City of Lawrence

Convention & Visitors Bureau Advisory Board

April 26, 2005 minutes

 

MEMBERS PRESENT:

Karen Christilles, Stephen Horton, Kate Kelly, Brad Kemp, David Longhurst, Maria Martin,

 

MEMBERS ABSENT:

Ron Desch, Derek Felch, Doug Holiday, Dave Horstman, Richard Johnson, Don Johnston, Constance Wolfe

STAFF PRESENT:

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

 

 

The meeting was called to order by Maria Martin. Longhurst moved, Christilles seconded to approve the minutes as presented. Motion carried.

 

Financial Report

Billings discussed the monthly financial reports and noted that these statements now reflect the percent of budget received or used for better clarification. Guest tax for March increased more than 20 percent over Q1 2004. Discussion followed.

 

Old Business

There was no unfinished business to come before the board.

 

New Business

i.                   Advice on Promotional Package Requests: Billings stated that the office has received quite a few requests for overnight package donations from community-based groups and schools using donated items as fundraisers. Billings has turned down the recent requests, noting that the CVB uses similar packages for online giveaways and other promotional purposes, and it does not want to overburden hotels and other package partners. Discussion followed. The group agreed that the CVB should continue to operate using this strategy.

ii.                 Tear-Off Map Project: Ernzen passed out copies of the 11” x 17” maps that attractions and hotels use to give directions to visitors. She explained that it is time to revise and reprint the map pads, and that printing will cost between $1,000 and $1,600, depending on the number of maps printed. The CVB usually solicits sponsors for the map to offset costs. Ernzen asked the board’s advice on types of businesses to solicit and how many sponsors to get. The board recommended finding one sponsor and noted several businesses as potential sponsors.

Staff Updates of Involvement

 

Conferences & Sporting Events: Sanner reported that he was now working on the promotional and awareness elements for the USA Cycling Championships to be held May 13-15. Eight articles have run in the paper about the event and more are to come. He has met with several downtown merchants that are concerned about the May 13 race. Sanner hopes to reach an understanding with the merchants on how important the event is for the entire community.

 

Sanner noted that Kaw Valley Soccer Association’s first annual Kaw Valley Cup tournament hosted approximately 37 teams. The CVB received a thank-you from KVSA that stated the organization would like to work with the office for its fall girls’ soccer tournament.

 

He announced that the Lawrence Sports Corporation agreed to a $1,000 sponsorship for the Futures Tour in addition to providing sponsorship for the Jayhawk Invitational basketball scouting camp.

 

On the conference side, Sanner is working with Fred DeVictor, Parks & Recreation Director, to submit a bid for the January 2007 Kansas Parks & Recreation Convention. This event would bring approximately 900 members to Lawrence for a multi-night stay.

 

Sanner thanked the groups involved in the bid submission for the Kansas Environmental Education Conference. With the help of several community organizations, he feels that the bid is much stronger and has a better chance of being selected.

 

Lawrence will host the Kansas Chamber of Commerce Executives spring conference the first week of May. Sanner has put together meeting spaces, after-hours events and speakers for the event. Sanner noted that numerous conferences are requesting visitor packets right now.

 

Heritage Area Report: Billings passed out copies of her testimony presented before the U.S. Senate’s Energy & Resources subcommittee on March 15, as well as copies of her answers to follow-up questions from the committee. She reported that Missouri Senator Jim Talent, a committee member, is interested in approving the bill but wants 12 Missouri counties included in the Heritage Area designation. Billings is waiting to hear more about this new development. Henderson passed around mockups of a sample educational brochure that the group can use as a leave-behind tool.

 

Online Booking & Packaging: Ernzen reported that online booking reservations continue to climb. For the first time ever, the system has booked more than 100 reservations in one month. The upward trend looks to continue into May. Now there are only three properties not using the system for bookings. Ernzen provided comparisons between online booking reservations in terms of reservations stayed each month in addition to reservations made each month, as well as comparing 2004 to 2005 bookings to date.

 

Travel Writers: Henderson stated that in the last month, the CVB has hosted Art magazine editor Maureen O’Sullivan and a writer working on a piece about Circle S Ranch. Henderson will host another writer Thursday. In addition, Kansas’ travel and tourism public relations specialist will host a writer while in New York City who is interested in writing about Lawrence’s dining scene. Also, Lawrence was just featured in Midwest Living’s “Best of the Midwest” edition, the only city to receive coverage in the breakout by state section.

 

Farm Tour: Billings announced that the Farm Tour brochure will be printed soon, and that this event will provide a unique opportunity for editorial coverage on Lawrence.

 

Other

Christilles stated that each board member had a packet of promotional materials announcing the Lied Center’s 2005-06 series. She also encouraged members to attend Ping Chong’s “Native Voices” performance on April 30. Christilles provided a back-stage tour for board members after the meeting.

 

Meeting Adjourned

 

Schedule of Upcoming Meetings:

Tuesday, May 24, 2005, 4:00 pm at Bigg’s Bar & Grill, 25th & Iowa

Tuesday, June 28, 2005, 4:00 pm at Bigg’s Bar & Grill

Tuesday, July 26, 2005, 4:00 pm at Bigg’s Bar & Grill