City of Lawrence
Lawrence Convention & Visitors Bureau Advisory Board
Tuesday, May 24, 2005 minutes
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MEMBERS PRESENT: |
Ron Desch, Doug Holiday, Kate Kelly, Brad Kemp, Don Johnston, David Longhurst, Maria Martin, Constance Wolfe |
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MEMBERS ABSENT: |
Karen Christilles, Derek Felch, Dave Horstman, Richard Johnson
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STAFF PRESENT: |
Judy Billings, Brandy Ernzen, Susan Henderson, Bob Sanner |
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CITY LIAISON |
Lisa Patterson, absent
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PUBLIC PRESENT: |
none
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The meeting was called to order by Maria Martin. Longhurst moved, Holiday seconded to approve the minutes as presented. Motion carried.
Financial Report
Billings discussed the monthly financial reports and noted that the CVB continues to send invoices on receivables for the 2004 Visitor Guide. There is approximately $13,000 in receivables for the 2005 Visitor Guide. Billings pointed out and explained the miscoded revenue and expenditures related to the KLM Marketing Solutions-produced sporting events.
Guest tax was down for April. Two of the intermediate-sized hotel properties did not report occupancy and revenue figures for April, so the voluntary reporting numbers are somewhat skewed. However, they remain a good estimate for looking at overall trends in the local hotel industry.
Old Business
i. Tear-Off Map Project: Ernzen announced that a printer has been selected for the tear-off maps and that edits to the map have been sent to Reeder & Co. Ernzen continues to work on sponsorships for the project based on board member feedback on potential sponsors.
New Business
i. Photo Shoot for IMC: Henderson reported that she coordinated a photo shoot to get pictures for the new integrated marketing campaign. These photos will be used in direct mail, print advertising, email newsletters and more. Models included board members Kelly and Kemp.
ii. Board Vacancies: Billings mentioned that there are two openings on the board: Dave Horstman from SpringHill Suites and Richard Johnson from the University of Kansas have each submitted resignations from their professional positions. Suggestions for replacements are welcome, and the board discussed recommendations.
Staff Updates of Involvement
Sporting Events: Sanner announced that the National Collegiate Cycling Road Championships brought in 92 teams (approximately 360 participants) from across the country, and that it was lauded as a great event for the athletes. USA Cycling’s CEO was quoted as saying it was the best USA collegiate event ever, and that the courses were safe yet challenging. The Sunflower Outdoor & Bike Open Criterium had 31 participants earlier in the day. Sanner felt that the event accomplished the mission of offering a quality event and showcasing the area. According to local hotels, more than 600 hotel nights were generated by the championships.
The support from local and regional fire, EMS and police groups was important in the weekend’s success. For next year, Sanner is looking for ways to work with downtown merchants to get their buy-in for a successful event. USA Cycling can grant Lawrence the event for the next four years.
The AFA National Softball Tournament is approximately two months away. All of the upper-tier hotels are already sold out for the week of July 18-23.
Conferences: Sanner announced that he submitted a bid for the 2008 Kansas Parks & Recreation Convention, a four-day, 900-attendee conference. This conference will likely be held from Sunday-Thursday and in the first quarter.
Sanner is also working with the Hall Center for the Humanities staff on an international conference, as well as with the KU Department of Economics on three separate conferences. The largest conference would bring approximately 500 visitors.
The VA Hospital will host a two- to three-day retreat for doctors from Topeka and Leavenworth. Sanner is helping with details.
Board members questioned whether the Holidome’s bankruptcy status would affect conference business. Sanner said he does field requests from event planners regarding the Holidome, and it does hurt prospects. Billings and Sanner both stated that the Holidome is needed in Lawrence because otherwise the city will miss out on conference business. Also, the busier the Holidome is, the better for all other local hotel properties. Desch asked if there was anything the city could do to help the Holidome financially. Discussion followed.
Members also asked about a proposed John Q. Hammons property in Lawrence. Billings said that it is her understanding that the company may be interested in a conference center and land near the Holidome but nothing definite is known. Lawrence did not solicit Hammons (like other cities have) but having a Hammons property here would be good for the community. Typically the company asks for many tax incentives to locate in a city, but normally Lawrence city officials would not offer that level of incentives to an incoming hotel.
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 high-ranking committee member, is interested in approving the bill but wants 12 Missouri counties included in the Heritage Area designation. Sen. Brownback’s office is working to negotiate as part of a management package of bills, but this is a complex process. Billings is waiting to hear more about this new development. Discussion followed regarding the implications of adding 12 counties, including funding and overall management of the area.
Billings also noted that the planning group continues to meet monthly and further organize and document the heritage throughout the area.
Online Booking & Packaging: Ernzen reported that online booking reservations continue to climb for May. 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 five travel writers. In addition, a writer that Beverly Hurley, the state travel and tourism public relations consultant, hosted a writer while in New York. This writer is interested in visiting Lawrence in September to cover the restaurant scene.
Hospitality Training: Ernzen reported that the April 28 hospitality training was a success, with 22 hotel employees attending. The evaluations received so far have been very positive. The hospitality training committee is beginning to work on the August training session. Desch stated that the committee should not be afraid to repeat well-received programs.
Ruf Strategic Solutions: Henderson presented an overview of the analysis of the CVB’s visitor database. Ruf Strategic Solutions provides database analysis, specializing in the travel industry and CVBs. They analyzed the CVB database and then overlaid it on their database to find common traits. Ruf linked people based upon lifestyle, media, demographic and psychographic traits. Henderson passed around notebooks containing the in-depth findings, which contain information on both inquiries and actual visits (based on the CVB survey responses). The maps Ruf provided plot where the inquiries come from as well as geographic penetration. This information will help the CVB decide if and where to place regional media buys, whether there are additional markets that have not been explored fully and how to effectively use its media budget to find more like-minded visitors. In addition, the state travel and tourism department is working with Ruf on similar research. The CVB is serving as a “test market” for Kansas tourism and there will be opportunities to partner with the state for more research in the future.
Database Article: Henderson passed around copies of an article detailing the CVB’s setup and use of its visitor database. The article was written by Ernzen for CenStates TTRA’s newsletter. CenStates TTRA is comprised of CVBs from the region as well as tourism-related research agencies.
Other
Ernzen asked that the group begin thinking of where to hold the August-October board meetings. Discussion followed; the Eldridge Hotel was suggested. Ernzen will confirm with Longhurst before the next meeting.
In addition, it was noted that the Eldridge Hotel purchased the former Mojo’s building to offer valet parking.
Meeting Adjourned
Schedule of Upcoming
Meetings:
Tuesday, June 28, 2005, 4:00 pm at Bigg’s Bar & Grill
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