HomeMy WebLinkAbout08-12-2015 PCC MinutesPromotional Coordinating Committee
Meeting Minutes
Wednesday, August 12, 2015
5:30 pm at City Hall
CALL TO ORDER: Vice Chair LeMieux
PRESENT: LeMiuex, Levi, Loosley, Pearce, Roberson
STAFF PRESENT: Molly Cano, Tourism Manager; Kevin Christian, Recording Secretary
Meeting called to order at 5:30 p.m.
PUBLIC COMMENT
None.
CONSENT AGENDA
Staff presented the Committee with TOT Comparison values not shown in Item C7 for June 2014-15, as
follows: $727,028 with a change of 15.3%.
ACTION: Moved by Pearce/Roberson to approve the consent agenda.
Motion carried 5:0
PRESENTATIONS
1. SPECIAL OLYMPICS HOST TOWN RECAP
Staff provided a brief overview of the athletes’ local experiences; reviewed the outreach made to the
community for the event; highlighted the supportive response the event received from the community,
emphasizing the following points:
87 athletes from the United Arab Emirates were hosted.
Food provided was from the only halal certified restaurant between San Francisco and Los
Angeles (Shalimar restaurant).
Local media covered the event which was open to the public from 6 p.m. – 8 p.m.; social media
outreach reached 13,000.
An individual community member reached out to help by creating gift bags for each of the
athletes.
The event was under the $7,900 budget by roughly $2,000. The remaining funds will be returned
to the Committee for use on other community events.
BUSINESS ITEMS
Promotional Coordinating Committee Minutes
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1. SLO HAPPENINGS PROMOTIONAL PLAN
FreshBuzz Media presented the 2015-16 SLO Happenings Promotional Plan for the Committee’s
review and approval. Discussion commenced in regard to the following subjects:
Pros and cons of including an option for the user to hide events. Committee consensus was that
using a “Likes/Favorites” option is preferred to hiding events.
Staff clarified the difference between listing events and listing venues.
Conceptual Design - discussion included: design colors, image choices for the main screen, icon
changes, and logo design for brand recognition. Staff noted that target users are locals and tourists
are secondary users. Committee consensus was that the version 3.0 design is the desired direction.
Splash Page Experience - discussed the layout and content. The Committee directed staff to make
fundamental design decisions, work with designers on refining the page, and present it to the
Committee at a future meeting.
Graphics and Collateral - discussed the need and use of QR codes and types of print media. There
was consensus to change from a postcard style print piece, to a coaster. The Committee requested
cost estimates from FreshBuzz to be presented back to the Committee.
Social Channel Design - discussed the desire to consistently brand using SLOHappenings rather
than SLOHappy. There was also discussion concerning the challenges of obtaining photos to use
in posts.
Social Presence- Consensus to use only Facebook, Twitter, and Instagram at this time.
Discussed possibility of ticket giveaways. No consensus or direction was made.
Content Tactics - Consensus to use the catchy terms presented for days of the weeks.
Discussed the range of social media outlet options and which ones to target with concern for
budget constraints. There was consensus to only add Instagram at this point.
Mobile Marketing Plan (both texting and QR codes on print) - there was Committee consensus to
not use this tool at this time.
Facebook Targeted Advertising - the Committee gave direction to avoid using the term “all” in
context with events due to concerns about unlisted events. Staff noted, Facebook spending in the
past has been $500/month and the presentation now is for $300/month. The committee directed
the shift of the remaining $650 design budget into advertising.
The Committee gave direction to approach the print product as a separate piece and shift budget
remainder in to the Facebook advertising budget.
Upon Committee consensus the agency was given approval to begin designing the ads.
ACTION: Moved by Levi/Roberson to adopt the SLO Happenings Promotional Plan with noted
changes.
Motion carried 5:0
2. REVIEW GRANTS IN AID APPLICATION PROCESS
Staff requested input from the Committee concerning common questions on what activities are
appropriate for funding. The following items are not appropriate for funding:
Web design and maintenance
Mailing
Printing
Email systems
Video production
Prize give-aways (purchasing own tickets to then give-away)
The Committee directed staff to revise questions 14, 15, and 16 on the application for clarity.
Promotional Coordinating Committee Minutes
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COMMITTEE COMMUNICATION
GIA Report:
Staff reviewed the process of approval for funds being released to applicants. (Reporting from prior
year must be submitted and approved, and the signed application must be received by the City.)
TBID Report:
Clint Pearce provided a review of the TBID Minutes of July 8, 2015.
Tourism Program Update:
Staff provided the following updates on current programs:
Helium is close to launching. Eighteen properties attended the training session with twenty-two
participants.
Staff reviewed promotion of SAVOR.
Creative designs for the tourism website rebuild have been forwarded to the TBID marketing
SubCommittee
Reviewed Central Coast Tourism partnership (CCTC). Looking at a retreat on Oct. 15-16. Expect
between 30 and 50 attendees.
Reviewed Special Olympics Host Town event. Received very positive media coverage. 87
visiting athletes participated.
The Committee directed staff to provide a letter of support to the Festival Mozaic.
Meeting adjourned at 7:46 pm