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HomeMy WebLinkAboutVPCMinutes_2009_09_281 Promotions Committee Meeting Minutes – September 28, 2009 City Hall Present: Tom Jones, Bob Johnson, Zeno Wicks III, Victoria Blatchford, Rob Peterson, Amy Einspahr, Michael Kendall, Lynn Darnall, Bridgit Burghardt, Deb Garbers, Jan Brockel, and Tom Richter. •Chairperson Blatchford called the meeting to order at 12:19 • Agenda corrections or additions: add Boys and Girls Club basketball tournament update and policy question • Presentation: • Attendance: 1600 Dr. John Walker–Brookings Chamber Music Society Concerts- Request $1,000 Dr. Walker is the Project Coordinator for the Brookings Chamber Music Society. The concert series provides a variety of music; they try to reach a wide variety of audience. The concerts are supported through ticket sales, grants, Foundation fund and the SDSU Music Dept. In the past, the SDSU students were admitted to the concerts free of charge through a grant from the Student Program Council. We are trying to attract SDSU students, with the hope of turning them into future audience members. Question into the out of town promotion? Advertise in the newspapers and radio; always try to attract visitors from Sioux Falls. • Out of town attendance: 5%-80 • Commuters: 80x$60=$4800 • $4,800x1.8=$8,600 Estimated Economic Impact • Local retention: 1520x$10=$15,200 • Presentation: • Attendance: 1000 Dr. Russell Stubbles–Williams and Ree Concert-Nov. 8, 2009-Request $10,000 The Park and Recreation Club works with the Native American Reservations. The Little Bird Group will be the opener for the Williams and Ree Concert. Promotions to attract out of town visitors will be done on the radio stations, as well as the Watertown and Brookings newspapers. The group wants to bring people to Brookings. Want to offer 100 free tickets to SDSU students. The event will be held at the Performing Arts Center. Question into how will they market to SDSU students? Park and Recreation Club will do promotions, organizations, and table at the Union. There are about 60 members in the Park and Recreation Club. Question into if more than 100 students want tickets? After 100, they will have to pay, open to suggestions. • Out of town attendance: 50%- 500 • 1st person lodging: 30 x140=$4,200 • 2nd person lodging: 30x60=$1800 • Commuters: 440x60=$26,400 • $4,200+1800+26400=$32,400x1.8=$58,320 Estimated Economic Impact • Local Retention: 500x10=$5,000 • August 31st Minutes: Wicks motion to approve, Jones seconded. Motion Carries. • Financials: Burghardt mentioned a bill from the Swiftel Center, for the Wing Festival. Richter added this was a great event; saw an audience increase this year. Wicks motioned to approve, Einspahr seconded. Motion Carries. •Branding Update: Brockel reported North Star presented written concepts to the group. Visual concepts will be in the next couple of weeks. Discussion into the group the written concepts were presented to? It was a smaller group of people, with experience in branding. Blatchford added it was a difficult decision regarding who would be in the small group. Research was presented to the Leader Roundtable and subcommittee; thought the research was spot on. The City Attorney is looking into trademark issues. Question into why the City Attorney is doing the research? North Stars recommendations for trademark research costs $3,500-$5,000. Question into if the Visitor Promotions Committee or the subcommittee will see anything before hand. After the visual is determined, mentioned the possibility of a sneak preview. • Convention Report: Garbers provided the committee with an updated report. We are now working on the facilitating of the events. The report looks similar, as the funding has all been utilized. Events are booked between today and 2014, average 3-5 contacts per week. Once the event is confirmed, it is plugged into facilitation regarding rooms, speakers, entertainment, name tags, welcome bags. Burghardt works with tournaments, and notices problems with the schedule. SDSU rooms do charge tax, and are $25 per person. Rooms on campus are only available for rent during the summer months. If there is a shortage of hotel rooms, try to keep overflow close to Brookings. Question into how local businesses get informed of events? Information is available through the calendar of events, newsletter, annual calendar, scheduling booklet in the office. • Boys and Girls Club Update and Policy Question: This item was brought before the committee as the tournament was originally scheduled was for November 28th. Due to another event taking place that weekend, the Boys and Girls Club moved their tournament to January. The funds from the Visitor Promotions Committee were for the November 2009, and the tournament has changed to January 2010. Johnson motioned to keep the funding the same, with the date change noted, Einspahr seconded. Motion Carries. Discussion into if the applicants are applying for money are fundraising, we are just transferring money. If we have a model, for example: generate sales tax, you get the sales tax. 2 We can not track sales tax, and for some events, that would be a lot of money. Our job is to generate money. Add to accountability, best estimate, we have to get to the mind set, we have been giving to the same people. Youth tournaments bring in a number of people. That is why we have the economic impact formula. The goal is to eventually have some of the events be on their own, unless they are changing the event. Question into if the committee wants to set a policy stating the number of times an event can apply? Not having a policy allows the committee flexibility in their judgment. Good process to work towards; don’t want to loose sight of quality of life events, they are good for the community. Discussion into if one event organizer is applying for multiple events, apply once for a number of events, or separate applications. By allowing applications to apply once with similar events, that gets the events on the calendar. Concern with one application is the events are happening at different times of the year. Separate applications, one presentation. • Voting: Brookings Chamber Music Society Concerts- Request $1,000 Wicks motioned $1,000 from the student fund, Kendall seconded. Discussion: excellent opportunity for students to attend a variety of concerts. Motion carries. • Voting: Williams and Ree Concert-Nov. 8, 2009-Request $10,000 Kendall motioned $2,200 from student fund, Einspahr seconded. Discussion: would like to see the number of tickets increased to 150. Motion amended to $2,200 for 150 tickets, Einspahr seconded. Motion Carries. • Attendance Policy Discussion: Discussion into what type of attendance policy would work. The policy will be effective as of today, and implemented going forward. Wicks motioned to implement policy: attend at least two of each four consecutive meetings, and attend 75% of the 10-12 regularly scheduled meetings per calendar year. Additional discussion included the difficulty of scheduling summer meetings, as well as having applications three times per year vs. four. • Einspahr motioned to adjourn. Meeting adjourned at 1:30.