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HomeMy WebLinkAbout2023-09-21 Regular Meeting110W, 1`01181 1 11 G1W1PE!T'111E U01 VETIT1011 & TINI I'URS B11, BOARD OF DIRECTORS MEETING Thursday, September 21, 2023 — 8:00 a.m. CVB Headquarters Boardroom 636 S. Vai--t Street 10CM—WRTIorml, WITW4,12 MIN NNEGTOWTINSTITISTM =I Any person who is not scheduled on the agenda may address the Convention & Visitors Bureau Board under Citizen Comments or on any other agenda item by completing a ®© Appearance Request form with staff. A member of the public may address the CVBB regarding an item on the agenda either before or during the Board's consideration of the item, upon being recognized by the Board Chair or upon consent of the? In accordance with the Texas Open Meetings Act, the CVBB is restricted in discussing or taking action during Citizen Comments. -5. Sales & Marketing Report A. Connect Marketplace B. Marine Corps Bid 6. Ongoing Business A. GrapeFest Update B. Sister City Report C. 2024 CVBB Calenfax If you plan to attend this special public meeting and have a disability that requires special 410-3185 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. In accordance with Texas Government Code, Chapter 551.001 et seq, Acts • the 1993 Texas Legislature, the Grapevine Convention & Visitors Bureau Advisory Board Meeting agenda was prepared and posted • this the 12th •, • May, 2023 by 5:00 • T.3"ecky Roberson Executive Assistant The Grapevine Convention & Visitors Bureau Board of Directors met in Regular Session on Thursday, September 21, 2023 at 8:00 a.m. at the Stephen W. Stinson Boardroom of the Grapevine Convention and Visitors Bureau, 636 S. Main Street, Grapevine, Texas with the following persons in attendance: Joe Szymaszek MarkTerpening Dan Weinberger Cynthia Blankenshi;t Debi Meek lain Scouller Mike Oakley Corinna Wenks Board Chairman Board Member Board Member Board Member Board Member Board Member Board Member MME22a=-Z 111 11113! == Paul W. McCallum Executive Director Leigh Lyons Managing Director of Sales, Marketing & Communications Becky Roberson Assistant to the Executive Director Leon Leal Council Liaison M CALL TO ORDER Board Chairman Szymaszek called the meeting to order at 8:07 a.m. OATH OF OFFICE Oath of Office was administered to returning Board Members Mike Oakley and lain Scoull] APPROVAL OF MINUTES Chairman Szymaszek called for a motion to approve the minutes from the August 17, 2023 meeting. Motion by Debi Meek and seconded by Mike Oakley, we. .ee< from the August 1 2023 meeting were approved. I SALES AND MARRETING REPORT Managing Director of Sales, Marketing & Communications, Leigh Lyons, reported that Heather Egan, Connie Ash and Tanja Nichols attended Connect Marketplace in Minneapolis. Connect focus. Our team chose three distinct tracks; corporate, sport and receptive tour operation. Over the course of the event, the team had ninety-four appointments. They returned with thirteen leads with Receptive Tour Operators and one Request for Proposal of eighty-four room nights. The team is continuing to follow up on multiple leads spanning from 2024 to 2027 and two hundred to one thousand eight hundred peak room nights. Ellie George partnered with Hyatt Regency to bid for the 2025 Marine Corp League meetinol, totaling two thousand four hundred room nights. A custom-made video highlighting Grapevine's unique offerings was presented to four hundred Marines and an overwhelmin vote of ninety five percent, chose Grapevine. This video was shown to the board member,] ONGOING BUSINESS Executive Director, Paul W. McCallum, gave an overview of the 37th Annual GrapeFest — A Texi Wine Experience presented by Bank of the West. He pointed out the increase of signage at both entrance portals that showcased our sponsors. It was reported that the International Wine Experience sponsored by Gaylord Texan which offered wines from Barossa, Australia anc Napa, California was a huge success with large crowds. Attendance and purchases were very strong at Champagne Terrance sponsored by Hilton DFW Lakes. They experienced record sale� in single -day beverage sales. The addition of Rose' Rendezvous at the town gazebo, sponsorec by Landon Winery, Messina Hof Winery and Llano Estacado, proved to be quite popular. He spoke to the history of People's Choice, the new sponsor, Audi Grapevine, and the increase of VIP sessions. Part of the success for Audi Grapevine was the sale of a vehicle on festival grounds. Musical guests, performing at the Main Stage, sponsored by Grapevine Mills, proved to once again be a popular stronghold for festival goers. Saturday proved to be the single largest sales day for food vendors in festival history. Kid's Zone was once again supported by volunteers of 121 Community Church. Participation from SEALIFE Aquarium, LEGOLAND and House of Shine gave KiclZone a robust feeling with activities for children of all ages and various interests. He shared the overall excitement that the giveaway of airfare for two and the night stay in Barossa Australia by Qantas Airways brought to the festival. He announced the name of the winner and reported her great enthusiasm at the opportunity to travel to Australia. Director McCallum highlighted and thanked each of the sponsors and praised the countless volunteers that make the festival possible. A board member, who is a long-term steadfast volunteer, praised the dedication and preparedness of the CVB staff. Other members agreed and some shared stories of success that they witnessed throughout the weekend. Another member and local business owner, reported strong, if not record sales, Sunday. Director McCallum emphasized the importance of the marketing in both inner and outer markets. There was such a demand for media interviews that Mrs. Lyons stepped in to assist the Communications Director with multiple radio and television requests. In addition of CVB staff, Barossa winery representatives and Barossa Australia staff members collaborated on media projects both in the US and in Australia leading up to the festival and throughout. He then explained the impressive number of impressions garnered through the calculated marketing plan via print, billboard, online, social, cable, broadcast, radio and more that not only benefit Grapevine and GrapeFest but also the sponsors. Mr. McCallum gave an update on the City to City Accord Signing between Grapevine and Barossa, South Australia. Distinguished participants included Barossa Mayor, Bim Lange, Texas Secretary of State, Jane Nelson, and the Deputy Director of South Australia Department for Trade and Investment, Regina Johnson. Other Australian delegates along with delegates from our Sister Cities of West Lothian, Scotland and Parras de la Fuente, Mexico attended the historic event. He reminded the members that this partnership had been seven years in the making. In an effort to include the younger generations, the signing ceremony included a student group of drummers and pipers from West Lothian Scotland and student singers from Grapevine High School. A student from both West Lothian and Grapevine were signers of the City to City Accord. Prior to the Signing, delegates from the Sister Cities participated in an Apache Smoke Blessing at Peace Circle. Many of the delegates had the opportunity to interact with volunteers, Sister City Committee members, city officials to further bolster the Sister City relationship. Student delegates toured the local high school and other facilities within the school district and community. Chairman Szymaszek shared that one of the delegates from West Lothian, Scotland participated as a teacher but had years ago been a student delegate. Director McCallum stated that the personal and professional relationships built through the Sister City Program is of the utmost importance and made impacts that would last for generations. All agreed that the Sister City Program held great significance locally and internationally and under the leadership of Naomi Saenz, Sister City Program Manager, the program had flourished. CVB Board meetings for the upcoming year. One member noted that there was a conflict tha would potentially impact a number of the members. It was determined that a vote would no HOTELS/ATTRACTIONS/ACTIVITIES Mrs. • shared that Fun i• at Grapevine Mills had opened last weekend and was provinp to be popular. Chairman Szymaszek shared that • dates and time • were • sold • ADJOURNMENT Chairman Szymaszek called fora motion to adjourn the meeting at 9:05 a.m. Motion: Mark Terpening Second: Debi Meek Approved 7-0 Becky Roberson Executive Assistant Mark Terpening Vice Chair