City of Lawrence

Lawrence Convention & Visitors Bureau Advisory Board

Tuesday, June 27, 2005 minutes

 

MEMBERS PRESENT:

Ron Desch, Derek Felch, Doug Holiday, Stephen Horton, Kate Kelly, Brad Kemp, David Longhurst

MEMBERS ABSENT:

Karen Christilles, Dave Horstman, Richard Johnson, Don Johnston, Maria Martin, Constance Wolfe

STAFF PRESENT:

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

City Liaison Present:

Lisa Patterson

PUBLIC PRESENT:

none

 

The meeting was called to order by Judy Billings. Longhurst moved, Holiday seconded to approve the minutes as presented. Motion carried.

               

Financial Report

Billings discussed the monthly financial reports and noted that the guest tax collection is looking better and that the voluntary reporting continues to be about 60 percent. The CVB has collected $400 on the 2004 Visitor Guide, and Billings stated that the bureau may have to write off approximately $3,500 for that project. To date, the CVB has billed more than $36,000 for the 2005 Visitor Guide advertising, or about half the advertising receivables. Ad sales collected in May accounted for close to $25,000. In other financial news, a CD came due and the income was noted under miscellaneous income. Also, the Visitor Information Center administration line item was miscoded; it should be reflected under promotional materials. Billings continues to work with the accountant to make the monthly financial reports clear.

 

 

Old Business

i.                   2006 Visitor Guide Production: Henderson announced that ad sales were officially closed and that the CVB is working to collect deposits on the ads. She also is working with the designers on this year’s layout. The book will feature articles on the arts, agritourism and programming held through the Hall Center for the Humanities, the Dole Institute of Politics and the KU Unions. Target on-press date is July 25.

 

 

New Business

i.                   Wakarusa Music & Camping Festival Review: Billings and Ernzen reported that the CVB again provided shuttle service between Clinton State Park and downtown for this event. Issues arose with the scheduling of the shuttles. Billings asked for the hotels’ input on the number of room nights booked in conjunction with the event, as well as solicited advice on how to best partner with the festival in the future. Overall, the hotels felt the event was positive for the area. Discussion followed. 

ii.                 Holiday Group Tour Promotion: White announced that the CVB is currently designing a postcard to market the holidays in Lawrence to group tour operators. The postcard will be mailed to approximately 1,200 tour operators throughout the country.

iii.              Advice on Using CVB Map Rights: Henderson mentioned that the CVB has fielded multiple requests to use its map for various purposes. The CVB owns the map – it is proprietary information, and the main issue is whether the CVB should maintain control of the map so it will not be used in ways that the bureau would not be comfortable with. Also, maps are expensive to create. The CVB currently does not have a policy for these requests. Discussion followed regarding charging for usage, what type(s) of entities could use the map, whether to allow users to change or enhance the map, etc. Consensus was that the staff should continue in the manner in which they have been handling requests on a case-by-case basis.

iv.               Value-Added Opportunities: Ernzen passed out copies of this year’s sales kit for value-added opportunities offered to the 2006 Visitor Guide advertisers. She noted that she changed the pricing structure for the direct mail inserts to reflect different pricing for demographic and geographic targets. Web and email marketing program pricing will remain the same for 2006.

v.                 Proposed John Q. Hammons Property: Billings stated that she was interviewed by local reporters for an article regarding a proposed Hammons conference facility downtown. She said that she was not aware of any solid details of the facility, and that Hammons had not gone before the Planning Commission, City Commission or other local officials. The project could not begin until all paperwork is filed with the city and they have approved it. Discussion followed about the location, public reaction to the proposal and the importance of the Holiday Inn/Holidome to the Lawrence economy.

Staff Updates of Involvement

Heritage Area: Billings reported that she was on a conference call with staffers from Sen. Brownback, Talent (Mo.) and Thomas (N.Y., committee chair) to discuss wording of the bill to give up to 12 Missouri counties the option of joining the heritage area. In addition, Billings noted that there is movement in the package of heritage area bills. The planning committee continues to meet monthly to work on marketing and administrative strategic planning.

Sunflower Film Festival: Billings announced that the film festival is beginning to take shape. Gov. Sebelius is interested in making it happen and the state Film Commission is involved in the planning. Billings said the group is looking at an October 2006 date that will not interfere with a KU football home game.

Online Hotel Booking: Ernzen stated that the online booking numbers are down from the previous month, but that activity has picked up in the past seven days. Ernzen expects booking numbers to return to normal in July.

General Marketing: Henderson announced that the CVB submitted information to the Kansas Getaway Guide for 24 attractions, all accommodations and annual events. The CVB provides this service each year and also pays for the listings. The state prints 500,000 copies annually of the Getaway Guide.

Henderson will host a travel writer on July 7. The day will focus on Bleeding Kansas history.

She also passed around examples of the new ads developed as part of the integrated marketing campaign. The corresponding email templates will tie into the campaign by using many of the same images.


Sporting Events: Sanner announced that the AFA State Softball Tournament will be July 9-10, the AFA National Softball Tournament will be July 17-24 and the Sport2Sport basketball tournament will also occur in July. Approximately 135 teams will participate in the national softball tournament, with many slated to stay in Lawrence the entire week. Sanner continues to work closely with the AFA organizers, helping to book teams in Lawrence hotels and soliciting advertisers for the event program.

 

In addition, Sanner has submitted bids for the USA Disabled Water Skiing National Championships and the National Collegiate Weightlifting Championships for 2007.

 

Conferences: Sanner reported that Kansas Department of Parks & Recreation has tabled its decision on the 2007 conference location until its next meeting. Lawrence is one of four finalists.

 

Other

Billings announced that the New York Times ran a large article about The World Company and Lawrence on the front page of its business section.

 

In addition, Karen Christilles agreed to be reappointed to the CVB board, Michael Moore, the new general manager for the SpringHill Suites, will take Dave Horstman’s board appointment and there is still one more vacancy to fill.

 

If anyone is interested in joining the film festival committee, contact Billings.

 

Discussion arose about how much the CVB charges for its information. Billings stated that the CVB does not charge for information, although some other communities do charge.

 

Meeting Adjourned

 

Schedule of Upcoming Meetings:

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

Tuesday, August 23, 2005, 4:00 pm at Eldridge Hotel, 701 Massachusetts

Tuesday, September 27, 2005, 4:00 pm at Eldridge Hotel

Tuesday, September 25, 2005, 4:00 pm at Eldridge Hotel