MINUTES

Lawrence Convention & Visitors Bureau Advisory Board

Tuesday, April 27, 2004

Attending

Board Members: Karen Christilles, Derek Felch, Kate Kelly, David Longhurst, Maria Martin, Lisa Patterson, Tom Rost

Guest: Jeannie Hetrick, Holiday Inn Express

Staff: Judy Billings, Brandy Ernzen, Susan Henderson, Troy Roberts, Debbie White

The meeting was called to order by new chairman Tom Rost. Judy Billings explained that Rost will take over as chairperson since Doug Holiday’s term as chair expired. The March minutes were approved.

Financial Report

Billings discussed the monthly financial statement as well as the revised annual budget. March’s guest tax figure is not available yet, so the guest tax reports have not changed since last month’s meeting with the exception of a new reporting graph. Longhurst explained the addition of a trailing 12-month differences chart. Longhurst and Billings explained the new economic impact charts based on the Board’s previous decision to use a three-year average to figure economic impact. Discussion followed.

New Business

i. In-State Tourism Promotion: Henderson discussed the reasoning behind the state’s decision to conduct an in-state tourism promotion, as well as how the contest will be conducted. Point-of-purchase displays were handed out to hotels and attractions at the end of the meeting to support the promotion. The board generated ideas for how Lawrence can participate, including having a drawing for a Lawrence getaway later in the year if the person stays the night as part of the promotion. The hotels also agreed to run reports of their largest Kansas-based feeder markets to determine where to place advertising.

ii. National Tourism Week: Ernzen announced that National Tourism Week will be May 8-16. The CVB is currently conducting its annual photo contest and will hold a Hospitality Employee event at 3 p.m. on May 13 at the Visitor Information Center. There will be refreshments and awards given to each hotel’s nominee. The grand prize winner will receive a $100 bill.

Old Business

ii. Western Music Association Awards: Guest Jeanie Hetrick reported in Ron Desch’s absence. Desch has contacted the WMA, and the chairperson will be in Lawrence during June to discuss details of the show. Desch will present a written request to Billings and Roberts at that time for bus sponsorship.

Staff Updates of Involvement

Online Booking & Database: Ernzen explained how the CVB visitor database is maintained. She also talked about the direct mail insert program for Visitor Guide advertisers. This opportunity allows advertisers to insert their own brochures/promotional pieces into the annual Visitor Guide mailings for 15 to 20 cents per insert--a fraction of the cost of postage. Ernzen will be contacting new Visitor Guide advertisers this summer to discuss the program.

Ernzen also announced that online booking reservations continue to increase, along with the Web site traffic as a whole.

Kansas Chautauqua Planning: Billings reported that the Chautauqua committee is now working on finalizing details.

Heritage Area Report: Billings announced that she was in Washington, D.C. last week, and that the heritage area legislation is currently being discussed in Congressional committees. She is waiting for an administrative bill to pass to see how federally designated heritage areas will be managed. She also noted that there is no line item in the budget for this project; the money is coming directly from the county.

Conference & Sporting Event Bids: Roberts announced that the Regional Collegiate Cycling and VeloTek Grand Prix races will take place May 1-2, and he has helped the KU Cycling Club submit a bid for the 2005 Collegiate National Championship race. He also assisted with the Boom Invitational Golf Tournament. Roberts recently submitted bids for the 2006 American Business Women’s Conference and the Friends Reference Library Retreat. In addition, he noted that Lawrence lost its bid for the 2005-2006 NAIA Swimming & Diving Championships and the 2006 Shrine Bowl. 

Fam Tour & Kansas Sampler Festival: White reported that she participated in a familiarization tour for 21 group tour operators. On the Lawrence leg of the tour, they visited the Dole Institute, Flying E Chuckwagon Suppers, Victorian Veranda and Blanton’s Crossing.

The Kansas Sampler Festival will be held in Newton on May 1-2. White will attend to hand out Lawrence-area brochures and Visitor Guides.

Other

Billings announced that the “No Borders, No Boundaries: A Regional Tourism Celebration” event sponsored by the Kansas City Regional Destination Alliance will be held May 25 from 11:30 a.m.-1:30 p.m. at the KCI Expo Center.

Meeting Adjourned

Schedule of Upcoming Meetings:
Tuesday, May 25, 2004, 4:00 pm at Holiday Inn Express, 3411 Iowa

Tuesday, June 22, 2004, 4:00 pm at Halcyon House, 1000 Ohio

Tuesday, July 27, 2004, 4:00 pm at Halcyon House, 1000 Ohio

Tuesday, August 24, 2004, 4:00 pm at Halcyon House, 1000 Ohio