council as to 2014-2015 budget allocations. ACTION: Moved by Wilkins/Walker to allocate $105,000 to funding of marketing programs for Visit San Luis Obispo County. That funding level would also include full membership funding for all SLO TBID properties. Motion carried 3:0 Abstention: Pearce ACTION: Moved by Walker/Hutton to fund SLO Chamber of Commerce proposal for phone line and availability tracking service at $28,000. Motion carried 3:0 Abstention: Pearce DRAFT Tourism Board Improvement District Minutes Page 2 Page 2 of 2 ACTION: Moved by Pearce/Hutton to fund Cal Poly Athletics/Learfiled partnership agreement for another 3 year term at $$35,000 plus $60,500 for hosting rooms (605 room nights) per year. Motion carried 4:0 ACTION: Moved by Wilkins/Hutton to fund SLO Wine at $10,000 for marketing and partnership programs and to allocate $1000 for hosting media through SLO Wine. Motion carried 4:0 ACTION: Moved by Walker/Wilkins to approve the 2014/15 budget allocations as presented. Motion carried 4:0 2. 2014 TRADESHOW RECAP Staff and Rosetta will present the 2014 Travel & Adventure Show recap for the three events attended. The Board considered the show participation for 2015 at all three Travel & Adventure shows. ACTION: Moved by Hutton/Wilkins to reserve booth space at the three California Travel & Adventure shows for 2015. Motion carried 4:0 COMMITTEE COMMUNICATION HOTELIER UPDATE The hotels commented on the feedback from the property visits. Hutton noted that one property was interested in transportation for graduation weekend. PCC UPDATE Clint Pearce reviewed the minutes with the Board of the PCC’s March meeting. TOURISM PROGRAM UPDATE -Visit California Receptive FAM May 19-24– Wednesday, 5/21 will be in SLO -Media Visit- Thursday journalist working on an article about the mission trail for the SD Union Tribune -Marketing Contract – approved by Council at May 6 meeting -Special Meeting on Monday 5/19 at 10am at City Hall -Cal Poly feasibility study for new hotel and conference center- would like to come present their findings to the TBID at a meeting in the near future -Applications for TBID vacant positions are due Friday at 5pm Meeting adjourned at 10:54 am