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Home My WebLink About03-10-2010 PCC Agenda PacketAgenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, March 10, 2010 5:30 p.m. Regular Meeting Council Hearing Room 990 Palm Street The Goals of the CIty of San LUIs Obispo Promotional Coordmating Committee are to (1) Improve the quahty of hfe 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 Terry Conner PUBLIC COMMENT: Each speaker is limited to three minutes of public comment ICONSENT ITEMS C1 Minutes of the Meeting of February 10, 2010 C2 Minutes of the GIA Special Meeting of February 10,2010 C3 TOT Report C4 Community Promotions Budget Report CS ShopSLO lDineSLO Budget Report C6 Public Relations & Events Promotion Report C7 Visitors Center Report Any writings or documents provided to a majority of the Promotional Coordinating Committee regarding any item on this agenda will be made available for public inspection in the Administration office of the City of San Luis Obispo at 990 Palm Street during normal business hours. Promotional Coordination Committee IPRESENTATIONS At this time, representatives of the Community Promotions Contractors will provide highlights of contract activities undertaken in the past month describe how activities are accomplishing Tourism Marketing Plan Objectives and seek direction from the PCC when necessary regarding contract fulfillment. 1. CONTRACT UPDATES 30 min The Chamber of Commerce will give a status update on its contractual obligations with the City. IBUSINESS ITEMS 1. REVIEW OF CURRENT BUDGET AND CONTRACTS 30 min The committee will review budgets and contracts in preparation of the upcoming contract negotiations. 2. SUBCOMMITTEE ASSIGNMENTS 10 min The committee will look at preliminary subcommittee assignments. II'CCLlAISON BEPOBlS 1. GIA UPDATE -LIAISON REPORT 5 min 2. MARKETING SUBCOMMITTEE REPORT 5min 3. TBID BOARD REPORT 5 min IFCC COMMUNICATIONS 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. Staff will give an update on the Open Space Kiosks, Wayfinding Sign program, and various event developments. 2. Advisory Body Dinner at the Ludwick Center on March 25, 2010 at 5:30 pm ADJOURN. Promotional Coordinating Committee Minutes VVednesdaY,February10,2010 5:30 pm City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Terry Conner 5:30 pm PRESENT: Babb, Davis, J. Conner, Fidler, STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment. City Manager Katie Lichtig introduced herself to the Committee. CONSENT AGENDA ACTION: Moved by Babb/Fidler to approve the consent agenda as presented. Motion carried 5:0 PRESENTATIONS 1. SUNSET -SAVOR THE CENTRAL COAST Josh Heiser, event organizer for "Savor the Central Coast", gave an event update reiterating that the City was the first sponsor of the event. At this point they have raised $200,000 in cash sponsorships. Josh went over the current event schedule which includes the two events in the City of San Luis Obispo. He announced that they are about to sign Tyler Florence as the celebrity chef and Riedle glasses as the exclusive wine glass provider for the entire event. Volvo has signed as the first national sponsor and Visa might follow. A web holding page is up for pre-registration and Sunset will be sending eblasts to 350,000 subscribers. On February 26,2010 the event committee will hold a ground breaking event at Santa Margarita Ranch to which the committee members are invited. Staff will coordinate the invitations to the committee members. The committee members received copies of the current promotional material. 2. CONTRACT UPDATES ShopSLOlDineSLO Katy McGrath from Verdin Marketing went over the past six months of the campaign. The objective of the campaign was to bring county residents to shop and dine in San Luis Obispo. The dine component was new and a new logo was developed. The sites were launched in November. The sites were cross-promoted and ShopSLO is responsible for 22% of traffic to DineSLO. 44% of the traffic to the sites came from www.sincerelycalifomia.com. Most popular pages were the home page, member login, neighborhoods, and search. Facebook shows 44 friends for ShopSLO and 28 fans for DineSLO. Twitter has 29 followers for ShopSLO and 44 followers for DineSLO. The agency arranged for two speaking engagements and PR releases were picked up from the November release date all the way into January. The gift cards for the 4th quarter contest were all distributed and 59% went to people from outside the City. Katy handed out a summary with customer anecdotes. One of the upcoming changes to the sites will be the addition of an event section incorporating the GIA grant recipients' events. For the next six months, only $5,600 remain in the budget. This was anticipated since the big push was planned for the 4 th quarter. The agency wanted to make sure that the remaining budget is used for online marketing in order to keep the momentum going. Katy therefore suggested minimizing account management expenditures and proposed that she attend only two more meetings until the end of the fiscal year. The committee was amenable to this change. Marilyn Fidler commented that she saw the window clings in many establishments and gathered that the merchants were very pleased with the campaign. PR I Events Promotion I Visitors Center and Website Dave Garth introduced Grace Allen and Whitney Diaz to the committee and began the contract overview by reiterating the Chamber's contractual relationship with the City as it relates to tourism. Lindsey Miller then gave an overview of the last six months on the various contractual obligations the Chamber currently executes for the City. She presented various PR pieces and the publications she is currently working with. Her focus for PR is currently on "lifestyle". MyMedialnfo, which is paid for by the City is used for a lot of the information needed to make contact. Lindsey is planning visits to all SLO Vintners in collaboration with the TBID's agency to create a cohesive marketing message for the SLO wine country. All 2009-10 GIA recipients were contacted however, not all of them took advantage of the promotional support through the events promotion contract. Lindsey is meeting with Cal Poly Open House in preparation of the upcoming event. The committee wanted to make sure that Lindsey will be introduced to the receiving organizations at the meeting scheduled in May/June. Lindsey attended three events with the City tourism booth and is constantly looking for more opportunities such as Open House and Train Day in Los Angeles. Lindsey presented the changes to the Visitors' Center which include the 65" TV and promotional high definition video paid for by the City. The wine map and several pictures inherited from Taste and a Farmers Market display are further enhancements to the center. She invited the committee members to a reception on March 4 th , 4:30 to 5:30 pm. Whitney Diaz gave an overview of the website efforts. She is now responsible to keep the website updated. She had met with a search engine optimization specialist to gain more traction with VisitSLO.com in addition to continuously improving the web content. BUSINESS ITEMS 1. GRANTS-IN-AID PROCESS REVIEW Terry Conner gave a report on the GIA subcommittee meeting in January and the minor changes made to the application. He also commented on the mandatory pre-application meeting held at 5 pm, just before the PCC meeting. 2. EVENT IDEAS Staff gave an overview on an inaugural GranFondo bike ride scheduled for October 23, 2010 in collaboration with Alpha, Inc. and the efforts to add a marathon race to the current City to Sea Half Marathon for 2011. Dusty Davis asked staff to look into Santa Barbara's Grand Prix which encourages participation in several events to win a grand prix at the end of the event period. PCC LIAISON REPORTS Staff reported that Alpha, Inc. returned its funding for Grants-in-Aid support in 2009-10 due to the event being postponed to October 2010. They will reapply for the upcoming grant cycle. TBID BOARD REPORT John Conner reported that the TBID gave direction to Level Studios to collaborate with Alpha to create a jump page for registration and hotel reservation for the GranFondo event in October 201 O. Meeting adjourned 6:55 pm Promotional Coordinating Committee Grants-in-Aid Subcommittee Special Meeting Minutes Wednesday, February 10, 2010 5:00 pm City Hall CALL TO ORDER: Chair Cathie Babb, 5:00 pm PRESENT: T. Conner, Fidler STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst 1. CULTURAL ACTIVITIES -GRANT FUNDING 2010·11 The PCC chair welcomed the organizations and handed the meeting over to the subcommittee chair Cathie Babb. Cathie went over last's years grant cycle and the budget allocation for 201 0-11. She reiterated the City Council directions to be considered for this year and highlighted what the committee will be looking for. She encouraged organizations that have applied for grant funding for many years to be creative and to provide information as to how they plan to grow the event and make it different. Several questions were answered mainly pertaining to tourism and the actual funding cycle. All applicants were asked to sign in. 40 organizations attended the meeting. VerdinMarketing ln~ ShopSLO I DineSLO Program Status Update: Website Back end usability enhancements have been made to both sites including account sorting and account export. These functions will make account activation and member correspondence much easier. February Traffic: ShopSLO 226 Dine SLO 189 Restaurant/Merchant Outreach All of the members were notified by phone or email asking if they had their decals displayed at their place of business and replacement decals were sent to those who needed them. 3 new merchant profiles (48 total) were established on ShopSLO and 6 new restaurants (25 total) have established profiles on DineSLO. We now have 10% of merchants and 14% of restaurants enrolled as members on the sites. Advertising Advertising has been put on hold until May and June to provide a big push leading into the summer months. Social Media ShopSLO attracted 12 new friends (72 total) on Facebook in February and DineSLO got 4 new fans (38 total). ShopSLO has 9 new followers (41 total) on Twitter and DineSLO has 10 new followers (62 total). • San Luis Obispo Chamber of Commerce Visitor Center Contract February 2010 Visitors to Center: Promotional materials distributed: City Maps County Maps Visitor Guides Visitor Packets Advertising responses fulfilled: EnjoySLOwines.com/Advertisement BeautifuISLO.com/Advertisement WelcomeSLO.com/Advertisement TraveltoSLO.com/Advertisement GoToSLO.com/Advertisement LetsGoSLO.com/Advertisement HelloSLO.com/Ad vertisement SLOEasy .com/Advertisement SLOGoing.com/Advertisement SLOGetaway.com/Advertisement Phone Line #/Advertisement Phone Line #/Advertisement Saveur Magazine. VCB Coop Outsideleadlnfo.com VisitS LO.com/Advertisement On-line Newsletter Sunset Responses Other Total Responses: Total sent year-to-date: City Ad Packets Amtrak Coupons Feb.10 Ian. 10 4, 106 4, 519 60 49 120 46 15 11 9 12 18 22 32 111 7 66 145 Feb. 09 4,931 65 76 38 542 40 22 9 776 1,554 SAN LUIS OBISPO CHAMBER OF COMMERCE VISITOR CENTER FEBRUARY 2010 PEOPLE COUNT DAY DATE PEOPLE DAY COUNT PEOPLE EVENING COUNT Thursday 4 184 33 Friday 5 126 21 Saturday 6 87 17 Thursday 11 193 29 Friday 12 165 16 Saturday 13 110 08 Thursday 18 228 31 Friday 19 217 44 Saturday 20 132 09 Thursday 25 151 25 Friday 26 135 19 Saturday 27 187 24 Total 1915 276 CALENDAR OF EVENTS Total number of events in February calendar: 84 Total number of events inputted as of 01/01/2010: 155 Number of Events inputted during this month: 51 SAN LUIS OBISPO CHAMBER OF COMMERCE VISITOR CENTER FEBRUARY 2010 VISITOR RELATED EMAIL & PHONE CALL REPORT DAV DATE PHONE CALLS EMAIL Monday 1 36 J Tuesday 1 17 4 Wednesday J 15 4 Thursday 4 41 7 Friday 5 11 4 Saturday 6 09 0 Sunday 7 11 J MondilY , 26 5 Tuesday 9 30 4 I Wednesday 10 15 8 Thursday 11 31 8 Friday 11 25 0 Saturday 13 16 1 Sunday 14 11 0 Monday 15 30 1 Tuesday 16 25 6 Wednesday 17 26 8 Thursday 18 39 5 Friday 19 17 1 Saturday 10 21 0 Sunday 21 17 1 Monday 11 24 10 Tuesday 23 20 4 Wednesday 24 " L Thursday 25 30 9 Friday 26 17 T SaturdiJY 27 11 0 Sunday 2B 15 J TOTAL 639 97