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Home My WebLink About12-14-16 - PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Thursday, December 14, 2016 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 Stephanie Roberson 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 17, 2016 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 Promotions Report C.7 SLO Happenings Technology Report C.8 TOT Report PRESENTATIONS 1. CHAMBER MONTHLY REPORT 10 mins Representatives from the SLO Chamber will present the report for the public relations activities that occurred over the past month. BUSINESS ITEMS 1. PCC COMMITTEE STRATEGIC PLAN PREPARATION 30 mins The PCC will meet with BethMarie Ward of Regenerate Group to discuss the approach and expectations of the Strategic Planning process with t he committee. 2. GIA APPLICATION REVIEW 10 mins The committee will review the current GIA application template and direct staff to make any changes. PCC LIAISON REPORTS & COMMUNICATION At this time Committee members will 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 9, 2016 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on December 9, 2016 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. Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Thursday, November 17, 2016 Special Meeting of the Promotional Coordinating Committee CALL TO ORDER A Special Meeting of the Promotional Coordinating Committee was called to order on Thursday, November 17, 2016 at 5:39 p.m. at the Sands Inn & Suites, located at 1930 Monterey Street, San Luis Obispo, California, by Chair Roberson. ROLL CALL Present: Committee Members Daniel Levi, Deborah Lewis, Patricia Loosley, Sasha Palazzo, Matthew Wilkins (6:24), Vice-Chair Jill LeMieux (5:45), and Chair Stephanie Roberson. Absent: None Staff: Tourism Manager Molly Cano and Recording Secretary Kevin Christian. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Mike Holiday, San Luis Obispo resident expressed his gratitude for the Committee and the staff liaison. CONSENT AGENDA ACTION: MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LEWIS, CARRIED (5-0) to approve the Minutes of the Promotional Coordinating Committee meeting on October 12, 2016. C.1 Minutes of the Meeting on October 12, 2016 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 Promotions Report DRAFT Minutes – Promotional Coordinating Committee Meeting of November 17, 2016 Page 2 C.7 SLO Happenings Technology Report C.8 TOT Report By consensus the Committee directed staff to receive and file Consent Agenda Items C.2 – C.8. PRESENTATIONS 1. SLO Chamber of Commerce Monthly Report (Vice Chair LeMieux arrived at this juncture at 5:45) Keri Forsberg, San Luis Obispo Chamber of Commerce Communications Coordinator, presented a report on the public relations activities that occurred during the past month. Highlights include a piece in an Italian periodical highlighting restaurants in town, hosted writers for SLO Beer Week, a road trip piece featuring the Mission, coverage in AFAR on the Downtown Farmer’s Market, and an Australian piece highlighting Bubblegum Alley. BUSINESS ITEMS 1. Finalize 2017-19 Goal Setting Tourism Manager Cano described the City’s goal setting process and reviewed the Committee’s draft goals created during their October meeting, along with the draft goals from all other City Advisory bodies. The Committee discussed the intent of their various draft goals and modified wording where necessary to clarify points. ACTION: MOTION BY COMMITTEE MEMBER PALAZZO, SECOND BY VICE CHAIR LEMIEUX, CARRIED (6-0) to submit the final goals as amended. 2. PCC Committee Strategic Plan Proposal Review This item was presented following “PCC Liaison Reports and Communication.” (Committee Member Wilkins arrived at this juncture at 6:24) Tourism Manager Cano presented the evaluation ranking for the three proposals received for the development of the PCC Strategic Plan and Workshop Facilitation project. Committee Members Levi, Palazzo, and Chair Roberson recused themselves due to conflict of interest with applicant, Central Coast Lean. DRAFT Minutes – Promotional Coordinating Committee Meeting of November 17, 2016 Page 3 The remaining Committee members discussed the lowest ranking proposal. ACTION: MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY COMMITTEE MEMBER WILKINS, CARRIED (4-0) to remove Central Coast Lean from consideration for awarding the Strategic Plan and Workshop Facilitation project. Recused members Levi, Palazzo, and Roberson were invited to return to the discussion as their conflict of interest no longer exists. The committee discussed the remaining proposals from Catalyst Consulting and Regenerate Group. ACTION: MOTION BY COMMITTEE MEMBER LEMIEUX, SECOND BY COMMITTEE MEMBER LEWIS, CARRIED (6-1) (LEVI NO) to award the Strategic Plan and Workshop Facilitation project to Regenerate Group. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA Update Committee Member Levi presented an update of the Ecologistics conference, noting a pleasing turnout, and reporting that a success analysis of their promotional activities will be included in the final report. Committee Members Loosley and Roberson noted that they have reached out to their assigned grant recipients but have not received further reports. Tourism Manager Cano reviewed the status of past 2015-16 recipient’s final reports, and remaining funding balances. 2. TBID Board Report Tourism Manager Cano reviewed the minutes from the October 12, 2016 TBID meeting, highlighting the presentation given by the Deputy Director of Community Development on Homestay permitting. 3. Tourism Program Update Tourism Manager Cano reported:  The City Council approved continuation of the TBID for an additional year during their November 1, 2016 meeting.  Over 100 applications were received for the Tourism Coordinator position, with ten applicants invited for interviews, and an estimated hire date in January 2017.  The Steelhead Summit, sponsored by the TBID, had over 100 attendees.  The Sustainable Ag. Expo., a sponsored promotion of the PCC, had over 600 attendees, with over half from outside the area.  Earthday Food and Wine, a PCC supported event, have decided to no longer continue this event, leaving $5000 available for consideration to other events by the PCC. DRAFT Minutes – Promotional Coordinating Committee Meeting of November 17, 2016 Page 4 ADJOURNMENT The meeting was adjourned at 7:16 p.m. The next regular meeting of the Promotional Coordinating Committee is scheduled for Wednesday, December 14, 2016 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2016 Community Promotions Budget 2016-17 Budget 2016-17 Amount Budget 403,609$ 2015-16 Released Encumbrances -$ Returned Funds (GIA)-$ Total Budget 403,609$ Expenditure Last Updated 12/8/2016 Expenditure Allocated Expended Available Balance Contractor Grants-in-Aid Funding 100,000$ 100,000$ -$ GIA Recipients Grants-in-Aid Promotional Support Contract 28,000$ 11,665$ Chamber of Commerce Event Promotion Funding 40,000$ 35,000$ 5,000$ City Administration SLO Happenings Program - Technology 15,900$ 13,700$ GFL SLO Happenings Program - Promotion 30,000$ 10,186$ FreshBuzz General Contract Services 7,600$ 5,000$ 2,600$ Various: Strategic Plan Visitors Center 103,000$ 42,915$ Chamber of Commerce PR Contract 34,000$ 14,165$ Chamber of Commerce Downtown Maps 8,500$ Chamber of Commerce Support Cost 5,000$ 50$ City Administration Administration 31,609$ 31,609$ City Administration Total 403,609$ 264,290$ 7,600$ Report to City of SLO – TBID and PCC Public Relations Contract November 2016 Media/Community Relations 1. Coordinated and SLO City portion of press trip for Toronto Sun Managing Editor Kevin Hann. 2. Pitched San Luis Obispo as an underrated travel destinations in the U.S to Toby Orton with Oyster.com. 3. Worked with Visit San Luis Obispo County to build an itinerary for year’s Visit CA Eureka Award winner. 4. Worked with Melanie Sutrathada, founder of LACB, to plan her upcoming trip to San Luis Obispo. 5. Worked with Marie Salcido to identify new hotels, restaurants and activities in San Luis Obispo for her upcoming Sunset Magazine article. 6. Hosted Andrea and Francesco, two travel + lifestyle content creators based in Milan, in partnership with Visit California. 7. Pitched Bang the Drum, Tap It and Central Cost Brewing as ‘super dog-friendly breweries’ to Rachel Travis with Dogster. 8. Pitched SLO Brew Lofts to be featured in an article about Bed and "Beverage" Hotels. 9. Pitched The Vineyard Team to Epicure and Culture to be featured in an article about leaders & innovators in sustainability in the beverage industry. 10. Continued to work with the city, Barnett Cox & Associates and StudioGood on overall tourism marketing campaign including the lodging loyalty program and working with City sponsored events. Report to City of SLO – TBID and PCC Public Relations Contract November 2016 Media Placements 1. Highway One | Junto al Pacífico Article by Nora Vera in the Lugares, a travel Magazine based in Argentina, features her time in San Luis Obispo which was hosted by the city. Circulation/Audience: 50,000 Unique Visitors Per Month: 200,000 Report to City of SLO – TBID and PCC Public Relations Contract November 2016 2. 9 OF THE BEST FARMERS MARKETS IN CALIFORNIA Matador Network article calls San Luis Obispo’s Thursday Farmers’ Market one of the best in California. Unique Visitors Per Month: 2,854,568 http://matadornetwork.com/life/9-best-farmers-markets-california/ 3. Instagram posts from Italian duo hosted in partnership with Visit California Andrea and Francesco, two travel + lifestyle content creators based in Milan were hosted in SLO as part of their road trip with Visit California and posted to their stories and Instagram profiles while here. Total likes: 14,856 Total audience: 480,000 + Estimated value of posts: $5,500 Report to City of SLO – TBID and PCC Public Relations Contract November 2016 4. We Went To The Happiest Town In The USA To Learn Its Secrets BuzzFeed and TMobile collaborated on a sponsored article about visiting San Luis Obispo and discovering what makes it the ‘happiest.’ BuzzFeed Unique Visitors Per Month: 18,496,383 https://www.buzzfeed.com/h2/fbaf/tmobile/we-went-to-the-happiest-town-in-the-us-to- learn-their-secre?utm_term=.lsQ6M98Mr#.nlJMw5Pw6 5. 10 quirky destinations that every wanderer should discover Travelocity blog highlights the Madonna Inn and a stay in the “ultra-glamorous hotel” as the #2 quirky destination. The article was also covered by KSBY. Unique Visitors Per Month: 208,330 http://www.ksby.com/story/33590619/central-coast-landmarks-make-list-of-quirkiest- places http://www.travelocity.com/inspire/10-quirky-u-s-destinations-every-wanderer-discover Report to City of SLO – TBID and PCC Public Relations Contract November 2016 6. Visit L.A. and San Diego in One Weekend on Amtrak's Pacific Surfliner Conde Nast Traveler mentions extending your train to trip to San Luis Obispo in their article about the Pacific Surfliner. Circulation/Audience: 809,987 Unique Visitors Per Month: 2,736,177 http://www.cntraveler.com/story/visit-la-and-san-diego-in-one-weekend-on-amtraks- pacific-surfliner 7. Fall Trekking in the SLO Lane November Dog Trekker newsletter features San Luis Obispo among other Central Coast destinations where people and their pets can experience the ‘Endless summer.’ http://dogtrekker.com/Destination/san-luis-obispo- city?utm_source=DogTrekker+Subscribers&utm_campaign=d0c0a93b78- EMAIL_CAMPAIGN_2016_11_01&utm_medium=email&utm_term=0_cfbcc8db68- d0c0a93b78-224679169 Report to City of SLO – TBID and PCC Public Relations Contract November 2016 8. Madonna Inn: Seasonal Celebratory Supping NBC LA features the seasonal celebration at Madonna in their daily roundup of nearby giveaways. Unique Views: 2,013,481 http://www.nbclosangeles.com/blogs/worth-the-drive/Madonna-Inn-Seasonal- Celebratory-Supping-399751681.html 9. You'll need reservations to ride Amtrak's Pacific Surfliner over Thanksgiving holiday LA Times article reminds people taking Amtrak along the California Coast to make a reservation in advance of the trip. Circulation/Audience: 458,785 Unique Visitors Per Month: 5.1 million http://www.latimes.com/travel/deals/la-tr-thanksgiving-amtrak-pacific-surfliner-train- 20161107-story.html Report to City of SLO – TBID and PCC Public Relations Contract November 2016 10. 2016 GREAT PLACES IN AMERICA AWARDS The American Planning Association names Mission Plaza one of their three recipients of the 2016 Great Places in California for 2016. https://www.apacalifornia.org/events/awards-program/great-places-in-california/ Grants- in-Aid Marketing Support November 2016 Report Organization Event VC PR SM EC MTG ST PC Almond Country Quilt Guild Seven Sisters Quilt Show X X Cal Poly Corporation (for Cal Poly Arts)Cal Poly Arts Broadway Series X X X California Poppy Foundation Holiday Beer Festival X X X X Canzona Women's Ensemble Canzona Women's Ensemble Concerts (Choral Music)X X X Central Coast Shakespeare Festival Shakespeare Under the Stars X X X Cuesta College Foundation Friends of the CPAC 6th Annual Gala X X X X X Ecologistics, Inc.Deep Green Convergence X Festival Mozaic Festival Mozaic Live Concert Broadcast in Mission Plaza X Foundation for San Luis Obispo County Public Libraries Book and Author Series (Formerly Literary Salon)X History Center of San Luis Obispo County Friday Night at the Museum X X Opera San Luis Obispo La boheme: A City-Wide Arts Collaboration X X X X X Orchestra Novo Oz with Orchestra X X Performing Arts Center, San Luis Obispo BravoSLO Saint Andrew Greek Orthodox Church An Evening in Greece X X X San Luis Obispo Classical Academy An Evening with Garrison Keillor 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 San Luis Obispo Little Theatre SLO Little Theatre 70th Anniversary Season X X X X San Luis Obispo Railroad Museum Central Coast Railroad Festival X X X X San Luis Obispo Soccer Club SLO Summer Classic 2016 X San Luis Obispo Vocal Arts Ensemble Vocal Arts Ensemble 40th Anniversary Year X X X SLO Downtown Association 41st Annual Holiday Parade X X X SLO Downtown Association 21st Annual Concerts in the Plaza X X X SLO Downtown Association Santa's House X X X SLO Noor Foundation Compassionate Hearts of Noor X Black is current month, gray is past work 24 Total; 22 served to date or in progress VC- Dropped off materials for display in Visitor Center; brochures, posters, etc. PR- Sent out Press Release SM- Ran event through Social Media outlets EC- Included in Event Calendar 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. Report to City of SLO – PCC Visitor Services Contract November 2016 Visitor Interaction November 2015 October 2016 November 2016 Walk-ins 4,754 6,896 5,372 Farmers’ Market* n/a 500 n/a Phone calls 415 438 384 Emails 300 522 637 *estimate without people counter Visitor Center Highlights  Launched a variety of new SLO themed retail items in the Visitor Center.  Promoted Dia de los Muertos in Mission Plaza.  Promoted “Stars, Stripes & Swing” for the Cuesta College Cultural & Performing Arts Center.  Enjoyed helping every single visitor that came through our doo rs Demographic Snapshot International travelers 435 Asia 7% Africa 0% Europe 37% Australia/New Zeeland 7% United Kingdom 25% North America 18% South America 6% Domestic travelers (outside of CA.) 414 West 3% West Coast 29% East Coast 25% Southw est 12% Midw est 22% South 9% California travelers 1,500 Northern CA 23% Southern CA 21% Central Coast 50% Central Valley 5% Desert 1% Calendar of Events November 2016 December 2016 Events in calendar 225 269 SLO HAPPENINGS MARKETING - MONTHLY REPORT REPORT PERIOD: November 1 – 30, 2016 PROGRAM SUMMARY, SERVICES and RESULTS Services Delivered: Promotional Mobile App Digital, Social, Content Marketing Strategies, Media Advertising Planning and Execution, Content Planning and Execution, Creative / Graphical Design, App and Landing Page Design, and Video Production and Content. Results Summary: Holiday activities are dominating the events and chilly fall temps with few outdoor events contributed to lower numbers this month. We look forward to the new app feature rollout and promoting all added benefits to reinvigorate the users and to entice old users back. Once final rollout is in the app stores, we will begin to solicit new reviews on this version. We slightly adjusted ad spend so we have additional budget for rollout (approx. $100). APP, CLICKS & CURATION PERFORMANCE – [ MO / MO (+/-) ] Number of App Sessions: 2,236 (-611 / -21.46%) Number of Active Users: 1,183 (-296 / -17.33%) Number of App Downloads: / New Users: 323 (-52) / -13.87%) Number of App Page Views: 11,610 (-4,122 / -26.20%) Number of Submission Sessions: 147 (-30 / -16.95%) Number of Submission Users: 74 (-9 / -10.84%) Number of Splash Page Link Clicks: 17,947 (+198) Number of Add Event Page Link Clicks: 195 (+1) Number of Curated Events Entered / Posted: 74 MEDIA / ADVERTISING Facebook / Instagram Ads People Reached Impressions Actions Taken CTR Budget Engagement / Awareness / Clicks to Website 17,084 43,757 14,809 .59% $247.99 SOCIAL CHANNELS The FreshBuzz team manages, curates and posts upcoming events, promotions and local information, provide branded designs, timeline and digital app contests, connect and engage with the community users and event planners, optimize the media campaigns and deliver provide quick response monitoring -- incrementally growing all channels. FACEBOOK October 2016 November 2016 +/- Likes 22,325 22,290 -35- TWITTER October 2016 November 2016 +/- Tweets 1,089 1,139 +50 Following 2,440 2,452 +12 Followers 2,148 2,191 +43 Likes 118 119 +1 INSTAGRAM October 2016 November 2016 +/- Posts 164 170 +6 Followers 2,591 2,709 +118 Following 1,283 1,362 +79 3765 S. Higuera St. Suite 120 San Luis Obispo, CA 93401 SLO Happenings November Report Events Events : 202 Submissions : 39 From C hamber : 163 User Location SLO County: 56% San Francisco: 16% Los Angeles: 13% Other: 15% Most Popular Events: EXHIBITION: What of the Night? Inventing the Motel Inn 103 Holidays at the Apple Farm 1112 1225 Downtown SLO Holiday Parade 1202 Monterey Street Festival 1105 EXHIBITION: The Way We Wore: 100 Years of San Luis Obispo C ounty Fashion 1101 Usage: 2016 2015 Users :1,190 1,319 ( 9.78% decrease) Times Opened: 2,259 2,304 (1.95% decrease) Avg. Session Length: 2:20 1:49 (28.36% increase) TOT Comparison 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 Change +/-2015-16 2016-17 Change +/-2015-16 2016-17 Change +/-2015-16 2016-17 Change +/- July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 3.9%88.3 84.7 -4.1 160.52$ 175.36 9.2 141.66$ 148.48 4.8 August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ -1.2%84.8 82.6 -2.6 151.23$ 155.11 2.6 128.23$ 128.09 -0.1 September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 649,523$ 1.0%78 74.8 -4.1 140.93$ 152.37 8.1 109.94$ 114.03 3.7 October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 627,523$ -2.3%78 72.9 -6.6 142.17$ 146.18 2.8 110.87$ 106.51 -3.9 November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 64.8 127.19$ 82.40$ December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 59.2 117.78$ 69.72$ January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 55.2 118.80$ 65.57$ February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 66.2 129.14$ 85.53$ March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 72.3 131.90$ 95.33$ April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 72.6 145.81$ 105.81$ May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 70.7 145.55$ 102.93$ June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 78.9 $160.81 126.91$ Total/Average 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 7,154,334$ 2,919,670$ 72.42 139.32$ 102.08$ 7,186,067$ Occupancy ADR RevPAR Figures from Smith Travel Research report * August & September TOT totals missing one lodging property contribution February 1, 2016 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. The City awards annual grants totaling approximately $90,000 to approximately 25 organizations each year. At this time the City of San Luis Obispo invites you to apply for grant funding to be awarded as part of this program. 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, 2016 – June 30, 2017. Organizations that received promotional grants during the 2015-16 funding cycle must have complied with all reporting requirements to be considered for a 2016-17 grant. To be considered for a grant, organizations must have attended the mandatory meeting on Wednesday February 10, 2016, 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 11, 2016. Late or incomplete applications will not be accepted. The application must provide the following information: Please submit 10 sets (typed, clipped, and 3-hole punched) of the attached application. Additionally, please submit one copy (clipped) of the following: • your organization's financial statement • by-laws • tax exempt certification • a listing of all officers and staff • signed statement of limitations and payment disbursement (Attachment 4) PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE REQUESTED APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS. It is important that your application provide all the requested information. Clear, concise and original applications are best. Ten copies of your original application should be hand delivered or mailed to: Promotional Coordinating Committee Attn: Molly Cano City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Please note the following dates: 1. February 1, 2016 - Application information available on the City’s website at www.slocity.org/culturalGIA. 2. February 10, 2016 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 11, 2016 - 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 18, 2016 at 5:30 p.m., Special Meeting of the PCC - Committee will present its preliminary 2016-17 Grants-In-Aid recommendations to applicants at a public meeting (all applicants will be notified of this meeting by email). 5. June 2016 - City Council reviews PCC recommendations and makes final funding decisions. 6. July 2016 – Grant contracting with organizations. 7. August 2016 - 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, Sasha Palazzo 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 e. Website design and maintenance f. Mailing expenses g. Email systems h. Video production i. Prize give-aways 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 four 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. Once an event has advanced from the Sustainable Funding Program, the PCC will offer the event the opportunity to receive the In-Kind Promotional Support from the City of San Luis Obispo. In-Kind Promotional Support The PCC acknowledges that once an event advances from the Sustainable Funding Program, the event may wish to receive support from the City in a non-monetary manner. The PCC has created an In-Kind Promotional Support package to offer post sustainable funded events that may include: - Inclusion in the SLO Happenings campaign promotions - Inclusion in the #ShareSLO campaign promotions - Event listing on SanLuisObispoVacations.com - Limited PR Support: Inclusion in the activity round-up press releases - Use of City/ Tourism logo If the event meets certain criteria defined by the City, the event may be provided with the City’s Tourism logo and/or City emblem - Letter of Support endorsing the event to be used to seek other event funding or grants If the event meets certain criteria defined by the City, the event may be provided with a letter of endorsement To qualify for the In-Kind Promotional Support package, the event must have advanced from the Sustainable Funding Program and must complete the required portion of the GIA application annually. As with the GIA funding applications, the PCC will review the application for consideration prior to awarding the package. 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 11, 2016 by 5:00 pm GIA APPLICATION Page 1 of 5 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:  In-Kind Promotional Support Only PURPOSE OF GRANT REQUEST: (Word Limit: 100 max) GIA APPLICATION Page 2 of 5 Please complete the entire application, answering all requests for information. *Indicates required questions for In-Kind Promotional Support package applicants 1. Provide a brief description of the event or activity. (Word Limit: 100 max)* 2. Provide a brief description of your organization and its cause including how the project or activities support the overall goals of the organization. (Word Limit: 250 max)* 3. Will your event be taking place within the City of San Luis Obispo?* Yes ___ No ____ Venue Name: __________________________________________________________________ Venue Location: ________________________________________________________________ 4. Has a City permit been issued for your event or have contracted the venue for your event date? Yes ___ No ____ GIA APPLICATION Page 3 of 5 Note: Event applicants shall be responsible for securing a separate Special Event Permit with the City. For use of City facilities, venues, or services, applications must be received no later than 90 days in advance and can be accepted up to 1 year in advance. The application form can be found at the link provided. Application and fees are payable to the City of San Luis Obispo and can be submitted directly to the Parks and Recreation Department located at 1341 Nipomo Street, San Luis Obispo, CA 93401. 5. Is this the first year the event will take place? Yes ___ No ____ If yes, skip to question number 13 6. If not, how many years has it taken place?* 7. Where has it taken place previously? 8. What was the historical attendance?* 9. What is the expected event attendance?* 10. Expected percentage of in-county vs. out-of-county attendees: 11. Who is your target audience?* 12. Do you sell tickets or is it a free event? Tickets____ Free____ GIA APPLICATION Page 4 of 5 If tickets are required, please provide the price range. ________________________________ 13. Describe any collaborative efforts with other agencies relative to this project. (Word Limit: 100 max and bulleted list is acceptable.) * 14. Overall Program Budget: Provide a detailed budget for the whole program/event, listing all available income and expense sources. Attach a separate sheet if more space is needed. Source Income Expense TOTAL $ 15. Funding Request: Indicate total amount requested from the City of San Luis Obispo. Use the chart below to prioritize the list of individual line items including media plan making up the total request. Attach a separate sheet if more space is needed. Total Amount Requested: $___________________________________________________________ Prioritized Project Component Amount Total $ GIA APPLICATION Page 5 of 5 16. Media Plan: Provide a detailed Media Plan including traditional and online media. Attach a separate sheet if more space is needed. Media Outlet Type & Frequency Cost of Advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX 17. Provide your crowd control and safety plan (parades or large special events only). 18. Describe how your organization will acknowledge the City’s support in your promotional materials. (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: Molly Cano City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 DRAFT 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, 2016 through June 30, 2017. • 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 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, November 9, 2016 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER A Regular Meeting of the Tourism Business Improvement District Board was called to order on Wednesday, November 9, 2016 at 10:00 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Wilkins. ROLL CALL Present: Board Members Dean Hutton, Pragna Patel-Mueller, LeBren Young-Harris, and Chair Matthew Wilkins Absent: Clint Pearce and Vice-Chair Nipool Patel Staff: Tourism Manager Molly Cano and Deputy City Clerk Heather Goodwin. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. CONSENT AGENDA ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER YOUNG-HARRIS, CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT), to approve Consent Calendar Items C1 through C7. C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, OCTOBER 12, 2016 CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Minutes of the Tourism Business Improvement District Board of Wednesday, October 12, 2016. C2. SMITH TRAVEL REPORT CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Smith Travel Report. DRAFT Minutes – Tourism Business Improvement District Board Meeting of Novemer 9, 2016 Page 2 C3. CHAMBER PUBLIC RELATIONS REPORT CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Chamber Public Relations Report. C4. BCA + MATCHFIRE MARKETING REPORT CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the BCA+Matchfire Marketing Report. C5. CHAMBER VISITOR CENTER REPORT CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Chamber Visitor Center Report. C6. TRANSIT OCCUPANCY TAX (TOT) REPORT CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Transit Occupancy Tax (TOT) Report. C7. MINUTES OF SPECIAL MEETING ON THURSDAY, OCTOBER 20, 2016 CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Minutes of the Tourism Business Improvement District Board of Thursday, October 20, 2016. PRESENTATIONS 1. MARKETING AGENCY MONTHLY REPORT Representatives from BCA + Matchfire presented an activity report for their monthly marketing activities over the past month for SLO TBID and responded to Board Member inquiries. Public Comments: None. ---End of Public Comments--- No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Meeting of Novemer 9, 2016 Page 3 BUSINESS ITEMS 1. 2017-19 GOAL SETTING Tourism Manager Cano reviewed the proposed Tourism Business Improvement District Board 2017-19 goals for City Council consideration. Responded to Board Member inquires. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER YOUNG-HARRIS, CARRIED 4-0 (BOARD MEMBER PEARCE AND VICE-CHAIR PATEL ABSENT) to approve the Tourism Business Improvement District’s 2017-19 goals for City Council consideration. 2. TRADESHOW DELEGATION Tourism Manager Cano outlined the process for the delegates representing the Tourism Business Improvement District at the upcoming 2017 tradeshows. Explained the specifications and approach to partner outreach. Responded to Board Member inquiries. Public Comments: None. ---End of Public Comments--- By consensus, the board directed staff to select delegates representing the Tourism Business Improvement District as they have been done in previous years. TBID LIAISON REPORTS & COMMUNICATION 1. HOTELIER UPDATE Chair Wilkins announced that there is currently one vacancy on the Tourism Business Improvement District Board. 2. MANAGEMENT COMMITTEE UPDATE – NO MEETING No update as there was no meeting this past month. DRAFT Minutes – Tourism Business Improvement District Board Meeting of Novemer 9, 2016 Page 4 3. MARKETING COMMITTEE UPDATE – MINUTES: OCTOBER 27, 2016 Chair Wilkins stated that the Marketing Committee heard a comprehensive presentation from Visit San Luis Obispo County regarding their tour and travel trade show strategy. 4. PCC UPDATE – MINUTES: OCTOBER 12, 2016 Chair Wilkins stated that the Promotional Coordinating Committee drafted their goals at their October 12th meeting. Stated that there will be a Special meeting on Thursday, November 17th at the Sands Inn & Suites. 5. VISIT SLO COUNTY UPDATE Tourism Manager Cano reported on Visit SLO County’s marketing committee meeting. Explained the program WebDAM and provided clarity on how use it. Reminded the Board to submit their holiday packages to the marketing committee. Encouraged the Board to attend the December 7th Global Ready China Training Seminar. Explained the Wines Fly Free Program on Alaska Airlines. Stated that Visit SLO County has been working closely with the San Luis Obispo Airport and Sixel Consulting Group on the facilitation of the Economic Impact Study. Stated that they are scheduled to meet with United Airlines on December 2nd to discuss future flights with the airline. Stated that staff from Visit SLO County attended the eTourism Summit and that the marketing committee is moving forward with the SLO Cal branding mark. 6. TOURISM PROGRAM UPDATE Tourism Manager Cano provide an update to the Tourism Program. Stated that at the City Council authorized the continuance of the Tourism Business Improvement District at its November 1st meeting. Highlights include updates on the Tourism Coordinator position, the unscheduled vacancy on the board, updates to event promotions, Steel Head Summit, Sustainable Ag Expo, the SLO Marathon’s Medical Conference. Explained Visit SLO County’s China Tour Operator Fam program. Announced that Earthday Food and Wine decided to no longer continue this event due to organizational changes. Stated that the grant proposal from the CCTC has been submitted to Visit California. Responded to Board Member inquiries. Meeting updates are as follows: Management Committee (December 15th – – 2 p.m.), Marketing Committee meeting (to be scheduled due the Thanksgiving Holiday), and TBID Board meeting (December 14th – 10 a.m.) ADJOURN. ADJOURNMENT The meeting was adjourned at 11:22 a.m. The next Regular meeting of the Tourism Business Improvement District Board is scheduled for Wednesday, December 14, 2016 at 10:00 a.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/2016