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HomeMy WebLinkAboutVPCMinutes_2007_12_17Promotions Committee Meeting Minutes – December 17, 2007 City Hall Present: Sam Nelson, Zeno Wicks III , Tom Jones, Lynn Darnell, Bridgit Burghardt, Deb Garbers, Doris Roden, Jeff Weldon, Al Heuton, Rod Schaefer, Chris Duagaard, and Tom Richter. Present for the meeting: Victoria Blatchford, Crissa Zink, Jarred Sanderson, Vanessa Merihb, Doc Peterson, Jesse Peterson, David Reynolds, John Walker, Mike Foster, Jo Waldner, Mike Clites, Absent: Jerry Miller, Bob Johnson and Amy Einspahr. • Blatchford called the meeting to order and called for any agenda changes. Wicks asked to add a discussion on the City’s last liquor license, Richter asked to add discussion on the Swiftel Reserve Fund, Heuton asked to add discussing a date for the Planning Session, and Blatchford asked to move the financials to after the voting. • Presentation: Crissa Zink and Jarred Sanderson-SDSU Little International-April 4-5, 2008-Request $4,000 The event draws students from 200 high schools, which usually equals around 2,000 students for the event. This year they are adding an Alumni Banquet onto the event. They are starting out by inviting 800 Livestock and Meat Judgers to the banquet. • Little International: April 4-5, 2008 Request: $4,000 • Attendance: 2000 per night • Out of Town: 70%-1400 per night (600 local) • Lodging: 30x$104=$3120x2nights= $6,240 • 2nd person lodging: 30x$40=1200x2nights= $2,400 • Commuters: 1340x$40=$53600x2nights= $107,200 • $6240+2400+107200= $115840x1.8= $208,512 est. impact • Local Retention: 600x$10=$6000 Doc Peterson and Jesse Peterson-Midwest Supercross-January 18-19, 2008 They tracked the attendance by counting cars, and recording license plate information from the parking lot during the event. The event is more expensive every year. They would like to keep the event in Brookings, but have been contacted by outside organizations regarding bringing the event to their city. Riders come from all over, with only approximately 7 or 8 local riders. • Midwest Supercross: January 18 & 19, 2008 Request: $7,500 • Attendance: 6,000 • Out of Town: 80%-4800 (local 1200) • Lodging: 130x$104= $13,520x2nights= $27040 • 2nd person lodging: 130x$40=5,200x2nights=$10,400 • Commuter: 1140x$40= $45,600x2nights= $91,200 • $27,040+10,400+91,200= $128,640x1.8= $231,552 est. impact • Local retention: 600x$10=$6,000x2nights= $12,000 David Reynolds& John Walker-Brookings Chamber Music Society-Cantus-Feb 18, 2008-Request $480 They have performed in Sioux Falls, and they draw a broad audience. Cantus should draw a strong audience from Sioux Falls. • Brookings Chamber Music Society-Cantus-February 17, 2008 Request: $480 • Attendance: 400 • Out of town: 20%-80 (local 320) • Lodging: 6x$104=$624 • 2nd person lodging: 6x$40= $240 • Commuters: 68x$40=$2,720 • $624+240+2,720= $3,584x1.8= $6,451.20 est. impact • Local retention: 320x$10=$3,200 David Reynolds & John Walker-Brookings Chamber Music Society-Riders in the Sky-March 28, 2008 University of South Dakota presented them early in Sept. and had audience members from KS and Omaha. These performers have a broad appeal in the Midwest. Expect to draw people from Minneapolis and Sioux Falls. This is a big step forward for the Brookings Chamber Music Society as they have never brought a performer this big in before. The ticket sales will be easy to track and there is a different ticket for members vs. nonmembers. • Brookings Chamber Music Society-Riders in the Sky- March 28, 2008 Request: $320 • Attendance: 750 • Out of town: 30%= 225 (local 525) • Lodging: 4x$104=$416 • 2nd person lodging: 4x$40= $80 • Commuters: 217x$40=$8,680 • $416+80+8,680= $9,176x1.8= $16,516.80 est. impact • Local retention: 525x$10= $5,250 Mike Foster-Brookings Indoor Challenge-February 1-2, 2008 This is a first time event. Expect the audience to be coming from the surrounding area. Expecting 80-125 drivers, and about the same number of motorcycles. Generally racers bring 3 people with them. 98% of the attendance will be from out of town and some from out of state. • Brookings Indoor Challenge-February 1-2, 2008 Request: $4,000 • Attendance: 1000 • Out of town: 95%= 950 (local 50) • Lodging: 75x$104=7,800x2 nights= $15,600 • 2nd Person: 75x$40=3,000x2nights= $6,000 • Commuters: 325x$40= 13000x2nights= $26,000 • $15,600+6000+26000= $47,600x1.8= $85,680 est. impact • Local retention: 50x$10= $500 Vanaessa Merihb –Boys and Girls Club Basketball Tournament-March 21-22, 2008 The gyms have been secured and have received inquires from teams about the tournament. Hoping for 80 teams, currently about 20 teams have contacted with interest. Looking to make this a yearly event. • Boys and Girls Club Basketball Tournament-March 20-21, 2008 Request: $8,000 • Attendance: 2000/per day • Out of town: 85%= 1700 • Lodging: 500x$104=$52,000x2nights= $104,000 • 2nd person: 500x$40=$20,000x2nights=$40,000 • Commuters: 700x$40=$28,000x2nights=$56,000 • $104,000+40,000+56,000=$200,000x1.8=$360,000 est. impact • Local retention: 300x$10=$3000x2nights=$6,000 Jo Waldner, Mike Clites –Quarter Horse Show-May 16-18, 2008 Moving the horse show to May this year. In the past, the show was in June to coincide with the Arabian horse show. There are two other Quarter Horse shows in June, hoping to increase attendance by moving it to May. Each day is a new show. 75-80% of the horses are local, look to draw horses from SD, IA, MN, NE, MS, and WI. Could draw from farther, they are willing to travel. CVB has helped out the past couple of years. The cost of the facility is the largest expense. Expenses have increased several thousands of dollars with not being able to share expenses with the Arabian horse show. Usually fill all of the camper spots at the Swiftel, and use around 50 hotel rooms. • Quarter Horse Show-May 16-18, 2008- Request: $6,448 • Attendance: 1800 • Out of Town: 90%-1620 (180 local) • Lodging: 50x$104=$5,200x 2nights=$10,400 • 2nd person lodging: 50x$40=$2,000x2nights=$4,000 • Commuters: 710x$40=$28,400x 2nights= $56,800 • $10,400+4,000+56,800=$71,200x1.8=$128,160 est. impact • Local retention: 180x$10=$1,800 Tom Richter-State Gymnastics Tournament-February 15-16, 2008 There was an alliance agreement signed with the South Dakota High School Activities Association and people who want to host tournaments. Through this alliance, the SDHSAA will pay $1,000 custodial fee. Last time the event was here, the attendance hit the expected number. High school Tournaments are good events. • State AA Gymnastics-February 15-16, 2008 Request: $4314 • Attendance: 2000 • Out of town: 95%=1900 (local 100) • Lodging: 100x$104=$10,400x2nights=$20,800 • 2nd person lodging: 100x$40=4,000x2nights=$8000 • Commuters: 750x$40=30,000x2nights=$60,000 • $20,800+8000+60000= $88,800x1.8= $159,840 est. impact • Local retention: 100x$10=$1000x2nights=$2,000 Tom Richter-Uncle Sam Jam-July 4, 2008 This is the 7th year for the event. Attendance at the event is 5,000, with additional people watching the fireworks who do not attend the activities during the day. • Uncle Sam Jam 2008-July 4, 2008-Request: $5000 • Attendance: 5000 • Out of Town: 2%-100 (4900 local) • Commuters: 100x $40= $4,000x 1.8= $7,200 est. impact • Local Retention: 4900x$10=$49,000 Tom Richter-Brookings Wings Festival-August 23, 2008 This event was started two years ago, and modeled after Rib Fest in Sioux Falls. Have had bad weather both years, with the 1st year a tornado and last year was cold and rainy. This year, moved the event into August, hoping for better weather. Currently have a hold on Johnny Holms for entertainment. Believe this could turn into a destination event, once it gets going. Believe it could draw a good attendance if the weather cooperates. • Brookings Wing Festival-August 23rd, 2008 Request: $15,000 • Attendance: 2000 • Out of town: 25%-500 (1500 local) • Commuters: 500x$40=$20,000x1.8=$36,000 est. impact • Local retention: 1500x$10=$15,000 • November 26th Minutes: Wicks moved to approve. Duagaard seconded. Motion passed. • Financials: Have not set budget yet for 2008, operating on what is available for 2007. Some of the events could be tabled until next month. Projections for 2008 budget is $175,000-$35,000 for Students= $140,000. The planning session, will review the budget and a plan. Question into whether the Swiftel funds would be replenished to $45,000. Wicks indicated this is a rolling a committee, and can not restrict ourselves, and should approve on what we think should be sponsored at, not what we can afford. Continue mentally a rolling budget, can not spend $500,000 but could spend $125,000. Heuton explained that this month we could do that because the City budget has been passed. Have to keep in mind commitments already for 2008, $25,000 in billboards and TV ads. Have to decide priorities and if events are where you want to spend money. • Voting on: SDSU Little International: Duagaard motioned $1500 out of student funds. Nelson seconded. Discussion: Asking for Promotions to sponsor an alumni banquet; thought they were filling out the regular events application. Motion passed. Roden asked if the banquet could be considered a new event. The event is not new, just adding a new part to the event, so funds would not come out of seed funds. Duagaard added that these types of events could be beneficial, could potentially have alumni move back to Brookings. Tom J. motioned an additional $1500 out of event funds. Blatchford seconded. Motion carries. • Voting on Midwest Supercross: Wicks motioned $3,000 out of event funds. Nelson seconded. Darnall questioned if at $3000 they would break even, is that enough since they requested $7,500. Wicks added it would seem more logical to pick up the tab for promotions/advertising cost. Our job is to promote the city and events. Would like to see $5,000 in promotion and come back with receipts. Previous sponsorships of the event have been at $2000, by increasing it to $3000 it shows we want them to stay. Motion passed. • Voting on Brookings Chamber Music Society-Cantus: Darnall motioned $480 out of event funds. Schafer seconded. Motion carried with Wicks abstaining. • Voting on Brookings Chamber Music Society-Riders in the Sky. Darnall motioned $320 out of event funds. Schafer seconded. Motion carries with Wicks abstaining. • Voting on Brookings Indoor Challenge. Wicks motioned $4000 out of seed funds. Darnall seconded. Motion carries. • Voting on Boys and Girls Club basketball tournament. Wicks motioned $8,000 out of seed funds. Schafer seconded. Jones added he liked that they are going to advertise to out of state teams. Motion carries with Darnall abstaining. • Blatchford leaves meeting at 1:47 • Voting on Quarter Horse Show. Schafer pointed out that in the past, they were fortunate enough to be before the Arabian horse show. Heuton questioned the budget, revenue is $22,000 and spending is $30,000. Request is less than the difference. They were going to ask the CVB to fund the hotel rooms. Garbers explained the CVB use to give funds to secure the events, now event requests are coming to Promotions. With conventions picking up, the CVB does not have the funds to sponsor events. Discussion into if the funds could better be utilized elsewhere? Darnall motioned $6448 out of event funds. Schafer seconded. Discussion: Wicks added if the Swiftel Center already subsidizing, we have a limited amount of money to promote things. Darnall commented that the program could grow, and they are no longer getting funding from CVB and their expenses have increased. Motion carries. • Voting on Gymanstics: Motion by Tom J. to table, seconded by Darnall. Motion carries • Voting on Uncle Sam Jam: Motion by Tom J. to table, seconded by Darnall. Motion carries. • Voting on Wing Festival: Question into how many people like wings, and does this lead to what a lot of people will attend? Last year, some vendors came from Sioux Falls, with Buffalo Wild Wings indicating they will be back. Wicks expressed he feels it is good to move the event to August. Duagaard asked about the event potential if they lacked major entertainment. Richter feels if the weather is good, it will be a blow out. Weather is everything. Darnall questioned if the show and shine is just one day-yes it is. Jones motioned $9,000 out of event funds. Motion died for lack of second. Darnall motioned $15,000 out of event funds. Motion died for lack of second. Jones motioned to table, seconded by Nelson. Motion carries. •Heuton asked about the Swiftel Fund: cover cost of events, used to promote concerts. Wicks explained it was laid aside as we could be the people to promote a concert. Richter asked how they access the funds. Cost over ran two concerts this fall. Does the board have to authorize expenditures? Wicks indicated he did not believe so. Heuton asked if we could pay bills without coming to the Committee. Richter explained they were co-promoters. Wicks thought it was put there for events hoping to get people. Schafer thought the same thing. Wicks thinks to pay expenses, when come to replenish will have to explain why. Motion carries. • Wicks asked to speak about the last liquor license. Questioned whether it would be worth going on record saying how many people can be brought in due to giving the license to a convention center. Wicks motioned to draft a letter to encourage the Council to consider visitors when issuing license. Duagaard seconded. Darnall expressed she did not feel comfortable voting due to not knowing enough about the subject. Darnall added holding a license generates nothing. Heuton added if the law does not change, if they give up the license, that is it. Wicks expressed it should be used for something to bring los of people to town. Heuton explained this came up because there is a bill in the legislature and if holding a license they may ask why we need the law changed. Burghardt will draft a letter encouraging the Council to consider economic impact when making a decision. Motion carries with Darnall voting no. •Financials: Heuton explained the new report for financials. •Motion to adjourn by Nelson second by Duagaard. Meeting adjourned at 2:40p.