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HomeMy WebLinkAboutVPCMinutes_2008_09_291 Promotions Committee Meeting Minutes – September 29, 2008 City Hall Present: Victoria Blatchford, Didem Koroglu, Bob Johnson, Lynn Darnall, Zeno Wicks III, Tyler Luckhurst, Rod Schaefer, Bridgit Burghardt, Deb Garbers, and Tom Richter. •Chairman Blatchford called the meeting to order at 12:17 and called for any agenda changes. Burghardt requested to table the Chamber Services discussion until the October meeting. Chairman Blatchford welcomed new committee member Luckhurst. Wicks motioned to approve the agenda, Schaefer seconded. Motion Carries. •Presentation: Julie Grives–Heartland Opera Troupe-November 16, 2008-Request $1000 This event is a community wide event. This year they are performing an opera based on the book “Trickster and the Troll”. Educational opportunity, will promote to college students. If receive funds, college students will be able to attend for free. Question into how the event will be marketed to students? Working with the music department, mostly geared toward music students, open for all students. The main focus will be music and theater students. • Attendance: 600 • Out of town: 25%= 150 • Local: 1 5%= 450 • 1st person lodging: 7x$104=$728 • 2nd person lodging: 7x40= $280 • Commuters: 136x$40=$5,440 • $728+280+5,440= $5,748x 1.8= $10,346.40 estimated impact • September 15th Minutes: Wicks motion to approve, Luckhurst seconded. Motion carries. • Financials: Wicks motioned to approve, Luckhurst seconded. Discussion: There is an increase in Third B tax. Would like to see a report regarding the Third B tax, would like to see if the increase times with major events. Things are starting to click. We are at a place to get things going. It is hard to track exactly what event brought in the tax revenue. Burghardt will look into a report regarding the Third B tax. Motion carries. • Voting Heartland Opera-Request $1000 Wicks motioned $1000 out of students, Johnson seconded. Discussion: would like to have the student attendance tracked. One option is a student scanner, available through card services on campus. Burghardt will pass the request along to the applicant. Motion Carries. Koroglu enters at 12:30 • Presentation: Tracy Odegaard–Dakota Schoolers-December 4-5, 2008-Request $5000 The Dakota Schoolers basketball bash started two years ago. The event brings with it, name recognition. Looking to promote the tournament, and take it to the next level. This is the year to do it, every athlete that participates in the tournament, will receive free admittances to the SDSU basketball game. The schedule of the tournament will have people staying overnight, and eating in the restaurants. The tournament is coming here because of our facilities. The tournament is open to boys and girls 3-8th grade. With this age group, brings with them, mom and dad and grandparents. The funds would be used for marketing. • Attendance: 800 • Out of town: 85%= 680 • Local: 1 5%= 120 • 1st person lodging: 150x$104=$15,00x2 nights= $31,200 • 2nd person lodging: 150x40=6,000x3 nights= $18,000 • Commuters: 380x$40=$15,200x3 nights=45,600 • $31,200+18,000+45,600= $94,800x 1.8= $170,640 estimated impact • Voting Schoolers-Request $5000 Johnson mentioned Burghardt can send out press releases to South Dakota newspapers. Elementary school kids could take home a flyer. Question into how much good that would do. Could do a press release and follow up with a brochure or letter, saying what we have to offer. There are no funds budgeted for printing costs. Would like more details about how they would spend the funds. Guessing they have not included marketing cost, because they have not done that before. Run ads in paper and make phone calls. Johnson motioned $2,000 out of tournament funds. Blatchford seconded. Discussion: Should make them aware of press release option. Motion Carries. •Branding Discussion: Burghardt provided the committee with a recap of the sub-committee meeting. Will be sending Vision Brookings investors a letter introducing the branding project, they will also receive a list of 5-10 frequently asked questions. We are proactively informing them about the project. We will listen to the issues they have, not responding. We are doing this to inform them we are doing this. Question into who will make the visits? That has not yet been decided. We will keep it as general as possible, we do not want to send mixed messages. The visits will be informal. The branding company will provide a more formal presentation. 2 Wicks exits at 12:55 • Sports Destination Management Advertising Burghardt provided the committee with an advertising opportunity in the magazine. The promotional opportunity was brought to the committee for consideration, probably more for in the future. Question into the circulation in our area? One idea is to look into compiling a direct mailing list database. As long as not dealing with kids names, can send out mailing list. This could also be used to send a quarterly newsletter. • Convention Report: Garbers provided the committee with a monthly update. A lot of activity happening. The more time spent preparing reports, the less time available to pursue events. Question into the email regarding the cross country meet, and if those issue were worked out? Johnson explained there needs to be a discussion regarding a Brookings Charter. If we pay the fee, then we do not have to pay for each individual event. One club could become the charter, and would pay the Club fee; all the separate clubs can avoid the fee. We will need to check into the nonprofit side of things. Discussion into if the information for conventions could be provided on a separate form? What was allocated, and what is left, to keep in line with the strategic planning. Tournaments are separate from conventions. Regarding the convention funds, specific information regarding the funds allocated. Need to continue to track, and what get back for that money. •Chamber Services Discussion: Tabled until the October Meeting. • A motion was made by Johnson, seconded by Schaefer, to adjourn. Meeting adjourned at 1:15.