City of Lawrence
Lawrence Convention & Visitors Bureau Advisory Board
Tuesday, August 23, 2005 minutes
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MEMBERS PRESENT: |
Doug Holiday, Kate Kelly, Brad Kemp, David Longhurst, Michael Moore, Bob Schumm
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MEMBERS ABSENT: |
Doug Holiday, Kate Kelly, Brad Kemp, David Longhurst, Michael Moore, Bob Schumm
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STAFF PRESENT: |
Judy Billings, Brandy Ernzen, Susan Henderson, Bob Sanner, Debbie White |
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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 Judy Billings. Longhurst moved, Kemp seconded to approve the minutes as presented. Motion carried.
Financial Report
Billings discussed the monthly financial reports and noted that the CVB is on track to hit the 1999 room revenue numbers based upon voluntary reporting by the hotels. Guest tax collection is up slightly, as is the ADR. Billings noted that there are still outstanding receivables from the 2004 Visitor Guide; the second half of 2005 Visitor Guide invoices have been billed. Monies held over from last year are now included in the Special Projects line item. Income received in the Miscellaneous Income line item is from online sporting event registration. The advertising budget, like many other line items, will be spent this fall for fall and winter advertising buys.
Old Business
i. Continue discussion of CVB’s involvement with annual events: Billings informed the board that the CVB is offering a Web presence for the Lawrence Indian Art Show and the Farm Tour and asked the board for its advice on which events to continue to offer this service. Discussion followed, with members agreeing that qualified events should advance the CVB’s goals, including events related to BKNHA and Art of a City. The CVB could also put events’ logos on the home page with a link to the specific page on the site. Billings said the CVB would like to group all holiday events on one page to be user-friendly; the board agreed. Schumm noted that posting these events should be at the discretion of Billings; if there is an event that is questionable, then go to the board. Board members advised against charging events and organizations for this service.
ii. Continue discussion of Web site sponsorship: Ernzen said that she discussed the logistics of Web site sponsorship with Pilgrim Page and they have come up with a framework of a sponsorship idea. Instead of selling homepage sponsorships or other promotional spots that could potentially cannibalize the online booking system, she suggested offering value-added coupons to visitors that book their hotel room through the online booking system. The additional savings would be a benefit to the customer as well as an incentive to use the booking system again in the future. Individual businesses would pay to offer their coupon or value-added items. Ernzen will continue to work on the fee structure and technical logistics for this opportunity. Discussion followed. The board asked that Ernzen tout the additional savings throughout the booking process instead of just having it appear as a surprise to the user at the end of the booking transaction.
New Business
i. Budget input and timeline for 2006: Billings noted that the staff is beginning to work on goals and budgeting for the 2006 year. The staff has developed a few new initiatives, including a Start Here meeting/conventions campaign, for the new year. The final CVB budget will be approved in mid-November along with the Chamber of Commerce budget. Billings encouraged board members to contact her if they have input on current CVB projects, new ideas or how the CVB budgets its resources.
Staff
Updates of Involvement
Conferences & Sporting Events: Sanner
reported that he is sending letters to all department chairs at KU to introduce
the CVB’s conference services. He continues to meet with Kansas Society of
Association Executives (KSAE) in Topeka to showcase Lawrence as a meeting/convention destination.
Lawrence has been awarded the 2008 Collegiate Weightlifting Championships to be held at Coffin Sports Complex on the Haskell Indian Nations University campus. Sanner said that the Kansas Parks & Recreation Association has postponed the decision about the 2009 convention until November. Sanner continues to lobby for Lawrence to host this event.
Sanner clarified the bid process based upon discussion generated by the board.
Heritage Area: Billings showed the board copies of the BKNHA brochure and explained its purpose as an educational tool and leave-behind. Although the bill designating the area as a National Heritage Area passed the Senate, it remains in the House.
Online Hotel Booking/Web site: Ernzen stated that the online booking numbers are up quite significantly for this month compared to the same time last year. Ernzen continues to add information to the Web site such as maps, information on agritourism experiences and more. In addition, she is gearing up for the fall Visitor Guide mailing, including calling on advertising to follow up on sponsorship opportunities.
Visitor Information Center: White announced that she and Ernzen created an email-based survey for visitors who include their email address on the Visitor Center logs. White will begin the email program shortly, and feedback collected will be used to enhance the Visitor Information Center as well as be entered into the database. Respondents will also be entered to win a quarterly weekend getaway to Lawrence.
There was discussion about purchasing a billboard to promote the Visitor Information Center from the highway, and whether the state had funds available for this.
General Marketing: Henderson announced that the 05-06 Visitor Guide should be on-press by the end of next week. In addition, she worked with a writer with National Geographic Traveler where Lawrence was featured in an article in its August issue. This publication’s circulation is 5.7 million subscribers, and the advertising equivalent for the editorial coverage is $81,520.
Henderson continues to track the advertising response and is starting the Stay the Night campaign ads. She plans to contract with Ruf Strategic Solutions for maps detailing potential target markets for the campaign.
Dave Eckert with PBS’ Culinary Travels series will film at Free State Brewing Co. and WheatFields later this week. The series focuses on food and communities throughout the region and the world.
Meeting Adjourned
Schedule of Upcoming
Meetings:
Tuesday, September 27, 2005, 4:00 pm at Eldridge Hotel
Tuesday, October 25, 2005, 4:00 pm at Eldridge Hotel
Tuesday, November 22, 2005, 4:00 pm at SpringHill Suites by Marriott, 1 Riverfront Plaza (NOTE: This meeting has traditionally be cancelled due to the Thanksgiving holiday)
Tuesday, December 27, 2005, 4:00 pm at SpringHill Suites by Marriott
Tuesday, January 24, 2005, 4:00 pm at SpringHill Suites by Marriott