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HomeMy WebLinkAbout2008-02-14 Regular Meeting CITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION &VISITORS BUREAU BOARD OF DIRECTORS MEETING Thursday, February 14, 2008— 11:30 a.m. Wallis Building Grapevine, Texas AGENDA I. CALL TO ORDER II APPROVAL OF MINUTES III. HOTELS/ATTRACTIONS REPORT IV. GRAPEVINE VINTAGE RAILROAD REPORT V. HERITAGE PROGRAMS AND PRESERVATION REPORT VI. SALES AND MARKETING REPORT A. CHRISTIAN MEETING PLANNERS B. SOUTHWEST SHOWCASE C. PCMA D. GO WEST SUMMIT E. AAA CRUISE & TRAVEL SHOWS F. VACATION FEST VII. OLD BUSINESS A. UPDATE ON 20TH ANNUAL NEW YORK SALES PROMOTION B. UPDATE ON CAPITAL PROJECTS VIII. NEW BUSINESS A. RATIFY EXISTING POLICIES — FESTIVAL, GRAPEVINE MARKET, FACILITIES PROMOTIONAL SIGNS IX. REPORTS A. HERITAGE FOUNDATION LIAISON B. CHAMBER OF COMMERCE LIAISON X. ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE CONVENTION & VISITORS BUREAU AT (817) 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 OF THE 1993 TEXAS LEGISLATURE, THE GRAPEVINE CONVENTION & VISITORS BUREAU ADVISORY BOARD MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 6TH DAY OF FEBRUARY 2008 AT 5:00 P.M. Eloise Koehn Director of Finance and Administration State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention &Visitors Bureau Board of Directors met on Thursday, February 14, 2008 at 11:30 a.m. at the Wallis Building, Grapevine, Texas with the following persons in attendance: Don Bigbie Chairman Bill Brink Board Member Kathee Livengood Board Member Paul Slechta Board Member Mark Wasiak Board Member Darlene Freed Council Liaison Jennifer Hibbs Assistant City Manager Paul W. McCallum Executive Director George Kakos Assistant Executive Director Ross Bannister Director of Heritage Programs & Preservation ABSENT Ev Barnes Board Member John Imaizumi Board Member Steve Stinson Board Member Pat Stinson Heritage Foundation Liaison Keith Temple Chamber Liaison CALL TO ORDER Chairman Bigbie called the meeting to order. APPROVAL OF MINUTES A motion to approve the minutes from the January 17, 2008 meeting was made by Bill Brink and seconded by Paul Slechta. Motion carried. HOTELS/ATTRACTIONS REPORT Mr. McCallum reported: • HEI Hotels & Resorts acquired the Doral Tesoro Hotel & Golf Club in Fort Worth. It will be rebranded as the Dallas/Fort Worth Marriott Hotel & Golf Club at Alliance Park. • The Hines hotel project on the Flower Mound side of Lake Grapevine is back on. The condo portion of the project has been eliminated. The facility will be run as an upscale conference center and operated by Benchmark Hospitality a major operator of conference centers and headquartered in The Woodlands, TX. Completion is scheduled for late 2009. Board of Directors Meeting February 14, 2008 Page 2 of 5 HOTELS/ATTRACTIONS REPORT cont. • The American Heart Association will return to Dallas in 2013 if Dallas announces this year that it will build a 1,000-bed, four-star hotel and additional meeting space for the Dallas Convention Center. Attempts to build a Convention Center Hotel have been futile for more than 20 years. The Dallas City Council voted to secure a parking lot on Young Street between Market and Lamar Streets as a site to build the Convention Center Hotel. • The Stoneleigh Hotel & Spa in Dallas is set to reopen this spring. It is listed on the National Trust for Historic Preservation's "Historic Hotels of America" and was built for $1.5 million in 1923. • Downtown Dallas' Adam's Mark will undergo an $87 million face-lift and a new brand. In mid-April it will reopen as the Sheraton Dallas. • The Midnight Rodeo opening has been moved to this summer. • Quote from Don Bigbie in the Dallas Business Journal on Great Wolf Lodge: The article reads: Donald Bigbie, chairman of the Grapevine Convention & Visitors Bureau, is in his 60s, but he says that didn't stop him from trying the resort's Howlin' Tornado, a waterslide that plunges six stories in the dark before shooting riders around a giant funnel. "All that screaming you may have heard was coming from me, but not in fear — I was screaming to get back in line! Trust me, the ride is a rush!" • A note from Marion Stade a home schooler: A few of us home schoolers were just in Grapevine at the Palace Theatre to watch Deep In The Heart. It was a blowing day so my family only did a "high speed pass"of the main street, over to the RainForest Café for dinner and then over to Great Wolf Lodge. Great Wolf was just so cool my family decided to spend the night! Do you have a web site that I can look at? We really enjoyed our 24 hours in Grapevine. • Letter from James Palmeri, the managing director of Travel Alliance Partners, LLC sent to Heather Kisabeth On behalf of all the Travel Alliance Partners, we extend our warmest thanks for all your hard work that went into making our December 2007 Partner meeting a success. Your attention to detail and unparalleled level of professionalism were evident in our daily activities and social functions; appreciated by one and all. Especially noteworthy were your efforts in making our afternoon at Cook's Children's Hospital a reality. The event touched our hearts and reminded us all of the good fortune we enjoy in our daily lives. Finally, we would be remiss if we did not mention what an asset you are to Grapevine. It is because of people like you that Grapevine has become a popular and memorable destination. On a personal level, you made my job so much easier, I cannot thank you enough. GRAPEVINE VINTAGE RAILROAD George Kakos reported that the train was out for annual maintenance and inspection in January. The annual inspection on 2248 was completed and repairs were performed on the windows, door locks, latches and seats of the train. The Sweetheart Express is a sell out for tonight with 300 riders. Regular service will begin on Friday of this week. Board of Directors Meeting February 14, 2008 Page 3 of 5 HERITAGE PROGRAMS AND PRESERVATION REPORT Ross Bannister reported: • The 4th Annual Jubilee raised over $82,600 that was up $20,000 from last year's event. A $7,500 donation from the Grapevine Vintage Railroad puts the Foundation over the $800,000 Capital Campaign goal. • The Grapevine Heritage Foundation Board of Directors voted unanimously to engage the services of the National Trust for Historic Preservation to conduct a comprehensive organization assessment and strategic planning project. Daniel Carey, Director of the Southwest Office, of the National Trust will lead the project. • "Deep in the Heart" by Kids Who Care brought approximately 1,200 guests to the Palace for three shows on Jan. 24th. This especially appealed to the home school group. • Shared the "Cotton Pickin" story that appeared in the Fort Worth Star Telegram regarding the picking of the cotton at Nash Farm. SALES AND MARKETING REPORT Mr. Kakos reported for the month of January that the convention sales division produced 16 leads representing 16,654 potential room nights. The team assisted with nine definite groups representing 3,968 room nights and involved seven of our hotel properties. Staff conducted three site inspections. Staff attended Christian Meeting Planners Trade Show in Atlanta and visited with 20 planners with 3 potential group leads. They also attended Southwest Showcase in Austin where 32 visitors came to the booth and 4 leads were produced. Staff also made sales calls on state associations and corporate groups while in Austin. Staff participated in Professional Convention Management Association in Seattle during the month. While there, they networked with both association and corporate meeting planners. This past weekend the American Society for Mass Spectrometry was in Grapevine and is considering us for 2013 or 2014. This group represents over 16,000 total room nights. Mr. Kakos shared the direct mail piece that was recently distributed to folks in the Washington, DC, Chicago, New York and East Coast, California, and Colorado markets. Tourism sales staff produced 15 leads representing 804 potential room nights and assisted with nineteen definite group bookings representing 1,370 room nights involving four of our hotel properties. Staff conducted two site inspections and attended six trade shows; AAA Cruise & Travel Shows in Austin, Fort Worth, San Antonio and Houston; Vacation Fest, held at the Gaylord; and Go West Summit in Colorado Springs. Destination Services staff provided registration and information assistance to 17 groups representing 15,632 delegates. 25,160 brochures were distributed during the month and 3,480 guests were assisted at the Visitor Information Center. The Grapevine Convention Center booked 57 future groups representing 16,269 attendees and hosted 41 events with revenues of $49,127. The Palace Arts Center Board of Directors Meeting February 14, 2008 Page 4 of 5 SALES AND MARKETING REPORT cont. booked 17 future events representing 2,125 attendees and hosted 12 events with revenues of$8,101. The total web traffic for all sites was 79,599 unique visitors versus 51,624 this time last year. There were 2,239,950 hits versus 1,169,524 hits for this month last year. Public Relations generated $290,802 in print media, and $78,745 in electronic media for a total of$369,547 in media coverage. OLD BUSINESS Update on 20th Annual New York Sales Promotion Mr. McCallum shared the save the date postcard for the New York St. Pat's Mission. The event is scheduled for March 17th at the Grand Hyatt at Grand Central Station and the theme is "The Great Chefs of Grapevine" featuring chefs from the 6 full service properties. Staff is creating a cookbook and the Grapevine Wine Pouring Society and the Opry Band will also participate. Update on Capital Projects Mr. McCallum updated the progress on the various capital projects of the CVB. Convention Center Landscaping - $232,000 completed — including parking lot, sidewalks, landscaping, lighting Convention Center Interior - $271,000 almost complete — including Window treatments, lighting, carpeting, tile, wall vinyl, wood floor, trim, air walls, and bathrooms Concourse Remodel - $58,000 — complete — including hallways, walls, flooring, doors, bathroom counter tops, fixtures, foyer tables, painting GVRR Passenger Coaches Exterior Restoration - $158,000 almost complete— roofs, dents, rust, hardware, paint, window glass and signage change to GVRR Station Master's House /Toon Property — $25,000 in progress - new roof, windows, gutters, trim, exterior skirting, and landscaping. On Toon house will remove additions and work back to the original Midway Nightclub, which will be moved to the west side of the Station Masters House. Heritage Center Complex - $48,000 in progress — painting, wood replacement, driveway and parking lot realignment, and improved handicap access. Historic Vehicle Display Building —this project is on hold until the driveway and parking lot to the Heritage Center are completed. Settlement to City Museum Complex and Band Hall - $151,000 in progress — Keeling House is completed; Cotton Ginners House being renovated. The band hall and schoolhouse trade with Faith Christian School is completed. Renovation of schoolhouse is in progress. Master plan for all museums in this complex, which includes the Historical Society's museum, will be a two-year project. kre Nash Farm - $488,000 in progress — exterior is essentially completed; interior in progress. CVB Headquarters - $2,170,000 in progress — purchase completed. Have issued a request for qualifications, interviewed two imagineer companies and four architects. Board of Directors Meeting February 14, 2008 Page 5 of 5 OLD BUSINESS cont. Update on Capital Projects cont. Will have a recommendation for an architect to go to Council in March. Tenant negotiations are completed with last relocation in progress. The Flower Shop will close in May. NEW BUSINESS Ratify Existing Policies — Festival, Grapevine Market, Facilities Promotional Signs Mr. McCallum shared that Council sets the days, pricing, footprint and hours of operation for Main Street Days and GrapeFest. The policies attached are the overall operational policies. Staff requests the board's stamp of approval for these policies. It was recommended that we add the time of year for Main Street Days (May) and GrapeFest (September). Paul Slechta made a motion that we accept the policies as presented with the addition of time of year for Main Street Days and GrapeFest. Kathee Livengood seconded. Motion carried. REPORTS Heritage Foundation Included with Heritage Programs and Preservation Report. Chamber of Commerce Kathee Livengood noted that March 6th is the Great Taste of Grapevine at the Hilton DFW Lakes. There are 41 restaurants participating and they will launch a 750-recipe cookbook. ADJOURNMENT There being no further business to come before the board, Kathee Livengood made a motion to adjourn, seconded by Paul Slechta. ATTEST: DATE: L G AP 1 :SINE, T F. x1 a S o r .. m ffr o�4' vts�� FESTIVAL - DATES, HOURS OF OPERATION, PRICING, & FOOTPRINT Dates, hours of operation, pricing and footprints for Main Street Days and GrapeFest are reviewed by the Convention & Visitors Bureau Board of Directors and approved by City tw Council. Requests for changes are brought before Council when there is a need for a change in the number of days/times, prices or footprint. Otherwise Main Street Days and GrapeFest festivals operate under the current Council approved guidelines. Festival General Policies & Procedures Page 1 of 3 FESTIVALS - GENERAL POLICIES & PROCEDURES GENERAL FESTIVAL POLICIES A. No dogs, cats or pets are allowed on the festival grounds. Handicap assistance/service dogs are allowed with the proper identification. B. No roller blades, roller skates, bicycles, Segways, or skateboards are allowed on festival grounds at any time. C. Alcoholic beverages may not be sold on the festival grounds by anyone other than the festival. D. Absolutely NO alcohol may be brought into or taken out of the festival grounds. E. Legal age for alcohol consumption is 21. No alcohol may be given or sold to anyone under 21. We are required to verify age through: 1) A valid Texas driver's license 2) A valid Untied States Uniformed Service ID (Military ID) 3) A valid non- driver picture ID from the state, 4) A valid picture ID driver's license from another state. F. Temporary Health Department permits are required by anyone selling food on the festival grounds and must be prominently displayed at all times. G. No weapons may be brought onto the festival grounds. GENERAL FESTIVAL INFORMATION A. Signage on all gates at festival entrances that state "ATTENTION: There is a camera crew filming for the Grapevine Convention &Visitors Bureau. By entering, you are giving consent to have your image used in any promotional vehicle produced by the Grapevine Convention& Visitors Bureau." B. All ticketing complaints will be handled through the Grapevine CVB accounting office. C. Events are handicap accessible with portable wheelchairs ramps in each block on each side of the street, wheelchair accessible cord covers throughout the festival grounds, and wheelchair access at street corners. D. Handicap parking is clearly marked and available for attendees in the lot by Tower 16 Festival General Policies & Procedures Page 2 of 3 just north of the intersection of Main Street and Dallas Road. MERCHANT NOTIFICATIONS/COMMUNICATIONS A. HDGA is invited to have a member participate on each festival planning committee. B. Two months prior to the festival, staff attends HDGA meetings to discuss the festival plans. C. One month prior to the festival, staff attends HDGA meeting to show final map and provide handouts. D. HDGA is notified in writing a minimum of three weeks prior to the festival of the days and times of the festival with street closing times and set up times. Staff visits with each merchant to provide festival fast facts (an informational recap), a festival map, parking passes, festival badges and one-day passes for employee use, pertinent information for employee parking, and shuttle service hours of operation. During these visits staff answers festival questions from our merchants and addresses any concerns they might have. E. Merchants are provided with Merchandise Permit Applications for selling their product of the sidewalks in front of their store. F. During the festival merchants are provided a cell phone number to call in regard to any issues that might arise. G. Since there is no parking or driving on festival grounds after the event opens each day, a golf cart is parked and available to merchants at the gate at Texas and Barton and the gate at Texas and Jenkins. These golf carts are specifically for merchants to use during the day. Access is available by vehicle each day before and after hours of the festival. H. Large truck deliveries to the merchants during festival hours are handled on an individual basis by the festival team. Festival General Policies & Procedures Page 3 of 3 (krGRAD VINE, '"1 E \ 'A S Un o z '2 4�' 'G�&V l5\'�, GRAPEFEST VENDOR POLICIES & PROCEDURES APPLICATION PROCESS ARTS & CRAFTS BUSINESS EXPO FOOD Description of Event: Four-day festival held during September for locals and tourists to experience eclectic entertainment, one of a kind arts and crafts, free children's KidZone, carnival, and to enjoy great Texas wine. Hours of Operation: Thursday 10:00 a.m. — 10:30 p.m. Friday 10:00 a.m. — 11:30 p.m. Saturday 10:00 a.m. — 11:30 p.m. Sunday 11:00 a.m. —6:00 p.m. Free Admission on Thursday and Friday from 10:00 a.m. — 5:00 p.m. Mission& Purpose: Purpose of this event is to promote the Texas Wine industry and generate business for Grapevine hotels and local merchants. Goals and Objectives: • Increase awareness of Grapevine as a leisure destination • Promote Grapevine Wines and Texas Wines • Promote relationship with Sister Cities and International Wines 1. General Application: A. Applications are available online for approximately 2 months B. Applications are due the last week of April C. Applicants must provide 1. Completed application 2. Notarized Hold Harmless agreement 3. Copy of Texas Sales Tax Permit 4. Payment for booth space 5. Pictures of products and booth presentation k D. All applications are reviewed when received and entered into a database E. Applicants are contacted if there is any missing information GrapeFest—Vendor Policies & Procedures Page 1 of 3 II. Selections: ‘irr A. All applications are reviewed by: 1. Committee chairs 2. Committee understudies 3. Staff representative B. Selections are made based on: 1. Quality of product 2. Diversity of product 3. Presentation of product and booth 4. Previous participation and actions III. Notification/Communications: A. Selection Letters 1. If selected, the letter tells them when to expect the next packet of information and when the checks will be deposited 2. If not selected, the letter includes their original payment and any photos submitted B. Follow-up Packets 1. Information Letter 2. GrapeFest Map with booth location and load in route highlighted 3. GrapeFest Brochure 4. List of Rules and Regulations 5. Grapevine Hotel Information flkir IV. During the Festival: A. All Vendor Information 1. All booths must be open and manned during all festival hours 2. Vendor must provide own tent or trailer 3. All sale and display items must be contained within booth area 4. Festival requires $500,000 of product liability insurance naming Grapevine Convention and Visitors Bureau as an additional insured 5. Cancellation Policy: a. Cancel Prior to June 15, 100% refund b. Cancel prior to July 1, 50% refund c. Cancel on or after July 1,No refund 6. The festival will go on rain or shine. There are no refunds for inclement weather. 7. Two entry passes are issued during load in and set up. Additional entry passes can be purchased at that time at a discounted price. 8. All sales must be made from a vendor's assigned booth area. No roaming sales, bullhorns, megaphones, speakers or sound amplification. 9. Exclusives are not offered. 10. No dogs, cats or pets of any kind are allowed on the festival grounds. 11. No vehicles are allowed on Main Street until after 7:00 p.m. on Sunday. Actual entrance time will be after authorization by festival officials and law enforcement. B. Arts and Crafts Vendor Information 1. All products must be made by the applicant. 2. No food or drinks may be sold in the Arts and Crafts sections. GrapeFest—Vendor Policies & Procedures Page 2 of 3 C. Food Vendor Information (Iry 1. All food vendors must accept coupons only; no cash transactions. 2. Vendors must provide a completed W-9. 3. All food vendors serving soft drinks or bottled water will purchase the product and cups from the festival soft drink and bottled water provider. 4. Alcoholic beverages may not be sold. 5. Festival Temporary Health Department permits are required and should be prominently displayed at all times. GrapeFest—Vendor Policies & Procedures Page 3 of 3 fL G A PI .VINE T E'+ A S a 04, V1S•S GRAPEVINE MARKET MANAGEMENT GUIDELINES, POLICIES, & PROCEDURES Description of Event: Open air market held in Liberty park to operate two days per week, Thursdays and Saturdays from 9:30 a.m. — 1:30 p.m. Mission & Purpose: The purpose behind Grapevine Market will be to drive traffic to the Historic District for shopping and dining. Goals and Objectives: 1. Increase awareness of the Historic District while bringing more traffic to the downtown merchants and area vendors. 2. Provide a different shopping experience for the area. 3. Provide the local merchants with an outlet for"sidewalk sale type items" and encourage shoppers to visit their stores. 4. The goal is to have up to 55 vendors each day the market is in operation with increased traffic and earnings by our local merchants. Policies—Vendors and Merchants: 1. Vendors are accommodated on a first-come, first-served basis 2. Submission of an application does not guarantee a vendor acceptance 3. The Grapevine Market staff reserves the right to select or refuse vendors 4. The Grapevine Convention & Visitors Bureau reserves the right to approve products. 5. Downtown merchants receive priority consideration and should a vendor wish to sell products that are in conflict with the primary items of sale by a downtown merchant, the vendor will not be accepted for participation in Grapevine Market to sell those items. 6. If a downtown merchant expresses a concern due to a similar product line being sold by a Grapevine Market vendor, Grapevine Market staff will review and handle. If there is a conflict between the vendor's product offering and the primary items sold by the downtown merchant, staff will request that the vendor drop the particular item(s) from their product offering at Grapevine Market. If the vendor is unable or unwilling to drop the item(s) from their product line, the vendor will be informed that they are no longer approved for participation in Grapevine Market. If the vendor elects to drop the item(s) from their product offering, they will be allowed to continue participation in Grapevine Market. Grapevine Market—Policies & Procedures Page 1 of 3 Grapevine Market Vendor Policies and Regulations • Any vendor in violation of these policies will be permanently removed from the Grapevine Market and no refund will be given. • The notarized Hold Harmless and Indemnity Agreement must be completed prior to participation. • Payment Information: o Rate is $10 per 8' x 8' space, maximum of 2 spaces per day. o Vendors may purchase Grapevine Market participation for the entire season in advance. A discount of 10%will apply to those who pay for the season. Payment must be made prior to Saturday, May 3, 2008. Credit card payment will be accepted for advance reservations ONLY. The Grapevine Market accepts Visa, MasterCard, American Express, and Discover. • Examples: • One 8' x 8' space reserved for all (55) days - $550.00; paid in advance - $495.00 • Two 8' x 8' spaces reserved for all (55) days - $1,100.00; paid in advance - $990.00 • Vendor Check-In: o Check-in begins at 8:00 a.m. at the north porch of the Wallis Building. Payment is required at time of check-in. Vendors cannot begin setting up until they have signed in with the Grapevine Market Manager and paid for their space. o Main Street Merchants will have assigned booth spaces. The merchants must notify the Grapevine Market staff by 3:00 p.m. on Wednesdays and Fridays if they will attend Grapevine Market the next day. The reserved space will be made available to vendors if the merchant does not contact Grapevine Market staff by 3:00 p.m. o All other spaces are available on a first-come, first-served basis only. Vendors are allowed to select their space, based on availability, until all spaces are sold. o The Grapevine Market will not provide tables and chairs. Vendors are responsible for providing their own tables and chairs, which must fit entirely within their space and not encroach upon others. o Vendors and merchants must be in place by 9:00 a.m. NO EXCEPTIONS. o Immediately after unloading, vehicles must be moved from the loading area to the assigned city parking lots. • Parking: o Vendors must park vehicles in the assigned city parking lots: 1)the northeast corner of Wall St. and Jenkins St.; and 2) the back parking lot behind 317 Jenkins St. o There will be absolutely NO PARKING directly behind Liberty Park. Parallel parking in front of Liberty Park is also prohibited. These spots are designated loading and unloading zones only and are used for customer parking. o Handicapped parking is available. • No vendor is permitted to leave prior to 1:30 p.m. (end of market). Grapevine Market—Policies & Procedures Page 2 of 3 Grapevine Market Vendor Policies and Regulations (cont.) • Applications: o The Grapevine Market must receive applications no later than 5:00 p.m. on Mondays to be considered for Thursday's or Saturday's market for that week. o Vendors must have a valid Texas Sales Tax ID number to participate in the Grapevine Market. A Tax ID number can be obtained from the State Comptroller's office. Please visit www.window.state.tx.us for an application. o Cash, cashier's checks, and money orders are accepted on the day of Grapevine Market. No personal checks are accepted. o No refunds will be given for inclement weather. o Vendors may only sell items that are listed on their application. • Any new items introduced need to have prior approval from the Grapevine Market Manager. All new item requests must be submitted by 5:00 p.m. on Mondays to be considered for Thursday's or Saturday's market for that week. • No food or drink products may be sold unless approved by the Grapevine Market Manager and the vendor is responsible for obtaining the proper permits. • Attendance: o Each vendor must staff their space until the Grapevine Market closes at 1:30 p.m. • During Market Hours: o Smoking is prohibited in the vendor and sales areas during Grapevine Market. o Vendors may not change spaces. o Vendors are encouraged to bring umbrellas for shade. The umbrella must fit entirely within their space and not encroach upon others. o Electrical outlets in the area are NOT to be used by vendors. o Flatten empty boxes and place in the dumpster behind the Convention and Visitors Bureau building in Liberty Park. o No trash bundles or boxes are to be placed by or in the trash cans. L Grapevine Market—Policies & Procedures Page 3 of 3 y r PEAP1 VIE. T_ 6 t :1 S C1 � l 4: G �lj•' t '1' .r. J 2 � Oryx i 4 vls\ O MAIN STREET DAYS VENDOR GUIDELINES & PROCEDURES APPLICATION PROCESS ARTS & CRAFTS BUSINESS EXPO FOOD Description of Event: Three-day festival held in May for locals and tourists to experience eclectic entertainment, one of a kind arts and crafts, free children's KidZone, carnival, and to enjoy great Texas wine. Hours of Operation: Friday 10:00 a.m. — 11:30 p.m. Saturday 10:00 a.m. — 11:30 p.m. Sunday 11:00 a.m. —6:00 p.m. Free Admission on Friday from 10:00 a.m. —5:00 p.m. Mission & Purpose: Purpose of this event is to promote the city of Grapevine as a destination for family-oriented entertainment and generate business for Grapevine hotels and local merchants. Goals and Objectives: • Increase awareness of Grapevine as a leisure destination • Promote Grapevine Wines and Texas Wines • Promote the outdoor recreation activities in and around Grapevine I. General Application: A. Applications are available online for approximately 2 months prior to event B. Applications are due the first week of January C. Applicants must provide 1. Completed application 2. Notarized Hold Harmless agreement 3. Copy of Texas Sales Tax Permit 4. Payment for booth space 5. Pictures of products and booth presentation D. All applications are reviewed when received and entered into a database E. Applicants are contacted if there is any missing information L Main Street Days—Vendor Policies & Procedures Page 1 of 3 II. Selections: A. All applications are reviewed by: 1. Committee chairs 2. Committee understudies 3. Staff representative B. Selections are made based on: 1. Quality of product 2. Diversity of product 3. Presentation of product and booth 4. Previous participation and actions III. Notification/Communications: A. Selection Letters 1. If selected, the letter tells them when to expect the next packet of information and when the checks will be deposited 2. If not selected, the letter includes their original payment and any photos submitted B. Follow-up Packets 1. Information Letter 2. Main Street Days Map with booth location and load in route highlighted 3. Main Street Days Brochure 4. List of Rules and Regulations 5. Grapevine Hotel Information IV. During the Festival: A. All Vendor Information 1. All booths must be open and manned during all festival hours 2. Vendor must provide own tent or trailer 3. All sale and display items must be contained within booth area 4. Festival requires $500,000 of product liability insurance naming Grapevine Convention and Visitors Bureau as an additional insured 5. Cancellation Policy: a. Cancel Prior to February 15, 100% refund b. Cancel prior to March 1, 50%refund c. Cancel on or after March 1, No refund 6. The festival will go on rain or shine. There are no refunds for inclement weather. 7. Two entry passes are issued during load in and set up. Additional entry passes can be purchased at that time at a discounted price. 8. All sales must be made from a vendor's assigned booth area. No roaming sales, bullhorns, megaphones, speakers or sound amplification. 9. Exclusives are not offered. 10. No dogs, cats or pets of any kind are allowed on the festival grounds. 11. No vehicles are allowed on Main Street until after 7:00 p.m. on Sunday. Actual entrance time will be after authorization by festival officials and law enforcement. Main Street Days—Vendor Policies & Procedures Page 2 of 3 B. Arts and Crafts Vendor Information 1. All products must be made by the applicant. 2. No food or drinks may be sold in the Arts and Crafts sections. C. Business Expo Vendor Information 1. Business Expo booth areas will not be located on Main Street. D. Food Vendor Information 1. All food vendors must accept coupons only; no cash transactions. 2. Vendors must provide a completed W-9. 3. All food vendors serving soft drinks or bottled water will purchase the product and cups from the festival soft drink and bottled water provider. 4. Alcoholic beverages may not be sold. 5. Festival Temporary Health Department permits are required and should be prominently displayed at all times. Main Street Days—Vendor Policies & Procedures Page 3 of 3 EAP VINE fow moi+ J 'Gy&vtS\'t, BLESSING OF THE VINES AND NEW VINTAGE WINE & GALLERY TRAIL AND JAZZ WINE TRAIN MANAGEMENT GUIDELINES, POLICIES, & PROCEDURES Description of Event: Wine Tasting event that is held on a Friday/Saturday in mid- April. Mission& Purpose: The purpose of the event is to promote the Grapevine Wineries and art galleries. Goals and Objectives: • Increase awareness of the Grapevine Wineries and Tasting Rooms • Promote local artists III. Event Overview A. Grapevine Jazz Wine Train 1. Tickets sales begin early February; Tickets can be purchased: a. Online, over the phone and the GCVB office and Visitors Information Center 2. Price includes wine poured from Grapevine wineries, live jazz entertainment on each car and catered food 3. Event held on Friday and Saturday evenings B. Vintners Breakfast—By Invitation Only 1. This is held on Saturday morning prior to the Blessing of the Vines C. Blessing of the Vines 1. Held at Delaney Vineyards a. Procession includes but is not limited to: Priest, GWPS members, Mariachi Band, Color Guard, and invited guests D. First Barrel Tasting 1. Complimentary tasting to all participants following the Blessing of the Vines E. New Vintage Wine & Gallery Trail 1. Held from noon to 5 p.m. on Saturday 2. Shuttle service is provided to each Grapevine winery 3. Passport sales begin early February; Passports can be purchased: a. Online, over the phone, at the GGCVB office and Visitors Information Center II. Winery Meeting and Agreements: A. Grapevine Winery/Grapevine Convention and Visitors Bureau winery meeting held early-December to discuss event details New Vintage—Policies&Procedures Page 1 of 3 B. Terms and agreements are jointly determined C. Wineries must provide the Grapevine Convention and Visitors Bureau: 1. Signed winery agreement 2. Notarized Hold Harmless and Indemnity Agreement 3. Copy of Texas Sales Tax Permit III. Commitments by each Party: A. The Grapevine Convention and Visitors Bureau will: 1. Provide marketing and advertising of the New Vintage Wine & Gallery Trail with brochures, radio, and newspaper advertising 2. Design and produce the Passport 3. Share the proceeds from ticket sales with each winery tasting room. The Passport price includes four(4) one-ounce (1-oz.)tastes of wine, food and live entertainment at each winery 4. Pre-sell tickets through the GCVB website, GCVB office, Visitor Information Center at the Depot and handle phone orders 5. Set up pre-event consignment sales at each winery tasting room for Passport sales. All in-winery consignment ticket sales are the sole responsibility of the winery. Any unsold Passports will be picked up by the GCVB on Friday evening the week of New Vintage. Wineries may reconcile payment with the GCVB at the time of Passport redemption or elect to pay for Passports outright 6. Purchase plastic glasses for one-ounce pours and provide all wineries with plastic glasses for the event at no charge. Any unused glasses will be picked up by GCVB staff after the event 7. Purchase one-ounce pour spouts and provide all wineries with the one-ounce pour spouts. The use of these pour spouts will be mandatory for all of the tastes of wine that are included in the Passport price. The pour spouts will be picked up by GCVB staff after the event 8. Provide a table to be set up outside at each tasting room with a volunteer. This table is for the Designated Drivers to check in and receive bottled water and soft drinks. GCVB will provide soft drinks and water for the Designated Driver Program. Passports for the New Vintage Wine & Galiery Trail will also be sold at this table 9. Provide an information card for each attendee riding the shuttle with information on locating a taxi, other alternative transportation and a parking locator so that they can return to where their vehicle is parked 10. Provide all attendees with a"Wine & Gallery Trail"map. A larger version of this map will be provided to all of the winery tasting rooms for display and will be posted on each shuttle. This map will also include optional parking areas in the downtown area for those who are self-touring and not utilizing the shuttle service B. The participating wineries will: 1. Provide live entertainment and food for the attendees. Wineries will confirm in advance with the GCVB the type and quality of food being offered in order to avoid duplication New Vintage—Policies&Procedures Page 2 of 3 2. Abide by the rules of using the one-ounce pour spouts, provided by the GCVB, for pouring all wines 3. Abide by all TACB rules and regulations and ensure that all staff members serving alcohol have received the appropriate training. 4. Must have the necessary health permit to allow for service of food in the winery Cor New Vintage—Policies&Procedures Page 3 of 3 G RPT1YI VE .;I rEu X LA ' S c-) z Q 1. 04 off& v[S\� Grapevine Convention & Visitors Bureau Signage Policy for CVB - Owned Properties Mission: The Convention& Visitors Bureau acts as the promotional arm of the City of Grapevine. The goal of the Bureau is to market and promote the City's hotels, meeting facilities, visitor and historic attractions, events, dining, wineries and retail businesses to the leisure, group tour and group meeting markets. The continual addition of key visitor attractions to our community has developed Grapevine into a key Dallas/Fort Worth Metroplex destination. Purpose: This policy provides the guidelines regarding the usage of signage on CVB-owned properties and the usage of such signage to support all activities and events which support the fulfillment of the Mission of the Grapevine Convention&Visitors Bureau and is produced or sponsored by the Grapevine CVB. Policy Guidelines: • All signage placed on CVB-owned properties must be approved in advance by the appropriate Grapevine CVB representative (Executive Director or Assistant Executive Director, or Director level). • Display signage on CVB-owned or operated facilities and related sign boards is solely for the promotions of programs or events under contract for space at said facilities or are programs or events produced or sponsored by the CVB and its' associated entities. Cor Signage Policy Page 1 of 1