HomeMy WebLinkAboutMinutes_CVB_10.14.2014Minutes of Medfi-n�g of the
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October 10, 2014
The mission of the Georgetown Convention and Visitors Bureau is to:
Encourage the community's economic success through promotion of Georgetown as a tourist destination.
Preserve, promote and enhance the cultural heritage and unique character of the community.
Attract visitors to maximize the financial impact of tourism on the community.
The Convention & Visitor Bureau Board met on Friday, October 10 at 8:30 am at Convention
and Visitors Bureau Office, located at 103 W. 7t1' Street, Georgetown, Texas.
Members Present: Don McCullough, Karen Soeffker, Steven Harris, Ray Dorton,
Christy Fisher
Members Absent: Shelly Patel
Staff Present: Cari Miller
1. Welcome/Call to Order — Meeting called to Order by Chair McCullough at 8:37 AM.
2. Discussion and possible action regarding approval of the August 22, 2014 minutes
Motion by Dorton, second by Harris to approve minutes from the August 22, 2014
meeting.
Approved 5-0
3. Red Poppy Festival Subcommittee Update
Soeffker provided an update from the Red Poppy Festival Subcommittee outlining
sponsorship information and an operational procedure review.
4. Discussion and possible action regarding Red Poppy Festival Sponsorship Fees
After discussion of sponsorship levels and rules and regulations the following motion was
made.
Motion by Soefiker, second by Harris to approve the new fee structure and rules and
regulations as presented. New fee structure and rules and regulations are attached.
Approved 5-0.
5. Discussion and possible action regarding advertising and media exposure and dates of
upcoming events.
Brief discussion of the advertising and media exposure and upcoming event dates was
conducted. CVB September Monthly Report is attached.
No action was taken.
6. Adjourn
Chair McCullough adjourned the meeting at 9:30 AM.
Cari Miller, Tourism Manager
11-N—N
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Sponsorship Opportunities
$5,000 Field mfPoppies Level
* Statewide visibility through logo inclusion onTVand print promotion*
° Continuous on-stage acknowledgement
• Large banner ad in prime visibility location on RedPoppyFestival.com displayed on
every web page with link hoyour website
• Logo onfront page ofofficial Red Poppy Festival Pronsnn(disthbubadotevent)
° Logo onRed Poppy Rack Card (distributed statewide) *must commit byDec. 1, 2014
0 Logo included inCity Lights Theater On -Screen Festival Advertisement
* Large Logo onbanner across top ofRed Poppy Stage
w Large logo onOfficial Red Poppy Festival Poster
° Large logo inprime space onOfficial Festival T-shirt
p Logo onRedPoppyFesUva|.uomSponsor Page with link toyour website
~ Logo onRed Poppy Festival odonExplore Georgetown, Texas mobile app
0 Prime comer location exhibitor booth
* 2VIP Tables (Oseats per table) etFriday and Saturday Night Concerts
* 2VIP parking passes
^ 1OOfficial Festival T-shirts
* Opportunity toparticipate inRed Poppy Festival Parade
° Opportunity toshow community involvement and civic support
w Recognition inpost-event print ad
$3`000 Red Poppy Level
^ Statewide visibility through name inclusion onTVand print promotion*
° On-stage acknowledgement
° Rotating banner adunevery RedPoppyFeoUmaicomweb page and link hoyour
website
= Logo onbanner across top ofRed Poppy Stage
~ Logo inofficial Red Poppy Festival Program (distributed edevent)
* Logo onRadPoppyFoativeicomSponsor Page with link toyour website
w Logo onOfficial Red Poppy Festival Poster
w Prime corner location exhibitor booth
° Logo inprime space onOfficial Festival T-shirt
" 1VIP Table (8seats per table) etFriday and Saturday Night Concerts
0 8Official Festival T-shirts
w Opportunity toparticipate inRed Poppy Festival Parade
w Opportunity toshow community involvement and civic support
0 Recognition inpost-event print ad
$2,000 Bloom Level
* Statewide visibility through name inclusion onprint promotion*
• Name inofficial Red Poppy Festival Program (distributed atevent)
* Name onOfficial Red Poppy Festival Poster
» Logo onRadPoppyRsoUvaicomSponsor Page with link toyour website
* Prime comer location exhibitor booth
* Name on ()ffiuia| Festival T-shirt
w 5Official Festival T-shirts
* Opportunity toparticipate inRed Poppy Festival Parade
p Opportunity boshow community involvement and civic support
° Recognition inpost-event print sd
$1'000 Bud Level
w Name onRedPoppyFeotivoicomSponsor Page
• Complimentary exhibitor booth
* Opportunity toparticipate inRed Poppy Festival Parade
• Opportunity toshow community involvement and civic support
Recognition inpost-event print od
Seedling Donation .
Your donation will begreatly appreciated and used asneeded for this year's Red Poppy
Festival. You will receive recognition inpost-event print ad.
*The 2O14Red Poppy Festival was advertised and promoted statewide and locally through o
variety ofmedia, including Texas Highways, Texas Events Calendar, TourTexaaoom.Williamson
County Sun, Community Impact, Focus Magazine, City Lights Georgetown Theatre commercials
and SuddenLink cable commercials in Georgetown, Leander, Pflugerville, and Hill Country
Region.
Sponsors
Sponsor levels and benefits will be determined annually by the CVB Board.
Sponsorship Rules and Regulations:
® Limit 12 sponsor booths available (this is a Festival not a business showcase)
• Merchants within the downtown overlay district (map attached) will receive a 20%
discount on sponsor fees.
• No multi-level marketing sponsor booths
• Due to the Red Poppy Festival being a hand-crafted show, resale will not be permitted.
• All sponsor booths must be must be approved by the Red Poppy Festival Executive
Committee.
In-kind sponsors must justify the value of their services and be approved by the Red
Poppy Festival Executive Committee.
Downtown & Community Services
111.'onvention &S, Visitors Kire(aLl
Monthly Review -September 2014
7GE 0 R G Effs' 6
Georgetown Tourism by Numbers TEXAS
$49,728 Total amount of HOT collected in August (2013 = $42,665)
1,694 Visitors to the Visitor Center for the month of September (2013=1,447)
3,291 Visitor guides mailed to advertising leads
14,422 Visitgeorgetown.com website hits (2013 = 10,635)
73% New visitors
2.73 Pages viewed per visit
2,996 Mobile App Users (2013 = 1,880)
3,269 Facebook Fans
27,205 Post Views
1,392 Twitter Followers
Website/Social Media/Advertising
• Posted to Live and Play in Georgetown, Texas Facebook, twitter.com/funingeorgetown, YouTube,
Instagram and Google +
® Began Google AdWords and retargeting banner on-line advertising
® Sent weekly mobile app push notifications for September Sunday Funday events and for Art & Wine in the
Square
® Began updating RedPoppyFestival.com with 2015 event information
® Print ad in the 2014 See Texas First Fall Publication (1,275,755 copies distributed)
Administration
• Coordinated 2014 Best of Georgetown Contest
• Announced Call For 2015 Red Poppy Festival Artwork
® Partnered with the Downtown Georgetown Association, the Williamson Museum and the Main Street
Program to coordinate September Sunday Funday project
® Began planning 2014 Christmas Stroll Parade
• Began planning 2014 Lighting of the Square
® Continued coordinating 5th Annual AirFest
• Held Red Poppy Festival CVB Subcommittee Meeting
• Sent weekly Georgetown Happenings! Email
• Conducted tours for new City Employees