Lawrence Convention & Visitors Bureau Advisory Board
Wednesday, October 26, 2011
Attending Board Members: Jason Edmonds, Cathy Hamilton, Katy Ibsen & David Johnston
City Liaison: Megan Gilliland
Attending Staff: Susan Henderson, Anne Dillon, Ashlee Gregory, Bob Sanner & Keith Manies
Not attending: Sam Bhatka, Doug Gaumer, Jeanie Hetrick, Stephen Horton, Nancy Longhurst, Tim Van Leer & Constance Wolf
David Johnston called the meeting to order, Ibsen moved for approval of the minutes as presented, Hamilton seconded and the motion carried.
Financials
Henderson reported that the LCVB has received 50% of its budgeted income from
the city and transient guest tax appears to be on track to come in at more than
the budgeted amount
Ibsen asked about the Media Relations account and what activities that account supports. Henderson reported that those funds are spent on a high-resolution photo hosting website annual fee and on hosting travel writers and familiarization tours year to date. Henderson noted that the majority of those resources went toward the lodging of those writers, because the LCVB usually pays rack rate on their rooms. Most of those tours are conducted in conjunction with Kansas Travel & Tourism.
Currently transient guest tax collection is above the amount through September of 2010. It appears that the LCVB will not have any problems meeting its budget; any funds collected over the budgeted amount transferred by City into the transient guest tax reserve fund.
In addition, Henderson pointed out that based on voluntary reporting it appears that that hotel occupancy is rebounding with the revenue per available room up.
Old Business
Sanner reported on the bid submitted for the 2013 USA Track & Field Jr. Olympics. This is an eight to nine day event that could potentially bring 7,900 athletes and their parents to Lawrence. The site selection committee for the event came to town on October 9th, and the visit went well.
Although the issue had been addressed with USA Track & Field previous to the site visit, there were concerns regarding the track at Memorial Stadium. The 440 yard track was marketed as a 400 meter track, and USA Track & Field was unhappy with that discrepancy. Due to this disadvantage, the LCVB may pull out of the bidding process. However, Sanner mentioned that this process has strengthened the relationship between the LCVB and KU track which will be of benefit when the KU Olympic village is completed in 2014 offering the ability to host events such as the USA Track Field event.
Nominating
Committee
The LCVB nominating
committee will meet via telephone before the next board meeting to nominate a
replacement for Tim Shea, former GM of SpringHill Suites and Chris Marshall,
who has resigned his seat on the board due to extensive travel commitments A
new board President and Vice President will also be nominated, per the bylaws,
and presented to the board in December.
Advocacy Update
Henderson reported that the Travel Industry Association of Kansas (TIAK) executive committee had met with Governor Sam Brownback in September to discuss tourism initiatives across the state. He asked for recommendations regarding existing projects that would benefit from his involvement. The LCVB Submitted two ideas to the TIAK Executive Committee for consideration, including development of the Booth Hall of Athletics and stronger state support for existing designated State Historic Sites in our region.
David Johnston noted that a planning committee has been formed for KU’s Sesquicentennial celebration. Although in the early stages, the committee has sent out RFPs for related products. Henderson reported that both she and board member Cathy Hamilton had also attended a sub-committee meeting for community partners to plan Sesquicentennial events throughout the community.
Staff Updates
Anne Dillon
Dillon reported on
recent sales calls activity. To date, there have been 260 face-to-face meetings
with various meeting planners, and 23 RFPs provided to facilities in Lawrence. The
statewide Convention Sales Managers shirt-sleeve sessions are continuing to provide
the LCVB with an opportunity to share ideas and strategies with like
communities. The last meeting was held in conjunction with the Kansas Tourism Conference
providing an opportunity for the group to network. The next meeting will be
December 9 as several communities will already be in Topeka for the KSAE
Conference & Expo. Currently the Oread, and the Holiday Inn are the only
hotel properties that have signed up to attend the KSAE Expo, partnering with
the LCVB on December 8; all properties are welcome and encouraged to attend.
Dillon also noted that she will be attending DMAI (Destination Marketing Association International) Sales Academy I & II in November.
Keith Manies
Manies updated the board on the visitor guide mailing, which should be completed by mid-November. He also noted that his attendance at the TIAK conference offered a great opportunity for networking with others in the local travel industry. In addition, the expanded merchandise currently at the Visitor Information Center has been selling very well.
Bob Sanner
Sanner reported that he is pushing ahead with planning for the 2012 MS150 race, as well as the 2012 Tour of Lawrence. In addition, he is working on a bid for a Cyclo-Cross Racing event in January 2012. The bid is due November 15th.
Susan
Henderson
Henderson noted the
monthly LCVB updates included in the board packets. In addition, Henderson
reported that the annual TIAK conference held last week in Lawrence went very well
The LCVB and DMI are also beginning the budget process for 2012.
Ashlee
Gregory
Gregory updated the board on the CVB’s social media presence on facebook
and visitlawrence.com. With help from board member Katy Ibsen, the visitlawrence
Google Analytics information can be explored and gathered more effectively.
Along with other tools used by the LCVB, Google Analytics can offer insight
into our website traffic, helping to focus advertising dollars.
Meeting Adjourned
The next board meeting is scheduled December 21st, at the Carnegie Building.