MINUTES

Lawrence Convention & Visitors Bureau Advisory Board

Tuesday, September 28, 2004

Attending Board Members: Karen Christilles, Ron Desch, Doug Holiday, Kate Kelly, Brad Kemp, Maria Martin, Constance Wolfe

Absent Board Members: Derek Felch, Dave Horstman, Richard Johnson, Don Johnston, David Longhurst, Tom Rost

Staff: Judy Billings, Brandy Ernzen, Susan Henderson, Bob Sanner, Debbie White

City Liaison: Lisa Patterson

Guest: Jim Adams, Corner Bank

The meeting was called to order by Judy Billings. Billings introduced a guest, Corner Bank’s Jim Adams. Kemp moved, Christilles seconded, to approve the minutes as presented. Motion carried.

Financial Report

Billings announced that the monthly guest tax number is not yet available from the state, so the guest tax reports did not change dramatically. She noted that hotel occupancy for August was low. Billings also discussed the graphs that accompanied the budget, and said that the budget will be ready in October with the Chamber of Commerce board approving the budget in November.

Old Business

i. Western Music Association Awards: Desch announced that the Western Music Association has disbanded, therefore the Western Music Association Awards (originally slated to be held in Lawrence) will not be held this year.

Eldridge Hotel/Free-State Farm Old-Fashioned Christmas Parade: Adams announced that Corner Bank wants to support the continuation of the Old-Fashioned Christmas Parade. Rob Phillips will stay involved in planning. The parade date will remain December 4, but the name will change slightly. It will now be known as the Lawrence Old-Fashioned Christmas Parade Hosted by Free-State Farm and Sponsored by Corner Bank. Desch noted that the organizers want to remove affiliation with the Eldridge Hotel due to its bankruptcy proceedings.

The organizers are developing a budget and will look to the community for support totaling around $200 per business for entries. They are also looking for volunteers. A Lawrence Old-Fashioned Christmas Parade Association is being formed to allow for full disclosure on the event’s finances. All sponsorship checks should go to the Association in care of Corner Bank.

Sponsors will be invited to a banquet Friday evening, December 3, as well as to a breakfast Saturday morning before the parade.

On a separate note, Adams is also working with Sanner on the 2005 Big XII officials clinic to be held in Lawrence. Adams estimates 53 football officials plus other officials, Big XII staff members and spouses to attend.

ii. Sunflower Film Festival: Billings noted that Adam Bauer, the event organizer, is working to raise funds for the festival before proceeding.

New Business

i. Establishment of marketing committee: Henderson announced that she plans to invest in an integrated marketing campaign for 2005 to tie all facets of marketing to a similar look and message. Henderson asked for 2-3 board members to sit on this committee for advisory purposes. Kemp, Christilles and Wolfe volunteered.

ii. Establishment of hospitality training committee: Based on last month’s discussion, White and Ernzen are forming a hospitality employee training committee. Hotel employees will be educated on how they can use the Visitor Information Center as a resource, as well as receive background on the city’s history and cultural offerings. Kelly and Felch volunteered, and Christilles suggested that a member of Cultural Roundtable sit on the committee. If the training proves successful, there is a possibility of extending it to KU employees and other businesses affecting visitors.

iii. Group Online Booking Discussion: Sanner, Billings and Ernzen reported that they are looking to expand the online hotel booking system to include group booking. They want to offer convenience to event planners and attendees, as well as make it easier to track the actual event and economic impact. The board was asked to consider who benefits and how with this system; discussion followed.

Staff Updates of Involvement

Online Booking & Email Marketing: Ernzen reported that the number of online booking reservations and room nights were down; that matches what hotels reported for the month of August in general. In addition, Ernzen announced that the deadline to complete the email newsletter survey is approaching. The survey was sent to all subscribers in the email database, and will better identify the content and frequency needs of subscribers. So far the completion rate is near 40 percent.

Direct mail of new Visitor Guide & co-op advertisers: Henderson announced that the 2004-05 Visitor Guide is out and is ready to be mailed to more than 8,100 KU season ticket holders and parents of new KU students. Staff are in the process of getting copies to all Visitor Guide advertisers.

Heritage Area Report: Billings reported that BKNHA advisory board held its first meeting, and that several area people are on the board. The planning committee continues to meet; they are focused on branding of the area. The bills declaring the area a National Heritage Area did not pass the first time but our Kansas Congressional delegation is working to get them attached to other bills.

Conference & Sporting Events: Sanner announced that he is pursuing three major sporting events: 2006 USA Track & Field National Youth Championships (approximately 9,000 visitors and 200 teams), a revival of the LMH Triathlon, and a five-year contract for the National Collegiate Cycling Championships beginning in 2006. After the first year, this event can be expanded to include additional divisions. In conference news, Sanner noted that the 2006 Army Rangers Reunion will be held in Lawrence. Lawrence beat out venues including Washington, D.C. The event should bring 300-350.

Other: Billings announced that KUAC and the Chamber have partnered to sell KU flags for $12. Businesses are encouraged to display the flags each Friday before a home football game.

Meeting Adjourned

Schedule of Upcoming Meetings:
Tuesday, October 26, 2004, 4:00 pm at Days Inn, 2309 Iowa

Tuesday, November 23, 2004, 4:00 pm at Days Inn, 2309 Iowa

NOTE: NO DECEMBER MEETING

Tuesday, January 25, 2005, 4:00 pm at Lied Center of Kansas, 1600 Stewart Drive

Tuesday, February 22, 2005, 4:00 pm at Lied Center of Kansas, 1600 Stewart Drive

Tuesday, March 22, 2005, 4:00 pm at Lied Center of Kansas, 1600 Stewart Drive