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Home My WebLink About2000-05-25 Regular Meeting , 4 IL CITY OF GRAPEVINE, TEXAS II GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, May 25, 2000 - 11:30 am I WALLIS BUILDING ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS I AGENDA I I I. CALL TO ORDER IH. APPROVAL OF MINUTES FROM APRIL 27, 2000 MEETING I III. SALES AND MARKETING REPORT ILe IV. OLD BUSINESS A. MAIN STREET DAYS FESTIVAL RECAP B. TIA POW WOW RECAP I V. NEW BUSINESS A. SUMMER BUSINESS PROGRAM B. LONG RANGE CAPITAL PROJECTS I C. PROMOTIONAL LITERATURE ADVERTISING AND SPONSORSJIPS 0 VI. ADJOURNMENT 0 . , : Wi=t, _ �r _ , ,, x 5 P f,, , STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, May 25, 2000 at the Convention & Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Gary Blagg Board Member Bill Brink Board Member Paul Jennings Board Member Kathee Livengood Board Member Phil Parker Board Member Robert Thrailkill Board Member Darlene Freed Council Liaison Paul W. McCallum Executive Director George Kakos Director of Marketing Absent: Philip Cloud Board Member Steve Trent Board Member Pat Stinson Heritage Foundation Liaison CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the April 27, 2000 Board Meeting was made by Gary Blagg and seconded by Kathee Livengood. Motion carried. SALES AND MARKETING REPORT George Kakos reported that there were 28 sales group leads during April and 3 groups went definite with a total of 460,000 room nights. Four groups used convention services and there were 4 tourism group bookings. Over 134,000 brochures were distributed. Over$ 190,000 in print and electronic media value was captured. The Fain trip hosted 20 meeting planners and was a huge success. Two leads have already been published. The Fain had a photo safari theme. The meeting planners enjoyed the format with some time to choose an activity of their choice. Mr. Kakos thanked the board and council for their attendance,which always impresses the meeting planners. Grapevine is shooting a destination video that can be an add-on to the hotel videos. The shooting was started this past weekend at Main Street Days. The final video will be between 4 1/2 and 6 minutes. Mr. Thrailkill suggested an expanded version could be shown on the guest room televisions. i i ,,,,„7. ,,,J , otw IBoard of Directors Meeting May 25, 2000 Page 2 of 3 II IOLD BUSINESS Main Street Days Festival Recap The Steering Committee wrap-up was yesterday and there was much enthusiasm and excitement. Set up took place during the rain but went very well. Saturday was a record day for Main Street Days. The theme, a Millennium of History,was well received. Michael Woody gave a recap of I the media kick-off event. The Corn Dog Fashion Show was picked up on 23 NBC affiliate stations. Rick Lott shared remarks on the weekend and the fantastic team effort to put on this festival. Gayle Hall shared that operationally everything went very well with over 800 volunteers participating. Mr. McCallum shared the framed poster that will be presented to Jess 110 Daniels,Festival Chairman. Incoming chairs are Randy and Paula Roberts. 0 TIA Pow Wow Recap Pow Wow is the major international show held during the year and was last held in Texas in 1988. This year there were 2,400 tour operators and 1,100 travel/trade press at Pow Wow. lir Grapevine participated in pre convention fams on Saturday and Sunday. We were involved with the Dallas CVB for the opening event on Sunday night and in the American Airlines event on Monday night. Grapevine had good exposure with this group. Mr. Bigbie reported good Ifeedback from the group regarding Grapevine. NEW BUSINESS II Summer Business Program in IIII Mr. Kakos reported that the bureau has contracted with Meeting News Magazine, which has a database of 60,000 meeting planners, to produce 300 leads for us. This program will start right after Memorial Day. It is our goal to generate some summer business for the hotel properties U from this program. Mr. Thrailkill reported that Hilton has a "Cultivating Your Senses" program in place to generate some summer business. U Mr. Bigbie added that a video to sell the Metroplex was produced with the help of American Airlines and was shown for the first time at Pow Wow. II Long Range Capital Projects Mr. McCallum reported that during the past few years we have done very little bricks and mortar. He listed some long-range projects that we plan to pursue. t • Visitor Information Centers - we expect to have 15 to 16 million visitors a year into the City and want to visit with at least 2 million of them at the visitor centers. We want the ability for visitors to make hotel reservations from the visitor centers. We will look to have two high Ivisibility centers; one in the Grapevine Mills area and one in the restaurant area along highway 114. I , , iii ., , itBoard of Directors Meeting May 25, 2000 Page 3 of 3 1' NEW BUSINESS cont. Long Range Capital Projects cont. iii • Wallis Building changes - we will create 2 new offices in the present storage area and create III another office in the upstairs secretarial area. We would like to acquire the building behind the Wallis or build over Jameson's parking lot and connect it with a sky bridge. • Public Art as Attractions -we would like to add some significant public art, something in the I nature of the mustangs in Las Colinas. We will start to put money aside for future art projects. • Expansion of the Heritage Center Property - we will look for acquisition of property and iiiexpansion of the Heritage Center area and railroad attractions. Promotional Literature Advertising and Sponsorships iiMr. McCallum reported that we distribute several million pieces of literature annually and the cost is becoming a burden on our budget. At present we do not sell advertising on the brochures but recognize this as a way to offset the costs involved. We would be looking for a limited lid number of advertisers per piece and could tie this to other sponsorship opportunities. Discussion 11111 followed. Bill Brink made a motion proceed with the idea of advertising on brochures and to present the idea at a council workshop. Motion was seconded by Gary Blagg and motion carried. lir received the Pinnacle award this year. He shared the Mr. Thrailkill reported that Hilton has concept of the new "Smart Room" which they are putting together at their property. It will have I a smart screen to work off your computer. Will be able to do things on the computer by touching the screen. Your hand becomes the mouse. Use laptops. He invited the board to come by and experience it when it is up and running. ommi 11111 ADJOURNMENT ilia There being no further business to bring before the Board, Robert Thrailkill made the motion 1111 to adjourn, seconded by Kathee Livengood. ATTEST: ;� /t20.44.____) . II DATE: L'�iz2. ��, ,o , U . le U I