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HomeMy WebLinkAbout04-13-16 - PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Wednesday, April 13, 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. APPOINTMENT - OATH OF OFFICE Daniel Levi, appointed by the City Council on March 15, 2016, will take the oath of office to serve on the PCC. CONSENT ITEMS C.1 Minutes of the Meeting on March 9, 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. SLO CHAMBER OF COMMERCE QUARTERLY UPDATE 10 mins Representatives from the SLO Chamber of Commerce will present the quarterly report for their contracts with the PCC. 2. SLO HAPPENINGS PROGRAM QUARTERLY PROMOTIONS UPDATE 10 mins Representatives from FreshBuzz will present the quarterly promotions activity report for the SLO Happenings program. 3. SLO HAPPENINGS PROGRAM TECHNOLOGY QUARTERLY UPDATE 5 mins Representatives from GFL will present the quarterly activity report for the technology developments with the SLO Happenings program. BUSINESS ITEMS 1. SPONSORSHIP REQUEST FOR VIETNAM WAR VETRANS TRIBUTE 10 mins Joseph Brocato will present a sponsorship request to the committee for consideration of fund contribution to the Vietnam War Veterans Tribute luncheon on October 27, 2016. 2. AMERICA IN BLOOM 10 mins Lee Price, Interim City Clerk will present a sponsorship request to the committee for consideration for the America In Bloom Symposium on October 5-8, 2016. 3. SAN LUIS OBISPO CHAMBER OF COMMERCE PARTNERSHIP CONSIDERATION 20 mins Representatives from the Chamber of Commerce will present the future program opportunities and funding requests for the consideration of the committee. 4. 2016-17 SLO HAPPENINGS PROGRAM CONSIDERATION 20 mins Fresh Buzz and GFL, contractors for the SLO Happenings program, will present the future program opportunities and funding requests for the consideration of the committee. 5. 2016-17 ANNUAL EVENT PROMOTION APPLICATION 5 mins The committee will approve the 2016-17 Annual Event Promotion Application and timeline and direct staff to release the application. 6. SUBCOMMITTEE ASSIGNMENTS 5 mins The committee will review the assignments of the new committee members to the PCC’s Events Promotion subcommittee and GIA subcommittee. 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 March 9, 2016 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on April 8, 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. DRAFT Minutes Promotional Coordinating Committee Wednesday, March 9, 2016 Regular Meeting of the Promotional Coordinating Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on Wednesday, March 9, 2016 at 5:32 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Palazzo. ROLL CALL Present: Committee Members Daniel Levi, Deborah Lewis, Patricia Loosley, Stephanie Roberson, Vice-Chair Jill Lemieux and Chair Sasha Palazzo Absent: Clint Pearce Staff Present: Tourism Manager Molly Cano and Recording Secretary Kevin Christian PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public comment on non-agenda items. CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, FEBRUARY 10, 2016 MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LEVI, CARRIED 6-0, to approve the Minutes of the Promotional Coordinating Committee meeting of February 10, 2016 as presented. C2. COMMUNITY PROMOTIONS BUDGET REPORT By consensus, the Committee directed staff to receive and file the Community Promotions Budget Report. C3. PUBLIC RELATIONS REPORT By consensus, the Committee directed staff to receive and file the Public Relations Report. Draft – Promotional Coordinating Committee Minutes of March 9, 2016 Page 2 City of San Luis Obispo, Title, Subtitle C4. GRANTS-IN-AID (GIA) SUPPORT REPORT By consensus, the Committee directed staff to receive and file the Grants-In-Aid Support Report. C5. VISITOR CENTER REPORT By consensus, the Committee directed staff to receive and file the Visitor Center Report. C6. SLO HAPPENINGS PROMOTIONS REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Promotions Report. C7. SLO HAPPENINGS TECHNOLOGY REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Technology Report. C8. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Committee directed staff to receive and file the TOT Report. PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY UPDATE Molly Kern from the SLO Chamber of Commerce announced that last year’s Visit CA China Fam Promotional Coordinating Committee sponsorship has resulted in print and online articles in Chinese magazine tiles of GQ, Esquire, Trading Up, National Geographic Traveler, and Traveler Weekly, each having circulation rates greater than 450,000 in the high-end market in China. She also reported that the Chamber will be partnering with the Central Coast Tourism Council (CCTC) to sponsor Yahoo writer, Lisa McElroy, for a return trip to write a family focused piece on the area. For upcoming activities she reviewed eight journalists that will be covering events in San Luis Obispo in the next few weeks, with a focus on arts and the outdoors. Draft – Promotional Coordinating Committee Minutes of March 9, 2016 Page 3 City of San Luis Obispo, Title, Subtitle BUSINESS ITEMS 1. ELECTION OF CHAIR & VICE CHAIR Tourism Manager Cano reviewed the committee bylaws concerning election, term length and duties of officers. MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LEVI, CARRIED 6-0, to nominate Committee Member Roberson for the PCC Chair position. MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY COMMITTEE MEMBER ROBERSON, CARRIED 6-0, to nominate Vice Chair LeMieux to continue as the PCC Vice Chair. 2. 2016-17 BUDGET PROCESS Tourism Manager Cano presented the projected budget, reviewed and described the differences of the budget line items for 2016-17 consideration, and reviewed the budget process timeline that terminates with the June 14, 2016 City Council meeting The committee discussed approaching the next two-year budget by starting with a review of their strategic plan. For budget related presentations scheduled at the April 13, 2016 PCC meeting, the committee gave direction to vendors to focus on the PCC goal of enhancing the experience of visitors and residents while they are in San Luis Obispo, and to link next step proposals in the app development to the PCCs “wish list” for possible enhancements, including the ability to view items by date range. 3. 2016-17 BUDGET STATUS UPDATE Tourism Manager Cano presented a breakdown of the remaining available funding and introduced the idea of using a portion of the contract funding for promotion using the SLO Happenings app, over the next 3 months. Representatives from Freshbuzz Media presented a proposal for an add-on promotional strategy including: 1) expansion of Facebook and Instagram 2) development of an app review pop-up 3) event curation to add more events to the SLO Happenings app 4) additional printing of coasters 5) Concert in the Plaza magnet sponsorship. Draft – Promotional Coordinating Committee Minutes of March 9, 2016 Page 4 City of San Luis Obispo, Title, Subtitle MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY VICE CHAIR LEMIEUX, CARRIED 6-0, to approve a $1,200 expenditure from contract funding for Facebook promotion. MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER ROBERSON, CARRIED 6-0, to approve a $1,050 expenditure from contract funding for Instagram promotion, with an additional $1,050 for 3.5 months of media planning. MOTION BY COMMITTEE MEMBER LOOSLEY, SECOND BY COMMITTEE MEMBER ROBERSON, CARRIED 6-0, to approve a $1,000 expenditure from contract funding for adding a “Request a Review the App” pop-up in late May to early June. MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LEWIS, CARRIED 6-0, to approve a $700 expenditure from contract funding for curation of additional events for the app. MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY VICE CHAIR LEMIEUX, CARRIED 6-0, to approve a $1,220.41 expenditure from contract funding for the printing of 10,000 additional coasters. MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 6-0, to approve a $2,000 expenditure from contract funding for Concert in the Plaza magnet sponsorship. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA UPDATE None. 2. TBID (TOURISM BUSINESS IMPROVEMENT DISTRICT) BOARD REPORT Tourism Manager Cano reported that the TBID received a report on their metrics, the Rainy Day promotion, and funded the Cal Poly “New Student & Transitions Program”. 3. TOURISM PROGRAM UPDATE Tourism Manager Cano presented the “Poppy” award that the TBID marketing videos received; provided an update on the tourism intern; noted that the GIA applications are due Friday March 11th; reported that Matt Wilkens was elected as the new TBID Chair and PCC liaison; announced that Committee Member Levi has been reappointed for an additional term; and reminded the committee that the Advisory Body Recognition event will be held on March 22nd, 2016 at the Embassy Suites. Draft – Promotional Coordinating Committee Minutes of March 9, 2016 Page 5 City of San Luis Obispo, Title, Subtitle ADJOURNMENT The meeting adjourned at 7:29 p.m. to the next Regular meeting to be held on April 13, 2016, 5:30 p.m. Respectfully submitted, Kevin Christian, Recording Secretary Community Promotions Budget 2015-16 Budget 2015-16 Amount Budget 396,029$ 2014-15 Released Encumbrances -$ Returned Funds (GIA)-$ Total Budget 396,029$ Expenditure Last Updated 4/8/2016 Expenditure Allocated Expended Available Balance Contractor Grants-in-Aid Funding 95,000$ 94,400$ 600$ GIA Recipients Grants-in-Aid Support Contract 28,000$ 20,997$ Chamber of Commerce Event Promotion Funding 40,000$ 40,485$ (485)$ City Administration SLO Happenings Program - Technology 16,000$ 15,400$ GFL SLO Happenings Program - Promotion 28,300$ 19,539$ FreshBuzz General Contract Services 12,000$ 10,045$ 1,955$ Various: FreshBuzz, Visitors Center 103,000$ 77,247$ Chamber of Commerce PR Contract 32,000$ 24,037$ Chamber of Commerce Downtown Maps 8,500$ Chamber of Commerce Support Cost 5,000$ 1,676$ City Administration Administration 28,229$ 28,229$ City Administration Total 396,029$ 2,070$ Report to City of SLO – TBID and PCC Public Relations Contract March 2016 Media Releases San Luis Obispo Receives Statewide Tourism Marketing Award Distributed release announcing San Luis Obispo’s Visit California Poppy Award for best overall marketing campaign. SLO Happenings This Spring Wrote and distributed list of events that are happening in the city of San Luis Obispo this spring. Love SLO Brings a Community-Wide Day of Service to San Luis Obispo Sent release promoting PCC supported event to local outlets. Canzona Women’s Ensemble: Beginning Again Sent release promoting PCC supported event to local outlets. Media/Community Relations 1. Worked with DeAnna Jarnagin, Associate Publisher of American Cowboy, on her destination story featuring San Luis Obispo set to run in the June/July issue. 2. Worked with the Silicon Valley Business Journal to identify opportunities to feature San Luis Obispo as a corporate retreat destination. 3. Pitched the following attractions to be featured in Visit California’s free family attractions: a. Hiking in San Luis Obispo b. Night at the Children’s Museum c. Exploring the Creek walk and Mission Plaza d. Concerts in the Plaza e. Bike Night f. Farmers’ Market g. Children’s Day in the Plaza h. Art after Dark i. SLO Railroad Museum 4. Worked with Visit San Luis Obispo County on a collaborative press release sharing the Poppy Awards that were won by a variety of San Luis Obispo County agencies and destinations. 5. Worked with Create Promotions, event organizers for Bacon and Barrels as well as San Luis Obispo Craft Beer Week, to brainstorm ways to promote San Luis Obispo at their San Diego Bacon and Barrels event. 6. Worked with Brand USA to feature photos of San Luis Obispo in an upcoming article. Report to City of SLO – TBID and PCC Public Relations Contract March 2016 7. Pitched San Luis Obispo as the quintessential college town to US News and World Reports. 8. Worked with editorial team at 805 Living to feature San Luis Obispo in an upcoming issue. 9. Attended the CCTC conference dinner. 10. Helped prepare TBID Chair and SLO City Economic Development Director for tourism centric interview on the Dave Congalton Show. 11. Continued to coordinate April 2016 press trip for travel writer Patty Burness. 12. Coordinated press trip for Melody Pittman of Wherever I May Roam. 13. Coordinated press trips and media reception for seven writers attending the SLO Film Fest. 14. Worked with City Tourism Manager and local partners to coordinate SLO Adventure tour as part of countywide FAM for writers with the North American Travel Journalists Association. 15. Continued working with Landis Communications to coordinate FAM trip on behalf of their San Luis Obispo client, Native Trails. 16. Worked with event organizers to promote Love SLO to local media. 17. Continued to work with the city, Barnett Cox & Associates and StudioGood on overall tourism marketing campaign. Report to City of SLO – TBID and PCC Public Relations Contract March 2016 Media Placements Results from Visit California China FAM Trip Last June we hosted a group of writers who came to San Luis Obispo on a FAM trip initiated by Visit California China. 1. GQ, Monthly Circulation: 460,000 2. Trading UP, Monthly Circulation: 450,000 Report to City of SLO – TBID and PCC Public Relations Contract March 2016 3. Esquire, Monthly Circulation: 400,000 4. National Geographic Traveler, Monthly Circulation: 494,200 Report to City of SLO – TBID and PCC Public Relations Contract March 2016 5. Traveler Weekly, Weekly Circulation: 250,000 6. Survey: The 30 happiest cities in the U.S. San Antonio Express News, Beaumont Enterprise and Times Union share the annual Well-Being survey looks at the 190 biggest communities in the U.S. to determine the most comfortable place to call home. San Luis Obispo–Paso Robles-Arroyo Grande, Calif. Rank no. 10. Circulation/Audience: 146,463 http://www.mysanantonio.com/national/article/Survey-The-30-happiest-cities-in-the-U-S- 6880888.php Unique Visitors Per Month: 125,608 http://www.beaumontenterprise.com/national/article/Survey-The-30-happiest-cities-in- the-U-S-6880888.php Unique Visitors Per Month:582,619 http://www.timesunion.com/national/article/Survey-The-30-happiest-cities-in-the-U-S- 6880888.php Report to City of SLO – TBID and PCC Public Relations Contract March 2016 7. California Dream Eater in San Luis Obispo Visit California personality ‘The California Dream Eater’ shares videos of Sidecar and Madonna Inn in San Luis Obispo Unique Views: 151,245 https://www.youtube.com/watch?v=ArPvGRos1UY&index=22&list=PLrw9XyyuEBynOun- ArdXwhJccDkHECa3V Unique Views: 119,774 https://www.youtube.com/watch?v=jQFsGBzMJBw&list=PLrw9XyyuEBynOun- ArdXwhJccDkHECa3V&index=3&nohtml5=False 8. 10 Top Farmers Markets Visit California names San Luis Obispo’s Thursday night Farmer’s Market as one of the top markets in the state. http://www.visitcalifornia.com/feature/10-top-farmers- markets?utm_source=NEWSL&utm_medium=email&utm_campaign=March3+domestic_ 2016-03- 15+00%3A00%3A00_20160311_025207_398860&utm_content=11113651&utm_term= _398860_398880 Report to City of SLO – TBID and PCC Public Relations Contract March 2016 9. California’s Highway One: A guide to the one road trip you need to do in your lifetime Travel section of Australia’s News.com.AU covers the ultimate road trip along California’s coast, including a stop in San Luis Obispo. Unique Audience: 3,674,000 http://www.news.com.au/travel/world-travel/north-america/californias-highway-one-a- guide-to-the-one-road-trip-you-need-to-do-in-your-lifetime/news- story/7ae39620053ba2003fe5138d3070ce56 10. The California coast from San Francisco to LA is best experienced by car The Daily Mirror article talks about the best stops on the way from San Francisco to LA. Daily Circulation: 897,786 http://www.mirror.co.uk/lifestyle/travel/usa-long-haul/california-coast-san-francisco-la- 7623697 Report to City of SLO – TBID and PCC Public Relations Contract March 2016 11. San Luis Obispo the New Napa Huffington Post article by Film Festival hosted writer James Crotty describes his impression of San Luis Obispo. Unique Views: 253,614 http://www.huffingtonpost.com/james-marshall-crotty/san-luis-obispo-the-new- napa_b_9551388.html 12. Craft Breweries Looking Beyond the Beer CraftBeer.com posts article about trends in craft brewing and highlights lofts that will soon be available at SLO Brew. Unique Views: 1,206,017 http://www.craftbeer.com/craft-beer-muses/craft-breweries-looking-beyond-beer http://www.thebeerdiary.com/2016/03/craft-breweries-looking-beyond-the-beer.html Report to City of SLO – TBID and PCC Public Relations Contract March 2016 13. The 6 Best Places to See Along California’s Central Coast Locale Magazine calls San Luis Obispo ‘easily the central coast’s most unmissable destination.’ Unique Visitors Per Month: 68,508 http://localemagazine.com/the-6-best-places-to-see-along-californias-central-coast/ 14. Bacon, craft beer and wine, Bacon & Barrels' perfect combination Discover San Diego writes about the San Luis Obispo section of Bacon and Barrels. Unique Visitors Per Month: 178,407 http://www.discoversd.com/news/2016/mar/16/bacon-and-barrels/ Report to City of SLO – TBID and PCC Public Relations Contract March 2016 15. Road Trip: Cowboy's Guide to California Wine Country American Cowboy, Equisearch and Santa Maria Times and Lompoc Record article highlights San Luis Obispo attractions that cowboys will love. Unique Visitors Per Month: 13,229 http://www.equisearch.com/article/road-trip-cowboys-guide-california-wine-country- 31974 Unique Visitors Per Month: 56,639 http://www.americancowboy.com/article/road-trip-cowboys-guide-california-wine-country- 31974 16. Local coverage of the SLO Film Fest KSBY, The Tribune and Mustang News cover the SLO Film Fest. Unique Visitors Per Month: 262,176 http://www.ksby.com/story/31477739/learn-about-making-movies-on-the-central-coast- at-the-slo-international-film-festival Unique Visitors Per Month:539,959 http://www.sanluisobispo.com/entertainment/movies-news-reviews/article67164637.html Unique Visitors Per Month:539,959 http://www.sanluisobispo.com/entertainment/movies-news-reviews/article64999122.html http://mustangnews.net/slo-film-festival/ Report to City of SLO – TBID and PCC Public Relations Contract March 2016 17. Hundreds volunteer to love SLO KSBY covers PCC supported event, Love SLO. Unique Visitors Per Month: 262,176 http://www.ksby.com/story/31528897/hundreds-volunteer-to-love-slo 18. How to Have a Successful Workation Lemonly article describes the writers’ work-vacation along California’s coast and describes San Luis Obispo as “a very unexpectedly pleasant surprise. Tons of great healthy food stops, walking trails, yoga studios, kids spots/parks, and a bubble gum wall!” http://lemonly.com/blog/how-to-have-a-successful-workation/ Grants- in-Aid Marketing Support March 2016 Report Organization Event VC PR SM EC MTG ST PC Almond Country Quilt Guild Seven Sisters Quilt Show X X Cal Poly Corporation: Cal Poly Arts La Guitarra California Festival 2015 X X X Canzona Women's Ensemble Canzona Women's Ensemble Concerts X X X X X Central Coast Arts International SLO Multicultural Music & Dance Showcase X Central Coast Children's Choir Annual Concerts X X X X Civic Ballet 2014 Nutcracker Ballet X Ecologistics, Inc. All-Star Benefit Concert to SLO Down Cancer Foundation for San Luis Obispo County Public Libraries Library Foundation Literary Salon X X X History Center of San Luis Obispo County SLO Souls: Meet the Eternal Residents of San Luis Obispo X X X X Institute for Sustainable Living ReSkilling Expo 2016: Learn Practical Skills for Living JCC - Federation of San Luis Obispo SLO Jewish Film Festival X X X Opera San Luis Obispo Cavalleria Rusticana & Pagliacci: A City-Wide Arts Collaboration X X X X Saint Andrew Greek Orthodox Church Evening in Greece X X X San Luis Obispo County Arts Council Children's Day in the Plaza with Passport to the Arts X X X San Luis Obispo Little Theatre 2014-15 Season X X X San Luis Obispo Railroad Museum Central Coast Railroad Festival X X X X X X San Luis Obispo Soccer Club SLO Summer Classic X San Luis Obispo Symphony New Year's Eve Celebration X X San Luis Obispo Vocal Arts Ensemble 2016 California International Choral Festival Senior Volunteer Services 7th Annual Giveaway Raffle X X X X SLO Children's Museum Via Dei Colori SLO X X X X SLO Downtown Association 40th Annual Holiday Parade X SLO Downtown Association 20th Annual Concerts in the Plaza X X SLO Noor Foundation 50 Shades of Color Fashion Revue + MusicFest X United Way of San Luis Obispo County Flavor of SLO 2016 X X X X Wilshire Hospice Dia de los Muertos in Mission Plaza X X X X X Black is current month, gray is past work Returned or forfeited grant 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 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 March 2016 \\slochamber-dc01\RedirectedProfiles\dusty\Desktop\March2016VisitorCenterjm.doc Visitor Interaction March 2015 February 2016 March 2016 Walk-ins 6,534 5,569 4,886 Farmers’ Market n/a n/a n/a Phone calls 418 393 459 Emails 141 300 201 Visitor Center Highlights  Promoted SLO Film Festival  Distributed $100 Gift Cards for “Money for a Rainy Day” promotion  Used Helium Hotel Booking service on Visitor Center iPad kiosk  Enjoyed helping every single visitor that came through our doors Demographic Snapshot International travelers 207 Asia 5% Africa 0% Europe 31% Australia/New Zeeland 16% United Kingdom 12% Canada 26% South America 10% Domestic travelers (outside of CA.) 297 West 27% East Coast 27% South West 20% Mid-West 21% South 5% California travelers 1,021 Northern CA 23% Southern CA 26% Central Coast 44% Central Valley 5% Desert 2% Calendar of Events March 2016 April 2016 Events in calendar 273 121 SLO HAPPENINGS MARKETING - MONTHLY REPORT REPORT PERIOD: March 1 – 31, 2016 PROGRAM SERVICES & RESULTS SUMMARY Services Delivered: Promotional Social, Content and Promotional Strategies, Marketing and Design, Application Marketing Strategies, Tactical Planning and Execution, App and Splash Page Design, PPC Advertising and Video Production. APP AND CLICKS PERFORMANCE – [ MO / MO (+/-) ] Number of App Sessions: 3,395 (+676) Number of Active Users: 1,656 (+179) Number of App Downloads: / New Users: 827 (+54) Number of Page Views within the App: 20,608 (+3,434) Number of Submission Sessions: 252 (+44) Number of Submission Users: 95 (+6) Number of Curated Events Entered (started 03/15): 67 Number of Splash Page Link Clicks (bit.ly/SLOHappenings): 12,189 (+2,198) Number of Add Event Page Link Clicks (bit.ly/AddYourSLOEvent): 113 (+45) ADVERTISING MEDIA OUTLET: Facebook/Instagram Ads People Reached Impressions Actions Taken CTR Budget Engagement / Awareness / Clicks to Website 68,623 196,511 11,258 1.38% $578.22 SOCIAL CHANNELS In March, we continued our focus on driving traffic to the website for downloads and promote the new features showing the ease of use and look of the new update. We also launched a SLO Film Fest contest that attracted 212 entries/emails. For Q4 advertising, we obtained PCC approval to expand the Facebook budget and to add Instagram ads to the media mix. As per the media strategy, the ad focus is on local geo-targeted ads and mobile users, with spectacular results continuing from those efforts. We also received approval to expand App event curation effective adding 67 new events. In addition to the event curation, we continue to post upcoming events, promotions and local information, optimize the campaigns and provided quick response engagement, incrementally growing all channels. With the new app’s update and launch promotion (including the new video), we continue to see exceptional results overall with our promotional strategies and targeted execution. We launched Instagram ads mid-March and have increased the overall ad spend for the duration of the contracted service terms. We are getting great feedback from app users that they love and USE the app (and the data proves it). FACEBOOK February 2016 March 2016 +/- Likes 21,571 21,788 +217 Contest Entries / Mails 0 212 +212 TWITTER February 2016 March 2016 +/- Tweets 780 814 +34 Following 2,068 2,011 +56 Followers 1,664 1,732 +68 INSTAGRAM February 2016 March 2016 +/- Posts 82 92 +10 Followers 935 1,128 +193 Following 520 629 +109 3765 S. Higuera St. Suite 120   San Luis Obispo, CA 93401      SLO Happenings March Report    Events  March Events :       302  Submissions :         19  From C hamber :     283    User Location  SLO County:     60%   San Francisco:     18.5%  Los Angeles:        13.5%  Other:                    8%    Most Popular Events:  Bunny Trail Downtown SLO ­ 3­24  Egg H unt ­ 3­26  Calico Critter Part at Whiz Kids ­ 3­26  SLO Box Art: Calling All Artists! Submissions Wanted for Utility Box Painting 2016 ­ 02­12 ­ 3­18  SLO Little Theater Spring Theater Classes ­ 02­22 ­ 4­29    Usage:  2016 2015  Users :1,678 1,249      ( 34.35%   increase)  Times Opened: 3,359 2,042          (66.26%   increase)  Avg. Session Length: 2:35                 N/A      TOT Comparision 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 Change +/-2014-15 2015-16 Change +/-2014-15 2015-16 Change +/-2014-15 2015-16 Change +/- July 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 11.0%87.2 88.2 1.2 143.53$ 159.40$ 11.1 125.19$ 140.66$ 12.4 August 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 5.8%84.7 84.7 0 144.08$ 150.35$ 4.3 122.01$ 127.37$ 4.4 September 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 15.5%72.7 75.8 4.4 127.59$ 137.53$ 7.8 92.73$ 104.30$ 12.5 October 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 8.1%78 77.9 -0.2 130.39$ 140.91$ 8.1 101.68$ 109.70$ 7.9 November 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ -1.5%67.9 64.8 -4.5 $120.78 127.19$ 5.3 $81.96 82.40$ 0.5 December 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 9.8%57 59.2 3.9 $110.70 117.78$ 6.4 $63.06 69.72$ 10.6 January 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 382,048$ -4.5%60.8 55.2 -9.3 112.18$ 118.80$ 5.9 68.26$ 65.57$ -3.9 February 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 455,257$ 5.5%67.2 66.2 -1.5 $121.40 129.14$ 6.3 $81.63 85.53$ 4.8 March 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 70.3 121.44$ 85.32$ April 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 78 133.83$ 104.34$ May 393,431$ 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 70.4 137.58$ 101.05$ June 456,098$ 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 82 149.08$ 122.30$ Total/Average 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 4,639,616$ 6.2%73.02 71.50 129.38$ 135.14$ 95.79$ 98.16$ 6,843,873$ 5.0% ** Doesn't reflect all TOT #'s Occupancy ADR RevPAR Figures from Smith Travel Research report Bulletin 12 March 2016 Vietnam War Veterans Tribute October 27, 2016 Alex Madonna expo center 11:00 am to 2:00 pm Sponsor a veteran for $130.00 includes his/her lunch and sculpture Reservations are Required Contact and Send Donations (to the order of : MOWW) to: Joseph Brocato (805) 543-6244; Email: jebrocato@gmail.com 88 Country Club Drive, San Luis Obispo, CA 93401 Join The Admirals/Generals Club to Honor Our Veterans The Military Order of the World Wars The General Hoyt S. Vandenberg Chapter Mr. Hilding Larson, President of Matrix Mobile TV has generously volunteered to provide the Audio -Visual needs for the event. William V. Johnson, PhD, Professor of Music Emeritus; and Professor Christopher J. Woodruff, Director, Cal Poly Brass Quintet California State Polytechnic University have graciously volunteered to provide the musical segment of the event. Additionally, Cassandra Tarantino and the North County Chorus, last year’s musical entertainment, will also participate. Captain Michael Stadnick, Jr., USAF (Ret) and the Santa Maria Valley Honor Guard will preside for the Presentation of Colors. Original Bronze Sculpture (4.5”x6.0”Hx3/8”D,without Base) by Mark Greenaway will be given to each Veteran. Individuals, businesses or organizations donating $1,000 or more will also receive the same original sculpture given to Veter ans Sculpture with Base (2.5”H) will be inscribed with the names of individuals, businesses and organizations donating $5,000 or more. Donations at all levels are encouraged and accepted. All sponsors will be recognized in this Bulletin and in the printed Program distributed at the event. Admiral/General and Sculpture $2,500 or More Donation San Luis Obispo County Board of Supervisors Fleet Admiral/General of the Army/General of the Air Force and Sculpture with Base $5,000 or More Donation Mr. & Mrs. Joseph E. Brocato; Major James Murphy, USMC (Ret); Dr. & Mrs. Ernest Miller, MD; Mr. & Mrs. Hilding Larson Vice Admiral/Lieutenant General and Sculpture $1,000 or More Donation LTC & Mrs. Louis Stout, USA (Ret); Assemblyman & Mrs. Katcho Achadjian Rear Admiral/Brigadier General $250 or More Donation Mr. & Mrs. Richard Pescatore; SLO Sub Vets Base of USSVI Rear Admiral/Major General $500 or More Donation Heritage Oaks Community Bank Captain/Colonel $100 or More Donation 100% of funds will be used to cover direct costs Donations are tax-deductible, A 501c (19) Non-Profit Veterans Organization Federal Identification Number: 53-0109990 Military Order of the World Wars The Association for all Military Officers Founded in 1919 General Hoyt S. Vandenberg Chapter Chartered in 1990 Past Commander 88 Country Club Drive ---San Luis Obispo, CA 93401 ---(805)543-6244 Date of the Event: October 27, 2015 1.Organization Information: The General Hoyt S. Vandenberg Chapter of The Military Order of the World Wars A 501c-19 Non-Profit Veterans Organization. Federal Identification Number: 53-0109990 Address: 88 Country Club Drive, San Luis Obispo, CA 93401 Phone Number: 805-543-6244 Contact Person: Joseph E. Brocato, Past Commander Email address: jebrocato@gmail.com 2. Funds that are donated will be used ONLY to pay the Direct Cost of the lunch entrée and a specially commissioned sculpture for 400+ WW II, Korean War and Vietnam War Veterans and their wives/husbands or nearest relatives accompanying the Veterans. There will be NO overhead or administrative costs. All organizational and administrative work is strictly voluntary. Budget for the Event: Expenses: Lunch Entrees for Veterans and Next of Kin (800 @ $20.00)*$16,000 Sculptures for Veterans (400 @ $108.00)43, 200 Lunches for Volunteers (40 @ $20.00)*800 Honorarium for Cal Poly Brass Quintet 300 Honorarium for Color Guard 300 Audio Visual System 5,000 Staging (podium, stage, etc.)1,200 Miscellaneous 500 $67,300 Sources of Funds: Grants & Contributions $67,300 *Cost of lunches includes entrée, beverage, desert and tip 3.Tax Deductibility under IRS Code This certifies that The General Hoyt S. Vandenberg Chapter of The Military Order of the World Wars is in full compliance and in good standing with the provisions of the IRS Code as a 501c-19 Non-Profit Veterans Organization. Federal Identification Number: 53-0109990 That its current active membership exceeds seventy-five (75) percent War Veterans as defined by the applicable IRS Code. Accordingly, donations to The General Hoyt S. Vandenberg Chapter of The Military Order of the World Wars does qualify for tax exemptions under the Federal Tax Code. 4. The Military Order of the World Wars is incorporated under PUBLIC LAW 102-484-October 23, 1992 102nd Congress. Copies available on request. Military Order of the World Wars General Hoyt S. Vandenberg Chapter 88 Country Club Drive ---San Luis Obispo, CA 93401 ---(805) 543-6244 5.The Mission of MOWW resulted from the request of General of the Armies John J.Pershing that his officers continue to serve America after their active military service ended. Since its founding in 1919, MOWW members ("Companions") have lived by the Order's motto, “It is nobler to serve than to be served.” We actively support our community and our citizens, young and old. MOWW serves America’s youth by hosting Youth Leadership Conference (YLC) programs throughout the United States, at no cost to high school students attending. These students receive patriotic education on leadership in a free society, free enterprise system concepts, principles of democracy, the Constitution and Bill of Rights, and civic responsibilities associated with preserving American rights and freedoms. MOWW also sponsors awards programs for Reserve Officer Training Corps (ROTC) and Junior ROTC cadets (JROTC), the Boy Scouts of America (BSA) and the Girl Scouts of the USA (GS-USA). We also participate in all Veterans events on Memorial Day, Fourth of July, Veterans Day and any other patriotic events occurring on the Central Coast. We participate and honor fallen Peace Officers on Peace Officers Memorial Day and Police Week. We sponsor and conduct the Lost at Sea Ceremony on Memorial Day at the Cayucos Pier. The local Chapter’s signature program is the Veterans Tribute Programs (luncheons) honoring Veterans of WW II, Korean War, and Vietnam War. The WW II Tribute was held on October 30, 2014, The WW II and Korean War Veteran Tribute was held on October 29, 2015 and the Vietnam War Veterans Tribute is scheduled for October 27, 2016. Lt(jg) Joseph E. Brocato, USN (Former),Past Commander The General Hoyt S. Vandenberg Chapter The Military Order of the World Wars America LIAR 0 2 'ldicj Planting Pride in Our Communities February 29, 2016 Board Members Dear Mayor MarDr. Charlie Hall Katy Moss Warner Dr. Marvin N. Miller I am pleased to inform you that Arroyo Grande in Bloom will be hosting the 2016 America in Evelyn Alemanni Bloom Symposium, October 5-8, 2016. This is the first year our national awards symposium Dr. Jack Clasen will be held "west of the Rockies." And we are pleased that Arroyo Grande in Bloom has Bobby Barnitz accepted the challenge to host this noteworthy event. The symposium will be attended by Drew Becher community representatives, civic leaders, and elected officials from communities across theKurtBecker Marshall Dirks country. There is already a record number of cities registered for this event, and we Tony Ferrara anticipate that participation will continue to grow as we approach the spring season. In Dale Fisher short, the opportunity to visit the Central Coast of California has brought about an Lela Kelly "undercurrent" of excitement within America in Bloom communities nation-wide. Edith Makra John Manchester Due to the large number of participants and the absence of suitable conference facilities in Diana Weiner South San Luis Obispo County, AGIB has selected the Embassy Suites Hotel and Conference Laura Kunkle, Center in the City of San Luis Obispo, as the host hotel. Please note that participants will Executive Director travel by motor coach to symposium activities that will be held throughout the county. This Special Advisors will truly be a regional event. Peter Kagayama Joe Lamp'I As you may imagine, hosting an event of this magnitude requires a major logistical City Judges commitment. Host cities typically receive support in the form of grants and contributions Douglas Airhart from sponsors to assist with the substantial costs associated with hosting the symposium. AsJackClasen Evelyn Alemanni such, we are respectfully requesting your assistance in helping us ensure the success of this Sue Amatangelo event. We would appreciate a donation in the amount of $1,500, but will certainly accept Carlo Balestrieri with gratitude any level of support you can provide. In return, your City sponsorship' will beBillyButterfield Linda Cromer highlighted in our plenary session slide presentations and in our Symposium brochure. In Tony Ferrara addition, we would gladly insert your city marketing materials in each participant's Bill Hahn registration gift bag. Please contact Bob Lund, Chairperson of Arroyo Grande in Bloom atEdHookerIII Marlborough Packard (805)710-4049 or e-mail at Iundbob920 c@t gmaiLcam for further details regarding your Kristin Pategas contribution. Lastly, we cordially invite you to be our guest at the Mayors / Elected Officials Stephen Pategas Leslie Pittenger reception and forum to be held during the symposium. A formal invitation will be Alex Pearl forthcoming. Bruce Riggs Melanie Riggs Karin Rindal We hope to see you at the 2016 America in Bloom Symposium. Susie Stratton Barbara Vincentsen Sincerely, Katy Moss Warner 3 Diana K. Weiner Meg Whitmer Tony Ferrara America in Bloom Board Member National Symposium Committee 2130 Stella Ct. Columbus, OH 43215 aib@AmericaInBloom.org P 614-453-0744 F 614-487-1216 www.americainbloom.org Tony Ferrara 3935 Via Amalfi Palm Desert, CA 92260 1 MAYOR JAN HOWELL MARX 990 Palm Street San Luis Obispo, CA 93401 I! Now vow Armric www.americai n b loom. org Tony Ferrara Board of Directors National Awards Judge 3935 Via Amalfi Palm Desert, CA 92211 CELL: 805.550.6446 tmf4259@gmail.com MAR Oz 2015 lrr-r ii'irili r riririrrirr-.ri,i rri rrrit,e ii F'iiir fliil s DRAFT 4.8.16 Dear Interested Organization: The City of San Luis Obispo's Community Promotions Program comprised of the Tourism Business Improvement District (TBID) and the Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational events make significant contributions to the overall quality of life in and visitor attraction to the City of San Luis Obispo. Accordingly, the City maintains a local special event sponsorship program, referred to as the Events Promotion through this application process, to assist in the development and promotion of such activities within our community. The purpose of the Event Promotion sponsorship is to develop a year-round diverse calendar of destination events in the City of San Luis Obispo. The City is seeking new destination events that showcase the attributes of our City to significantly attract tourists to our destination and enhance the experience for the local community, or existing destination events that are developing new features to their program. Events applying should maintain the intention to keep the event located in the City of San Luis Obispo even after the sponsorship support has been termed out. To be considered for local special event sponsorship funding, events must have clearly stated goals, and the event producer must 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. Sponsorship funding is subject to budget constraints. Based on the limited amount of funding available, applications will be reviewed in consideration of all application submissions, and the submission of a complete application does not guarantee funding. This application process does not limit the TBID or PCC from directly funding special events outside of this application process. The application must be submitted in the following manner: A. One digital copy sent to mcano@slocity.org. B. Eight sets (8) of the application (typed, clipped, and 3-hole punched). C. One copy of: • your event’s previous year financial statement or budget details for a start-up event • a listing of all officers and/or staff • tax exempt certification/ or business license in the City of SLO (City of SLO business license must be obtained if funds are awarded) • signed statement of limitations and payment disbursement (Attachment 4) PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS. It is important that your application provide all the requested information. Clear, concise and original applications are best. Your original application should be hand delivered or mailed to: Community Promotions Program- Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 Events Promotion Program Timeline Please note the following dates: 1. April 18, 2016 - Application information available on the City’s website. 2. April 27, 2016 at 4:30 pm Special Meeting of the Events Promotion Subcommittee - An informational workshop will be held at City Hall, 990 Palm Street, to answer questions regarding the special event sponsorship process. 3. May 20, 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. Week of May 30- June 3- Events will be required to participate in a question and answer session with the subcommittee members. (Applicants will be notified of this meeting by email). 5. June 8, 2016- Recommendations from the subcommittee will be made to PCC/TBID Boards during regular committee meetings. 6. July 2016 – Grant contracting with organizations. Grants available to approved organizations when fully executed agreements are returned. If you have any questions, please contact Molly Cano at 781-7165 or mcano@slocity.org. COMMUNITY PROMOTIONS PROGRAM SPECIAL EVENT SPONSORSHIP APPLICATION ASSESSMENT CRITERIA Applications submitted to the TBID/PCC will be evaluated both in terms of the applicant and the event proposal using the following criteria: APPLICANT CRITERIA 1. Applicant organization must have a clearly stated purpose and function and be responsible for the planning and provision of a cultural, social or recreational program/event. 2. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed project. Repeat applicants must have a successful history of using prior sponsorship funds, as evidenced by a completed and accepted Final Report. 4. The organization must give evidence that it has examined and weighed the financial ability of the target population to support its program or event. 5. The organization must extend its program to the general public and may not exclude anyone by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status. 6. The applicant organization must comply with the final report evaluation process as requested by the Events Subcommittee. Final report must be received within 60 days of the conclusion of the event unless otherwise approved in writing by the Tourism Manager. 7. Applicant does not need to maintain non-profit status for sponsorship consideration. 8. Events who have received funding through the PCC’s grants-in-aid (GIA) program for the current event year, will not be eligible for additional event sponsorship funds through this application. SPONSORSHIP CRITERIA & GUIDELINES 1. Priority will be given to organizations requesting “seed money” for new destination events or to enter new promotional markets outside of San Luis Obispo. 2. Priority will be given to events that take place in the City of San Luis Obispo or events of special benefit to the City of San Luis Obispo. 3. Event sponsorship requests must meet both of the purposes below: • Of tourism promotion advantage to the City of San Luis Obispo and; • Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 4. Priority may be given to events that take place in “non-peak” tourism months (October through March) with the goal of bringing people to San Luis Obispo. 5. Priority will be given to requests pertaining to marketing and promotional efforts for the event in order to drive visitors and tourists to the City of San Luis Obispo. 6. Organization must disclose other requests for City support that are being pursued (i.e support from Parks & Rec, Public Works, etc). 7. Organization must state co-opportunities or other tourism sponsors that are actively pursued. 8. Demonstrated financial need is considered, although events with potentially greater promotional benefit to the City of San Luis Obispo will be given higher consideration. The following tiered structure provides guidelines that will be used to establish the consideration of the event support.  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo. The organization effectively brings tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the event must encourage overnight stays with the City’s lodging partners; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; event will provide tickets for participation/promotion.  Category Two: An existing event offering “new” event components, features, or experiences. Events that are expanding their event offerings in addition to marketing reach beyond San Luis Obispo County. The organization effectively brings tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the event must encourage overnight stays with the City’s lodging partners; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; if appropriate provide City promotional space (booth) at the event; event will provide tickets for participation/promotion.  Category Three: A new destination event applying for seed money to fund the event startup. This is a brand new event that is looking for significant sponsorship to support the initial launch of the event. The event will effectively bring tourists from outside San Luis Obispo County to the City of San Luis Obispo. The organization agrees to at minimum: incorporate the City’s tourism logo, tourism website, and lodging phone number on all marketing material and event website; the organization must include City of San Luis Obispo visitor and tourism information in its mailings and marketing outreach; if appropriate provide City promotional space (booth) at the event; event will provide tickets for participation/promotion. The event will also exclusively promote the City’s lodging partners as the “place to stay”. Sustainable Funding Process The Sustainable Funding process allows an organization to receive up to three years of sponsorship funding. Repeat recipients can anticipate a reduction in sponsorship funding. After the initial year of funding, repeat recipient awards are typically reduced by one third each year for a total of three years of funding or as budgets allow. This rule has been established to assure the Community Promotions Program will have the opportunity to foster new events for the City of San Luis Obispo and encourage event organizers to become self-sustaining by cultivating new community partners and securing ongoing diverse funding options. The TBID and PCC request that in applying for sponsorship funds, the event has the intention to keep the event located in the City of San Luis Obispo once the three-year sustainable funding model has been exhausted. Adherence to this process is at the discretion of the TBID and PCC committees. EVENT SPONSORSHIP APPLICATION FORM DATE(S) OF EVENT: __________________________________________________ NAME OF EVENT: ____________________________________________________ EVENT LOCATION: ___________________________________________________ NAME OF ORGANIZATION: ADDRESS OF ORGANIZATION: _______________________________________________________________________________ WEBSITE URL: ________________________________________________________________ NAME OF CONTACT PERSON: TELEPHONE NUMBER: E-MAIL ADDRESS: TOTAL AMOUNT REQUESTED: PURPOSE OF SPONSORSHIP REQUEST (check all that apply):  In-County Event Advertising/ Promotion  Out-of-County Event Advertising/ Promotion  Event Logistics  Event Production  Event Staff Compensation  Other: ___________________________________________________________________ Please select the category that best represents your funding request:  Category One: An existing event in pursuit of expanding current marketing outreach to draw in new attendees from outside San Luis Obispo County and bring tourists to the City of San Luis Obispo.  Category Two: An existing event offering “new” event components, features, or experiences.  Category Three: A new destination event applying for seed money to fund the event startup. Please complete the entire application, answering all requests for information. 1. Provide a brief description of your organization and its cause. 2. Provide a brief description of your event. 3. Provide a brief description of how/what the requested funds will be used? 4. Will your event be taking place within the City of San Luis Obispo? Yes ___ No ____ Venue Name: Venue Location: 5. Has a City permit been issued for your event or have contracted the venue for your event date? Yes ___ No ____ Note: 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 on the slocity.org. 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. Event applicants shall be responsible for securing a separate Special Event Permit with the City. 6. If you are a for-profit organization, do you give a percentage of your income from this event to a charity? Yes ___ No ____ If yes, please complete the following questions: Is the charity local or national? Local _____ National _____ Name of the Charity/ies): ___________________________ How does the charity benefit for your donation? Cash ______ In-Kind_______ Explain: How do you select the charity? 7. Is this a first year the event will take place? Yes ___ No ____ If yes, skip to question number 13 8. If not, how many years has it taken place? 9. Where has it taken place previously? 10. How is this year’s event different this year from prior years? 11. Historical Attendance: 12. Historical percentage breakdown of in-county vs. out-of-county attendees: 13. What is the return on investment trend for your event? 14. Expected Event Attendance: 15. Expected percentage of in-county vs. out-of-county attendees: ____________ in-county attendees ____________ out-of-county attendees 16. Who is your target audience? 17. Where is your primary and secondary geographic target market? Primary _____________________ Secondary ______________________ 18. Do you sell tickets or is it a free event? Tickets____ Free____ If tickets are required, please provide the price range. 19. Have you requested funding from other organizations/entities? Yes ___ No ___ If yes, please provide the names of these organizations and funding entities. 20. When are the funds needed for the event? 21. What is the overall budget for the event? 22. What are you willing to offer the City and TBID members in exchange for the sponsorship funds for your event? (Ex. Exclusive lodging partnership, discounted tickets for lodging packages, complimentary tickets for promotional use, etc) 23. Is it your intention to keep the event located in San Luis Obispo once City sponsorship funding is exhausted? Yes ___ No ___ 24. What is the anticipated longevity of the event to take place in the City of San Luis Obispo? Event Worksheets The worksheets below are simplified examples of what information we are looking to review. Please use a separate sheet if more space is needed. Line Item Funding Request: Indicate total amount requested from the City of San Luis Obispo, including a prioritized list of individual line items making up the total. Event Component Amount Total $ Line Item Event Budget: Provide a detailed budget for the complete event, listing all available support and income sources. Source Amount TOTAL $ Detailed Media Plan: Provide a detailed Media Plan including traditional and online media. Media Outlet Type & Frequency Cost of advertising Example: LA Times Online Banners / 1,000 impressions $ XXXXX The Tribune ½ page ads / 3 times $ XXXXX Crowd control plan: Provide your crowd control and safety plan (parades or large special events only). Please provide any additional information you would like to share. Be sure to include all supplemental materials as requested. Thank you. Return Application to: Community Promotions Program – Events Subcommittee Attn: Tourism Manager City of San Luis Obispo Administration 990 Palm Street San Luis Obispo, CA 93401 Post-Event Final Report Guidelines Organization: ___________________________________________ Event Dates: ___________________ ** Final report must be received within 60 days of the conclusion of the event unless otherwise approved in writing by the Tourism Manager. The report must include the following:  Administrator’s Report: A brief synopsis of the event. Please include a statement describing activities, services, or programs provided, and any changes that have occurred during the reporting period.  Statistical Survey: Include the number of participants in the event. Survey should also include, to the best of your ability, the demographic make-up of participants, i.e., residents, non-residents, and age groups (youth, teens, adults or senior citizens), and the source the data is based on. This section should also include the return-on-investment details from the event for the City of San Luis Obispo and TBID members.  Financial Report: A financial statement that details how the Events Promotion sponsorship funds have been expended.  Recognition: Provide proof of your organization’s acknowledgement of the City’s support in promotional materials used for the event and how City Tourism message was integrated into the overall event campaign. Please submit reports that illustrate how the event generated leads and traffic. COMMUNITY PROMOTIONS PROGRAM STATEMENT OF LIMITATIONS AND PAYMENT DISBURSEMENT Please read the following document and sign to indicate that you have read and understand it. Limitations: This application does not commit the sponsor to award sponsorship or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The City reserves the right to accept or reject any or all applications received, to fund on a line item basis, to negotiate with all qualified applicants, or to cancel in part or in its entirety this program, if it is in the best interest of the City to do so. Payment of Funds: All duties, obligations, and disbursements of funds are shall be governed by the provisions of the agreement between the City and the applicant receiving funds. • An applicant that is awarded funds shall enter into a contractual agreement with the City of San Luis Obispo for stated program during the current grant period. • The payment schedule will be stated in the contractual agreement. • The contracting agency will agree to provide reports in such form and detail as may be required by the City and the TBID/PCC to monitor contract performance prior to payment for programs. • The contracting agency will provide the City with an annual audit by an independent auditor to be approved by the City, if the City should so request. • Should the funds not be used in the manner specified within the contract, the organization will be required to return the funds to the City of San Luis Obispo, (Sample copies of standard City contract forms can be provided by the Tourism Manager upon request.) I, , (printed or typed name of authorized applicant organization representative), have read the above statement and fully understand its contents and implications. I further attest that all the information contained in this application is accurate to the best of my knowledge. Signature Date Title Applicant Organization Minutes Tourism Business Improvement District Board Wednesday, March 9, 2016 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER A Regular Meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on Wednesday, March 09, 2016 at 10:00 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Patel. ROLL CALL Present: Board Members Dean Hutton, Matthew Wilkins (arrived at 10:06), LeBren Young-Harris, Vice-Chair Clint Pearce, and Chair Nipool Patel Absent: Board Members Kimberly Walker Staff Present: Tourism Manager Molly Cano, Economic Development Manager Lee Johnson, Tourism Intern Emma Maltbaek, and Recording Secretary Kevin Christian PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public comment. CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, JANUARY 13, 2016 MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER HARRIS, CARRIED 5-0, to approve the Minutes of the Tourism Business Improvement District Board meeting on February 10, 2016. C2. SMITH TRAVEL REPORT By consensus, the Committee directed staff to receive and file the Smith Travel Report. C3. CHAMBER PUBLIC RELATIONS REPORT By consensus, the Committee directed staff to receive and file the Chamber Public Relations Report. Draft – Tourism Business Improvement District Board Minutes of March 9, 2016 Page 2 City of San Luis Obispo, Title, Subtitle C4. BCA + STUDIOGOOD MARKETING REPORT By consensus, the Committee directed staff to receive and file the BCA + StudioGood Marketing Report. C5. CHAMBER VISITOR CENTER REPORT By consensus, the Committee directed staff to receive and file the Chamber Visitor Center Report. C6. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Committee directed staff to receive and file the TOT Report. PRESENTATION ITEMS 1. MARKETING AGENCY MONTHLY UPDATE Representatives from BCA + StudioGood presented an activity report for their marketing efforts in the previous month. They highlighted that the SLO TBID won the “Poppy Award” at the Visit California Outlook Forum; reported that the Rainy Day marketing promotion has garnered over 900 room nights booked; announced that the upcoming April issue of the American Airlines magazine will include an 8-page feature on San Luis Obispo County; reviewed positive results from surveys and email subscriptions completed at recent tradeshows; reported the metrics on various print and online marketing activities; and announced that pages for Homestays, Race SLO, and San Luis Obispo Travel Videos have been added to SanLuisObispoVactions.com. 2. PUBLIC RELATIONS MONTHLY UPDATE Molly Kern from the SLO Chamber of Commerce announced that last year’s Visit California China Fam Promotional Coordinating Committee sponsorship has resulted in print and online articles in Chinese magazine tiles of GQ, Esquire, Trading Up, National Geographic Traveler, and Traveler Weekly, each having circulation rates greater than 450,000 in China. She also reported that the Chamber will be partnering with the Central Coast Tourism Council (CCTC) to sponsor Yahoo writer, Lisa McElroy, for a return trip to write a family focused piece on the area. For upcoming activities she reviewed eight journalists that will be covering events in San Luis Obispo in the next few weeks, with a focus on arts and the outdoors. BUSINESS ITEMS 1. TOURISM PROGRAM SUPPORT Tourism Manager Cano reviewed the duties, salary, and costs of the proposed Tourism Coordinator position, noting that it would be fully funded by the TBID budget, with the Draft – Tourism Business Improvement District Board Minutes of March 9, 2016 Page 3 City of San Luis Obispo, Title, Subtitle City supplying overhead costs. Additionally, an action timeline was presented, culminating at the June 14, 2016 City Council meeting, should the board recommend going forward with the proposed position. MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0, to recommend the establishment of a tourism program support position. 2. 2016-17 BUDGET DISCUSSION Tourism Manager Cano reviewed the budget timeline as presented in the February 10, 2016 meeting and presented 2016-17 TBID projected budget of $1.4 million. Cano outlined the committed staffing costs and City administration fee leaving the program budget at slightly over $1.3 million. Additionally Cano outlined the multi-year committed contract amounts throughout the budget including items like the RaceSLO arch and the Cal Poly Athletics sponsorship. The committee acknowledged the projected budget. 3. ELECTION OF CHAIR AND VICE CHAIR Tourism Manager Cano reviewed the duties and bylaw guidelines for the Chair, Vice Chair, and Promotional Coordinating Committee (PCC) Liaison positions. MOTION BY BOARD MEMBER PEARCE, SECOND BY CHAIR PATEL, CARRIED 5-0, to nominate Board Member Wilkins for the TBID Chair position. Per Board bylaws, TBID Manager Cano declared outgoing Chair Patel as the new Vice Chair. MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER HARRIS, CARRIED 5-0, to appoint Board Member Wilkins as PCC Liaison. TBID LIAISON REPORTS AND COMMUNICATION 1. HOTELIER UPDATE None 2. MANAGEMENT COMMITTEE UPDATE Nothing further. 3. MARKETING COMMITTEE The Cow Parade selection was reviewed. It was noted that a humorous piece entitled “Marilyn Moo-roe” has been selected. An illustration was displayed.