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Home My WebLink About1999-03-25 Regular Meeting L CITY OF GRAPEVINE, TEXAS NE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, March 25, 1999 - 11:30 a.m. GRAPEVINE CONVENTION AND VISITORS BUREAU ONE LIBERTY PARK PLAZA, GRAPEVINE, TEXAS AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES FROM FEBRUARY 25, 1999 MEETING III. OLD BUSINESS A) UPDATE ON NEW YORK SALES PROMOTION B) UPDATE ON BASS PRO OUTDOOR WORLD - SOFT OPENING & GRAND OPENING Ly C) UPDATE ON OPRYLAND D) UPDATE EMBASSY SUITES IV. NEW BUSINESS A) APPOINT FY99-00 BUDGET/MARKETING COMMITTEE B) CAPITAL PROJECTS FY2000 V. SALES AND MARKETING REPORT VI. ADJOURNMENT C STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE MINUTES The Gr evine_Convention&Visitors Bureau Board of Directors met on Thursday, March aP 25, 1999 at the Convention&Visitors Bureau, One Liberty Park Plaza, Grapevine, Texas with the following persons in attendance: Phil Parker Board Member Gary Blagg Board Member Philip Cloud Board Member Kathee Livengood Board Member Bill Brink Board Member Robert Thrailkill Board Member Darlene Freed Council Liaison Paul W. McCallum Executive Director George Kakos Director of Sales &Marketing Absent: Don Bigbie Chairman Steve Trent Board Member ICALL TO ORDER In Chairman Bigbie's absence Phil Parker called the meeting to order. IAPPROVAL OF MINUTES A motion to approve the minutes from the February 25, 1999 Board Meeting was made by Kathee Livengood, seconded by Bill Brink. OLD BUSINESS Update on New York Sales Promotion- Marcy Roitman, Director of Sales, expressed thanks for the board and council members that participated in the promotion. She reported that the actual attendance was 50 including 44 quality meeting planners. The week prior to the promotion the sales team completed 52 sales appointments touching 72 contacts. To date there has been 1 signed contract, 1 lead produced, and 17 potential leads representing 8,300 roomnights as a result of the promotion. Mr. McCallum commented that the bureau was concerned about the "no show" factor but after a touchback to those planners it was confirmed to be legitimate reasons and a result of very busy times. We remain confident in the basic model of the event and will continue to improve on that model in any way possible. He recognized Toni Hopkins who was the lead person on this well- planned and executed event. Kathee Livengood and Phil Parker commented further on the superior quality of the event. it3 low Board of Directors Meeting March 25, 1999 IPage 2 of 4 Update on Bass Pro Outdoor World - Soft Opening and Grand Opening Mr. McCallum reported that Michael Woody is hosting a FAM for 31 media people at the Bass Pro Shops Outdoor World press conference. The bureau invited media from within a 200-mile radius to attend. They will also tour Grapevine Mills mall, historic Main Street and end with a reception at Delaney Vineyards where they will experience a preview of the New Vintage Wine and Art Festival. Last evening we hosted 14 writers at the Bass Pro Soft Opening event. The Grand Opening, which is scheduled for April 8, will be in name only with limited public promotion. Comments followed on the superb event yesterday evening. Bass Pro is truly in the entertainment business and is a great addition to Grapevine attractions. Phil Parker recognized Caleb McCallum who was on the program for his trophy bass caught at Lake Grapevine. Update on Opryland Tuesday evening the city council approved the development and marketing agreement between the city and Opryland. This agreement now moves to Opryland's Board for approval. The marketing agreement includes that the Convention & Visitors Bureau will expend $ .02 of every $ .06 Opryland collects from hotel taxes on advertising for the Opryland Convention Center. Mr. McCallum stated that the $ .02 would not be given back to Opryland as cash but will be spent by the Convention&Visitors Bureau on advertising with the focus on the 350,000 sq. ft. convention center and the destination area. Also as part of the whole agreement the Convention & Visitors Bureau will operate the housing bureau. This will allow the convention overflow rooms to go first to other Grapevine properties. The city has also agreed to spend $ 1,050,000 (on a sliding scale) on advertising during the three years before the Opryland Convention Center opens. This money will be borrowed against the projected revenues from Opryland and will in no way diminish the current marketing programs. Mr. McCallum stated that had Opryland asked for nothing the CVB would have spent the .02 or more. The city built some good escape clauses in the agreement. Mr. McCallum stated he is available to discuss the concerns and details with any hotelier or board member. Update Embassy Suites Mr. Kakos stated that the Embassy Suites is looking at an August opening. Cyndi Golden, Director of Marketing, has 2 sales managers in place. They have supported our promotions and will be a good hotel partner. Mr. Blagg related that he spoke with Bill Bretches, General Manager of Embassy Suites, who spoke very highly of the CVB. Kathee Livengood reported that the Womens Division of the Chamber has booked Embassy Suites for the Anniversary Ball the first Friday in December. ILF 1 U Board of Directors Meeting March 25, 1999 Page 3 of 4 NEW BUSINESS Appoint FY99-00 Budget/Marketing Committee The FY99-00 budget process will begin in April with public budget hearings in July and final 111 approval of the budget by September 15. Because we have a huge marketing commitment to accomplish with the budget, Mr. McCallum recommended that the two committees be one. The recommendation was made that the committee consist of the directors of marketing from the 111 Hyatt, Hilton, Embassy Suites and CVB along with two to three board members. The process would consist of probably three meetings over the next 45 days. The hotel general managers, I executive director of the CVB and board chairman would also be likely to attend some of the meetings. After discussion, Phil Parker appointed Philip Cloud, Kathee Livengood and Bill Brink to serve along with Brian Booth, Tom Thomas, Cyndi Golden and George Kakos. Capital Projects FY2000 Mr. McCallum requested this be put before the board for their contemplation of possible capital projects for our involvement. He suggested several items to consider including but not limited to, a Tourism Education Training Project, the public art fund, Cotton Belt parking, expansion of attractions, a vineyard project for the airport property on the east side of Main Street along Orkiir highway 114. The capital projects program puts funding for three years out and can cover funds after Opryland opens. Mr. McCallum urged the board to be considering these and other projects and be prepared to discuss capital projects at the April Board Meeting. SALES AND MARKETING REPORT George Kakos reported that even in the midst of the Chicago and New York sales promotions, the sales team produced 16 leads in February for 8,165 roomnights and a definite booking at the Hyatt for the Dallas Bridge Association over Labor Day weekend. He shared the Bass Pro Shops Outdoor World brochure which includes the bureau number on the back to call for visitor information. CVB brochure distribution for February was over 25,000 pieces. 111 Mr. Blagg reported that the Fife and Drum Corps appeared at the Texas Independence Day Celebration in Austin and that the group recognized Grapevine for the grant money. He also shared a card he received from an attendee at the Chicago sales promotion. Mr. McCallum shared with the board a brochure mailing program developed by Joey Wilkins, who has just been promoted to Convention and Visitor Services Manager. Dale and Margaret Bullough,North Star Winery, are leasing space at Dallas Road and Main Street for a 4,000 sq. ft winery tasting room. They hope to be open by August. This project will come before council at the next meeting. I I a • - 111 Board of Directors Meeting March 25, 1999 IPage 4 of 4 SALES AND MARKETING REPORT cont. IMark Lively from the Bread Store is working towards putting a bakery and small winery/tasting room at the intersection of Dallas Road and highway 26. IADJOURNMENT There being no further business to bring before the Board, Mr. Parker declared the meeting Iadjourned. I IATTEST: I DATE: Ilik, I I I I I I Ity .,I I