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HomeMy WebLinkAboutVPCMinutes_2009_05_271 Promotions Committee Meeting Minutes – May 27th 2009 City Hall Present: Tom Jones, Bob Johnson, Victoria Blatchford, Rob Peterson, Lynn Darnall, Didem Koroglu, Amy Einspahr Bridgit Burghardt, Deb Garbers, Jan Brockel, Jeff Weldon, Tom Richter and John Seward. •Chairperson Blatchford called the meeting to order at 12:18 • April 27th Minutes: Jones motion to approve, Johnson seconded. Motion carries. • Financials: Johnson motioned to approve, Jones seconded. Discussion: The 2010 letter and budget are the final version turned into the city. It was suggested to add the 2009 expected carryover onto the 2010 budget request, as well as an explanation included in the letter. Thanks to Jeff for the recommendation. Regarding the formal budget process with the City Council, we are looking at the end of August. Motion Carries. •Branding Update: Brockel reported 300 people received an email survey request, received 77 responses. From the email survey, North Star will develop the Community Survey. Publicity of the survey will be in the paper. Question into if the publicity will be in a story format, or an ad format? Hoping for both, the Register wants to write a story about the branding project. Regarding visitor records, the Art Museums records are not useable, only have records from individuals who sign the guest book. Question into if have talked about radio at all? Yes, if they don’t do a PSA, then pay for ads. Question into where the link will be? Some thoughts were the BEDC website, the City website, the Chamber website, or maybe brookingssd.com. Concern about sd.com, as it is a portal page. Suggest as little effort as possible by the respondents, if it is difficult or confusing, they will not complete the survey. Question into if looked at a blog? Brookingsblogs.com, invites anyone with a blog or website. Encourage social media as we enter the next phase. Brockel will look into creating a Facebook page. Einspahr arrives • Convention Report: Garbers provided the committee with an updated convention report. This report will pretty much stay the same as the money is gone. The money transferred from Promotions had a ROI of around 4 million. CVB has a few thousand left, with no money left, we now focus on facilitation. We have daily contact with some event organizers. There is an annual summary available. The report is very detailed, shows return on investment. The report is available at the office. Question into if the ROI report goes to the Chamber? Yes, and to City Hall. Question into if finding the facilities are providing quality service? With the package including the $1,000 rent, provided they provide us with a signed contract, the facilities are becoming more proactive. •Downtown Brookings Streetscape Promotion: September 10th will be the Statue unveiling. The committee was provided a preliminary event schedule. 4th Street will be closed during the dedication ceremony. Activities include: a laser light show, and music on main. We are looking for funds for the promotion side, looking to do promotions in and outside of the Brookings area. Television ads will on KDLT, with TV Productions designing the ads. Question into if there will be events all three days? The Grand Reopening will be on Thursday, SDSU Welcome Back will be on Friday and the Harvest Festival will be on Saturday. Question into if there will be cross promotion? Yes, but the funds being requested are for the grand reopening, trying to tie them all together. DBI has funding for the promotion of all three days. DBI is trying to work with UPC on events. Question into if the street will be closed for the Welcome Back on Friday? Yes, but still trying to decide what is going to be going on. Question into if the funding for Harvest Festival can be used for other promotions? Are the funds to be specifically used for that event? The Promotions Committee has already given funds once. Regarding promotional dollars, very specific as to where they can be spent. Have weekend long event, promote all events that weekend. Question into if tied in with college, maybe funds could come from SDSU fund? Is there an entrance fee for the Welcome Back? Yes. The afternoon will be battle of the bands. Money out of the Taste of Home will be used for prize money. Question into where the bands will be? Right now, we are looking at 72 hour parking lot, a block off Main. Is there anything else planned for the welcome back? Do not have a schedule set yet. The DBI intern is looking to see what other communities do during the welcome back. Darnall mentioned in the past, there was a pork feed. The old SDSU welcome back evolved into the Harvest Festival, but the event is missing college events. Question into if DBI anticipates asking for more money? Not sure if the funds awarded for the Harvest Festival were restricted to that event. Seward added that 50% of the Harvest Festival funds would be used for the promotion of the event, including the television advertisement. Question into the content of the television ad? Seward answered they have only had minor discussion with TV Productions at this point, regarding the 30 second commercial. Question into if they will keep the theme the same regarding television, radio and print ads? Yes. Concern about how to promote all three days, the challenge is how to make the commercial look and make the promotion successful. Question into the Laser Light show? The company is out of Sioux Falls, and the show will be about an hour. We want a good showing with the promotion and rollout of the grand reopening. Question into how much broader of a promotion can be done with additional funds? Recommend Seward come back next month when items are more finalized. • Burghardt reported on current projects: Working with the Radio Station to start a weekly promotion of events, as well as trying to sync the two online calendars. Ideally all of the calendars would have similar information regarding events. Continue to work with event organizers on the facilitation of events. Most recently working with AAU Wrestling and the hotels to ensure everyone has the same information regarding who is staying where and for what days. Johnson mentioned a need for a volunteer pool to help run events, as it is difficult to find volunteers. There is the Volunteer Resource Bank, out of the Resource Center; there are also volunteers on campus. Question into if they are more 2 medical? Einspahr mentioned the YP Network had discussed a volunteer clearing house, as people do not know who to contact in order to volunteer. • Meeting adjourns at 1:05.