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Home My WebLink About12-12-2018 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee Wednesday, December 12, 2018 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 Zoya Dixon 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 November 14, 2018 C.2 2018-19 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 Activity Report C.7 TOT Report PRESENTATIONS 1. SLO CHAMBER MONTHLY REPORT 10 mins Representatives from the SLO Chamber will present the report for the public relations activities that occurred over the month. BUSINESS ITEMS 1. STRATEGIC PLAN WORK – COMMUNITY PLACEMAKING 20 mins The committee will continue the discussion on the Community Placemaking strategic plan work. 2. PCC STRATEGIC PLAN FUNDING 10 mins The committee will begin to discuss the approach to the use of funding for the next planning session related to the PCC Strategic Plan work. 3. 2019 MID STATE FAIR SHOWCASE OF CITIES 15 mins The committee will consider the participation opportunity in the Mid State Fair Showcase of the Cities display at the 2019 Mid State Fair. 4. GIA APPLICATION REVIEW 10 mins The committee will review the 2018-19 GIA application template and direct staff to make any changes in preparation of the 2019-20 application period. 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 Meeting Minutes November 14, 2018 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Chantal Burns, Tourism Coordinator, do hereby certify that on December 7, 2018 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 Meeting of November 14, 2018 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, November 14, 2018 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, November 14, 2018 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Dixon. ROLL CALL Present: Committee Members Diana Cozzi, Melissa Godsey (5:31), Dana Matteson, John Thomas, Matthew Wilkins (5:40), Vice Chair Daniel Levi and Chair Zoya Dixon Absent: None Staff: Tourism Manager Molly Cano and Deputy City Clerk Kevin Christian PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Molly Kern, Chamber of Commerce Director of Government Affairs, introduced the Chamber’s new Director of Communications and Business Education, Jacqui Clark-Charlesworth. --End of Public Comment-- CONSENT ITEMS C.1 Minutes of the Regular Meeting of Wednesday, October 10, 2018 C.2 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitor Center Report C.6 SLO Happenings Activity Report C.7 TOT Report DRAFT Minutes – Promotional Coordinating Committee Meeting of November 14, 2018 Page 2 PUBLIC COMMENT None --End of Public Comment-- ACTION: MOTION BY VICE CHAIR LEVI, SECONDED BY COMMITTEE MEMBER COZZI, CARRIED 5-0, TO APPROVE THE CONSENT AGENDA ITEMS 1 THROUGH 7. PRESENTATIONS 1. SLO Chamber of Commerce Monthly Report Molly Kern, Chamber of Commerce Director of Government Affairs, reported on the past month’s activities concerning PCC contracts and responded to Committee questions. Public Comment None --End of Public Comment-- No action was taken on this item. BUSINESS ITEMS 1. 2019-21 Council Goal Setting The Committee made minor edits to their 2019-21 draft goals as compiled in the staff report. Public Comment None --End of Public Comment-- ACTION: By consensus, the Committee directed staff to submit the draft goals to the City Council. DRAFT Minutes – Promotional Coordinating Committee Meeting of November 14, 2018 Page 3 2. Strategic Plan Work The committee reviewed proposals presented at the September meeting, brainstormed additional ideas, debated the difference between having a project that has a physical presence versus projects that are more focused on community involvement, and discussed how to differentiate these projects from the Grants-in-Aid (GIA) promotion projects. Public Comment Jacqui Clark-Charlesworth, Chamber of Commerce Director of Communications and Business Education, commented on a gumball machine that had been at a downtown business. --End of Public Comment-- ACTION: By consensus, the committee directed staff to have the ideas they discussed, reviewed by additional City staff for feedback on possible challenges and opportunities. PCC LIAISON REPORTS AND COMMUNICATION 1. Grants-in-Aid (GIA) Update Tourism Manager Cano reviewed what is required of GIA recipients to receive their funding. 2. Tourism Business Improvement District (TBID) Board Report Committee Member Wilkins reported on the November 14, 2018 meeting, highlighting progress on the acquisition of the VisitSLO.com web address. 3. Tourism Program Update Tourism Manager Cano presented an update on the recent and upcoming Tourism Program activities, including: • Cal Poly SLO-Discovery weekend dates; January 24-27, and March 7-10 • Reported on the LA Magazine Food event in Malibu, October 21 • Strategic partner planning with Cal Poly athletics • TBID Strategic Plan RFP • Central Coast Tourism Council Fall workshop • Tradeshow and Travel Planning • IPW tradeshow in Anaheim June • Visit California Outlook Forum DRAFT Minutes – Promotional Coordinating Committee Meeting of November 14, 2018 Page 4 ADJOURNMENT The meeting was adjourned at 6:43 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, December 12, 2018 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/2018 Community Promotions Budget 2018‐19Budget 2018‐19 AmountBudget 403,386$ 2017‐18 Encumbrances Returned Funds (GIA)Total Budget 403,386$ ExpenditureLast Updated 11/9/2018Expenditure Allocated ExpendedAvailable BalanceContractorGrants‐in‐Aid Funding 100,000$ 98,000$ GIA Recipients Grants‐in‐Aid Promotional Support Contract 30,000$ 12,500$ Chamber of CommerceStrategic Initiatives 50,000$ SLO Happenings Campaign 19,300$ ‐$ MatchfireGeneral Contract Services 6,486$ 6,486$ Visitors Center 112,600$ 46,915$ Chamber of CommercePR Contract 34,000$ 14,165$ Chamber of CommerceDowntown Maps 9,000$ Chamber of CommerceSupport Cost 5,000$ 3,000$ City AdministrationStrategic Plan Update* 2,000$ Carryover Approved Administration 37,000$ City AdministrationTotal 403,386$ 181,066$ ‐$ Report to City of SLO – TBID and PCC Public Relations Contract November 2018 Media/Community Relations 1. Pitched San Luis Obispo for inclusion in the Diablo Magazine summer issues focusing on road trips, outdoor adventures and weekend getaways. 2. Continued planning influencer Jackie McEwan’s wellness focused press trip to SLO in February. 3. Pitched the TBID’s ‘Our Gift to You’ promotion to local media outlets as well as select social influencers based in Seattle. 4. Met with the MINDBODY team to discuss ways we could partner to promote SLO as the home of MINDBODY through the upcoming MINDBODY University event as well as with select wellness influencers through the year. 5. Began working on assessable travels for families and central Coast Murals pitches for the Central Coast Tourism Council. 6. Wrote and distributed release highlighting winter events in the City of SLO to regional outlets. 7. Pitched San Luis Obispo by train and the Car-Free SLO program as an eco-friendly destination this holiday season. 8. Submitted the following content for Visit California’s Story Ideas. a. Music, Film, Art and Literature Destinations i. Destination Wedding, San Luis Obispo ii. Lady Antebellum – The Real Heart Break Hotel iii. Lady Gaga at Hearst Castle – 2014 b. Romantic Destinations i. Romantic Weekend in San Luis Obispo 9. Continued to work with the city, AMF and Matchfire on overall tourism marketing campaign. Report to City of SLO – TBID and PCC Public Relations Contract November 2018 Media Placements 1. 7 reasons why traveling by train is better than flying Insider highlights the Coast Starlight train service from San Francisco to San Luis Obispo as a better way to travel in California. UVPM: 72M 2. This 350-Mile Train Ride Is The Most Relaxing Way To Enjoy Southern California Scenery Only In Your State notes the beautiful landscapes and leisurely ride visitors to SLO can experience on the Pacific Surfliner. UVPM: 5.25M 3. Top Holiday Events in Southern California Pacific Surfliner’s blog features Santa’s arrival on the Surlier at the San Luis Obispo station. Families can greet him either at the station or at the Railroad Museum. The post also makes sure to note the downtown storefronts nearby for holiday shopping. 4. San Luis Obispo’s most recently remodeled hotel, The Kinney, received numerous accolades including features in the SF Chronicle, The Jet Set, Travel Pulse, AmazingAdventuresTravel.com and Recommend.com. UVPM: 41.4M 5. Take a holiday to San Luis Obispo County in California for an amazing American experience complete with fantastic wine and stunning views Mary McCool, a Scottish travel writer we hosted this past summer in partnership with Visit SLOCAL gave nod to numerous SLO city treasures including the SLO Brew Lofts, Farmers’ Market & the Copper Café. Report to City of SLO – TBID and PCC Public Relations Contract November 2018 6. Central Coast Living: Apple Farm decks the halls for the holidays Apple Farm has been prepping for this holiday season since the last one ended reports KSBY. The hotel, gift shop and café showcase different scenes with nods to different religious holidays and 25 themed days and events in December. UVPM: 193K 7. A Family Tradition Returns to Mission Plaza KVEC & KSBY announced Santa’s House and the Classic Carousel are coming back to Mission Plaza right after the Thanksgiving holiday. UVPM: 398K 8. The best family-friendly hikes in SLO County The Tribune showcases six hikes in San Luis Obispo that the whole family can participate in. In San Luis Obispo, they highlight the Cal Poly ‘Architecture Graveyard’ and Johnson Ranch Open Space. UVPM: 856K 9. Hotel Serra Heads to Cali Boutique Design highlighted Hotel Serra. This property, located in the heart of San Luis Obispo, will incorporate two brick storefronts and along with three dining options, claim SLO’s first rooftop pool deck. UVPM: 12K 10. San Luis Obispo offering $100 to hotel guests TBID’S ‘Our Gift to You’ $100 promotion to hotel stayers was picked up by KSBY. Booking dates are Nov 26- Dec 21. UVPM: 386.6K Report to City of SLO – TBID and PCC Public Relations Contract November 2018 11. Malene Wines featured on Wine Country this Week introduced two new rosés and their airstream tasting room that will be permanently parked adjacent to Chamisal’s winery. UVPM: 10K 12. San Luis Obispo County Regional Airport Receives Top Honors for Terminal Opening Outreach Aviation Pros showcases the award SBP won for “excellence in planning and executing unique special events in pursuit of the airport’s mission” within the community. UVPM: 148.8K 13. Flying For Thanksgiving? This Airline Checks Your Wine For Free Travel Noire, Forbes and Inquisitr encourage their readers to take advantage this holiday season of Alaskan Airline’s policy that allows Mileage Plan Members to fly a case of wine with no baggage fee in addition to their luggage with San Luis Obispo as one of the recommended destinations. UVPM: 58K Events in SLO: 14. The Tribune posted multiple articles about SLO City happenings such as the Lawless San Luis Walking Tour, a comedy show at SLO Brew, a Cal Poly Holiday Sale & Hanukah Downtown. I. 12 things to do in SLO County on Friday, Nov. 13 II. 17 things to do in SLO County on Saturday, Nov. 24 III. 12 things to do in SLO County on Sunday, Nov. 25 IV. 19 things to do in SLO County on Sunday, Dec. 2 UVPM: 856K Report to City of SLO – TBID and PCC Public Relations Contract November 2018 15. You Need to Go: Kodachrome Kitsch, Los Tigres del Norte, ARMNHMR The Santa Ynez Valley News and the Lompoc Record point out some shows that will entice readers from northern Santa Barbara County to SLO, including a Cal Poly Arts sponsored “Retro Holiday Jubilee Slide Show” and a dance music concert, both at the Fremont Theatre. UVPM: 69.9K 16. 6 things to do this weekend on the Central Coast KSBY suggest multiple community events people can take part in on the first weekend in November, including the Arbor Day Celebration and the Día de los Muertos celebration in Mission Plaza. UVPM: 69.9K 17. A college town morphs into a pop-up party Visit California put a spotlight on San Luis Obispo, specifically noting downtown’s Thursday’s Farmers’ Market as a “sensory treasure trove” for all to enjoy. 18. Smooth Traveler: California Coast ‘Town and Gown College’ Tour Travel writer, Renee S. Gordon, notes in the Philadelphia Sun that San Luis Obispo is one of top three ideal places to attend university in the state. Some of the highlights include multiple downtown restaurants, Granada and Petit Soleil. UVPM: 20K Grants-in-Aid Marketing Support November 2018 Report Organization Event VC PR SM EC MTG ST PC ARTS Obispo, the San Luis Obispo County Arts Council Art After Dark X X X Cal Poly Corporation (Cal Poly Arts) Cal Poly Arts Broadway Series (2018- 19)X X X X Central Coast Ag Network (Central Coast Grown) City Farm Annual Harvest Festival - 2018 Central Coast Autism Spectrum Center Zombie Invasion SLO X X Central Coast Children's Choir Central Coast Children's Choir Winter Concert X X Cuesta College Foundation 8th Annual CPAC Council Benefit X X X Downtown SLO, formally San Luis Obispo Downtown Association 23rd Annual Concerts in the Plaza X X X X Foundation for SLO County Public Libraries Library Foundation Centennial Year Festivities Foundation for the Performing Arts Center Family Day at the PAC History Revisited Central Coast Renaissance Festival X X X X JCC - Federation of San Luis Obispo Apples and Honey Festival X X X Opera San Luis Obispo The Magic Flute: A Citywide Arts Collaboration X Orchestra Novo 4th Annual Pops ON!X X San Luis Obispo Master Chorale San Luis Obispo Master Chorale X X X San Luis Obispo Museum of Art WHAT'S UP AT SLOMA?X X X X X San Luis Obispo Railroad Museum Central Coast Railroad Festival X X X San Luis Obispo Repertory Theatre The SLO REP 2018-19 season X X X X San Luis Obispo Soccer Club Junior's Classic San Luis Obispo Symphony "Concerts in the Cohen" Series X X X X San Luis Obispo Vocal Arts Ensemble Kick Off to Tour Concert X X X SLO Blues Society SLO Blues Dance Concerts X X SLO Classical Academy An Evening with Bill Deresiewicz SLO County Farmers' Market Association Farmers' Market 40th Anniversary St. Andrews Greek Orthodox Church San Luis Obispo Greek Festival X The Central Coast Shakespeare Festival Shakespeare Under the Stars X X X X United Way of San Luis Obispo County Flavors of SLO 2019 Wilshire Hospice Día de los Muertos X X X Black is current month, gray is past work 27 Total; 20 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 November 2018 Visitor Interaction November 2017 October 2018 November 2018 Walk-ins 5,016 6,662 5,500 Farmers’ Market* n/a n/a n/a Phone calls 524 531 565 Emails 537 583 570 *estimate without people counter Visitor Center Highlights • Reset the Visitor Center for the holidays. • Participated in the Downtown SLO Small Business Saturday passport. • Enjoyed helping every guest that walked through our door. Demographic Snapshot International travelers 542 Asia 0% Africa 0% Europe 36% Australia/New Zealand 15% United Kingdom 34% North America 12% South America 3% Domestic travelers (outside of CA.) 588 West 11% West Coast 29% East Coast 21% Southw est 14% Midw est 20% South 5% California travelers 1,511 Northern CA 27% Southern CA 28% Central Coast 41% Central Valley 3% Desert 1% Calendar of Events November 2018 December 2018 Events in calendar 321 261 SLO Happenings | Monthly Report: November 2018 In November, we continued to build out the SLO Happenings calendar with over 135 events. Weekly calendar optimization ensures events are properly represented on the site. The SLO Happenings calendar is also monitored to ensure key SLO events are included. Social Highlights + Performance Ticket Tuesday Total Entries Total Likes Total Reach Spafford Concert at SLO Brew 19 87 3,206 Apple Farm’s Diva Night 111 324 5,567 Caskmas at Libertine Brewing 67 207 4,105 A Christmas Story at SLO Rep 46 163 3,036 Total 243 781 15,914 Monday SLO Happenings*Total Engagement Total Reach Facebook 1,001 29,476 Instagram 652 10,106 Twitter 32 2,761 Total 1,685 42,343 *Includes data from the following post dates: 11/5, 11/12, 11/19, 11/26 Website Highlights + Performance In November, we executed our first full month of boosted posts for “Monday: What’s Happening This Week” posts. This resulted in some of our best performing social posts.Overall, we saw a 66% increase in total total reach and a 75% increase in total engagement to our “Monday: What’s Happening This Week” posts when compared to launch of program in July. As a reminder, these posts are specifically promoted regionally. SLO Happenings event calendar remained within the top 5 most visited pages on SanLuisObispoVacations.com. Top 3 most visited events: -Civic Ballet SLO Presents The Nutcracker at the PAC -Annual Holiday Tree Lighting in Mission Plaza -National Geographic Live with Annie Griffiths at the PAC Email Highlights + Performance Summary November SLO Happenings email was sent on 11/6 featuring SLO’s top fall events. Open rate was above industry standard. -Delivered: 3,919 -% open rate*: 35.2% -Clicks: 230 *Industry standard open rate: 20% 2009‐10 2010‐11 2011‐12 2012‐13 2013‐14 2014‐15 2015‐16 2016‐17 2017‐18 2018‐19Change +/‐July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 880,321$ 874,775$ ‐0.6%August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ 734,830$ 779,965$ 6.1%September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 650,117$ 701,230$ 676,527$ ‐3.5%October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 628,049$ 613,045$ 681,394$ 11.1%November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 519,193$ ‐100.0%December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 479,813$ ‐100.0%January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,461$ ‐100.0%February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 502,476$ ‐100.0%March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,221$ ‐100.0%April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 653,881$ ‐100.0%May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 626,025$ ‐100.0%June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 795,368$ ‐100.0%Total/Average 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 7,154,334$ 7,357,923$ 7,498,864$ 3,012,661$ ‐59.8%*Figures from Smith Travel Research Report 2017‐18 2018‐19 Change +/‐2017‐18 2018‐19Change +/‐2017‐18 2018‐19Change +/‐July 84.8 85.2 0.5 174.1 175.07 0.6 147.66 149.16 1August 76.3 81.3 6.7 158.22 166.5 5.2 120.67 135.44 12.2September 74.5 72.3 ‐2.9 158.36 163.13 3.0 117.91 117.89 ‐0.02October 70.0 72.7 3.9 147.10 151.17 2.77 102.91 109.87 6.76November 66 135.92 89.66December 61.5 129.11 79.39January 58 118.75 68.89February 69 134.06 92.5March 68.5 139.88 95.85April 72.7 149.73 103.25May 69.7 150.35 104.77June 78.9 174.18 137.37Total/Average 70.82 77.88147.48163.97105.07128.09Occupancy ADRTOT ComparisonRevPAROct. - missing 15x homestay November 27, 2018 Thank you for participating in the inaugural year of the Showcase of Cities display at the California Mid-State Fair. As a returning participant, we are offering you the first opportunity to participate in the showcase in 2019. The California Mid-State Fair will be held July 17 - 28, 2019 with the theme “Let’s have S’more Fun!” Showcase of Cities displays in 2019 are encouraged to get creative with the camping theme. Because of the high demand for window space, we ask that you exercise your first right of refusal for a space by January 4, 2019. To reserve your space, a deposit of $100 will need to be submitted to the California Mid-State Fair. Please mark your calendars now for these important dates: • January 4 – Deadline to exercise your first right of refusal. • April 30 – Final Deadline to commit to a window space and entry forms due. This ensures you will be included in the Fair Program. Entry forms will be sent out by April 1. • June 1 – Creative concepts due – we want to be sure your concept becomes reality. • July 1 – Begin installation of windows – Please schedule a timeslot with Team Solterra. All work must be done during business hours. • July 11 at Noon – All installations must be complete and ready for inspection • July 11 at 4:30 pm – Ribbon Cutting and Mid-State Fair Media Preview • July 17 - 28 – Mid-State Fair – People’s Choice Award – stay tuned for details to promote your city. • July 29 – August 1 – Dismantle windows • August 1 at Noon – Final Deadline to dismantle wind ows Please reach out to Lacie – lacie@solterrastrategies.com or at 805-591-4884 – she is happy to address your questions. 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 17, 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. 17-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. 5-Jul 6:00 PM City Hall Council Chamber City Council Consideration 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, Jill LeMieux Interim 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 promotional 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 Promotional 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 for a Promotional Grant-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, the 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 programs within 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 to 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 17, 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 DRAFT Minutes – Tourism Business Improvement District Board Meeting of 11/14/2018 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, November 14, 2018 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, November 14, 2018, at 10:07 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Skidmore. ROLL CALL Present: Board Members Dean Hutton, LeBren Young-Harris, Pragna Patel-Mueller (10:07), Vice Chair Matthew Wilkins (10:08), Nipool Patel (10:08), and Chair Bruce Skidmore Absent: Clint Pearce Staff: Tourism Manager Molly Cano and Tourism Coordinator Chantal Burns PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Molly Kern, Director of Governmental Affairs for the San Luis Obispo Chamber of Commerce, introduced Jacqui Clark-Charlesworth as her replacement for the Public Relations position on the account. --End of Public Comment-- CONSENT ITEMS C.1 Minutes of Meeting on Wednesday, October 10, 2018 C.2 Smith Travel Report C.3 Chamber Public Relations Report C.4 AMF + Matchfire Marketing Report C.5 Chamber Visitor Center Report C.6 TOT Report PUBLIC COMMENT None DRAFT Minutes – Tourism Business Improvement District Board Meeting of 11/14/2018 Pg. 2 --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER HUTTON, SECONDED BY COMMITTEE MEMBER HARRIS, CARRIED 6-0-1, TO APPROVE THE CONSENT AGENDA ITEMS 1 THRU 6. PRESENTATIONS 1. Marketing Agency Monthly Report Representatives from AMF and Matchfire presented a review of the October month’s marketing activities, website and social media metrics, upcoming planned activities, and responded to Board questions. Public Comment None. --End of Public Comment-- No action was taken on this item. 2. Chamber of Commerce Monthly Report Representatives from the SLO Chamber of Commerce presented the previous month’s report for the Guest Service and Public Relations contracts and responded to Board questions. Public Comment None --End of Public Comment-- No action was taken on this item. 3. SLO Wine Quarter Report Representatives from SLO Wine Country presented the quarter report for the SLO Wine contracts and responded to Board questions. In addition to her reports, Heather Muran of SLO Wine announced that her job posting is live and that she will be continuing as is until the end of 2018. Public Comment DRAFT Minutes – Tourism Business Improvement District Board Meeting of 11/14/2018 Pg. 3 None --End of Public Comment-- No action was taken on this item. BUSINESS ITEMS 1. WEBSITE AQUISTION DISCUSSION With the recommendation from the Management Committee, Tourism Manager Cano presented the recommendation for the acquisition of the VisitSLO.com website from the SLO Chamber of Commerce to the Board. Board members provided feedback and asked questions of the Management Committee and staff. Public Comment Molly Kern --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER PATEL-MUELLER, SECONDED BY COMMITTEE MEMBER PATEL CARRIED 5-0-1-1, TO APPROVE THE URL ACQUISITION AS PRESENTED FOR $95K OVER TWO YEARS. BOARD MEMBER HARRIS WAS RECUSED DUE TO CONFLICT OF INTEREST. By consensus, the Board directed staff to complete a timeline, budget, and plan of Matchfire’s additional website services proposed for the Management Committee to review. 2. 2019-21 COUNCIL GOAL SETTING Board members discussed and edited their finalized 2019-21 Financial Plan Goals for Council to consider. Public Comment None --End of Public Comment-- By consensus, the Board finalized their goals for consideration by Council. No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 11/14/2018 Pg. 4 3. TRADESHOW DELEGATION The Board discussed the process for the delegates representing the TBID at the upcoming tradeshows. The Board directed staff to move forward with collecting interested delegates for the randomly selected lottery. Public Comment None --End of Public Comment-- TO RECEIVE AND FILE: MOTION BY COMMITTEE MEMBER WILKINS, SECONDED BY COMMITTEE MEMBER HUTTON, CARRIED 6-0-1, TO APPROVE AND CONTINUE THE LOTTERY PROCESS FOR TRADESHOW DELEGATE SELECTION. TBID LIAISON REPORTS AND COMMUNICATION 1. Hotelier Update Board Member Patel-Mueller recently attended an event where she connected with many of the economy to mid-scale property owners in San Luis Obispo. She in took their concerns about the new properties coming into market and how TBID will help them gain more business. The Board discussed ideas and feedback. Board Member Harris announced that a TownePlace Suites by Marriott will be expected to open in early 2020 with a 15 month buildout. Tourism Manager Cano reminded the Board that the member newsletter has gone out, the updated liaison assignments have been emailed, and that she has been meeting with the three new properties on a more regular basis. 2. Management Committee Update Tourism Manager Cano reviewed the November 1, 2018 meeting. 3. Marketing Committee Update Marketing Committee Members Harris and Wilkins reviewed the November 7, 2018 meeting. 4. PCC Update DRAFT Minutes – Tourism Business Improvement District Board Meeting of 11/14/2018 Pg. 5 Tourism Manager Cano reviewed the minutes of the October 10, 2018 meeting. 5. SLO CAL Update Tourism Coordinator Burns reported on the November 13, 2018 SLO CAL Marketing Committee Meeting. 6. Tourism Program Update Tourism Manager Cano reported on SLO Discovery Weekend dates and open ticket sales, Visit CA Outlook Forum registration has started for February 2019, Cano and Burns will attending the CCTC workshop in Monterey this week, and future meeting dates. ADJOURNMENT The meeting was adjourned at 11:55 a.m. The next Regular Tourism Business Improvement District Board meeting is scheduled for Wednesday, December 12, 2018 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/2018