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HomeMy WebLinkAbout2000-01-27 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, January 27, 2000 - 11:30 am GRAPEVINE CONVENTION & VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM DECEMBER 14, 1999 MEETING III. DECEMBER SALES AND MARKETING REPORT tr, IV. OLD BUSINESS A) UPDATE ON CHICAGO AND NEW YORK PROMOTIONS B) UPDATE ON SISTER CITY EXCHANGE C) UPDATE ON RESEARCH PROJECT V. ADJOURNMENT STATE OF TEXAS I COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, January 27, 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 Phil Parker Board Member Paul W. McCallum Executive Director Absent: Bill Brink Board Member Philip Cloud Board Member Paul Jennings Board Member Kathee Livengood Board Member Robert Thrailkill Board Member Steve Trent Board Member Darlene Freed Council Liaison Pat Stinson Heritage Foundation Liaison Bob Hamilton Chamber Liaison George Kakos Director of Marketing C CALL TO ORDER Chairman Bigbie called the meeting to order at 11:55; delayed due to inclement weather. APPROVAL OF MINUTES Deferred the approval of the December minutes due to a lack of a quorum. SALES AND MARKETING REPORT Mr. McCallum presented the sales and marketing report. In addition to the written report, Mr. McCallum shared that the bureau has developed hotel accommodation weekend packages for the New Vintage Wine and Art Festival. This will help create a growth in weekend business to support our hotel properties. These packages will be promoted in Texas and Oklahoma. Mr. McCallum reported that the Grapevine Convention&Visitors Bureau and Opryland Texas are co-sponsoring the reception for the Meeting Professionals International (MPI) closing reception for 2,000 national corporate meeting planners on February 1st at Opryland Nashville. Mr. McCallum shared the mock-up of the annual Calendar of Events brochure. This piece is at the printers. C Board of Directors Meeting January 27, 2000 ghw Page2of3 OLD BUSINESS Update on Chicago and New York Promotions Mr. McCallum shared the mailings for the 8th annual Chicago promotion. These mailings have gone to a database of over 800. To date there are 110 attendees and 38 sales appointments set. The goal is for 48 appointments. This year's event is an evening function at the 410 Club in the 111 Wrigley Building. It has been expanded to include tourism professionals as well as meeting planners and media. Also this year the sales team negotiated a special rate with the Hilton and Hyatt Regency Chicago so that our guests would have the option to stay overnight. Planningfor the 12th annual New York St. Pat's Promotion is well underway. The database y contains over 950 names and now includes national association meeting planners headquartered in New York. The addition of Opryland allows us to include these planners whose large associations would bring citywide business to Grapevine. The first of three mailings went out this week and the sales call goal is set at 55. Javier Rodriguez, Tourism Director, is working on inbound receptive operators in New York and New Jersey. This promotion will also include an event for media. This year's promotion will return to the Alamo Restaurant. An RV will be parked in front of the restaurant and be used for the exhibit area. Mr. McCallum shared the concept drawings of the invitations. In answer to questions, Mr. McCallum stated that the concentration will be on travel media rather that the food and wine media. In addition to the RV we will use banners/pictures inside the restaurant to "claim the room" for Grapevine. Several suggestions were made for ways to create a smooth transition from the restaurant to the RV for the trade show portion of the event. Update on Sister City Exchange Mr. McCallum gave a report in Bill Brink's absence. Bill was participating in the distinguished Dallas Morning News International Wine Competition where he and wife Kathrine have become key players in the production of this competition. As a result of their involvement this competition only uses Grapevine Wine Pouring Society members as pourers. The art exchange program is moving forward with the two art pieces in the works. Work is also in progress with the Red Cross in Parras to put together an ambulance for them. The Red Cross is a separate entity from the City of Parras. There will be a group trip to Parras in August for their festival and the presentation of the "Walking to Texas" replica,which will be renamed for Parras. The date for the presentation in Krems will be in June. There will be a group tour package offered to the community for others to join in this project. A replica of the night watchman statue will be presented to the City of Krems. Mr. Bigbie reported that he and Bart Raaphorst,tourism sales manager, met with the officials of Krems earlier this week to finalize many of the details of the tour. Among other plans they located a gasthaus at a reasonable rate. The gasthaus is located within easy walking distance of downtown and a nearby shopping area. I