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HomeMy WebLinkAboutVPCMinutes_2011_10_241 Promotions Committee Meeting Minutes – October 24, 2011 City Hall Present: Anthony Sutton, Jameson Berreth, Patrick DeBoer, Amy Einspahr, Lynn Darnall, Rob Peterson, Tom Jones, Tom Richter, Deb Garbers and Bridgit Burghardt. Vice-Chair Darnall called the meeting to order at 12:19p. Einspahr motioned to approve the agenda, DeBoer seconded. Motion carries. Presentation: Aaron Toronto: The Pact” Movie Premiere-Request $1,500 Last summer “The Pact” was produced and filmed in Brookings. The movie is about two brothers who make a pact not to date for a year. In the end they discover the pact was more about brotherhood vs. dating. The movie premier will be held on Friday October 28 at the Performing Arts Center. With the funds, they plan to offer free admission to all SDSU students. They are doing promotion through UPC and currently promoting the event on Facebook, mailings and the radio. Hoping to have 500-600 students attend and the rest are community members. There is a $5.00 for community members to attend. Peterson questioned what UPC is charging for? UPC is helping to get the word out. Darnall questioned what the VPC funds would be used for? Toronto responded Performing Arts rental, workers, part of that would help keep SDSU tickets free. Peterson questioned if SDSU students would be admitted for free regardless of Visitor Promotions funding? Yes. Attendance: 1000 Out of town: 0 Local Retention: 1,000x$10=$10,000 Presentation: Harriet Swedlund: Korea: A Power in the New Global Order-Request: $1,000 The organization has been in existence since 2004. The organization brings intentional affairs to the community. The morning session is open to SDSU students. The afternoon session and evening reception are open to the public. They have made an effort to get SDSU students involved. Anticipate the attendance at 400, with 2/3 of that being students. The hope is that professors will offer extra credit or consider this class for the day to encourage students to attend. Attendance: 400 Out of town: 10%-40 1st person lodging: 5x140=$700 2nd person lodging: 5x60=$300 Commuters: 30x$60=$1,800 $700+300+1,800=$2,800x1.8=$5,040 Estimated Economic I mpact Local Retention: 360x$10=$3,600 Presentation: Mark Hendricks: State Gymnastics Tournament-Request: $2,000 The request is on behalf of the Bobcat Backers, the high school booster club. The mission of the Backers is to promote Brooking athletics while also providing for items that normally not be possible in the normal athletic budget through the athletic department. In 2012, Brookings will be hosting two state tournaments. Gymnastics will be held at the Swiftel Center and basketball will be at Frost. The backers set precedence with South Dakota High School Activities when they started the evening banquet a few years ago. Basketball is huge for Brookings. Gymnastics has a fewer number of attendees, but a greater number of participants. After talking with the gymnastics coach, they did not think a banquet would work. Instead, recommended a hospitality room for the participants, stocked with healthy food. Plan to use the Swiftel Center catering for the food. We are requesting funds from Visitor Promotions, as to not take funds away from the Brookings athletes. Attendance: 2,500x2=$5,000 Out of town: 75%-1875 1st person lodging: 175x140=$24,500x2=$49,000 2nd person lodging: 175x60=$10,500x2=$21,000 Commuters: 1525x60=$91,500x2=$183,000 $49,000+21,000+183,000=$253,000x1.8=$455,400 Estimated Economic Impact 2 Presentation: Mark Hendricks: State Basketball Tournament-Request: $4,000 The request is to help support a pretournament banquet. The banquet was started a few years ago and has been very well received. Feel this is part of the reason Brookings was awarded the state tournament two out of every three years. Coaches appreciate having an activity planned and with a good meal. Huron is the only other community that does anything close to what we do for hosting. Backer funding sources are limited and looking for help from Visitor Promotions. The backers travel to a number of events, what they are hearing is the State A basketball tournament would like to come to Brookings. Facilities in other communities do not compare to Brookings facilities. This is a great opportunity to expose a large number of people to Brookings and SDSU. Garbers added it’s a good customer service item. Attendance: 12,000 Out of town: 85%-5100 1st person lodging: 175x140=$24,500x2=$49,000 2nd person lodging: 175x60=$10,500x2=$21,000 Commuters: 4750x60=$285,000x2=$570,000 $49,000+21,000+570,000=$640,000x1.8=$1,152,000 Estimated economic impact September 26 Minutes: Jones motioned to approve, Peterson seconded. Motion carries. Financials: Einspahr motioned to approve, Jones seconded. Motion carries. Branding Update: Burghardt informed the committee the Chamber Board has approved moving forward with the updated landing page, with funding provided by the Visitor Promotions marketing/branding fund. Burghardt mentioned the billboard contract has been renewed for another twelve months at the cost of $775 per month. Convention Report: Garbers reported working with the Swiftel Center on the State 8 ball pool tournament. A requirement for the tournament is the hotels would have to agree to block 100% of their rooms, not sure if this is something they are willing to do. We are exploring a 90 day release for the hotel blocks. Jones questioned the number of rooms used in Rapid for the tournament. Garbers and Richter responded not sure of the exact number. Richter mentioned this is very preliminary. Peterson questioned the time of year the event is held? Richter responded in March. Garbers mentioned the report would not change much as the funds are committed. 2012 Budget: Burghardt provided the committee with a proposed 2012 budget based on the $265,000 allocation. Burghardt informed the committee they would be allocating funds from the 2012 budget for the gymnastic and basketball application. Sutton motioned to remove the 2012 budget from the table, Jones seconded. Motion carried. Peterson motioned to approve the 2012 budget as presented, DeBoer seconded. Motion carries. Brand Manager Contract Discussion: Burghardt gave a recap of the October 12 subcommittee meeting. Blatchford opened the subcommittee meeting with a brief recap of where we have been and where we are trying to go. There is a large amount of funding being invested in visitors and Brookings is in need of an overall visitor strategy. Part of that strategy is the marketing strategy. Discussion centered on the marketing for the different entities and the best use of funds would be to have one person coordinating the marketing. We started with nothing and now we have the brand. This is the next step in the process. We need to ask each entity what their priorities are and their need for marketing. The different entities should be thinking about marketing and including it in their budget. The subcommittee is developing talking points in order to start the conversation with the different stakeholders. 3 Voting: The Pact: Jones motioned $1,500 out of Student Funds, DeBoer seconded. Sutton mentioned this is what the funds were designed for. Motion carries. Voting: Korea Symposium: Berreth motioned $1,000 out of Student Funds, Sutton seconded. Discussion: Darnall mentioned she attended the India Symposium and was impressed at how well organized it was. Einspahr added anything Swedlund does, is generally well done. Motion carries. Voting: State Gymnastics: Peterson motioned $500 out of Tourney fund, Sutton seconded. Richter mentioned this is not a common practice and it adds value to the event. It’s good PR and helps to attract future events. Garbers mentioned if funded at the recommended amount, receive recognition for contribution. The recommended amount leaves funds for another tournament. Richter recommended including a written explanation of the additional funds being invested in the tournament through the CVB. Motion carries. Voting: State Basketball Tournament: Peterson motioned $1,000 out of Tournament fund, Sutton seconded. Discussion: Peterson mentioned the State A Girls Basketball Tournament is moving to Brookings on the off year we are not hosting the State AA tournament. Garbers added this is because of the facilities and the Backers. Peterson questioned if this will become an annual request? Jones mentioned the $10,000 from the CVB does not go to the Backers. Darnall questioned if when the A’s are here, if the Backers will be looked towards for help? Peterson responded yes. The banquet is a nice add-on to the tournament. Einspahr questioned if there is a chance they will not do the banquet? Peterson explained probably not in this cycle, but maybe for the A’s. Sutton added regarding the A’s that is a conversation for that time. Motion carries. Peterson motioned to adjourn, Brink seconded. Meeting adjourned at 12:59p.