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HomeMy WebLinkAbout03/07/2000, C2 - USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS council 3_.;_ec j acEnaa REpont C C I T Y O F SAN LU I S O B I S P O FROM: Ken Hampian,Assistant City Administrative Officer Prepared By: Wendy George, Assistant to the City Administrative Officer 1"61 SUBJECT: USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS CAO RECOMMENDATION Approve the Promotional Coordinating Committee's recommendations to allocate $5,000 of Enhanced Promotional Funds for the first annual Central Coast Book &Author Festival. DISCUSSION Background Several years ago, in conjunction with an increase in the Transient Occupancy Tax (TOT) from 9% to 10%, the City created an Enhanced Promotional fund to be used to finance innovative promotional ideas and provide seed money for new special events. Annually, the PCC makes recommendations to the City Council on how this fund should be spent. At its last meeting, the PCC heard a presentation from several community members who have come together to establish a new special event,the first annual Central Coast Book&Author Festival. Central Coast Book &Author Festival During the past several years, many communities throughout the country have welcomed the idea of a book and author festival. These festivals attract book lovers in great numbers. For example, last year Santa Barbara held its fust book festival and attracted over 5000 people. The theme and format of the events may vary, but the general purpose remains the same. Published authors, representing a wide variety of genres and tastes, are invited to appear in panel discussions, readings and book signings. All events are free to the public. A steering committee has been established to create such a festival in the City of San Luis Obispo. The committee has been meeting regularly since last fall to coordinate strategy. One of the first steps taken was to determine a weekend which is not already filled with special events. The committee has selected June 3, 2000 for this reason, and has already reserved Mission Plaza for that date. The committee envisions 50 to 60 tables set up in the plaza. Authors and publishers from throughout the western states will be invited to attend and occupy these booths to sell books and related materials. Book lovers will be able to wander from booth to booth, visit with authors, purchase books, request an autograph or snap a photograph. Space for children's events will have a high priority in festival planning. . C2-1 Council Agenda Report-Enhance Promotional Fund Recommendations Page 2 The steering committee believes that the festival will appeal to local residents, but will also be attractive to tourists. It plans to market the event statewide during the coming months through broadcast and print media and the Internet. Book lovers represent a wide range of demographics, which should be reflected in the festivals attendance and have a positive impact on local restaurants and lodging. The committee is requesting a total of$5,000 from the City's Enhanced Promotional Funds to be used for advertising, promotion and publicity. The PCC believes that a book and author festival is in keeping with community values and would be appreciated by residents. The PCC is also excited about the potential for the event to enhance tourism. Just as the International Film Festival, which originally received PCC "seed money", has grown in stature and popularity, the PCC believes that the Central Coast Book & Author Festival will soon become a fixture. FISCAL EVIPACT A total of$50,000 of Enhanced Promotional money is budgeted to be spent over the 1999-01 fiscal years. To date, $6,300 has been spent for specialized promotional tools and a visitor survey. Upon approval of this recommendation, $38,700 would still remain for Enhanced Promotional purposes. Attachments PCC minutes of July 14, 1999 Proposal for the Central Coast Book &Author Festival C2-2 PROMOTIONAL COORDINATING COMMITTEE DRAFT REGULAR MEETING MINUTES February 9, 2000 Council Hearing Room,City Hall San Luis Obispo,CA 93401 1. CALL.TO ORDER Chairperson Sandy alled the meeting to order at 5:36 p.m. with the following members present: Mitch Massey,George Newland,Bill Pyper,Denis Rizzo a`nd Wilda Rosene. Diane Hunt Roberts was absent. Wendy George served as staff. Also present were: Maggie Cox,Susan Cary Jo Biaggini,Anja Schlotman and Alex LaChapelle. 2. PUBLIC COMMENT There was no public comment. 3. APPROVAL OF MINUTES The minutes of the regular meeting of January 12, 2000,were approved as submitted. 4. FUNDING REQUEST FROM CENTRAL.COAST BOOK AND AUTHOR FESTIVAL Dave Congalton and Charlotte Alexander presented a request to the PCC for funding to be used toward the establishment of a new special event,the Central Coast Book&Author Festival. The Festival is scheduled to be held June 3,2000, in Mission Plaza. Mr.Congalton and Ms.Alexander stated that the concept of a book and author festival is very"hot"at this time. While they expect this event to grow in popularity,they want to keep it simple for the fust year. They have contacted a number of regional authors and publishers and invited them to participate. Writers are charged$100.00 for a booth and publishers are charged$150.00 for a booth. At these booths they can sell books,sign autographs and interact with their reading public. Barnes and Noble will also sell books at the faire. The Steering Committee for the Festival has formed a partnership with the Library Foundation. Any profits from the event will go to the Foundation. The Foundation is also acting as fiscal agent and providing its non-profit status-for the event. Mr.Congalton and Ms.Alexander believe that this event will grow and will not only be of benefit to the local community,but will become a significant tourist attraction as the years go by. Santa Barbara, Kern and Monterey County authors are being approached at this time,but in the future they intend to expand the draw. They have researched the Chamber's Special Event Calendar for the year and believe that no other special events are scheduled for this particular date. On a motion by Bill Pyper,seconded by Sandy Baer,the PCC approved recommending to the Council a contribution of $5,000 from Enhanced Promotional Funds to be used for this event. 5. G REQUEST FROM LA FIESTA At the request o La Fiesta Committee this item was tabled until the next meeting. 6. FINAL APPROVAL OF.O -JENNIFER BRIDGE SIGN Craig Carlstrom presented the final dest roposal to the PCC. He indicated that the builder of the bridge has offered his engineering services and detailed drawings o w the sign is to be mounted to the bridge. Mr.Carlstrom presented two design options,one with a straight bottom and one ' a slightly curved bottom. Mr.Carlstrom asked the PCC to decide which version of the sign it preferred- On referredOn a motion by Denis Rizzo,seconded by Bill Pyper,the PCC un usly approved the straight bottom design. 7. USE OF ENHANCED PROMOTIONAL FUNDS.FOR UPCOMING YEAR a. Bill Pyper suggested that the PCC might want to consider helping the San Luis Obispo oad Museum with its fundraising because,upon completion,the museum will become a major tourism draw. Mr. er indicated that he was just running this idea by the PCC to see if it would be receptive to hearing a more formal propos the Railroad Museum. b. A discussion then followed on whether or not to allocate some percentage of Enhanced Promotional Fun :di ngertain types of activities,for example,a percentage for special events and another percentage for new promo ' i r Request for Initial Funding City of San Luis Obispo Promotional Coordinating Committee January, 2000 Name of Event: Central Coast Book & Author Festival Scheduled Date and Location: Saturday, June 3, 2000 RECEIVED Mission Plaza JAN 0 5 2000 San Luis Obispo 10 a.m. to 4 p.m. Amount of PCC Funds $5,000 Requested Steering Committee: Charlotte Alexander Richard Jackoway Eldonna Bouton Rick London David Congalton Brian Reynolds Susan Hofman Cliff Stepp Contact: Charlotte Alexander & David-Congalton P.O. Box 801 San Luis Obispo,Ca. 93406 546-3108 (Alexander) 543-8830 (Congalton) Background: During the last five years, communities large and small across the country have warmly embraced the idea of a Book & Author Festival. Thousands of book lovers descend each year to celebrate reading at major festivals, including the Illinois Book Fair in Springfield, the Buckeye Book Fair in Wooster, Ohio, and closer to home, the popular Sacramento Reads! in our state capitol. Just last year, Santa Barbara inaugurated its first book festival with more than 5000 people in attendance. Though the theme and format may vary among individual book festivals, the general purpose remains the same. In each case, published authors, representing a wide variety of genres and tastes, are invited to appear in panel discussions, readings and book signings, all open to the public free of charge. Special emphasis has traditionally been placed on childrens' literature and events to underscore reading as a family activity. Based on Internet research, established book festivals from North Carolina to Nevada report heavy attendance and strong public approval. Authors have a unique chance to promote their books to large crowds while book lovers enjoy the opportunity to meet their favorite writers. C2-4 -6- PCC Meeting Packet for 02/09/00 Central Coast Book & _ :hor Festival Page 2 Specific Festival Planning: The idea to host a book festival in San Luis Obispo was initiated by several local book lovers in October, 1999. A steering committee has been established.and the members meet regularly to coordinate strategy. Mission Plaza has already been reserved for Saturday, June 3, 2000, a date on which research shows no other major events are scheduled in the County. The early summer timing of the event allows an opportunity to capitalize on both the warm June weather and heavy tourist traffic. The Central Coast Book & Author Festival aims to bring together an eclectic array of literary, multicultural and small presses, major publishing houses, booksellers, literary arts groups, established authors and nonprofit community organizations. An exciting array of signings, readings, panel discussions and family events highlight the day. Approximately 50 to 60 tables will be set up in Mission Plaza for the event. Consistent with the protocol of festivals across the country, authors and publishers from throughout the western United States will be invited to attend and occupy these "booths" during the festival to sell books and related materials. No more than two authors will share a particular booth. There is no admission charge. An official festival program will be printed, listing brief author bios and booth locations. Book lovers will be able to wander from booth to booth, visit directly with authors, purchase books, request an autograph, snap a photo and promote the joy of reading. Space in the plaza for children' events has a very high priority in planning discussions. Special readings for children and other fun/educational activities .including puppet shows, face painting and hands-on bookmaking demonstrations are to be featured. Relationship to Tourism: The Central Coast Book & Author Festival will appeal to local resident and visiting tourist alike. An aggressive statewide marketing campaign will be mounted in the winter and spring to publicize the event through broadcast and print media and Internet resources. Once again, based on the experiences of other festivals, heavy attendance from throughout California can be expected, with subsequent impact on local restaurants and lodging. Book lovers represent a wide range of demographics that should be reflected in festival attendance. C2-5 -7- PCC Meeting Packet for 02/09/00 Central Coast Book & . ,thor Festival Page 3 Grant Request Breakdown The $5,000 requested from the PCC will go solely towards festival advertising, publicity and promotion. Specifically: Advertising ($3,500) The steering committee is targeting tourists from Kern, Santa Barbara and Monterey Counties. Advertisements will be purchased in major newspapers in the three-county region prior to the festival. Promotion ($750) Two key promotional aspects are being considered. First involves the establishment and maintenance of a Book Festival website to provide updated and comprehensive tourist information. Steering committee members also want to purchase and distribute special Book Festival bookmarks as a unique way of promoting the event. Publicity ($750) The key needs in this area involve the production and distribution of posters and flyers announcing the festival. Funds will also be used to send out news releases to the statewide media to increase festival visibility. C2-6 8- PCC Meeting Packet for OYIOgW From: Betsy DeJarnette To: Ehrbar, Barbara Date: 2125/00 3:41 PM Subject: Month of the Young Child Visits The Parks and Recreation Department's Sun 'N Fun and S.T.A.R. programs would like to invite Mayor Settle and members of City Council to visit any of our nine child care sites during April's Month of the Child. Last year they were invited but no one attended, so I was hoping you would get the word out again and maybe we can attract one or two of them to see our programs in action. The programs open as early as 7:00am and close at 6:00pm, therefore allowing for a lot of flexibility. Would you let me know if you get a response. I'd like to extend the invitation to them several times prior to April, so it is on their minds. Also, if it is appropriate procedure,they can call me directly at 289 to confirm. Thanks. Betsy