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HomeMy WebLinkAboutVPCMinutes_2008_01_28Promotions Committee Meeting Minutes – January 28, 2008 City Hall Present: Victoria Blatchford, Sam Nelson, Chris Duagaard, Rod Schaefer, Bob Johnson, Zeno Wicks III, Tom Jones, Shari Thornes, Tom Richter, Al Heuton, Bridgit Burghardt, Amy Einspahr, and Lynn Darnell. Absent: Jerry Miller. •Wicks questioned what to look for when reviewing the applications. Is the emphasis on Quality of Life, making money or promoting Brookings? Blatchford explained the Resolution says economic impact so look at return on investment. Einspahr added that the website stats have doubled over the last couple of months. • Blatchford called the meeting to order and called for any agenda changes. • Presentation: Cam Christensen- Block and Bridle Steer Show-February 24, 2008-Request $5,000 The event is held in conjunction with AGR Show. Draws contestants from MN, IA, OH, and WI, there are exhibitors from all over SD. There is a payout in each division, with three champions. The budget is from last year, and they are actively soliciting other sponsors. • Attendance: 350 • Out of Town: 85%-297 (53 local) • 1st person lodging: 120x$104=$12,480 • 2nd person lodging: 120x$40=$4,800 • Commuters: 57x$40=$2,280 • $12,480+4,800+2,280=$19,560x1.8=$35,208 est., impact Kim Clark Ferris-Jazz Festival-April 1st, 2008-Request $1,000 This is a joint effort between the Optimist Club and SDSU Music Department. The plan is to have 18 jazz ensembles, with bands coming from as far away as MN and IA. Anticipate 300 students, with this being an all day affair, with an evening concert. This is a cultural and educational event and has the opportunity to attract future SDSU students. The money would be used for trophies and judges. • Attendance: 600 • Out of town: 50%-300 (local 300) • 1st person lodging: 3x$104=$312 • 2nd person lodging: 3x$40=$120 • Commuters: 294x$40=$11,760 • $312+120+11,760=$12,192x1.8=$21,945.60 est. impact Steve Bacher-SD Sportsman’s Classic-March 15th, 2008-Request: $2,000 This is the third year for the event. The show showcases vendors and speakers. The Show ends with a Whitetail banquet, last year served 300 meals. This year it was scaled down to some degree, mainly cutting back on presenters. Would like to keep the show going, and had to make some tough choices. This year, the show will be a one day event. Last year, sportsman’s warehouse sponsored Michael Wendell; in exchange he signed autographs at the store. Looking for sponsorships like that again this year. The Swiftel is a co-promoter of the show this year. • Attendance: 1000 • Out of town: 25%-250 (750 local) • 1st person lodging: 20x$104=$2080 • 2nd person lodging: 20x$40=800 • Commuters: 210x$40=$8,400 • $2,080+800+8400=$11,280x1.8=$20,304 est. impact • Local retention: 750x$10=$7,500 Doris Roden-Doors Open-April 25-26, 2008-Request: $4,000 Track attendance by using registrations slips, at artist studio and this year will use a clicker at the door to count people walking through the door. Questions into the operating budget: $51,000, beyond that, look for sponsorships. Events have to be sponsored separate. Nelson asked for a rough estimate for advertising and event sponsorship from promotions, how much of the budget comes from promotions? Wicks suggested running a survey on main regarding events, and how businesses feel it was. Roden explained that after events, they talk to businesses and get that report. • Attendance:1000/day=2000 total • Out of town: 50%-1000 (local 1000) • 1st person lodging: 9x$104=$936x2 nights=$1,872 • 2nd person lodging: 9x$40=$360x2nights=$720 • Commuters: 482x$40=$19280x2nights=$38,560 • $1872+720+38,560=$41,152x1.8=$74,073.60 est. impact Doris Roden-Harvest Festival-September 13, 2008-Request: $4000 This event it is more difficult to track attendance as there is no headquarters. They track attendance by taking photos of the festival area, count the people on the street, and talk to vendors to get their numbers. Some have registration for a giveaway. The construction is anticipated to run April thru November, so this year the plan is to hold the Harvest Festival in the Farmers Market. Einspahr questioned if there is financial support from Downtown businesses? The application does include some businesses. They have partnered with SDSU and Daktronics. SDSU Humantics is a major sponsor. • Harvest Festival-September 13, 2008-Requesting: $4000 • Attendance: 2250 • Out of town: 50%=1125 (1125 local) • 1st person lodging: 3x104=$312 • 2nd person lodging: 3x40=$120 • Commuters: 1119x$40=$44760 • $312+120+44760=$45,192x1.8=$81,345.60 estimated impact Doris Roden-Construction Marketing Campaign-March-December 2008-Request: $24,000 The goal is to retain business during construction. Every downtown business will be receiving copy of the 87 page binder with information. There will be 8ft high signs directing people where to park. The website is being redone and will include update on the construction. The commercial will be tagged with updates, and will also be doing press releases. During this time, businesses are encouraged to make improvements to the property. Modest figures $50,000,000 in sales, if there is not a good retention plan, could loose 30% of sales $15,000,000. Funding would help with the marketing. Question into how much for the $50 million in sales is alcohol? The figure includes sales of merchandize, food, but alcohol was not included. Wicks expressed to Roden that she did a spectacular job putting together the information, but questioned if during her research, she felt this will work? Roden answered yes, sighting an example out of FL. They had good sales and would welcome more construction. Research 50-100 communities, including Marshal MN, they had a marketing plan but it was not as prepared. Questions into how much of the sales are generated in the summer? Roden was not sure on the figure. The communities that streamline, cross promote and kept the public informed did the best. Daugaard mentioned the items mentioned in the application mirrored or are the same as current marketing? The construction marketing will not replace the current marketing plan; it is included in the booklet to show what can be done. Tom Richter-Swiftel Addition-Information and Request for letter of support They will be giving a presentation to the City Council on February 12th. The plan includes a ball room, and a full fledge convention center. The area of greatest growth potential is in corporate meetings, conventions and conferences. There are only so many arena events you can do in a year. So far, they have received a very positive response. Wicks added the Shamrock ballroom will hold 1,000, with smaller rooms able to hold up to 500. Phase II of the project is to include a hotel. They have found a private developer interested in building a hotel. Bob Johnson-Great Plain Wrestling-April 19-20, 2008-Request: $11,820 This is the same event they tried to plan for last year, but last year it was too late in the season. This year, the event will be held the 3rd weekend in April. This year it is a one day event. In the past, CVB was able to get comp rooms, but not this year. Question into the number of event days; application showing two days. Johnson answered the wrestlers will check in on Friday, and wrestle on Saturday. The state AAU tournament used all the hotel rooms in Brookings. As we progress, it is important to have a plan, package what we can do. • Attendance: 1800 • Out of town: 95%=1710 (90 local) • 1st person lodging: 300x$104=$31200x2nights=$62,400 • 2-4 person lodging: 900x40=$36,000x 2nights=$72,000 • Commuters: 810x$40=$32,400x2nights=$64,800 • $62,400+72,000+64,800=199,200x1.8=$358,560 est. impact University Program Council-April 16, 2008-Request: $8,000 This will be a semi-major show. The UPC allocated some money for the show. Anticipating attendance to be around 1,000, made up of people from on and off campus. Currently, the contract is pending. • Attendance: 1000 • Out of town: 20%- 200 (800 local) • Commuters: 200x$40=$8,000 • $8,000 x1.8=$14,400 estimated Impact • Local retention: 800x$10=$8,000 Old Business: Heuton explained the proposed economic analysis. This is a way to compare the applications. From an evaluation standpoint, it is difficult to compare applications. This model uses economic ration, weighed impacts. The score is based on information in the application. This is experimental at this point. The score is based on information in the applications. Question into if the calculations are different for events that serve food? Heuton answered that at this point, there is no way to gage the difference between the events that serve food vs. those that do not. Richter added that at a festival, the majority of the vendors are local. Everything in the model comes back to the city contribution in the event. The economic impact numbers are based on a study done by the SDSU Economics Department. Voting on: State Gymnastics: Richter met with the SDHSAA, and from that meeting would like to request an additional $750 for facility fees and a sound system. Wicks motioned $5064 from event funds. Johnson seconded. Johnson added that if Madison wins, they will set a record from number of wins. There will most likely be press. Johnson will contact the Madison Athletic Director and see if there is anything they need. Motion Carries. 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 Voting on: Uncle Sam Jam-July 4, 2008-Requst-$5000 This is not a ticketed event; the attendance is an estimate on the number of people. Believe the attendance is a fairly conservative estimate. The attendance also depends on the day of the week the holiday is on. There is a free pork feed to the first 1,500. Johnson motioned $5,000 out of event funds. Darnall seconded. Discussion: Wicks added it is a great event, but questioned if this is group that should be sponsoring the event. Blatchford shared concern regarding not drawing out of town visitors. Richter answered that the attendance is a guess. They track license plates during the event. The goal is to keep people here. Motion carries with Wicks, Nelson and Daugaard voting no. • 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 Voting on: Brookings Wings Festival-August 23, 2008-Request: $8,000 Wicks motioned $8,000 out of event funds. Johnson seconded. Discussion: Wicks expressed it is great to get something going. Motion carries. • 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 • December 17th Minutes: Wicks moved to approve. Daugaard seconded. Motion carries. • Financials: Daugaard moved to approve. Nelson seconded. Motion carries. • Burghardt brought the SDSU Family Weekend Post Evaluation back to the committee as the event did not perform as well as had hoped. Wicks explained that we funded the event because we thought it was a good idea. Blatchford explained that the evaluation is for our information, so we have a history. The event will receive the remaining 25% of the funds. • Voting on: Block and Bridle Steer Show. Question into if there are recommendations from Burghardt. Heuton explained that recommendations are part of the reason we put together economic analysis. It is difficult to make recommendations on the applications, can make recommendation from past sponsorships. Wicks motioned $1000 out of event funds. Einspahr seconded. Motion carries. • Voting on: Jazz Festival. Wicks motioned $1000 out of event funds. Johnson seconded. Discussion: Blatchford added that during events like these, there is often a lot of downtime. Motion carries. • Voting on: Sportsman’s Classic. Johnson motioned $2000 out of event funds. Wicks seconded. Discussion: Blatchford added that it sounds like they are trying to revamp and keep the event going. Darnall contributed that there is no one more committed to making this event work than Steve. Motion carries. • Voting on: Doors Open. Einspahr motioned to table until February meeting. Nelson seconded. Motion carries. • Voting on Harvest Festival. Einspahr motioned to table until February meeting. Nelson seconded. Motion carries. • Voting on Construction Marketing. Einspahr motioned to table until February meeting. Nelson seconded. Motion carries. • Voting on Swiftel Addition Letter of Support. The Swiftel is city owned, have a majority of events. Johnson motioned to approve. Darnall seconded. Discussion: Emphasis on city building, city committee. Conventions were part of the plan from the Planning Session. Daugaard questioned the difference between the Swiftel Addition and the Shamrock. Einspahr questioned if the purpose was to directly compete, or supplement a need in the community? Blatchford added facility vs. needs. This is something promotions funds could be used for. Also a source of impact, draw visitors with the hotel addition. Burghardt will send out the letter via email for feedback from the committee. The phrase complimentary services should be included in the letter. Motion carries. • Voting on: Great Plains Wrestling. Einspahr motioned $11,820 out of seed. Daugaard seconded. Motion carries. • Voting on: UPC Concert. Wicks motioned $8,000 out of student funds. Nelson seconded. Motion carries. • Scheduling of Planning Session: The next planning session will take place on February 7th at the Chamber Office. Hours are from 5:30-8:30. •Motion to adjourn by Einspahr second by Duagaard. Meeting adjourned at 2:15p.