HomeMy WebLinkAbout01-09-2019 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee
Wednesday, January 9, 2019
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 Commi ttee. 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 12, 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 OF COMMERCE QUARTERLY UPDATE 20 mins
Representatives from the SLO Chamber of Commerce will present the quarterly report for the contracts
with the PCC.
2. SLO HAPPENINGS PROGRAM QUARTERLY PROMOTIONS UPDATE 10 mins
A representative from Matchfire will present the quarterly report for the SLO Happenings program.
BUSINESS ITEMS
1. 2019-20 GIA APPLICATION APPROVAL 20 mins
The committee will approve the 2019-20 GIA application and timeline, direct staff to release the
application in February, earmark GIA budget amount for 2019-20 and assign the 2019-20 GIA Task
Force.
2. COMMUNITY PLACEMAKING: BANNER PROJECT 30 mins
The committee will continue the discussion on the Community Placemaking strategic plan work including
initial discussion on the banner project in partnership with Downtown SLO.
3. SCHEDULING OF FEBURARY PCC SPECIAL MEETING 5 mins
The committee will discuss the scheduling of a Special Meeting of the Committee in February and the
cancellation of the regular monthly meeting due to staff’s attendance at a conference on behalf of the
committee.
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 December 12, 2018
3. TOURISM PROGRAM UPDATE
ADJOURN.
POSTING STATEMENT: I, Chantal Burns, Tourism Coordinator, do hereby certify that on January 4, 2019 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 December 12, 2018 Page 1
Minutes - DRAFT
PROMOTIONAL COORDINATING COMMITTEE
Wednesday, December 12, 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, December 12, 2018 at 5:32 p.m. in the Council Hearing Room, located at
990 Palm Street, San Luis Obispo, California, by Vice Chair Levi.
ROLL CALL
Present: Committee Members Diana Cozzi, Melissa Godsey, Dana Matteson, John Thomas,
and Vice Chair Daniel Levi
Absent: Committee Member Matthew Wilkins and Chair Zoya Dixon
Staff: Tourism Manager Molly Cano and Deputy City Clerk Kevin Christian
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
none
--End of Public Comment--
CONSENT ITEMS
C.1 Minutes of the Regular Meeting of Wednesday, 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 Visitor Center Report
C.6 SLO Happenings Activity Report
C.7 TOT Report
DRAFT Minutes – Promotional Coordinating Committee Meeting of December 12, 2018 Page 2
PUBLIC COMMENT
None
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER GODSEY, SECONDED BY COMMITTEE
MEMBER MATTESON, 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 public relations activities, highlighting coverage in the Philadelphia Sun, Amtrak
publications, and The Scottish Sun.
Public Comment
None
--End of Public Comment--
No action was taken on this item.
BUSINESS ITEMS
1. Strategic Plan Work – Community Placemaking
Tourism Manager Cano reviewed City Management feedback on the “Community
Placemaking” concept and their relationship to other City programs, and presented additional
ideas introduced by City Management.
Public Comment
None
--End of Public Comment--
ACTION: No action at this time.
DRAFT Minutes – Promotional Coordinating Committee Meeting of December 12, 2018 Page 3
2. PCC Strategic Plan Funding
The committee discussed their current budget, the range of topics still to be addressed, and
the potential costs for further work. Tourism Manager Cano introduced the idea of focusing
their work on the creation of the Community Placemaking program and possibly hiring a
facilitator with that focus.
Public Comment
None
--End of Public Comment--
ACTION: By consensus the committee directed staff to further research the possibility of
hiring a facilitator to help focus on the Community Placemaking project.
3. 2019 Mid-State Fair Showcase of Cities
The committee reviewed the challenges faced in participation in the 2018 Mid-State Fair
Showcase of Cities and discussed sponsorship to participate in the 2019 event.
Public Comment
None
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER COZZI, SECONDED BY
COMMITTEE MEMBER MATTESON, CARRIED 5-0, TO ALLOCATE $100 TO
RESERVE A SPOT FOR PARTICIPATION IN THE 2019 SHOWCASE.
4. GIA Application Review
The committee reviewed the 2018-19 GIA application template and discussed resultant
issues and successes from the changes made for the 2018-19 application process. There was
consensus that the 2018-19 process worked well and should be continued for 2019-20.
Public Comment
None
--End of Public Comment--
ACTION: No Action at this time.
DRAFT Minutes – Promotional Coordinating Committee Meeting of December 12, 2018 Page 4
PCC LIAISON REPORTS AND COMMUNICATION
1. Grants-in-Aid (GIA) Update
Tourism Manager Cano reviewed two Cal Poly projects and the City Farm project.
2. Tourism Business Improvement District (TBID) Board Report
Tourism Manager Cano reported that the TBID decided to enter into an agreement to
purchase the “VisitSLO.com” website domain name at their November 14th meeting,
dedicated approx. $ 51,000 to development of the site at the December 12th meeting, and
approved travel to a media event in January 2019 for the Tourism Manager.
3. Tourism Program Update
St
Tourism Manager Cano presented an update on the recent and upcoming Tourism Program
activities, including:
• Advisory body recruitment – Committee members John Thomas and Diana Cozzi terms
are expiring in March. Both are eligible to apply for another term.
• 2019-21 Financial Plan process
o Open City Hall online allows for input until January 16, 2019
o Community Forum - January 23, 2019 6 p.m. – 9 p.m.
o Council Goal Setting Workshop – February 4, 2019
• Strategic partners
o SLO Coast Wine Collective (previously known as SLO Wine) elected Tourism
Manager Cano to a Board position.
• Central Coast Tourism Council
o Reviewed the January media event in New York
o Noted selection of top two picks from the Marketing Agency RFP
• Cal Travel – Hosting a sustainable hospitality summit in Monterey in January
ADJOURNMENT
The meeting was adjourned at 6:49 p.m. The next Regular Promotional Coordinating Committee
meeting is scheduled for Wednesday, January 9, 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 2018-19
Budget 2018-19 Amount
Budget 403,386$
2017-18 Encumbrances
Returned Funds (GIA)
Total Budget 403,386$
Expenditure Last Updated 1/4/2019
Expenditure Allocated Expended
Available
Balance Contractor
Grants-in-Aid Funding 100,000$ 98,000$ 2,000$ GIA Recipients
Grants-in-Aid Promotional Support Contract 30,000$ 12,500$ Chamber of Commerce
Strategic Initiative 25,000$
Event Promotion 25,000$ 23,250$ 1,750$
SLO Happenings Campaign 19,300$ 11,000$ Matchfire
General Contract Services 6,486$ 100$
Visitors Center 112,600$ 46,915$ Chamber of Commerce
PR Contract 34,000$ 14,165$ Chamber of Commerce
Downtown Maps 9,000$ Chamber of Commerce
Support Cost 5,000$ 3,000$ City Administration
Strategic Plan Update*2,000$ Carryover Approved
Administration 37,000$ City Administration
Total 403,386$ 208,930$ 3,750$
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
Media/Community Relations
1. Pitched San Luis Obispo for inclusion in the Phoenix Magazine’s 2019 adventure guide.
2. Continued planning influencer Jackie McEwan’s wellness focused press trip to SLO in February.
3. Hosted freelancer on assignment with Fodors for site tours of new hotels in the City of SLO and
planned second trip for early January.
4. Continued working with the ‘Beyond the Campus Tour’ group of destinations to pitch the press
trip.
5. Began planning for ‘Money for a Rainy Day’ launch with a focus on digital and deal/budget
focused travel outlets.
6. Provided photos for Brit+Co. article about the SLO Tri-Tip Challenge.
7. Worked with the LOSSAN – Pacific Surfliner team to update destination information about San
Luis Obispo for their site and pitches.
8. Submitted the following content for Visit California’s Story Ideas.
a. What’s New
i. The Mark SLO
ii. Leroy’s at The Kinney SLO
iii. Live Oak Music Festival
iv. McConnell’s Fine Ice Cream Comes to SLO
v. Downtown Donut Factory
vi. New ‘Out There’ Brewery Comes to SLO
vii. Hotel Serra
viii. SLO Creek Lodge Bed & Breakfast
ix. BoltAbout
x. Hotel San Luis Obispo
xi. Big SLO Bike
b. Pitches & Leads: (California’s Murals and Street Art)
i. San Luis Obispo Library Mural
ii. Utility Box Art Program
iii. The Creamery Marketplace
iv. Kreuzberg Murals
c. Pitches & Leads: (Accessible Travel for Families)
i. Madonna Inn Trail Rides
ii. Sunset Drive-In (experience the movies from the comfort of your own car)
iii. San Luis Obispo Children’s Museum
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
9. Submitted the following content for CCTC
a. Accessible Travel for Families
i. San Luis Obispo Children’s Museum
ii. SLO Railroad Museum
iii. Sunset Drive-In
iv. Madonna Trail Rides
b. Central Coast Murals
i. “Movimiento Mundial” (SLO Public Library)
ii. Utility Box Art Program
iii. Canned Pineapple Co. (“SLO Irresistible” in the creamery)
iv. Kreuzberg Murals
v. Marsh Street Parking Garage
vi. Bubblegum Alley
vii. Cowparade Cows
10. 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
December 2018
1. 5 Off-the-Beaten-Path Hiking Trails to Tackle in 2019
Brit + Co. featured the Central Coast Tri-Tip challenge
which includes hiking popular trails and then eating at
Firestone Grill.
UVPM: 6.71M
2. 7 Hotels That Will Help You Achieve Your New Year’s
Resolutions VOGUE highlights the Coast Starlight Train as
a part of their article, which notes a stop in San Luis
Obispo.
UVPM: 6.6M
3. California Road Trip | Santa Barbara to Big Sur
London Blogger, Lucy Williams writes about San Luis Obispo in
her blog, Fashion Me Now. She mentions stopping at Madonna
Inn and High Street Deli.
4. The Tribune posted about things to do in SLO on multiple
dates. Highlights include Holiday Performances at the SLO
Rep, the Levity Academy and Cal Poly’s Performing Arts
Center.
a. 18 things to do in SLO County on Sunday, Dec. 9
b. 14 things to do in SLO County on Friday, Dec. 14
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
c. 18 things to do in SLO County on Saturday, Dec. 15
d. 13 things to do in SLO County on Friday, Dec. 21
e. 15 things to do in SLO County on Saturday, Dec. 22
f. 13 things to do in SLO County on Sunday, Dec. 23
g. 11 things to do in SLO County on Friday, Dec. 28
h. 10 things to do in SLO County on Saturday, Dec. 29
UVPM: 850K
5. Mission San Luis Obispo de Tolosa Visit California
features the Mission in downtown San Luis Obispo and
specifically calls out the concerts in the Plaza. It was
featured again by Visit California in another article on
missions on the Central Coast.
UVPM: 1K
6. Looking to turn up the heat in the bedroom? Try one
of these sexy 'Cuffing Season' getaways
Numerous news outlets including Canoe.com and The
Toronto Sun picked up this story which featured The
Kinney SLO, a hotel that brings back the best parts of
college.
UVPM: 12.8M
7. Travel in 2019 – What’s HOT on the horizon! Lifestyle
blog Champagne Living also featured The Kinney SLO
calling it “a fun place to ear, sleep and play for the
young at heart.”
UVPM: 55.3K
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
8. Six Producers Bringing out the Best in California
Zinfandel Wine Enthusiast featured Bill & Tom
Greenough of Saucelito Canyon known for their
Zinfandel.
UVPM: 462K
9. Numerous outlets reported on the added flights by
American Airlines which include the first addition in
April to SBP. These sources include:
a. American Airlines Adds 16 Regional Routes for
Summer 2019, Expands Europe Frequencies
b. American Airlines to add 18 routes, including
new flights to Glacier National Park
c. Summertime, and the Travel Is Easy: American
Airlines Introduces 18 New Routes and Adds
Seats to Paris and Madrid
d. American Airlines Announces Several New Routes in 2019
e. Routes: American, United bulk up + Emirates celebrates + Delta boss in BOS + more
f. American Airlines Announces 18 New Routes
UVPM: 150M
10. Local news outlets The Tribune and Paso Robles Daily
News covered the new Dallas flight as well.
a. SLO County airport to add new flight to Dallas-
Fort Worth
b. San Luis Obispo Airport launches new nonstop
service to Dallas/Fort Worth
c. Journeys of Discovery: San Luis Obispo, home to
America's 5th fastest-growing airport
UVPM: 887K
11. The Friday Flyer a club newsletter published by Golding
Publications highlighted the Amtrak journey from San
Diego to SLO which includes a stay at the Madonna Inn.
UVPM: 6K
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
12. Celebrate the new year at the annual Jewish Film Festival Paso
Robles Daily News wrote about the SLO Jewish Film Festival, a
weekend long event.
UVPM: 29.4K
13. The Travel Splurge You Should Treat Yourself To Next
Year, Based On Your Zodiac Sign My Style News blog
suggested those born between June 21-July 22 “Get
Quirky at The Madonna Inn”.
UVPM: 16.4M
14. You Need to Go: New Year's Eve entertainment The Santa Maria
Times showcases Michael Nowak and Orchestra Novo performing
at the Cal Poly Performing Arts Center.
UVPM: 187K
Report to City of SLO – TBID and PCC
Public Relations Contract
December 2018
15. Cover Stars: Sue Mackintosh UK travel agent from
SuperFAM, Sue Mackitosh talked about visiting SLO’s
“incredible” and “magical” Farmers Market in Travel
Weekly.
UVPM: 16.9K
16. The Best Beach Vacation for Every Month of the Year
Reader’s Digest highlighted The Kinney as their pick of
where to stay in October. They also referenced
downtown’s SLO’s BBQ, Bubblegum Alley and the
Farmer’s Market as must-dos.
UVPM: 16.4M
Grants-in-Aid Marketing Support December 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 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 X
Orchestra Novo 4th Annual Pops ON!X X X
San Luis Obispo Master Chorale San Luis Obispo Master Chorale X 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 X X
SLO County Farmers' Market Association Farmers' Market 40th Anniversary X
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; 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 2018
Visitor Interaction
December
2017
November
2018
December
2018
Walk-ins 6,191 5,500 6,067
Farmers’ Market* n/a n/a n/a
Phone calls 430 565 412
Emails 541 570 566
*estimate without people counter
Visitor Center Highlights
• Promoted Santa’s House and holiday festivities around SLO .
• Hosted holiday themed pop-ups in the Visitor Center.
• Enjoyed helping every guest that walked through our door.
Demographic Snapshot
International travelers 594
Asia 1%
Africa 0%
Europe 37%
Australia/New Zealand 14%
United Kingdom 35%
North America 10%
South America 3%
Domestic travelers
(outside of CA.)
605
West 12%
West Coast 29%
East Coast 20%
Southw est 13%
Midw est 22%
South 4%
California travelers 1,702
Northern CA 23%
Southern CA 29%
Central Coast 45%
Central Valley 2%
Desert 1%
Calendar of Events
December
2018
January
2019
Events in calendar 299 157
SLO Happenings | Monthly Report: December 2018
In December, we continued to build out the SLO Happenings calendar with over 325 events and 52
new events added for the month. Weekly calendar optimization ensures events are properly
represented on the site and that all key SLO events are included.
Social Highlights + Performance
Ticket Tuesday Total
Entries
Total
Likes
Total
Reach
Civic Ballet SLO Presents The
Nutcracker at the PAC 63 179 3,821
SLO Brew’s Ugly Christmas
Sweater Concert 16 151 3,197
The English Beat at
Fremont Theater 20 123 2,921
NYE Masquerade Ball at
SLO Brew 28 128 3,630
Total 127 581 12,569
Monday SLO Happenings*Total
Engagement
Total
Reach
Facebook 823 33,403
Instagram 1,003 17,274
Twitter 23 4,316
Total 1,879 54,993
*Includes data from the following post dates: 12/3, 12/10, 12,/17, 12/24, 12/31
Website Highlights + Performance
In December, we continued to see great engagement metrics for all SLO Happenings content.
Overall, we saw a 30%increase in total total reach and a 12% increase in total engagement to
our “Monday: What’s Happening This Week” posts when compared to November 2018. As a
reminder, these posts are boosted for engagement and specifically targeted to our regional
audience.
SLO Happenings event calendar remained within the top 5 most visited pages on
SanLuisObispoVacations.com with 1,987 pageviews.
Top 3 most visited events:
-Civic Ballet SLO Presents The Nutcracker at the PAC
-New Years Eve at San Luis Wine Bar
-Annual Holiday Parade
Email Highlights + Performance
Summary
December SLO Happenings email was sent on 12/6 featuring SLO’s top holiday
events. Open rate was above industry standard.
-Delivered: 3,937
-% open rate*: 32.2%
-Clicks: 211
*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$ 681,424$ 11.2%November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 519,193$ 394,707$ ‐24.0%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$ 3,407,398$ ‐54.6%*Figures from Smith Travel Research Report 2017‐18 2018‐19 Change +/‐2017‐18 2018‐19Change +/‐2017‐18 2018‐19Change +/‐July 84.8 85.2 0.5 174.1 175.1 0.6 147.7 149.2 1.0August 76.3 81.3 6.7 158.2 166.5 5.2 120.7 135.4 12.2September 74.5 72.3 ‐2.9 158.4 163.1 3.0 117.9 117.9 0.0October 70.0 72.7 3.9 147.1 151.2 2.8 102.9 109.9 6.8November 65.7 67.7 3.1 136.3 143.0 4.9 89.5 96.7 8.1December 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 70.79 75.84147.51159.77105.05121.82Occupancy ADRTOT ComparisonRevPARNov. - missing 12x TBID TOT
DRAFTFebruary 1, 2019
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 of July 1,2019 –
June 30, 2020.
Organizations that received promotional grants during the 2018-19 funding cycle must have complied with all
reporting requirements to be considered for a 2019-20 grant.
Starting in 2018-19, the PCC implemented modifications to the grant program that will continue to the 2019-20
program. These modifications include:
• Organizations are limited to one application submission per grant cycle.
• Qualified expenses for grant funding now include:limited contracted services such as public relations,
video production expenses, social media expenses directly relating to the event, expenses relating to
enhancements for digital newsletters or email campaigns,and web design services. The applying
organization must provide documentation that expenses for these services are directly and exclusively
related to the event or program in which funding is requested.
• Elimination of the Sustainable Funding Program (sustainability track).
To be considered for a grant, organizations must attend the mandatory meeting on Wednesday February 6,
at 4:30 pm at the Ludwick Community Center and apply,using the attached application form, by NO
LATER THAN 5:00 p.m., Friday March 15, 2019. Late or incomplete applications will not be accepted.
The application must provide the following information:
Please submit 10 printed 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)
•digital copy of completed application in PDF format to Chantal Burns at cburns@slocity.org
PLEASE DO NOT SUBMIT OTHER SUPPLEMENTAL MATERIALS WITH THE REQUESTED
APPLICATION OR BIND/STAPLE YOUR APPLICATION MATERIALS.
DRAFTIt 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
Grant Application Process Dates & Deadlines
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.
6-Feb 4:30 PM Ludwick
Community
Center 864 Santa
Rosa St., SLO
Mandatory Application
Meeting & Event
Resource Fair
A mandatory application meeting
followed by an event resource fair
will be held to answer questions
regarding the Grants-In-Aid process.
THIS MEETING IS
MANDATORY FOR ALL
APPLICANTS.
15-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.
15-May 5:30 PM City Hall
Council Hearing
Room
PCC Preliminary Grant
Recommendations
Committee will present its
preliminary 2019-20 Grants-In-Aid
recommendations to applicants at a
public meeting.
2-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.
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.
If you have any questions, please contact Molly Cano at 805-781-7165 or mcano@slocity.org.
Sincerely,
Zoya Dixon
Chairperson, PCC
DRAFTPROMOTIONAL 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.An organization may only apply for one grant per year. An organization may not submit multiple
grant applications for separate events.
3.Grant requests must meet one or both 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.
4.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
DRAFTorder 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.General website maintenance and hosting
f.General email systems or base subscriptions
g.Prize giveaways
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.
DRAFTAPPLICANT: 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
Submit Digital Copy to cburns@slocity.org
LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED.
Completed applications are due to the City Clerk’s Office on
Friday, March 15, 2019 by 5:00 pm
DRAFTGIA 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:
PURPOSE OF GRANT REQUEST: (Word Limit: 100 max)
DRAFTGIA APPLICATION Page 2 of 5
Please complete the entire application, answering all requests for information.
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 ____
DRAFTGIA 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____
If tickets are required, please provide the price range. ________________________________
DRAFTGIA APPLICATION Page 4 of 5
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 $
DRAFTGIA 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
DRAFT
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, 2019 through June 30, 2020.
• 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.
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, December 12, 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, December 12, 2018, at 10:01 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, Clint
Pearce Nipool Patel and Chair Bruce Skidmore
Absent: Vice Chair Matthew Wilkins
Staff: Tourism Manager Molly Cano and Tourism Coordinator Chantal Burns
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Jill Stollmeyer, Owner of East Wellbeing & Tea introduced herself and new business additions
including a TukTuk style taxi and tours.
--End of Public Comment--
CONSENT ITEMS
C.1 Minutes of Meeting on Wednesday, November 14, 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 12/12/2018 Pg. 2
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER PATEL, SECONDED BY COMMITTEE
MEMBER HUTTON, CARRIED 6-0-1, TO APPROVE THE CONSENT AGENDA ITEMS 1
THRU 6.
PRESENTATIONS
1. SLO TROLLEY REPORT
City of San Luis Obispo’s Transit Manager, Gamaliel Anguiano, presented the SLO Trolley
route, experience, free holiday season rides, costs, ridership, and token system. The Board
was able ask questions, review trolley materials, and request additional brochures to have at
their properties.
Public Comment
None.
--End of Public Comment--
No action was taken on this item.
2. MARKETING AGENCY REPORT
Representatives from AMF and Matchfire presented a review of the November 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.
3. CHAMBER OF COMMERCE 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.
Additionally, future publications to watch out for were presented.
Public Comment
DRAFT Minutes – Tourism Business Improvement District Board Meeting of 12/12/2018 Pg. 3
None
--End of Public Comment--
No action was taken on this item.
BUSINESS ITEMS
1. 2019 TRAVEL & ADVENTURE SHOW DELEGATION SELECTION
With direction from the Board, staff collected interest forms from TBID property
representatives to be entered a lottery for the two 2019 Travel & Adventure tradeshows
delegate selections.
Public Comment
None
--End of Public Comment--
Through the random lottery selection, Embassy Suites Delegate will be attending the Los
Angeles show in February and Apple Farm will be attending the San Francisco/Bay Area
show in March. The Apple Farm was selected as the alternate for the Los Angeles show and
The Kinney was selected as the alternate for the San Francisco/Bar Area Show.
2. TRAVMEDIA IMM USA 2019 CCTC REPRESENTATION CO-OP
Tourism Manager Cano presented the CCTC commitment to the 2019 Travmedia IMM USA
event in New York and the opportunity to attend as the representative for the Central Coast.
By committing to the co-op there will be additional opportunity for media appointments
separate from the event. The committee discussed Cano’s recommendation to attend the
event as the CCTC Representative and extend the trip by a day to include San Luis Obispo
TBID specific media appointments. CCTC will pay for event registration and TBID will pay
for travel and lodging.
Public Comment
Molly Kern commented on the event from a public relations perspective.
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER PATEL-MUELLER, SECONDED BY
COMMITTEE MEMBER PATEL CARRIED 5-0-1, TO APPROVE BUDGET
ALLOCATION OF $3,290 FOR PARTICIPATION WITH THE TRAVMEDIA IMM USA
2019 AS THE CCTC REPRESENTATIVE AS PRESENTED.
DRAFT Minutes – Tourism Business Improvement District Board Meeting of 12/12/2018 Pg. 4
3. WEBSITE UPDATE PROPOSAL
With the recommendation from the Management Committee, Tourism Manager Cano
presented the recommendation for the new VisitSLO.com website restructure and merging
project by Matchfire. Board members provided feedback and asked questions of the
Management Committee, Matchfire representative and staff.
Public Comment
None.
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER PATEL-MUELLER, SECONDED BY
COMMITTEE MEMBER PEARCE CARRIED 5-0-1, TO APPROVE THE FEE OF $51,000
as presented in the proposal FOR THE PROPOSED WEBSITE PROJECT OVER THE
COURSE OF TWO YEARS ACCORDING TO THE PROPOSED PAYMENT SCHEDULE.
Approved the website development project as proposed at the investment of $51k
4. TBID STRATEGIC PLAN CONSULTANT SELECTION
Tourism Manager Cano reviewed the process of receiving Strategic Plan proposals and
Management Committees recommended selection based off of a rating system.
Public Comment
None
--End of Public Comment--
ACTION: MOTION BY COMMITTEE MEMBER HUTTON, SECONDED BY
COMMITTEE MEMBER PATEL CARRIED 5-0-1, TO APPROVE THE SELECTION
AND CONTRACTING OF THE CORAGGIO GROUP FOR THE 2019-2024 SAN LUIS
OBISPO TBID STRATEGIC PLAN DEVELOPMENT.
TBID LIAISON REPORTS AND COMMUNICATION
1. Hotelier Update
Board Member Pearce reminded the members that he will be terming out in March 2019.
2. Management Committee Update
DRAFT Minutes – Tourism Business Improvement District Board Meeting of 12/12/2018 Pg. 5
Tourism Manager Cano reviewed the December 6th, 2018 meeting.
3. Marketing Committee Update
Marketing Committee Members Harris reviewed the December 5th, 2018 meeting.
4. PCC Update
Tourism Manager Cano reviewed the minutes of the November 14th, 2018 meeting.
5. SLO CAL Update
6. Tourism Program Update
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