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HomeMy WebLinkAbout2009-11-19 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, November 19, 2009—8:00 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. OLD BUSINESS A. MARKETING PLAN IV. NEW BUSINESS A. CHRISTMAS CAPITAL OF TEXAS V. SALES & MARKETING REPORT A. PLAN YOUR MEETINGS - HOUSTON B. OVERSEAS BRATS C. REJUVENATE MARKETPLACE D. PLAN YOUR MEETINGS - DFW E. MEET USA EAST COAST F. HELMS BRISCOE G. SPORTS FAMS H. COOKS HOSPITAL TRAVEL SHOW I. TULSA TRAVEL SHOW J. OKLAHOMA CITY TRAVEL SHOW K. DFW AA SALES MISSION L. HOUSTON SALES MISSION M. AAA TRAVEL AGENTS OKLAHOMA CITY MISSION N. AMERICAN AIRLINES FAM VI. HOTELS /ATTRACTIONS ACTIVITIES VII. GRAPEVINE VINTAGE RAILROAD REPORT VIII. HERITAGE PROGRAMS AND PRESERVATION ACTIVITIES A. D.E. BOX HISTORIC DISTRICT IX. LIAISON UPDATES A. HERITAGE FOUNDATION ACTIVITIES B. CHAMBER OF COMMERCE ACTIVITIES X. ADJOURNMENT State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday, November 19, 2009 at 8:00 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Steve Stinson Chairman Tom Cherry Board Member Andrew Davidson Board Member LuAnn Chapman Gatts Board Member John Imaizumi Board Member Chris Leighton Board Member Paul Slechta Board Member Dan Weinberger Board Member Sharron Spencer Council Liaison Tom Kormondy Chamber Liaison Pat Stinson Heritage Foundation Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director George Kakos Assistant Executive Director Bob McPherrin Assistant Executive Director ABSENT: CALL TO ORDER Chairman Stinson called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the October 15, 2009 meeting was made by Paul Slechta and seconded by Chris Leighton. Motion carried. OLD BUSINESS Marketing Plan Bob McPherrin presented the 2010 Marketing Plan. The three major target market groups are convention sales, leisure group, and leisure consumer. The plan is based on the mission statement and brand promise which were approved by the board. He reviewed the target markets within each marketing group. Mr. McPherrin shared the promotional Christmas materials and winery guide. Mr. Stinson thanked the marketing committee for their input to the marketing plan. Mr. McCallum shared that due to the city's budgeting process the marketing budget is established in advance of the marketing plan. For 2010 we have budgeted very conservatively as we are expecting (Or Board of Directors Meeting November 19, 2009 Page 2 of 5 OLD BUSINESS cont. Marketing Plan cont. the room rates to recover very slowly. Of the 18.4 million dollar budget 14.8 is allocated for marketing, sales and tourism promotion. The remaining 3.6 million covers debt retirement and overhead. Mr. McCallum shared the breakdown of the marketing budget for the various markets and marketing mediums. Discussion of the marketing for 2010 for pre Super Bowl business followed. LuAnn Chapman Gatts made a motion to accept the marketing plan as presented. John Imaizumi seconded. Motion carried. NEW BUSINESS Christmas Capital of Texas Mr. Kakos shared the brochures that outline all the activities for the upcoming Christmas season. He reviewed the many activities that are in place. On November 24th will be a tree toping ceremony to kick off the holiday season. SALES AND MARKETING REPORT Mr. Kakos reported that the convention sales team produced 21 leads representing 20,601 potential room nights, and assisted with 17 definite bookings representing 25,885 room nights. The definite bookings are for five of our hotel properties with three being for 2009 and ten for 2010. Staff conducted ten site inspections and hosted three cowboy fams, one in September and two in October. To date there is one definite with 4,600 room nights and one tentative with 7,200 potential room nights. Staff participated in the Plan Your Meetings trade show in Dallas where they visited with ten planners at the booth and made a presentation to six planners at a luncheon. They also participated in the Plan Your Meetings trade show in Houston where they met with seven planners at the booth and hosted a dinner for four planners. They also participated in Meet East Coast in New Jersey where they met with 35 meeting planners. Staff also attended the Rejuvenate Marketplace in Birmingham, Alabama conducting 27 appointments. There were three leads produced with 2,402 potential room nights and one lead for 12,000 potential room nights. There are also 13 potential leads with 11,474 room nights. Eleanor George was made an honorary Overseas Brat at the annual Overseas Brats Gathering and Trade Show, where 50 planners visited the booth and four potential leads were produced. Tourism sales produced seven leads representing 305 potential room nights and 430 participants. They assisted with eleven definite bookings representing 376 room nights and 598 attendees and conducted two site inspections. Tourism division participated in the Tulsa Travel Show where they met with 29 travel agents and the Oklahoma City Travel Show where they met with 22 travel agents. Staff also participated in the DFW AAA Sales Mission visiting ten area offices and the Houston Sales Mission conducting 14 appointments which produced one lead and one potential prospect. Staff also Board of Directors Meeting November 19, 2009 Page 3 of 5 SALES AND MARKETING REPORT cont. participated in AAA Travel Agents Oklahoma Mission visiting the AAA offices in Oklahoma City and Tulsa, as well as the American Airlines Fam for eleven travel agents from Chihuahua and three AA Mexico sales representatives. Destination Services provided information and registration assistance to 13 groups representing 14,350 delegates. They distributed 76,440 brochures during the month and welcomed 9,075 visitors to the Visitor Information Center. The Convention Center booked 23 future functions representing 6,446 attendees and had total $78,612 in total sales for the month. The Palace Arts Center booked 35 future events representing 4,700 attendees with total sales for the month of $30,567. The web site traffic for the month was 108,624 unique visitors, representing a 35% increase over last year. There were 2,224,677 hits. Print advertising included eleven insertions for convention group advertising and four insertions for leisure group business. Online group advertising had 16 insertions. In (,, consumer publications there were 54 print advertising insertions and 15 TV and radio runs. Online consumer advertising had 93 insertions. Public Relations generated $54,289 in print publicity and $93,962 in electronic publicity for a total of $148,251 for the month. HOTELS / ATTRACTIONS ACTIVITIES • New stores at Grapevine Mills include Heroes, Toys R Us, and BCBG Maxazria. • Luby's has closed. • The Original Pancake House is opening in the former Denny's location. • Patty Cakes Bakery & Catering in now located in the former Schakolad location. • Painting With a Twist has opened across from Esparzas. • Grapevine Consignment Shop is opening in the former Biker's Alley location. • Tuscany is changing its name and will focus more on steaks. Luigi, formerly of the Silver Fox and Bob's Chop House, has come on board as the general manager. • Two new retail businesses in the 603 Main Street location are Scentchips Grapevine and Kick It Up. • Deloitte has broken ground on a $300 million training facility in Westlake. • Sorina Ventola is the new assistant general manager at the Homewood Suites. • Jay Karotkin is the new general manager at Hyatt Place L Board of Directors Meeting November 19, 2009 Page 4 of 5 GRAPEVINE VINTAGE RAILROAD REPORT Mr. McCallum reported that Puffy is expected back in service the first of December. During the month eighteen groups and approximately 3,500 passengers rode the train. North Pole Express reservations to date include 75 schools and 7,435 tickets for the public runs have been presold. We have successfully completed the air-conditioning of one of the coaches. We will be able to do two additional coaches. HERITAGE PROGRAMS AND PRESERVAITON ACTIVITIES Mr. McCallum reported that the D.E. Box addition represents the post-war enthusiasm. There are 64 remaining ranch-style homes on 12,000 sq.-foot lots. The neighborhood is at risk for McMansions. The preservation of the D.E. Box edition through the passage of an historic overlay has been before a council workshop and will come up to council after the first of the year. The overlay would protect the properties from exterior alterations or tear-down without permission. LIAISON UPDATES Heritage Foundation Activities Ms. Stinson reported that the Italian Car Club presented a check for $2,000 to the (air Foundation for the use of Nash Farm for their car show in conjunction with GrapeFest. The Annual Meeting of the Heritage Foundation had over 130 people in attendance. Volunteers recognized for their work during the past year included Russell Kidd, Linda Ratliff, Monta Dowdy, Bruce Rosenstiel, Dennis Raglie and Hans Strayer. The Monte Montgomery concert last week was a near sell-out. The 3 Redneck Tenors will be the entertainment at Jubilee in February. The Heritage Foundation will begin rotating members quarterly into liaison positions in order to increase board member involvement. Jacob Miles will replace Ms. Stinson at the January meeting. Chamber of Commerce Mr. Kormondy reported that chamber membership is at 854. The Chamber sponsored a Meet & Greet the Troops October 26 — 30 and had a great turnout for the event. The Chamber will be assisting the City with Christmas decorations by decorating east Vine and Municipal Way. Upcoming events include a Christmas Mixer at Bank of the West on December 8. The year end luncheon on December 10. The Ambassadors will meet on December 16. The annual Awards Banquet is at Great Wolf Lodge on January 22nd L Board of Directors Meeting November 19, 2009 Page 5 of 5 ADJOURNMENT There being no further business to come before the board, LuAnn Chapman Gatts made a motion to adjourn, seconded by Andrew Davidson. Motion carried. 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