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Home My WebLink About01-11-2017 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Wednesday, January 11, 2017 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 December 14, 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 20 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 10 mins Representatives from GFL will present the quarterly activity report for the technology developments with the SLO Happenings program. BUSINESS ITEMS 1. 2017 AMGEN TOUR OF CALIFORNIA 20 mins The committee will consider the sponsorship contribution to the San Luis Obispo Downtown Association for the development of a community festival to support the Amgen Tour of California bike race passing through San Luis Obispo on May 16, 2017. 2. 2017-18 GIA APPLICATION FINAL REVIEW 15 mins The committee will approve the revised 2017-18 GIA application and timeline, direct staff to release the application in February, and assign the 2017-18 GIA Task Force. 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: December 14, 2016 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on January 6, 2017 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 Wednesday, December 14, 2016 Regular Meeting of the Promotional Coordinating Committee CALL TO ORDER A Regular Meeting of the Promotional Coordinating Committee was called to order on Wednesday, December 14, 2016 at 5:35 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Roberson. ROLL CALL Present: Committee Members Daniel Levi, Patricia Loosley, Matthew Wilkins (5:38), and Chair Stephanie Roberson. Absent: Deborah Lewis, Sasha Palazzo, and Vice-Chair Jill LeMieux Staff: Tourism Manager Molly Cano, Economic Development Manager Lee Johnson, and Recording Secretary Kevin Christian. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA San Luis Obispo Museum of Art (MOA) representatives Karen Kile, Executive Director, Jody Kocsis, Public Relations Manager, and Board members Wendy George and Betsy Kiser displayed an architectural “fly over” of the proposed new MOA building. They announced that their Capital Campaign will begin in a couple of months and requested that the PCC, as a committee and as individuals, support the MOA as part of the City’s upcoming goal setting process. CONSENT AGENDA ACTION: MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED (4-0) to approve the Consent Agenda items C1 to C8. 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 DRAFT Minutes – Promotional Coordinating Committee Meeting of December 14, 2016 Page 2 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 Monthly Report Molly Kern, San Luis Obispo Chamber of Commerce Director of Communications and Business Education, presented their public relations activities report for October and November, and responded to Committee Member inquiries. BUSINESS ITEMS 1. PCC Committee Strategic Plan Preparation Introductions were made between the individual Committee members and BethMarie Ward of Regenerate Group, the contractor chosen to create the PCC Committee Strategic Plan. Ms. Ward discussed the work approach, expectations, and priorities for the Strategic Plan creation process with the committee. The importance that all members be able to attend both workshops was stressed. The committee tentatively selected the two following dates for the Strategic Plan workshop dates. January 19, 2016 - 4:15 p.m. February 4, 2016 - 2:00 p.m. Public Comments: None. ---End of Public Comments--- 2. Grants-In-Aide (GIA) Application Review The committee reviewed the current GIA application and requested the template be updated to include a table with important dates. Public Comments: None. ---End of Public Comments--- DRAFT Minutes – Promotional Coordinating Committee Meeting of December 14, 2016 Page 3 PCC LIAISON REPORTS AND COMMUNICATION 1. GIA Update Tourism Manager Cano reported that she has reviewed final reporting needs with the San Luis Obispo Classical Academy. Ms. Cano also noted that two applicant’s funding has not yet been released as they have not submitted final required reports from the previous Grant cycle. 2. TBID Board Report Vice Chair Wilkins provided a review of the TBID November 9, 2016 minutes and a brief review of the December 14, 2016 meeting. 3. Tourism Program Update Tourism Manager Cano reported:  A final candidate has been selected for the Tourism Coordinator position, noting a mid-January start date.  The SLO Happenings 3.0 App update is in the final stages and should be available prior to the next PCC meeting. ADJOURNMENT The meeting was adjourned at 6:31 p.m. The next regular meeting of the Promotional Coordinating Committee is scheduled for Wednesday, January 11, 2017 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/2017 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 1/5/2017 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$ 12,635$ 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$ 111$ City Administration Administration 31,609$ 31,609$ City Administration Total 403,609$ 266,800$ 7,600$ Report to City of SLO – TBID and PCC Public Relations Contract December 2016 Media/Community Relations 1. Wrote and distributed release regarding upcoming winter events in San Luis Obispo including GIA and City sponsored events. 2. Coordinated and SLO City portion of press trip for Toronto Sun Managing Editor Kevin Hann. 3. Pitched the Butler Hotel to Men’s Journal for their upcoming story about micro-hotels. 4. Worked with Molly Cano to pitch San Luis Obispo as a feature in the Active Junky video and editorial highlight in partnership with the CCTC and Visit California. 5. Pitched the following ideas to Visit California for their round up of What’s New - spring 2017: a. Embassy Suites b. Thomas Hill c. Giuseppe’s d. Mint + Craft e. Central Coast Brewing Co. 6. Pitched family friendly activities in San Luis Obispo to be featured in the CCTC Black Diamond newsletter which is distributed to travel agents in the UK and Ireland. 7. Began identifying writers to invite to San Luis Obispo for the SLO Film Fest. 8. Worked with Jarnard Sutton of The Nardcast to identify types of content and times of year that would be ideal for his audience. 9. 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 December 2016 Media Placements 1. Craft Beer is the New Black: Artisan Breweries are on the Rise Donna Sozio, who was hosted by the City and SLO Beer Week, writes about trends in brewing as well as the connection between wine country and breweries in San Luis Obispo in her article for Organic Authority. Unique Visitors Per Month: 717,916 http://www.organicauthority.com/how-craft-beer-has-gone-gourmet-and-the-scene-is-hotter- than-ever/ 2. America’s Hoppiest City The Tasting Panel article by Mike Dawson covers SLO Beer Week as well as a number of breweries located in the city. Circulation/Audience: 80,000 Unique Visitors Per Month: 43,497 http://digital.copcomm.com/i/759555-december-2016 Report to City of SLO – TBID and PCC Public Relations Contract December 2016 3. The 13 Places You Should Go In Southern California In 2017 Only in Your State recommends a train trip between San Luis Obispo and San Diego as one of the best ways to experience Southern California in 2017. Unique Views: 5,038,247 http://www.onlyinyourstate.com/southern-california/2017-bucket-list-so-cal/ 4. Winter Events in San Luis Obispo A collection of articles and local news features showcase winter events in the City of San Luis Obispo. Unique Visitors Per Month: 676,202 http://www.sanluisobispo.com/entertainment/music-news-reviews/article118213198.html http://www.sanluisobispo.com/news/local/article121493812.html Unique Visitors Per Month: 208,330 http://www.ksby.com/story/34019808/civic-ballet-presents-the-nutcracker-this-weekend Report to City of SLO – TBID and PCC Public Relations Contract December 2016 5. California Dream Eater visits Sidecar in San Luis Obispo The California Dream Eater’s trip to Sidecar was featured in their Restaurant Month newsletter as well as prominently on their website. http://www.visitcalifornia.com/dream365tv/california-dream-eater-visits-sidecar-san-luis- obispo?utm_source=NEWSL&utm_medium=email&utm_campaign=Dec+4+US_+Culinary_ 2016-12-21_476456&utm_content=11113651&utm_term=_476456_476472 6. 2017 best places to travel for business Churchill Living names San Luis Obispo the eight best places to travel for business in 2017 citing the abundance of leisure activities, short commute time, business climate and economic health. https://www.furnishedhousing.com/blog/2017-best-places-to-travel-for-business Report to City of SLO – TBID and PCC Public Relations Contract December 2016 7. 16 Best Eats of 2016 Melody Pittman, who was hosted by the city early last year, names Big Sky as the place of her sixth best meal in 2016 in an article for her website Wherever I May Roam. http://www.whereverimayroamblog.com/16-best-eats-2016/ 8. Travel Trends 2017: 6 Road Trips and Staycations Travel Pulse names the road trip between San Luis Obispo and Monterey as a top road trip to take in 2017. Unique Visitors Per Month: 209,889 http://www.travelpulse.com/news/destinations/travel-trends-2017-6-road-trips-and- staycations.html Report to City of SLO – TBID and PCC Public Relations Contract December 2016 9. The Most Fitness-Friendly Places for 2017 Smart Asset names San Luis Obispo as the sixth most fitness friendly place in America in 2017 citing the early smoking ban and healthy dining options. https://smartasset.com/mortgage/the-most-fitness-friendly-places-for-2017 10. Family Time In California! Black Diamond trade newsletter which is sent to approximately 2,500 travel agents/product managers here in the UK and Ireland features activities and attractions in San Luis Obispo. The newsletters have an average of between 15-20% open rate. Grants- in-Aid Marketing Support December 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 X California Poppy Foundation Holiday Beer Festival X 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 X 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 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 X X 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 December 2016 Visitor Interaction December 2015 November 2016 December 2016 Walk-ins 4,948 5,372 5,769 Farmers’ Market* n/a n/a n/a Phone calls 256 384 331 Emails 266 637 512 *estimate without people counter Visitor Center Highlights  Launched a variety of new SLO themed retail items in the Visitor Center.  Sent representatives to attend Visit CA’s “Global Ready China” seminar.  Promoted Downtown Association’s Santa House in Mission Plaza.  Promoted “Oz with Orchestra” for Orchestra Novo.  Enjoyed helping every single visitor that came through our doors Demographic Snapshot International travelers 461 Asia 8% Africa 0% Europe 39% Australia/New Zeeland 6% United Kingdom 27% North America 16% South America 4% Domestic travelers (outside of CA.) 428 West 7% West Coast 32% East Coast 19% Southw est 11% Midw est 20% South 11% California travelers 1,522 Northern CA 22% Southern CA 22% Central Coast 47% Central Valley 7% Desert 2% Calendar of Events December 2016 January 2017 Events in calendar 306 248 SLO HAPPENINGS MARKETING - MONTHLY REPORT REPORT PERIOD: December 1 – 31, 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 and chilly winter temps meant fewer outdoor events. We anxiously await the new app feature rollout and will commence promoting all added benefits to reinvigorate the users and to entice old users back. Once final ro llout 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 of new revision. APP, CLICKS & CURATION PERFORMANCE – [ MO / MO (+/-) ] Number of App Sessions: 2,259 (-298 / -13.19%) Number of Active Users: 1,119 (-71 / -5.97%) Number of App Downloads: / New Users: 325 (-4 / -1.23%) Number of App Page Views: 10,800 (-925 / -7.89%) Number of Submission Sessions: 108 (-39 / -26.53%) Number of Submission Users: 46 (-28 / -37.84%) Number of Splash Page Link Clicks: 18,480 (+533) Number of Add Event Page Link Clicks: 195 (+0) Number of Curated Events Entered / Posted: 78 MEDIA / ADVERTISING Facebook / Instagram Ads People Reached Impressions Actions Taken CTR Budget Engagement / Awareness / Clicks to Website 9,145 21,531 11,998 1.94% $247.54 SOCIAL CHANNELS FreshBuzz manages, curates and posts upcoming events, promotions and local information, executed branded design, timeline and digital app contests, connect and engage with the community users and event planners, optimize the media campaigns and deliver provide quick response monitoring -- incrementally growing all digital channels and user data. FACEBOOK November 2016 December 2016 +/- Likes 22,210 22,268 -35 TWITTER November 2016 December 2016 +/- Tweets 1,169 1,200 +31 Following 2,440 2,807 +367 Followers 2,191 2,246 +55 Likes 118 120 +2 INSTAGRAM November 2016 December 2016 +/- Posts 168 183 +15 Followers 2,709 2,817 +108 Following 1,362 1,679 +317 3765 S. Higuera St. Suite 120 San Luis Obispo, CA 93401 SLO Happenings December Report Events Events : 178 Submissions : 45 From C hamber : 133 User Location SLO County: 57% San Francisco: 15% Los Angeles: 12% Other: 16% Most Popular Events: Holliday at the Apple Farm 1112 1225 Santa’s H ouse in the Mission Plaza 1125 1224 EXHIBITION: What of the Night? 100316 13017 New Years Eve Masquerade Ball 1231 EXHIBITION: The Way we Wore 110416 40317 Usage: 2016 2015 Users :1,119 1,132 ( 1.15% decrease) Times Opened: 1,875 1,732 (8.26% increase) Avg. Session Length: 2:19 2:28 (6.45% decrease) TOT Comparison 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 Change +/-2015-16 2016-17 Change +/-2015-16 2016-17 Change +/-2015-16 2016-17 Change +/- July 508,195$ 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$ 650,117$ 1.1%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$ 628,049$ -2.2%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$ 497,162$ 6.2%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$ 3,417,952$ 72.42 139.32$ 102.08$ 7,186,067$ 1.6% Occupancy ADR RevPAR Figures from Smith Travel Research report * August TOT total missing one lodging property contribution February 1, 2017 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 promotional grants totaling approximately $100,000 to various 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, 2017 – June 30, 2018. Organizations that received promotional grants during the 2016-17 funding cycle must have complied with all reporting requirements to be considered for a 2017-18 grant. To be considered for a grant, organizations must have attended the mandatory meeting on Wednesday February 8, 2017, 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 10, 2017. 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 Date Time Location Action Description 1-Feb 9:00 AM www.slocity.org Application Period Opens Application will be available on the City’s website. 8-Feb 5:00 PM City Hall Council Chamber Mandatory Application Meeting 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. 10-Mar 5:00 PM City Hall City Clerk's Office Applications Due Completed applications will be due to the City Clerk's Office by 5:00 p.m. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. 17-May 5:30 PM City Hall Council Hearing Room PCC Preliminary Grant Recommendations Committee will present its preliminary 2017-18 Grants-In- Aid recommendations to applicants at a public meeting. 7-Jul 6:00 PM City Hall Council Chamber City Council Approval of Grant Recommendations City Council will review the PCC recommendations and makes final funding decisions. If you have any questions, please contact Molly Cano at 781-7165 or mcano@slocity.org. Sincerely, Stephanie Roberson Chairperson, PCC City of San Luis Obispo Promotional Grants in Aid 2017-18 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 promotio nal 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 Clerk’s Office on March 10, 2017 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 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, 2017 through June 30, 2018.  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, December 14, 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, December 14, 2016 at 10:01 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Wilkins. ROLL CALL Present: Board Members Clint Pearce, Pragna Patel-Mueller (arrived 10:10), LeBren Young- Harris, Vice-Chair Nipool Patel and Chair Matthew Wilkins Absent: Board Member Dean Hutton Staff: Tourism Manager Molly Cano, Economic Development Manager Lee Johnson, and Recording Secretary Kevin Christian. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA San Luis Obispo Museum of Art (MOA) representatives Karen Kile, Executive Director, Robyn Letters, Board of Directors representative, and Jody Kocsis, Public Relations Manager, displayed an architectural “fly over” of the proposed new MOA building. They announced that their Capital Campaign will begin in a couple of months and requested letters of support from the TBID and individual hotels directed to City Council for the City’s goal setting process. CONSENT AGENDA ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER YOUNG- HARRIS, CARRIED (4-0), (BOARD MEMBER PATEL-MUELLER ABSENT), to approve Consent Calendar Items C1 through C6. C1. Minutes of regular meeting on Wednesday, November 9, 2016 C2. Smith Travel Report C3. Chamber Public Relations Report C4. BCA + Matchfire Marketing Report DRAFT Minutes – Tourism Business Improvement District Board Meeting of December 14, 2016 Page 2 C5. Chamber Visitor Center Report C6. Transit Occupancy Tax (TOT) Report PRESENTATIONS 1. CAL POLY SENIOR PROJECT REPORT Tourism Intern Katie Conroy presented her senior project on Sport Tourism to the Board. Public Comments: None. ---End of Public Comments--- No action was taken on this item. 2. MARKETING AGENCY MONTHLY REPORT Representatives from BCA + Matchfire presented an activity report for their marketing activities over the past month for the TBID. Highlights included Facebook metrics reporting issues, an introduction of Gmail sponsored Interest Marketing as a new data source, and advances in TripAdvisor data. BCA + Matchfire representatives responded to Board member questions concerning Facebook metrics reporting issues. Public Comments: None. ---End of Public Comments--- No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Meeting of December 14, 2016 Page 3 3. CHAMBER MONTHLY REPORT Representatives from the San Luis Obispo Chamber of Commerce presented the public relations activities report for SLO TBID for October and November, and responded to Board Member inquiries. Public Comments: None. ---End of Public Comments--- No action was taken on this item. BUSINESS ITEMS 1. 2017 TRADESHOW DELEGATION SELECTION The Board completed the selection of delegates to represent the TBID at the upcoming tradeshows in 2017 using a blind drawing of interested candidates. Results:  SLO Brew Lofts will attend the Bay Area show on 2/11-2/12. (Alternate – Apple Farm)  Apple Farm will attend the LA show on 2/18-2/19. (Alternate – SLO Brew Lofts)  Lamplighter will attend the San Diego show on 3/4-3/5 (Alternate – SLO Brew Lofts) Public Comments: None. ---End of Public Comments--- 2. STRATEGIC PLAN UPDATE Tourism Manager Cano reviewed the San Luis Obispo TBID Strategic Plan Mid-Point Check-In update for the Board’s input and approval. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER PEARCE, CARRIED (5-0), to accept the Strategic Plan Mid-Point Check-In as presented. DRAFT Minutes – Tourism Business Improvement District Board Meeting of December 14, 2016 Page 4 TBID LIAISON REPORTS & COMMUNICATION 1. HOTELIER UPDATE None at this time. 2. MANAGEMENT COMMITTEE UPDATE – November 15, 2016 Tourism Manager Cano reviewed that the committee had worked through the questions presented in the strategic plan update, as well as reviewing and giving input for the Tourism Coordinator position interview questions. 3. MARKETING COMMITTEE UPDATE – MINUTES: December 8, 2016 Chair Wilkins noted the review of the website updates, and Tourism Manager Cano reviewed the Visit SLO County Coop advertisement opportunities, consumer brochure updates, map updates, and tradeshow incentives. 4. PCC UPDATE – MINUTES: November 17, 2016 Chair Wilkins reported the PCC selected Regenerate Group as the contractor for their Strategic Plan creation. 5. VISIT SLO COUNTY UPDATE Board Member Pearce reported that a conference center feasibility study was approved, noting that they will look at both single and multiple location options within the County, and that a “SLOCAL” logo was approved. Tourism Manager Cano reported on advertising targeting the Seattle market for the upcoming new air service, and noted that Visit SLO County will probably ask the City of SLO/TBID for funding towards this in the future. A flier entitled “Global Ready Seminar Takeaway Points” was passed out to help hotels with Chinese visitors. 6. TOURISM PROGRAM UPDATE Tourism Manager Cano reported:  A final candidate has been selected for the Tourism Assistant position, noting a mid-January start date.  Amy Swink was appointed to the TBID by the City Council at their 12-13-2016 meeting. Her first meeting will be January 11, 2017. ADJOURNMENT The meeting was adjourned at 11:04 a.m. The next Regular meeting of the Tourism Business Improvement District Board is scheduled for Wednesday, January 11, 2017 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/2017