HomeMy WebLinkAbout2010-10-21 Regular Meeting CITY OF GRAPEVINE, TEXAS
GRAPEVINE CONVENTION & VISITORS BUREAU
BOARD OF DIRECTORS MEETING
Thursday, October 21, 2010 — 8:00 a.m.
Wallis Building
Grapevine, Texas
AGENDA
I. CALL TO ORDER
II. APPROVAL OF MINUTES
III. OLD BUSINESS
A. CVB HEADQUARTERS UPDATE
Cr IV. NEW BUSINESS
A. MARKETING COMMITTEE REPORT
V. SALES & MARKETING REPORT
A. GRAPEFEST FAMS
B. CHICAGO BEARS FAM
C. DALLAS HOME AND GARDEN SHOW
VI. HOTELS /ATTRACTIONS ACTIVITIES
VII. GRAPEVINE VINTAGE RAILROAD REPORT
VIII. LIAISON UPDATES
A. HERITAGE FOUNDATION ACTIVITIES
B. CHAMBER OF COMMERCE ACTIVITIES
IX. ADJOURNMENT
(60 State of Texas
County of Tarrant
City of Grapevine
MINUTES
The Grapevine Convention & Visitors Bureau Board of Directors met on Thursday,
October 21, 2010 at 8:00 a.m. at the Wallis Building, Grapevine, Texas with the
following persons in attendance:
Steve Stinson Chairman
Tom Cherry Board Member
LuAnn Chapman Gatts Board Member
John Imaizumi Board Member
Paul Slechta Board Member
Peggy Weaver Board Member
Dan Weinberger Board Member
Sharron Spencer Council Liaison
Balla Wright Heritage Foundation Liaison
Louie Sullins Chamber Liaison
Paul W. McCallum Executive Director
George Kakos Assistant Executive Director
Cor Absent:
Andrew Davidson Board Member
Jennifer Hibbs Assistant City Manager
CALL TO ORDER
Chairman Stinson called the meeting to order.
APPROVAL OF MINUTES
A motion to approve the minutes from the September 23, 2010 meeting was made by
Paul Slechta and seconded by Dan Weinberger. Motion carried.
OLD BUSINESS
CVB Headquarters Update
Mr. McCallum reported that on the exterior the light gauge framing is 95% and the
sheathing is 85% complete. On the interior the light gauge framing is 80%, the MEP
rough-in is 80% and the fire sprinklers are 70% complete. The sandstone for the
exterior is ready to be shipped.
In the next 30 days they will complete the exterior wall framing, sheathing and damp-
proofing. The underground electrical service will begin today; transformer pad will be
poured and there will be permanent power to the building. Drywall and ceiling framing
will begin. The masonry work will begin on the Cotton Exchange façade on the south
end of the building. The project will be dried-in in November. The project is still on
schedule and within budget.
Board of Directors Meeting
October 21, 2010
Page 2 of 4
NEW BUSINESS
Marketing Committee Report
LuAnn Chapman Gatts reported that marketing committee included all the full service
hotels, two limited service hotels, Merlin Entertainment, retail merchant, Grapevine
Mills, Homestead Winery, CVB Board representatives, City Council representative, and
CVB staff. The committee met twice and discussed proposed marketing action steps
for 2011, made slight revisions to the CVB mission statement and brand promise, and
reviewed a SWOT (Strengths, Weaknesses, Opportunities, Threats) Analysis. They
also had a detailed discussion of the various market segments including convention,
leisure, Grapevine Vintage Railroad, destination services, the Grapevine Visitor Shuttle,
and media relations.
Some items of interest included a special marketing project for 2011, most effective
print publications, key leisure markets, the growth of digital marketing, and the
challenge of a reduced budget.
It was an effective set of meetings and the completed marketing plan will be presented
at the November Board Meeting.
(lw SALES & MARKETING REPORT
Mr. Kakos reported that during the month of September the convention sales team
produced 29 leads representing 15,266 potential room nights; six of them for 2010.
Staff assisted with ten definite bookings representing 4,049 room nights and conducted
three site inspections. They conducted a GrapeFest FAM for 11 planners. To date,
there are two leads generated with 2,500 room nights. Staff also participated in the
Chicago Bears FAM with the Gaylord with nine planners and four guests in attendance.
While here, one client reviewed overflow hotel properties and sent an RFP with 7,584
total room nights for 2012. Tourism sales produced five leads representing 108
potential room nights and 206 attendees and assisted with two definite bookings
representing 20 room nights and 70 attendees. They conducted one site inspection and
participated in the Dallas Home and Garden Show.
Destination Services provided information and registration assistance to seven groups
representing 12,825 delegates. They distributed 51,440 brochures during the month
and welcomed 10,980 visitors at the Visitor Information Center. They fulfilled 2,334 mail
requests for information and logged 251 volunteer hours.
The Convention Center booked 26 future events representing 7,930 attendees and had
$54,594 in total sales. The Palace Arts Center booked 25 future events with 3,120
potential attendees and had $12,182 in total sales. The Concourse had eight future
bookings representing 1,190 attendees and $7,574 in total sales.
The web site had 310,690 unique visitors versus 189,917 for this period last year.
There were 9,130,684 hits versus 6,397,720 from last year. On September 16 and 17th
Board of Directors Meeting
October 21, 2010
Page 3 of 4
SALES & MARKETING REPORT cont.
there were over 25,000 unique visitors each day, the highest number ever. On the
group advertising side there were 11 convention group advertising insertions, 4 leisure
group insertions, and 18 on-line insertions. On the consumer advertising side there
were 88 consumer print insertions, 2,409 advertising TV/Radio runs and 144 online
insertions. The total advertising investment was $153,696. Print publicity for the month
was $171,725 and electronic publicity was $72,530 for a total of$244,255.
HOTELS / ATTRACTIONS ACTIVITIES
Mr. Kakos reported:
• The Gaylord Texan was named number one in Best Large Places to work as
selected by the Dallas Business Journal.
• The King Buffet, a new restaurant featuring Asian cuisine, will open in late
November at the Vineyard Marketplace at 121 and Glade Road.
• The Silver Lake development on Highway 26 and Bass Pro has announced plans
for a Toby Keith's I Love This Bar & Grill, a seven-story full service 301 room
Court Yard by Marriott and a Los Cabos Mexican Grill.
• Chill reopens this Friday as a Sports Bar under new management.
• Sweet Indulgence Bakery and Café is working out of Miscellaneous.
• Rodney Coventry is the new director of sales at the Hilton Garden Inn.
• Grapevine received three awards at the International Festivals and Events
Association; gold for best single new sponsorship program, bronze for best
miscellaneous printed materials, and bronze for best pin or button.
• Butterfly Flutterby was this past weekend with the release of 600 butterflies and
over 2,000 in attendance. Donations from the popcorn distributed netted $600
for the Sister City program for Parras.
• Several new stores are coming to Grapevine Mills including two self-serve yogurt
places, a Kohls, and Ross Dress for Less. Roofing, painting, and paving
improvements are underway.
• Blue Moon Gallery has decided to stay open through the end of the year.
Chairman Stinson reported that as a result of the last meeting he has established an ad
hoc committee to review festival food pricing, value, and serving sizes. Steve will serve
as chair and LuAnn, Dan and Tom have agreed to serve on the committee along with
staff. They will bring back their findings to the board after the first of the year.
GRAPEVINE VINTAGE RAILROAD REPORT
Mr. McCallum reported that Chesapeake Energy has been signed as a sponsor for
North Pole Express. In September ridership was 5,868. Three groups and 12 North
Pole Express groups were booked along with one coach and one caboose booking.
Board of Directors Meeting
October 21, 2010
Page 4 of 4
GRAPEVINE VINTAGE RAILROAD REPORT cont.
The dry pipe issues have been resolved on Puffy and a valve has been replaced. She
now has good pulling power. Staff is in the process of replacing a brake rigging and
they hope to use her for a short run this Sunday.
Staff has added three Christmas wine trains and an All Hallows Eve run. A new format
for the Murder Mystery will have the entire event held onboard.
LIAISON UPDATES
Heritage Foundation Activities
Balla Wright reported that Fall Roundup was recently held at Nash Farm with
approximately 5,500 in attendance and WFAA as a sponsor. Visitors came from
throughout the area including Saginaw, Decatur, McKinney, Dallas and Fort Worth.
The Candlelight Tour of Homes will be this Saturday, October 23rd from 4:00 to 7:00
p.m. and the tour starts at Homestead Winery.
Construction is underway on the Nash Farm Equipment Shed. The annual business
meeting for the Heritage Foundation will be Friday, Nov. 5th at the Founders Building.
(iv
Chamber of Commerce Activities
Louie Sullins reported that the Chamber is finalizing ad sales for their guide. The city
map is being updated and they will have hard copies, as well as, an interactive map on
the web site. The web site is still under construction.
January 27th is the Chamber Awards Banquet. If you have any nominations for the
several awards that are handed out, please pass those names along. For many of the
awards you do not need to be a chamber member.
Balla also requested any nominations for woman of the year for the Womens Division of
the Chamber. Their Anniversary Ball is December 4th
ADJOURNMENT
Steve Stinson reminded everyone about the Fish Fry Benefit for Chris Irvine to be held
today at Vineyards Campgrounds from 4 to 7. Chris is a city employee, who is battling
cancer. There being no further business to come before the board, LuAnn Chapman
Gatts made a motion to adjourn, seconded by Paul Slechta. Motion carried.
ATTEST:
DATE: