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HomeMy WebLinkAboutVPCMinutes_2010_04_261 Promotions Committee Meeting Minutes – April 26, 2010 City Hall Present: Victoria Blatchford, Rob Peterson, Lynn Darnall, Zeno Wicks III, Tom Jones, Didem Koroglu, Michael Kendall, Amy Einspahr, Jeff Weldon, Bridgit Burghardt, Deb Garbers, John Seward and Jan Brockel. •Chairperson Blatchford called the meeting to order at 12:17 • Presentations: • Attendance: 500 per day Adrianna Stern– Jam for Food-May 1, 2010-Request $1,265 Jam for food will be held on May 1st at Pioneer Park. The event is sponsored by SDSU Conscious Alliance, Brookings Radio and Downtown Brookings. Since the organization began, they have raised 627 pounds of food, which has all been given to the Harvest Table. The cost of entry for the event is five non-perishable food items. The Harvest Table volunteers will be collecting the food donations. Einspahr questioned what the role of the other non-profits present is? They will be there for informational purposes. Einspahr questioned if they will be asking for donations? They will not be asking for donations, it will just be awareness of the organization. Blatchford questioned how they will promote the event? The event will be promoted through flyers, radio ads, and PSAs. Regarding the radio ads, the amount you spent is matched with in-kind funds. Einspahr questioned the number of vendors? So far there are only two vendors: Nick’s Hamburgers and Sundried Tomatoes. • Out of town attendance: 5%= 25 • Commuters: 25x$60=$1,500 • 1,500x1.8=$2,700 estimated economic impact • Local Retention: 475x$10=$4,750 • Attendance: 55 per day Loran Anderson-Summer State Square, Folk and Round Dance Festival-September 10-11, 2010-Request: $250 The event will be held at the Swiftel Center. During the year dances are held at the Activities Center, Brookview Manor and URC. Einspahr questioned if the attendance is 60-70? Yes. Blatchford questioned if the funding would be for the event or to support local dances? The funds would be spread out throughout the year. Burghardt questioned if there were additional sponsors for the event? No. • Out of town: 85%-46 • 1st person lodging: 20x140=$2800x2=$5600 • 2nd person lodging: 20x60=$1200x2=$2400 • Commuters: 6x60=360x2=$720 • $5600+2400+720=$8720x1.8=$15,696 estimated economic impact • Local Retention: 9x10=$90x2=$180 • Attendance: 6500 Jenny Hammrich-Uncle Sam Jam-July 4, 2010-Request: $5,000 This is the 8th annual Uncle Sam Jam at the Swiftel Center. The event is done solely on donations. Any additional funding goes back into the event. Fireworks cost roughly $8,000-$12,000. They have tried a number of different things to get people out to the event. Blatchford questioned how they will use social media to promote the event? The Swiftel Center has a new website, and it links to Facebook and Twitter. On all Swiftel Center events, they advertise becoming a friend of the facebook page. Peterson questioned if they had any idea on attendance? They do headcounts, which are tough as people come and go throughout the day, as well as license plate counts. With people parking at Lowes and Daktronics, the attendance is probably somewhere between 10,000-15,000. • Out of town: 10%-650 • Commuters: 650x60=$39,000 • $39,000x1.8=$70,200 estimated economic impact • Local Retention: 5850x10=$58,500 • Attendance: 2,000 Jenny Hammrich-Brookings Wing Festival-August 21, 2010-Request: $8,000 The 5th annual Wing Festival will be held on August 21st. The event will take place on the Swiftel Center lawn. The event averages between 6-8 wing vendors. People buy tickets at the door, vendors do not take money. The biggest expense is the Johnny Holms band. Last year tapped into the Swiftel Center fund to cover expenses, believe the loss was $2,500. Einspahr questioned if the attendance has grown? Yes, attendance has grown 2-300 people per year. They would like to grow the event to become a two-day event, this will not happen until the event grows more. Peterson questioned if they are changing the way they are getting the word out about the event? Last year the yard signs really helped. They will be keeping the same theme this year. They have not reached out of town as far as advertising, as they do not want to go further in the hole. • Out of town: 25%-400 • 1st person lodging: 20x140=$2800 • 2nd person lodging: 20x60=$1200 • Commuters: 360x60=$21,600 • $2,800+1200+21600=$25,600x1.8=$46,080 estimated economic impact • Local Retention: 1600x10=$16,000 2 • Attendance: 1500 per day Keli Books-2010 SD Brookings Swim Invitational-July 16-18, 2010-Request $4,000 The Swim Club is a parent run organization. They are looking for a new source of income. July’s event is the biggest fundraiser and the funds help keep the club a float for the rest of the year. They also need some new equipment such as starting blocks as they are old. Expenses keep going up. The club has had some reduction in funding, they lost $6,000 from the city and Hy-Vee cut back donations by 40%. Expect around 300 families, with 40 coming from Fargo. This is the best weekend, as the next two weekends are state tournaments and this is the last chance. Families are coming here and staying in hotels and eating in restaurants. Einspahr questioned how many confirmed teams? They do not have confirmed teams at this point, average around 16-17 teams. When the club goes somewhere for a meet, they get a commitment that the host club will come to the Brookings meet. Question into how many kids on a team? The number of swimmers depends per club. Brookings has 80; Sioux Falls Snow fox has roughly 140. Watertown has been dissipating; no one is going to their meets. Einspahr questioned if 1500 attendance was average? That number is conservative, especially with the out of state teams. Einspahr questioned if hotels were a concern as it is the same weekend in soccer? Yes, they are working on that. They sent an email to the teams regarding rooms. They do not want to switch weekends, as this is the best weekend. Burghardt mentioned she has been working with the Swim Club regarding hotel rooms. Currently most of the hotels have blocks for the soccer tournament, and those blocks will be released about a month prior to the event. The other option is staying on campus in the dorms. Weldon mentioned there have been no decision made yet regarding funding for next year. For legal reasons, payroll for the club can no longer be run through the city. Blatchford questioned if the cost for coaching was for the season or for the three days? The cost is for the three days. Wicks questioned if the cuts were due to legal reasons? Weldon responded there were a couple of organizations whose payroll went through the city. Books explained payroll is roughly 12% of their expenses. Wicks questioned if the $6,000 is in addition to the 12% of expenses that will be cut from the City budget? Weldon explained there has been no decision made regarding the $6,000. Wicks questioned if the city does not cut the $6,000, they don’t need our funding? Books responded that for next year’s budget, they are looking at running roughly $8,000 in the hole. Blatchford questioned how they handle fees for the swim meet? Books responded there is a per swimmer fee, but no charge to parents. They have to purchase a program which costs roughly $8.00. Blatchford questioned how other meets handle fees? Books responded the same way. • Out of town: 85%-1275 • 1st person lodging: 50x140=$7,000x2=$14,000 • 2nd person lodging: 50x60=$3000x2=$6000 • Commuters: 1175x60=$70,500x2=$141,000 • $14,000+6000+141,000=$161,000x1.8=$289, 8000 estimated economic impact • Local Retention: 225x10=$2250x2=$4,500 • Attendance: 1000 per day John Seward- SDSU Welcome Back-September 18, 2010-Request $3,000 The event has been renamed to the Jackrabbit Bash. This year the event will be taking place on a side street. The events will be similar to last year. Last year the Chess Boxing was well attended. A couple of added events include: Hide and Tweet, which is a social media game, as well as pizza competition. They will be sending out letters to pizza places, it will be a taste and pick your favorite pizza. They are expecting a larger crowd this year. Einspahr questioned if it is a proper use of SDSU funds to use them for advertising? Seward responded that sponsors are paying for the events, for example Sully’s is sponsoring Chess Boxing, and Nick’s is providing hamburgers for the eating contest. Would like to make it a self-sufficient, but to do that, they need to market outside of Brookings and marketing outside of Brookings is expensive. The hope is next year they will not have to ask for SDSU funds. Kendall questioned what type of advertising will be done on campus? Seward responded banners at the Union, posters in residence halls and radio ads on the SDSU Radio Station. They want all students to come down to the event. There is an $80 cost for the banners for the Union, and the printing cost for the posters. Einspahr questioned if they are asking for us to cover all print and advertising, in addition to other cost for expenses? Seward responded yes. • Out of town attendance: 25%= 250 • 1st person lodging: 5x$140=$700 • 2nd person lodging: 5x$60=$300 • Commuters: 240x$60=$14,400 • $700+300+14,400=$15,400x1.8=$27,720 estimated economic impact • Local Retention: 750x$10=$7,500 3 • Attendance: 875 John Seward-Harvest Festival-September 18, 2010-Request: $2,749 This is a family oriented event, with inflatables and a petting zoo. DBI has had about 60 volunteers from the Disney program working on this event, with over 100 hours of volunteer time in already. They have increased sponsorships this year. This year, the event will be the same day as the SDSU Bash. The Harvest Festival will be on the side street between 3rd Ave. and Main, and the Jackrabbit Bash will be the next block down between Rays and O’hares. Blatchford questioned how they will track attendance? Seward responded their will do a count about every hour. Families stay an average of 45 minutes. Last year the Fraternities and Sororities helped out. Blatchford questioned if the Harvest Festival and the SDSU Welcome Back were during the day? Seward responded that nothing for the SDSU Welcome Back will take place during the Harvest Festival. Einspahr questioned the charge to vendors at $10-$15, is that enough? Seward explained that it was difficult to get vendors last year. When the event started it was on Main and the event ran two blocks. Then the event shifted to the Farmers Market and the vendors were upset with the turnout. If the event does not receive significant funding, the event will not happen. • Out of town: 20%-175 • Commuters: 175x$60=$10,500 • $10,500x1.8=$18,900 estimated economic impact • Local Retention: 700x10=$7,000 • March 29 Minutes: Wicks motioned to approve, Kendall seconded. Motion Carries. • Financials: Wicks motioned to approve, Jones seconded. Motion Carries. • Branding Update: Brockel reported the recommendation from the subcommittee is to hire a brand manager and provide funds to key stakeholders to jumpstart the implementation process. Blatchford added the brand manager would be a contract for 18 months, and they would go out and promote the brand. North Star provided a job description for the brand manager. The Visitor Promotions Committee would serve in an advisory role. The cost would be roughly $20,000 for a year. We would look at renewing the contract every 6 months and will need to do an RFP process. Weldon questioned when this would start? Blatchford responded no later than June 1st. Wicks motioned $20,000 out of the marketing/branding funds for the brand manager, with a 6 month review. Jones seconded. Motion carries. Brockel explained a letter was sent to the five key stakeholders, stating there maybe funding available in the form of matching funds. Blatchford added a couple items are more brand sensitive, for example welcome bags and name badges. These are the best visuals to the external customers. Garbers added they are part of the hosting program. The preprinted ID badges are a continuous process. We will need to reorder and will be replacing the current items with the new design. Blatchford mentioned there would be roughly $90,000 remaining after the brand manager. Brockel explained she at first understood the matching funds would be $5,000 per entity. There was clarification that the taskforce was thinking $1-2,000 per entity. Koroglu added they want to move quickly. Maybe these are questioned that need to be answered after the brand manager is hired, but some things need to be ordered right away. Blatchford questioned the website redesign for the Chamber? Heuton explained that is for a complete redesign. That was roughly the amount spent when the BEDC redesigned their website. Seward added DBI is about ready to print banners, those are ready to roll. Blatchford mentioned the final proof needs to be sent to the taskforce for consistency. Koroglu added that everyone did a great job putting the lists together, priority things can be ordered quickly. Blatchford mentioned they could do matching funds or pay for the whole thing. Koroglu suggested matching funds. Burghardt questioned if additional expenses could be submitted at a later date? Blatchford responded yes, they would work with the brand manager. The brand manager would bring to VPC for funding. Hammrich questioned if there would be an unveiling in the paper? Koroglu explained this is a soft rollout; do not want to make a big splash, as we do not want to focus to be on the logo. Hammrich mentioned there maybe confusion in the community. Koroglu explained the brand manager will handle the confusion. Blatchford added the manager will be going out and meeting with people, giving them the background and get people to use it. Hammrich questioned who answers questions now? Blatchford responded Jan. Blatchford mentioned regarding the lists, feel these are all the right things to get the brand out there. Wicks motioned $8,390 out of the marketing/branding fund, Darnall seconded. Weldon questioned if they were doing full funding? Yes. Seward mentioned he wrote his proposal as matching funds, not as full payment. Wicks withdrew his motion. Heuton explained the costs for the Chamber/BEDC/CVB are estimates. Weldon added the pins are actual cost. The cost would be $9,740. The cost breakdown is as follows: City: $1,540, Chamber/BEDC/CVB: $5,500 and DBI: $2,700. Wicks motioned to pay estimated costs of $9,740 to key stakeholders, Darnall seconded. Motion carries. The funding will be paid in one lump sum with itemized details. Wicks questioned if the branding taskforce has final approval before ordering? Blatchford responded yes. Send items to Jan and Jan will send to the taskforce. Everything flows through Jan. • Convention Report: Garbers explained the report will not change much. We do everything we can to bring the events in under cost. The hotels are very good at working with use. Currently the tournament account over by $1,563. This amount will be adjusted as the checks are written. The events in light print, we have not committed money to. Those events are coming and the cost will come right off the top of the next budget. We do not have money to allocate to those events. They are on a rotation and are good events. Weldon questioned if the rotation is permanent? Yes as long as we do a good job of hosting. 4 • Voting Jam for Food: Kendall motioned $1,265 out of student funding, Wicks seconded. Einspahr mentioned struggle with the event. It is a good event, but questioned if we are setting a precedent for non-profits? Kendall explained they judge by student input. This is a new group. Einspahr reiterated just concerned about the non-profit. Kendall mentioned this is free or low cost entertainment for the students and it’s on the weekend. Darnall mentioned being concerned the event is Saturday and if the timing is setting a precedent. What happens if we said no? Motion carries. Einspahr exits. • Voting 2010 SD Brookings Swim Invitational: Darnall mentioned she understands they will make a profit; this will support their club throughout the year. Suggest having them reapply for the November event. Blatchford added concern regarding supporting the whole program. Darnall brought up that they could charge spectators; they have that as an option. Wicks added it depends on who is presenting. Tournaments and conventions should go to Deb. If we add up what we spent last year and gave that to Deb, she could do more. Blatchford mentioned she was thinking $1,000. Burghardt explained that when making recommendations she compares all of the applications in the cycle to one another. For this event, the swim club application was compared to the soccer tournament and the recommendations were made regarding funding that was fair between the two events based on economic impact. Blatchford mentioned we have to adjust how we give. In the strategy we talked about tracking attendance as that brings in tax dollars. Darnall questioned how we would handle transferring funds to Deb? If the application fell into that category, tell them to talk to Deb? Blatchford responded we have done that. Kendall mentioned dedicating for 2011 the $25,000 with another $50,000 Deb said she would be maxed out. Increase the dollar amount being transferred. Peterson motioned $1,000 out of the tournament fund, Jones seconded. Motion carries. •Voting Fishback Classic Soccer Tournament: Wicks motioned $1,000 out of the tournament fund, Darnall seconded. Motion carries. • Voting Summer State Square, Folk and Round Dance Festival: Kendall motioned $250 out of quality of life, Jones seconded. Peterson questioned if the SDSU representatives have received a ton of requests for dance? Kendall responded dance is huge right now; there is a lot of interest. Peterson questioned if the students would take part? Kendall mentioned SDSU has a swing club, there maybe some student participation. Motion carries with Blatchford voting no. • Voting Uncle Sam Jam: Peterson questioned if this is the only 4th of July event in the area? Blatchford responded yes. Darnall added the 4th is on a Sunday. Hammrich mentioned they were conservative regarding attendance. Koroglu questioned if the funds could come out of the Swiftel fund? Blatchford responded no as it has to be a concert. Wicks added the concert fund was designed to bring in big concerts. Weldon mentioned the city is putting in $9,000 for other things. Wicks mentioned it is all city money; we are allocated money to make money. Blatchford explained the quality of life budget has received a smaller amount of the budget. Need to list sponsorships on the budget; we are giving on top of the city. Peterson questioned if the budget includes VPC request? Yes. Application dies for a lack of motion. • Voting Brookings Wing Festival: Wicks explained in the initial proposal, the Wing Festival was going to be something like a Ribfest. Blatchford explained we changed our funding groups. Jones questioned if it would be appropriate to tap the Swiftel Fund like we did last year? Koroglu added if money used for concert that would fit. Blatchford added people do stay in town. They have shown a growing attendance. Blatchford continued last year we funded up to $8,000, but for actual costs. We have to replenish the Swiftel Fund each year. Wicks questioned what else Deb could get for $8,000. Garbers responded she could not say. Wicks mentioned our job is to make money. Peterson motioned to fund like last year, up to $8,000 out of the Swiftel Fund but for actual costs. Jones seconded. Motion carries with Wicks and Kendall voting no. • Voting SDS Welcome Back: Wicks motioned $3,000 out of student funds, Kendall seconded. Discussion: Wicks mentioned they have had discussions with DBI about getting kids downtown. Motion carries. • Voting Harvest Festival: Application dies for lack of motion. • Budget Discussion: Blatchford explained the marketing/branding fund will be lower in 2011. If paid for six months of the brand manager in 2011, that would leave $39,000 to work with in 2011. Koroglu questioned when the fund accounts changed? Burghardt responded in 2009, to follow the decision made at the 2008 planning session. Athletic Services is transferred to CVB. The total amount transferred to CVB in 2010 for convention and tournament recruitment was $52,250. Darnall questioned when we replenish the Swiftel budget? Burghardt explained the budget is due to the City on June 1st, it depends on when the Swiftel expenses come in. If we spend money for the Wing Festival, as it is held in August, we will not replenish for those costs until 2012. Wicks mentioned they have received numbers from Aramark. The actual number is not available until June, but estimates regarding the meal plans will be 5 somewhere between 5 million to 5.5 million. This is a mandatory tax on students in the dorms. Brett Monson, Student Association President added they have had discussions with Justin Sell regarding promotions for student during games. Half court shot, give incentive to get students to go to games. Monson continued Hanson Hall has a hog roast, looking at having each hall do something once a month. Each hall would be assigned a month. Student groups will be applying for funds. Looking at different ways we can get students to stay in Brookings. Problem regarding the University is they start at different times. UPC is planning events for next year. Everything will be locked in place. Proactively meet with groups, as opposed to reactive. Students would like to see concerts. Wicks mentioned he is not sure of the contractual arrangements, but the expectation would be Student funds would increase to $50,000. Weldon mentioned this would be an adjustment to the $225,000. Wicks added there has been an increase in third B money. Peterson questioned if the City allocation would then be $240,000? Blatchford mentioned do not see where line items in the current budget could be adjusted. Wicks explained the increase would come from the city, not out of the VPC budget. Peterson suggested evaluating the total request. Weldon explained the issue last year was the increase was based on saturation of hotels, and anything more would be wasteful. Blatchford mentioned last year requested an additional $25,000. Weldon added the city allocated an additional $12,500 due to the contract ending in June. Kendall suggested voting on the increase for student funding. Blatchford responded we are looking at the budget as a whole, we will ask for one amount. Blatchford questioned if the CVB transfer request should come from VPC or CVB? Weldon explained the transfer is an internal issue. Darnall questioned if it would be out of line to request an additional $15,000 for the students and $25,000 for the transfer for a total of $40,000 additional request? Weldon responded it would be $12,500. In 2009 received $225,000 and in 2010 received $237,500. Wicks added that the total budget request would be $265,000. Darnall explained suggest $237,500 + $15,000 students and $12,500 to make it consistent, at $265,000. Wicks motioned to propose a budget request at $265,000, Darnall seconded. Discussion: Jones questioned if we request additional funds, where does that put the CVB? Weldon explained that request would have to come from the Chamber. Motion carries. • May Visitor Promotions Meeting: Burghardt informed the committee due to the Memorial Day holiday; suggest moving the May meeting to May 24th. The May meeting will be held on May 24th. • Peterson motioned to adjourn, Darnall seconded. Meeting adjourned at 2:35p.