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Home My WebLink About12-10-2024 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Wednesday, December 10, 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 November 12, 2014 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 SLO Happenings – Campaign Report C.7 TOT Report BUSINESS ITEMS 1. GIA APPLICATION REVIEW & SUBCOMMITTEE ASSIGNMENT 20 min The committee will review the current GIA application for any changes and discuss the subcommittee assignments. 2. SLO HAPPENINGS TASKFORCE UPDATE 20 min The taskforce will update committee on the progress made at the taskforce meeting. 3. 2014-2015 MID YEAR BUDGET STATUS UPDATE 20 min The committee will receive a status update from staff on the current budget allocations and the committee will discuss the intended use for the remaining funds GIA, Events & Activities, and Beautification line items. 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 November 12, 2014 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on December 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, November 12, 2014 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: Palazzo, Pearce, Levi, LeMieux, Collins STAFF PRESENT: Molly Cano, Tourism Manager Meeting to order at 5:31 pm PUBLIC COMMENT None. CONSENT AGENDA ACTION: Moved by Pearce/Levi to approve the consent agenda. Motion carried 5:0 BUSINESS ITEMS 1. FINALIZE 2015-17 GOAL SETTING The committee finalized their recommended goals for Council to consider. They directed staff to submit for Council’s consideration. 2. SLO HAPPENINGS PRESENTATION As requested by the committee, Verdin presented proposal options for the committee to consider for the six month continuation of the SLO Happenings program. The first option was to continue managing the SLO Happenings App at the current level without promotion for $2,000 per month. The secon d option is to continue managing the SLO Happenings App at the current level with light promotion for $2,500 per month. The committee discussed how the promotional dollars could be used to make the biggest impact on the program. The advertising budget reflected in option #2 is similar to what is being spent in the current contract. The committee discussed using the remaining funds available for development of the app features in the current fiscal year budget then posting the next RFP to focus on the app promotion and users. The committee decided to have the taskforce look at options for development. ACTION: Moved by Collins/Levi to contract with Verdin for proposal option number 2 at $2,500 per month for app management and light promotion with advertising budget heavily dedicated to facebook advertising. Motion carried 5:0 Additional discussion was for the taskforce to look at the budget. DRAFT Promotional Coordinating Committee Minutes Page 2 3. SLO HAPPENINGS TASKFORCE The taskforce updated the committee on the progress made at the taskforce meeting. The taskforce will be releasing a survey for the PCC to complete about the app. The committee’s participation in the survey is important to assist the taskforce with the information they need to develop the RFP. COMMITTEE COMMUNICATION GIA Report: Levi- reported on the Bioneers event. The committee discussed events that would be returning funds for various reasons. History Center was returning funds not used in 2013-14. The Downtown Association plans to return funds form 2014-15. TOR Production has not returned a signed contract so the perception is that they are forfeiting their funds. Staff has communicated via email and mailed correspondence letting them know they funds will no longer be available because the phone number listed on the application is disconnected. TBID Report: Pearce reported on the TBID updates. Tourism Program Update: Molly Cano presented the Tourism Program update: - The City Council gave the consent for formation of TMD with approved 5-0 at Council on Tuesday. - Staff will be participating in the Wine Tourism Conference held in Paso Robles - CCTC updates: (Marketing Committee Chair) o Candian Traveller sweeps o CCTC 2015 Map o Hired a PR contractor o Website focus - Holiday Promotion – specials will be offered by SLO TBID hotels - Staff attended the Central Coast Economic Forecast- shared the Cal Poly economic impact numbers with the PCC Meeting adjourned at 6:50 pm Community Promotions Budget 2014-15 Budget 2014-15 Amount Budget 388,200$ 2013-14 Carryover 3,000$ Total Budget 391,200$ Expenditure Last Updated 12/4/2014 Expenditure Allocated Expended Other Expenditures Available Balance Grants-in-Aid Program 90,000$ 90,000$ -$ -$ Grants-in-Aid Support 25,000$ 25,000$ -$ Events Promotion 48,000$ 36,500$ 11,500$ 2015 SLO Happenings Program 32,000$ 15,000$ 17,000$ Visitors Center 95,000$ 95,000$ -$ PR Contract 58,000$ 58,000$ -$ Downtown Maps 8,000$ -$ Beautification* 4,000$ 4,000$ Support Cost 5,000$ 315$ 4,685$ Administration 26,200$ Total 391,200$ 319,815$ -$ 37,185$ Remaining Balance 37,185.40$ *2013-14 carryover Contractor City Administration - GIA Recipients & FPAC Chamber of Commerce City Administration Verdin - 6 mon contract Chamber of Commerce Chamber of Commerce Chamber of Commerce City Administration Report to City of SLO- PCC Committee Public Relations Contract November 2014 Media Releases: San Luis Obispo among America’s Best College Towns – Wrote release regarding San Luis Obispo’s inclusion in Travel+Leisure’s yearly round up of best college towns in America. Enjoy some holiday cheer this year in San Luis Obispo – Sent second, local, release regarding Holiday events and celebrations in San Luis Obispo with a focus on large cultural events and GIA recipients. Media/Community Relations: 1. Worked with local partners to share holiday events and photos with Anne Chalfant for her 10 best holiday experiences feature in USA Today. 2. Provided WeGoPlaces Tourism with information about San Luis Obispo as a retiree vacation destination. 3. Worked with Kaytlyn Leslie of the Tribune on her article about how local businesses are prepping for the holiday season. 4. Provided Travel+Leisure magazine with photos for their Best College Towns in America slideshow. 5. Pitched San Luis Obispo as a small town that has great holiday celebrations and events to Dara Continenza with SmarterTravel.com. 6. Worked with Portland based freelance journalist Stuart Wasserman to plan his trip to San Luis Obispo. 7. Worked with Rebecca Rhodes to feature Bang the Drum and BarrelHouse brewery’s November beer releases on her blog Wanderlush Diary. 8. Worked with Jennifer Gibson, Director of Marketing at the Madonna Inn, to promote their holiday celebrations. 9. Pitched San Luis Obispo as the ultimate family friendly holiday destination in Northern California to Tina Buell a writer with Trekaroo.com. 10. Worked with Robertson Solutions, the CCTC’s new PR agency, to find places we can collaborate rather than duplicate our efforts. 11. Worked with Alexandra Pierce, a reporter with KSBY, on two holiday shopping stories. One about Black Friday and the second on the trend of more and more retail stores being open on Thanksgiving Day. 12. Pitched San Luis Obispo as one of the best places for a winter staycation. 13. Provided Araceli Viqueira, a Spanish journalist, with information and maps to plan her upcoming trip to San Luis Obispo. 14. Worked with Jody Watty, Regional Director of Special Olympics San Luis Obispo County, regarding San Luis Obispo being a host town for the Special Olympics World Games. 15. Worked with Monica Luhar, a reporter for KCET in Burbank, on a story regarding parking regulations in San Luis Obispo over Thanksgiving weekend. 16. Organized meeting with San Francisco Chronical regarding the upcoming San Luis Obispo destination section. 17. Attended Wine Tourism conference. 18. Continued to work with the City and Barnett Cox & Associates and StudioGood on overall marketing campaign. Media Relations/Placement 1. Best College Towns in America Travel+Lesiure names San Luis Obispo among best college towns in America. http://www.travelandleisure.com/articles/americas-best-college-towns/10 Page Views: 9,911,129 Unique Views: 628,864 2. California Dreaming International Traveler Magazine lauds San Luis Obispo’s ‘great selection of restaurants and bars huddle around the creek that runs through it, and sitting at the bar of the sleek Granada Hotel & Bistro, I enjoy the best bar meal of my entire trip.’ in the multi-page article about a highway one road trip. 3. More to do than just dunes on California coast Jackie Burrell’s article was featured in numerous publications including the Chicago Tribune. http://www.chicagotribune.com/lifestyles/travel/sns-mct-bc-ust-pismobeach- 20141103-story.html#page=1 Page Views: 24,524,125 Unique Views: 3,680,920 4. Have a SLO Thanksgiving Maddison.com article on SLO wines that are perfect wines for Thanksgiving. http://host.madison.com/entertainment/dining/wine/pine -wine-have-a-slo- thanksgiving/article_27bb567e-b360-52a5-b91f-437fdf4f870e.html Page Views: 7,984,954 Unique Views: 483,285 5. Winter Hikes on the Central Coast Christine Delsol’s article features Bob Jones and Cerro San Luis Obispo trails and was picked up by numerous outlets including the San Francisco Chronical. http://www.sfgate.com/travel/centralcoasting/article/Winter-hikes-on-the-Central- Coast-5904568.php Page Views: 24,767,483 Unique Views: 3,135,092 6. San Luis Obispo’s Bubblegum Alley Atlas Obscura, a guide to the world's most unique places, says ‘The Bubblegum Alley to end all Bubblegum Alleys is located in San Luis Obispo, CA.’ http://www.atlasobscura.com/places/bubblegum-alley Page Views: 210,932 Unique Views: 76,188 7. Thanksgiving Day wines for a rainbow of flavors Ledger and NJ.com article features Chamisal pinot noir as a perfect pairing for Thanksgiving dinner. http://www.nj.com/drinks/index.ssf/2014/11/thanksgiving_day_wines_for_a_r.html Page Views: 24,758,022 Unique Views: 2,320,549 8. Thanksgiving’s best surf bets SurferMag.com says ‘When it comes to Thanksgiving, the Central Coast has got you covered’ citing SLO wine country and great restaurants along with perfect fall waves. http://www.surfermag.com/features/thanksgivings-best-surf-bets/ Page Views: 517,974 Unique Views: 33,368 9. More fall fun The fall issue of Trailer life Magazine featuring San Luis Obispo as one of the best college town to visit. Page Views: 721,709 Unique Views: 59,738 Grants- in-Aid Marketing Support November 2014 Report Organization Event VC PR SM EC EL MTG ST PC Almond Country Quilt Guild Seven Sisters Quilt Show X Cal Poly Corporation: Cal Poly Arts BASETRACK X X X X Canzona Women's Ensemble Concerts of choral music for women's voices X X X X X Central Coast Arts International Traditional African Music and Dance Performance X Central Coast Children's Choir Annual Concerts X X X Civic Ballet 2014 Nutcracker Ballet X X X X Cuesta College Community Programs: Central Coast Writers' Conference 30th Anniversary Central Coast Writers' Conference X X X X X X Cuesta College Fine Arts Division Art Gallery Exhibitions X X X X X X Ecologistics, Inc. Central Coast Bioneers Conference X X X X Foundation for San Luis Obispo County Public Libraries Literary Salon X X X X X X Gay And Lesbian Alliance of the Central Coast (GALA)Central Coast Pride Week X X X X X X Jewish Community Center of San Luis Obispo (JCCSLO)Jewish Film Festival X Opera of San Luis Obispo Aida: A City-Wide Arts Collaboration X X X X Saint Andrew Greek Orthodox Church Evening in Greece X X X X X San Luis Obispo County Arts Council (dba ARTS Obispo) Children's Day in the Plaza with Passport to the Arts X San Luis Obispo Downtown Association Checkpoint Challenge San Luis Obispo International Film Festival 2015 Festival X X X San Luis Obispo Little Theatre 2014-15 Season X X X X X San Luis Obispo Museum of Art Taking Art Into the Community - Awakening Minds X X X X San Luis Obispo Soccer Club 26th Annual SLO Summer Classic X X X X San Luis Obispo Symphony Meet the Red Violin X X X X X San Luis Obispo Vocal Arts Ensemble Kick off to Tour and Tour of Italy and Spain Concerts X X X TOR Productions ALTA United Way of San Luis Obispo County Flavor of SLO X RSVP X X X X Black is current month, gray is past work, P is for pending work, D is for Did not workout 25 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. Visitor Services Contract Report November 2014 Highlights from September in the Visitor Center:  Sold tickets for San Luis Obispo Wind Orchestra  Cal Poly’s Homecoming  SLO Winery’s Harvest Celebration SLO events promoted through Visitor Center: Cal Poly Entrepreneurship Forum Festival Mozaic Wintermezzo Concert SLO County Bicycle Coalition Cyclocross Race SLO Brew Concert San Luis Obispo Wind Orchestra presents "Stars of SLO" San Luis Obispo Poetry Festival SLO Children's Museum presents Science After Dark Dia de Los Muertos "Day of the Dead" Celebration & Procession First Presbyterian Church presents Music of the Kings Opera San Luis Obispo Presents Carmen Hopsice SLO Presents Light Up a Life SLO Children's Museum Art Center Presents Pinecone Turkey Art Activity Madonna Inn Black Friday Founders Community Bank Presents Santa's House in Mission Plaza SLO Little Theatre presents The 25th Annual Putnam Country Spelling Bee Cal Poly Presents Bandfest 2014 SLO Symphony presents Music on the Mesa Bang the Drum Brewery Presents A Grand Re-Opening and Community Appreciation Day SLO Vets Hall Bacon Fest Monthly Visitor Center Interactions: November 2014 October 2014 November 2013 Visitors in Center: 5,121 7,101 5,381 Phone calls: 369 451 602 Emails: 115 130 147 Calendar of Events: Events in the November calendar: 195 SLO HAPPENINGS MONTHLY REPORT DATE: DECEMBER 10, 2014 APP SUMMARY The SLO Happenings app has continued with a solid rate of monthly downloads. During the month of November, the app had 230 total downloads, 1,623 sessions and 1,674 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 are distributed monthly to local hotels and the SLO Visitor’s Center. ADVERTISING Media Outlet Impressions Clicks Click thru rate Facebook ad for Facebook Page Likes 3,947 184 4.7% Facebook ad for Splash Page 28,824 587 2% Charter Digital Ads 61,202 73 .12% SOCIAL MEDIA In November, we continued posting 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 November we gained 263 additional likes, which brought our total likes to 17,096. Our average weekly reach, which is the number of unique people who saw any content from our page, was 7,942. 0 5000 10000 15000 20000 Facebook Likes Likes 77 502 153 1121 0 200 400 600 800 1000 1200 Downloads Sessions November App Stats Android iPhone TOT Comparision 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 Change +/-2014-15 2013-14 Change +/-2014-15 2013-14 Change +/-2014-15 2013-14 Change +/- July 565,386$ 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 8.8%87.2 86.8 0.3 143.47$ 132.62$ 7.1 125.05$ 116.34$ 7.5 August 573,057$ 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 8.6%85.1 83.1 2.4 147.17$ 134.54$ 9.4 125.17$ 111.81$ 12 September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 10.1%74.5 73.1 1.8 128.61$ 121.10$ 6 95.77$ 88.69$ 8 October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 16.6%77.9 70.4 10.6 130.39$ 119.51$ 9.0 101.57$ 84.26$ 20.5 November 375,287$ 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 62.8 113.79$ December 312,510$ 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 54.9 107.23$ January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 54.7 102.51$ February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 63.7 104.94$ March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 66.2 107.46$ April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 75.4 124.53$ May 435,516$ 393,431$ 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 70.3 128.38$ June 513,631$ 456,098$ 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 76.6 139.93$ Total/Average 5,064,103$ 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 69.83 119.71$ Occupancy ADR RevPAR Figures from Smith Travel Research report 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 Council Chamber 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: Kate Kremke City of San Luis Obispo Clerks Office 990 Palm Street San Luis Obispo, CA 93401 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 Council Chamber at City Hall, 990 Palm Street, to answer questions regarding the Grants-In-Aid process. This meeting is mandatory for all applicants, as the PCC will elaborate on the grant criteria to be applied. 3. March 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 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 PROMOTIONAL COORDINATING COMMITTEE GRANT APPLICATION ASSESSMENT CRITERIA Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the applicant and the grant proposal using the following criteria: A. APPLICANT CRITERIA 1. Applicant organization must have a clearly stated purpose and function and be responsible for the planning and provision of a cultural, social or recreational program/event. 2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed project. Repeat applicants must have a successful history of using prior grant funds, as evidenced by a completed and accepted Final Report. 3. The organization must have non-profit status as defined in Section 501(c)(3) or (c)(6) of the Internal Revenue Code (no exceptions made). 4. The organization must give evidence that it has pursued other sources of financial support, and that it has examined and weighed the financial ability of the target population to support its program or event. 5. The organization must extend its program to the general public and may not exclude anyone by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status. 6. The applicant organization must comply with the final report evaluation process as requested by the Promotional Coordinating Committee. B. GRANT CRITERIA & GUIDELINES 1. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit to the City of San Luis Obispo. 2. Grant requests must meet one or both of the purposes below: • Of tourism promotion advantage to the City of San Luis Obispo and/or; • Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 3. Events and programs must take place during the City’s fiscal year July 1 through June 30. Priority will be given to events that take place in “non-peak” tourism months (October through March) and bring people to San Luis Obispo. 4. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 5. Additional consideration will be given to organizations celebrating an anniversary or grand opening. 6. Additional consideration will be given to organizations requesting “seed money” for new events or to enter new promotional markets outside of San Luis Obispo. 7. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. 8. Demonstrated financial need is considered, although events with potential promotional benefit to the City of San Luis Obispo will be given higher consideration. 9. Past grant performance of the organization is considered. Please note that integration of the City’s logo and the City’s support of the event are imperative in order to receive grant funding for a consecutive year. 10. Grants are not given for the following expenses: a. Office overhead or staff b. Equipment c. Rental of space d. Scholarships / Honoraria The following tiered structure will be guidelines to establish the grant amount: First Tier: Up to $3,000 Organization of local reach with a cultural, social, and recreational benefit to the residents of San Luis Obispo. The organization agrees to place the City’s logo on all its marketing material and its website (if one is available). Second Tier: $3,001 to $7,500 Organizations that reach countywide and bring patrons to San Luis Obispo. The events have a distinct benefit to the City’s residents, but also drive traffic from around the county to the City for the event. The organization agrees to incorporate the City’s logo on marketing material and its website. In addition, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach. Third Tier: $7,501 to $12,000 The organization effectively brings patrons from outside the county to San Luis Obispo and has the means to drive tourism to the City. In addition to the integration of the City’s logo on marketing material and its website, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach and allow physical presence of City Tourism at the event. The organization is encouraged to submit a proposal to that effect. Please note: as the City’s Grants-in-Aid program is considered by the Promotional Coordinating Committee each year funding is provided, all applicants will have to compete for funding anew every year. Sustainable Funding Program If an organization receives continuous funding from PCC, Grants In Aid, it will be placed on the Sustainable Funding Program tract. The Sustainable Funding Program will allow an organization to receive up to 8 years of GIA funding. The intention of the Sustainable Funding Program is to provide initial support to local organizations as their event becomes more established in the City of San Luis Obispo and the organizers have the opportunity to cultivate new community partners and secure ongoing diverse funding options in order to become self-sustaining. Recipients on the Sustainable Funding Program can anticipate a reduction in GIA funds. After four years of funding Grants In Aid award amounts may be reduced by one third each year for a maximum of three years or as budgets allow. As organizations/events advance from the Sustainable Funding Program the PCC will have greater opportunity to fund different organizations and foster new program events for the City of San Luis Obispo. APPLICANT: Please use this as a checklist for your application. It does not need to be submitted with the application. Everything on this checklist is required, unless otherwise indicated.  1. Grant Application Form  a. Description of project or activities to be supported by the grant.  b. Description of who will benefit from the project, including any tourist attraction potential.  c. Description of any collaborative efforts with other agencies relative to this project.  d. The total amount requested, including a prioritized breakdown of individual line items within that total.  e. Detailed budget for the project, indicating expenditures to be supported by the grant and expenditures supported by other grant sources.  f. Crowd control safety plan (parades or large special events only).  g. Description of how your agency will acknowledge the City in your promotional materials.  h. Organization’s website URL  2. Your organization’s most recent complete annual 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 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) 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 and bulleted list is acceptable.) Page 3 of 4 4. Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of individual line items making up the total. Include any in-kind contributions from the City (i.e. facility or park use, Public Works assistance etc.). Project Component Amount Total $ 5. Provide a detailed budget for the whole project, listing all available support and income sources. Source Amount TOTAL $ Page 4 of 4 6. Provide a detailed Media Plan including traditional and online media. Media Outlet Type & Frequency Cost of advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX 7. Provide your crowd control and safety plan (parades or large special events only). 8. Describe how your organization will acknowledge the City’s support in your promotional materials. (A standardized City logo is available upon request.) (Word Limit: 100 max and bulleted list is acceptable.) Be sure to include all supplemental materials as requested. Thank you. Return Grant Application to: Promotional Coordinating Committee Attn: Kate Kremke City of San Luis Obispo Clerks Office 990 Palm Street San Luis Obispo, CA 93401 PROMOTIONAL COORDINATING COMMITTEE STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This grant application does not commit the sponsor to award a grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The Promotional Coordinating Committee reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are to be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated programs for the current grant period July 1, 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 Tourism Business Improvement District Meeting Minutes Wednesday, November 12, 2014 10 am City Hall CALL TO ORDER: Chair Nipool Patel PRESENT: Wilkins, Adams, Patel, Hutton, Conner STAFF PRESENT: Molly Cano, Tourism Manager; Lee Johnson, Economic Development Manager Call to Order at 10:02 am No Public Comment CONSENT AGENDA ACTION: Moved by Conner/Hutton to approve the consent agenda. Motion carried 4:0 Commissioner Hutton arrived. PRESENTATIONS 1. CAL POLY EVENTS CENTER FEASIBILITY STUDY Dr. Doug Cerf, Cal Poly's Interim Executive Director of Cal Poly’s Center for Innovation & Entrepreneurship presented the University’s recent Events Center Complex Feasibility Study. He shared with the Board initiative for the hospitality program and center. The center would follow Cal Poly’s learn by doing philosophy. The site has not been selected. The analysis will be a part of the 2016 Cal Poly Master Plan. There will be an external advisory group and if anyone is interested in being a part of that group, contact Dr. Cerf. 2. MARKETING AGENCY MONTHLY UPDATE Representatives from BCA + StudioGood presented an update to the Board on the marketing activities during the month of October. Highlights included: placement of the new ads and advertising campaign including Sunset.com, LATimes.com, TripAdvisor, Weekend Sherpa, etc. SG presented the updates to the SLOVacations & ShareSLO websites along with the status of the performance metrics. BUSINESS ITEMS 1. VISIT SLO COUNTY QUARTER REPORT & COUNTYWIDE TMD UPDATE Chuck Davison from Visit SLO County presented the quarterly activity report from Visit San Luis Obispo County. Highlights included: the update on the countywide TMD initiative including the approval from SLO City Council. The website updates included the work on the SEO through SimpleView as the contractor to optimize the site. The 2015 Visitors Guide will be in a new format focusing on custom DRAFT Tourism Board Improvement District Minutes Page 2 content. Davison also presented brief stats on SAVOR but mentioned a full recap would be presented in a few months once the figures were final and presented to the VSLOC Board. Other highlights included upcoming tradeshows, press coverage, and FAM trips. 2. 2015-17 GOAL SETTING The Board finalized their suggested goals for City Council. They directed staff to add the following goal: “Recognize tourism as an integral aspect of the City’s economic development efforts and support the tourism promotion activities of the TBID and PCC.” With that addition, they directed staff to submit the goals for Council’s consideration. 3. TRADESHOW DELEGATION The Board discussed the selection process for the delegates representing the TBID at the upcoming tradeshows. They directed staff to distribute the request for participation to all member properties for selection via lottery process during the December meeting. Board members interested in participating may submit their properties into the lottery as well. 4. MARKETING COMMITTEE RECOMMENDATIONS The Board discussed the Marketing Committee’s recommendation for event funding support for Cal Poly Orientation Programs and the SLO Regional Airports bid for the annual SIXEL Conference. ACTION: Moved by Conner/ Hutton to support the airport’s bid for the SIXEL conference: participate in the site visit with funding in needed and support the conference in San Luis Obispo with funding amount to be determined for either a special event or general hosting support. Motion carried 5:0 ACTION: Moved by Hutton/Adams to support the Cal Poly Orientation program for 2015 through sponsorship funding for $9000 to assist in the transportation expenses and the map and brochure printing as recommended by the marketing committee. Motion carried 5:0 COMMITTEE COMMUNICATION HOTELIER UPDATE Hutton- reached out to all of the properties on his liaison list. Connor- reached out to all the hotels on his liaison list. Adams- has been in contact with Hampton Inn and contacted all properties on his liaison list regarding the TMD. Wilkins- Reached out to Lexington In and Best Western Sommerset Patel- Visited the Avenue Inn & Travelodge. PCC UPDATE Staff reviewed the PCC minutes with the Board. TOURISM PROGRAM UPDATE Molly Cano presented the Tourism Program update: Tourism Board Improvement District Minutes Page 3 - Council provided Consent for TMD approved 5-0 at Council on Tuesday night - Participating in the Wine Tourism Conference tomorrow and Friday - CCTC updates: (Marketing Committee Chair) o Candian Traveller sweeps o CCTC 2015 Map o Hired a PR contractor o Website focus - Holiday Promotion – specials due by the end of the week - Outreach for package updates on site Meeting adjourned at 11:44 am