MINUTES
Lawrence Convention & Visitors Bureau Advisory Board
Tuesday, February 24, 2004
Attending
Board Members: Vicki Bentley, Karen Christilles, Ron Desch, Derek Felch, Doug Holiday, David Horstman, Kate Kelly, David Longhurst, Maria Martin, Lisa Patterson, Tom Rost, Constance Wolfe
Staff: Judy Billings, Brandy Ernzen, Susan Henderson, Troy Roberts, Debbie White
The meeting was called to order by chairman Doug Holiday. The January minutes were approved.
Financial Report
Billings noted that the CVB is currently on target to meet budget, and she briefly discussed the occupancy report. Year-end guest tax figures are not available from the state yet, so final year-end numbers will be available at the next board meeting. She also noted that the staff is preparing the budget for the next fiscal year, and it will be ready for the next board meeting as well. The Chamber of Commerce Board of Directors has changed the fiscal year to match the calendar year, meaning the CVB is working on a nine-month budget.
Old Business
i. Stay the Night Ad Campaign & Online Booking/Packaging: Henderson passed around tear sheets of the ads that have already run, and she explained how the Web redirects work to track the ad response. To date there have been 18 visits using these redirects. The ad campaign will expand into Omaha and Des Moines shortly.
To support both the ad campaigns and the online hotel booking capabilities, Ernzen has put together vacation packages that visitors can purchase directly through visitlawrence.com. All packages include one- or two-night stays, and target different types of visitors. These packages will be updated continually, with special attention paid to weekday stays. Ernzen passed out copies of the current packages available on the site and asked for feedback and ideas on future packages.
New Business
i. 2003 Tourism Economic Impact: Billings passed around both 2002 and 2003 visitor economic impact sheets for comparison. Discussion followed as to whether the economic impact per visitor was accurate since 2003 showed a record increase in December collections probably due to delinquencies being paid. It was suggested that the past three years be used to determine an average. Billings will rework the figures and report back at the March meeting.
ii. Western Music Association Awards: Desch reported on the recent Cowboy Winter Gathering, citing approximately 1600 tickets sold for the trade show. The entertainment each night was also well attended. Due to the success of the Gathering, the Western Music Association has moved its awards show to Lawrence for 2004. Desch presented a request for the CVB to provide payment or sponsorship for shuttle busses to run from the Holiday Inn Express to Liberty Hall from 10 a.m.-8 p.m. on November 20-21. He estimated costs of $1200. Billings and Roberts requested more information, including the number of expected room nights as well as an anticipated schedule for shuttles. Desch will bring additional information to the March meeting.
iii. Agri-Tourism Initiatives: Billings reported that the state is making a major investment with a consultant to develop agri-tourism opportunities in 2004. KDOC Travel/Tourism is currently inventorying the existing agri-tourism product and studying its potential. Billings has been asked to serve on the state Agri-Tourism Advisory Council.
Staff Updates of Involvement
Kansas Chautauqua Planning: Billings handed out an updated schedule of Chautauqua events and explained more details about the event as a whole. Henderson added that the publicity efforts have already generated $114,000 in earned editorial coverage. A media kit will go out to 150 regional media this week to tell more specific stories encompassed within the Chautauqua, and a brochure draft is expected soon.
Heritage Area Report: Billings reported that the heritage area project is picking up steam, with 24 counties now involved. Henderson is formatting the feasibility study (which can be found at www.bleedingkansas.org). Legislation is currently being reviewed and formatted in both the House and the Senate. The hope is that Sen. Sam Brownback will sponsor the bill, and announce it at a press conference held March 18. The next step in the project would be to draft a management plan, which takes approximately three years. Such a plan would need to be approved by the Department of Interior in order to access federal money.
Sports Events & Conference Bids: Roberts announced that Lawrence has been awarded the Leadership Kansas conference for May 13-14, 2004, to be held at SpringHill Suites (150 room nights). The Kansas Emergency Management conference bid should be announced soon, and that conference is estimated to book 250 room nights. Roberts also met with KUAC and they agreed to the use of Memorial Stadium for the 2006 Shrine Bowl, should Lawrence win the bid to host the game. The American Fastpitch Association’s national tournament will be even bigger than last year’s, resulting in more than 600 hotel rooms booked and 3,000 room nights. The NAIA Swimming & Diving National Championships take place March 3-6, and that meet has also exceeded expectations. More than 800 room nights have been booked, and Lawrence has submitted a bid to host the Championships again for the next two years.
Announcements: Billings announced that the number of visits to the Web site is increasing, and the CVB is redesigning its site as part of an overall Chamber redesign. She encouraged Board members to join the online hotel booking system and participate in packaging opportunities. In addition, Nancy Longhurst will begin selling Visitor Guide ads in March.
Meeting Adjourned
Next Meeting: Tuesday, March 30, 2004, 4:00 pm at Holiday Inn Express
CVB Advisory Board Agenda
Holiday Inn Express
Tuesday, March 31, 2004
4:00pm
I. Approval of minutes from last meeting
II. Financial Report
a. Budget & business plan - Judy
III. Old Business
a. Year-end #s – Judy
b. Western Music Association Awards – Ron Desch
c. State Agri-tourism initiative - Judy
IV. Staff updates of involvement
a. Kansas Chautauqua planning – Judy, Susan & Debbie
b. Heritage Area report – Judy
c. On-Line booking - Brandy
d. NAIA Swimming & Diving report - Troy
e. Conference and Sporting Event Bids - Troy
V. Other
VII. Next meeting: Tuesday, April 27, 4:00pm
Future locations to be determined