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HomeMy WebLinkAboutVPCMinutes_2009_10_261 Promotions Committee Meeting Minutes – October 26, 2009 City Hall Present: Zeno Wicks III, Victoria Blatchford, Rob Peterson, Michael Kendall, Lynn Darnall, Didem Koroglu, Bridgit Burghardt, Al Heuton, Jan Brockel, and Tom Richter. •Chairperson Blatchford called the meeting to order at 12:22 • Presentation: • Attendance: 2000 per day Jesse and Doc Peterson–Midwest Supercross Racing- Request $3,000 Ticket prices have been lowered a bit, trying to attract people to the event. The event is drawing racers from the south. Question into vendor/participant fees? Racers pay entry fee, but that is paid back 150% to the racers. Pro payout has to be 150%. Question into the budget, as the revenue does not match expenses? Rough estimate, plan on excess as do not know what the costs would be. The revenue budgeted is just an estimate. The back page numbers are actual numbers from previous events. Question into average attendance? Some have 1,000 in attendance, some are sellouts. • Out of town attendance: 90%-1800x2=3600 • 1st person lodging: 150x140=$21,000x2=$42,000 • 2nd person lodging: 150x60=$9,000x2=$18,000 • Commuters: 1500x60=$90,000x2=$180,000 • $42,000+18000+180000=$240,000x1.8=$432,000 Estimated Economic Impact • Local Retention: 200x10=$2000x2=$4,000 • Attendance: 750 per day-1500 Dave Heubner–Living History Fair-January 29-30, 2010-Request $2,000 This is an educational program, put on by a family organization. Friday is school day; there will be 900 kids in the facility. Kids learn a lot by hands on experience. Question into how many students eat in Brookings if they are on a bus? There will be at least 25 schools, third and forth graders. Some eat at the Swiftel Center, and some bring sack lunches. Question into if have asked the School Board for money? No. Few kids from Brookings attend. Question into if this is more like a field trip? Yes. The schools pick from a menu of presenters. The presenters have 20 minutes for presentations; allow 10 minutes in between for the kids to get to the next presentation. Saturday is open to the public. Kids, who attend on Friday, can return on Saturday free of charge. • Out of town: 60%-450 per day • 1st person lodging: 12x$140=$1,680x2=$3,360 • 2nd person lodging: 12x$60=$720x2=$1440 • Commuters: 426x$60=$25,560x2=$51,120 • $3,360+1440+51,120=$55,920x1.8=$100,656 estimated economic impact • Attendance: 900 Dr. Nashma Carrera–African American Step Show-February 6, 2010 Request $5,000 Attendance has been growing, currently have reserved hotel rooms at 2 hotels. Friday night is comedy night, and Saturday is the Step Show. They are in the process of trying to work out a deal with the Performing Arts Center, most likely will not charge facility fees, but still trying to find the details out. The event brings people in from out of state. The event is thinking of charging a $2.00 entrance fee, but SDSU students would still be admitted free of charge. Question into if generating revenue from the artist fees, travel, and hotel? Pay teams to come to Brookings. The cost is approximately $700-800 per team. Question into how the shortfall in the budget and how it will be taken care of? Some things might get cut. If do not get funding, will have to cut fees. Question into charging $2.00, would recommend charging $5.00. • Out of town: 15%-135 • 1st person lodging: $140x25=$3500 • 2nd person lodging: $60x25=$1500 • Commuters: $60x85=$5100 • $3,500+1500+5100=$10,100x1.8=$18,180 estimated economic impact • Attendance: 500 Blake Harms–Alpha Gamma Rho Steer and Heifer Show -February 13, 2010-Request $500 The event depends on the weather, as some exhibitors come from out of state. Last year, the event drew 160 exhibitors. Income comes from exhibitor fees and sponsorships. This is a non-profit event, as profits are returned to exhibitors. Put the event on for publicity, promote SDSU and leadership experience. 40-50 of the exhibitors will arrive on Friday, with the rest arriving on Saturday. Question into if the event is too large to hold in the Little I Arena? Yes. The event is held in the holding barn at the Swiftel Center. • Out of town: 75%-375 • 1st person lodging: $140x100=$14,000 • 2nd person lodging: $60x100=$6,000 • Commuters: $60x175=$10,500 • $14,000+6000+10,500=$30,500x1.8=$54,900 estimated economic impact 2 • Attendance: 800 per day Mike Foster–Swiftel Thunder Indoor Challenge- February 19-20, 2010-Request $6,000 This is the 3rd year for the event. All participant fees are paid back to the racers. Racers come from as far away as TX and MO. The intent is to keep growing the attendance. 95% of the attendance is from out of town. The event draws three venues of spectators. The 1st year had 202 karts and 60 bikes and quads. Last year, the numbers grew to 277 karts and 77 bikes and quads. Toying with the adjusting the ticket prices because of the economy. The goal is to fill the stands. Costs continue to go up. They will be adding 3-4 more staff members, which will also increase the cost. Question into how they plan to grow to 400 racers? Word of mouth is spreading about how great the event is. Last year, paid $27,000 in prize money, the commitment is to the competitors. People will drive 45-50 miles, not sure if they will drive 200-300 miles. • Out of town: 95%-760 per day • 1st person lodging: $140x90=$12,600x2= $25,200 • 2nd person lodging: $60x90=$5,400x2=$10,800 • Commuters: $60x580=$34,800x2=$69,600 • $25,200+10,800+69,600=$105,600x1.8=$190,080 estimated economic impact • Attendance: 400 per day Abby Wirt, SDSU Dairy Club–Midwest Regional Convention-February 26-28, 2010-Request $11,500 The goal is to give back to the Brookings community, as well as have a great conference for the students. The club has held fundraisers, a student dance, cheese box gift wrapping, and make phone calls to past sponsors. This year, donations are limited due to the economy. The convention rotates, and is in Brookings about every seven years. Question into where the events will be held? Events will be held on campus and the Days Inn, with the Days Inn being the host hotel. Question into entertainment? There will be a DJ, as well as an illusionist. Question into if registration fees were set prior to the start of planning? Yes. They are usually around $50.00. Question into what funding received from CVB? The event has received a $1,000 sponsorship. Question into what happens if the event does not receive the funds? The Dairy Club has money, but did not want to dip into it. • Out of town: 90%-360 per day • 1st person lodging: $140x125=$17,500x2=$35,000 • 2nd person lodging: $60x125=$7,500x2=$15,000 • Commuters: $60x110=$6,600x2=$13,200 • $35,000+15,000+13,200=$63,200x1.8=$133,760 estimated economic impact • Attendance: 480 players Tom Richter–8-ball Pool Tournament-January 22-24, 2010-Request $4,600 This is a unique request. Trying to attract pool and dart tournaments to Brookings. It is unique, because other venues do not charge rent for these events. We are competing against Watertown, Sioux Falls and Rapid City. Last year, requested the rent, rent for the facility is $1,200 per day for the arena. This year, requesting rent for the facility, as well as $1,000 hosting fee. Expenses show labor and equipment. Revenue comes from food and beverage sales. Question into what revenue is from the teams? The promoter gets all of the registration fees. They do not pay rent, or they will not come. Certain events will not book because they will not pay rent. This is the 2nd year for the tournament. Question into what the revenue was for the Swiftel Center last year? Do not know; make money on food and beverage. Most of these events move around, this one is scheduled to stay in Brookings. Hoping to attract State 8 ball, it currently bounces between SF and Rapid. • Out of town: 95%- 456 • 1st person lodging: $140x 300=42,000x2=$84,000 • Commuters: $60x156=$9360x2=$18,720 • $84,000+18,720=102,720x1.8=$184,896 estimated economic impact • Attendance: 2000 per day Tom Richter–NPRA Bull Riding-February Request $3,000 It has been 3-4 years since this event has been in Brookings. Question into requesting student funds? SDSU students will receive a discounted ticket price, and will be admitted to the dance with a paid ticket. Question into if this is the same promoter as the one in Sioux Falls? Yes. • Out of town attendance: 60%= 1,200 per day-2400 • 1st person lodging: 50x$140=$7000x2=$14,000 • 2nd person lodging: 50x$60=$3000x2=$6,000 • Commuters: 1100x$60=$66,000x2=$132,000 • $14,000+6000+132000=$152,000x1.8=$273,600 estimated economic impact • Local Retention: 800x$10=$8,000x2=$16,000 • September 28th Minutes: need to add Lynn Darnall to the minutes, as she was in attendance. Wicks motion to approve, Peterson seconded. Motion Carries. • Financials: The committee was provided with a list of amount spend in previous years, as well as funds available. Keep in mind when making funding decisions, working with a limited budget and the applications are for the first three months of 2010. Wicks motioned to approve, Kendall seconded. Motion Carries. 3 •Branding Update: Brockel reported the taskforce saw some logos and have asked for revisions. We need to start thinking about what we are going to do with the brand. We have this brand, now what are our priorities? What sort of an organizational structure will be put in place? Will that be the original subcommittee? This item needs more discussion. North Star will provide us with a Brand Print Guide; the committee will be the brand manager. Question into marketing costs? Who will do the marketing, and what marketing? There needs to be a marketing plan and budget. There is a need for consistency. Question into how close to completion? Next will be the revisions, and then the Brand Identity Guide, probably in November. There are two more payments due, need to schedule a presentation to the City Council. Do not want this to drag on, the schedule should have allotted for revisions. • Attendance: 500 per day Ronald McKinney–SDSU Pow Wow-February 20-21, 2010-Request $5,000 This event is planned by the Native American Club. Costs have increased and last year had a shortfall, this lead to being behind on the fundraising for this year. This will be the 20th annual SDSU Pow Wow. Every year, have a special dance to honor sponsors. Question into the revenue on the budget, as there are no ticket sales? 55 and up, 6 and under and SDSU students admitted free of charge. Last year, the ticket revenue was $4,000. • Out of town: 95%-475 per day • 1st person lodging: $140x40=$5,600x2=$11,200 • 2nd person lodging: $60x40=$2400x2=$4,800 • Commuters: $60x395=$23,700x2=$47,400 • $11,200+4800+47,400=$63,400x1.8=$114,120 estimated economic impact • Convention Report: Burghardt informed the committee the report has events listed until 2016. The 2010 budget has been incorporated into the report. Question into the 2010 budget amount? Had requested an additional $25,000 from the City Council for tournament and convention recruitment, the committee received an additional $12,500. Used the same formula and implemented the budget amounts into the report. • Voting Midwest Supercross: Darnall motioned $2,500. Motion dies for lack of second. Concerned if go above the recommended amounts, have to be fair to everyone as we have a limited budget. This is one of the better attended events. Darnall motioned $2,000 out of tournament fund, Wicks seconded. Motion carries with Peterson voting no. • Voting Living History Fair: Peterson motioned $500 out of quality of life, Blatchford seconded. Motion carries. • Wicks exits 1:50 • Due to lack of quorum, general discussion ensued: General Discussion: Step Show: Every year, there is a new person, which is a common occurrence in the University setting. General thoughts are $1,000 out of student funds. Alpha Gamma Rho Steer and Heifer Show: Would recommend $500 out of tournament fund Swiftel Thunder Indoor Challenge: Racers come from 15 states. This event is growing. Family members of the racers attend. Thoughts: $1,500 Native American Club-Pow Wow: Students recommend $1,000. As far as the students go, they increased their funding as this is the 20th annual. The event has now gone to a three day event. Pool Tournament: Question into what type of leagues this is? It is East River vendors. Question into if asked the CVB to pay the hosting fee? No. They have as far as conventions, but not this event. Feel rather conservative regarding the number of hotel rooms. Question into how handle smoking ban? Can not smoke in city facilities; however designate the arena as a convention center. They bring in big smoke machines, so the smoke is not that bad. The smoking ban will be statewide, so it will not have any effect on the event. Bull Riding: Question into if this is the same group that puts on the Battle of the Bulls in Sioux Falls. Yes.