HomeMy WebLinkAboutAgenda_CVB_02.10.2022Notice of Meeting for the
Conv ention and Visitors Bureau Adv isory Board
of the City of Georgetown
F ebruary 10, 2022 at 8:30 AM
at Visitors Center Conference Room, 103 W. 7th Street
T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable
as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's
O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin
Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay
Texas at 711.
Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A Welcome/C all to order – Karen S oeffker, C VB Board C hair
B Disc ussion and possible action regarding approval of the November 11, 2021, meeting minutes – Karen
S oeffker, C VB Board C hair
C Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for the Texas S tate
Historical Assoc iation (2/26/25-3/1/25) - C ari M iller, Tourism M anager
D Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for the Texas C ounc il of
Teachers of Englis h Language Arts Annual C onferenc e (1/19/23-1/22/23) - C ari M iller, Tourism
M anager
E S taff R eport - C ari Miller, Tourism Manager
Adjournment
Adjournment
Ce rtificate of Posting
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily
acc es s ible to the general public as required by law, on the _____ day of _________________, 2022, at
__________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said
meeting.
__________________________________
R obyn Dens more, C ity S ec retary
Page 1 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
Welc ome/C all to order – Karen S oeffker, C VB Board C hair
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
Page 2 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding approval of the November 11, 2021, meeting minutes – Karen
S oeffker, C VB Board C hair
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
Page 3 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
Dis cus s ion and pos s ible ac tion to approve a Hotel C onference & Meeting G rant for the Texas S tate
His toric al As s ociation (2/26/25-3/1/25) - C ari M iller, Tourism M anager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
Hotel O c cupanc y Tax F unds are available
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
AT TAC H ME N T S:
Description Type
Grant Application Backup Material
Page 4 of 15
Page 5 of 15
Page 6 of 15
Page 7 of 15
Page 8 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
Dis cus s ion and pos s ible ac tion to approve a Hotel C onference & Meeting G rant for the Texas C ouncil of
Teac hers of English Language Arts Annual C onference (1/19/23-1/22/23) - C ari M iller, Tourism M anager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
Hotel O c cupanc y Tax funds are available
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
AT TAC H ME N T S:
Description Type
Grant Application Backup Material
Page 9 of 15
Page 4 of 7
Grant Application Form
Section 1: General Information
Event/Meeting Name
_
Organization Name
_
Organization Address City State Zip
Contact Name Contact Phone Contact Email
Event Dates Event Location/City
Section 2: Event Information/Classification
_ _
Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak
Section 3: Event Description
_
Section 4: Funds Use Description
_
Page 10 of 15
Page 5 of 7
Section 5: Reporting
Reports from hotel(s) must be submitted to the Georgetown Convention & Visitors Bureau no later than
15 working days after the event. These reports are subject to audit. Your final report must include actual
hotel rooms consumed, estimated hotel tax collected, likelihood of return, and any other pertinent
information.
Organization / Event Name:
Please provide supporting narrative below:
Page 11 of 15
Page 6 of 7
SECTION 6: CERTIFICATION
I certify that the information contained in this grant application is complete and accurate, and that it
fully discloses the scope and intent of my request for funding from the Georgetown Convention &
Visitors Bureau Grant Program.
I agree to comply with the Georgetown CVB’s requests for information regarding the use of awarded
funds and to provide access to accounting records related to these funds.
I acknowledge that, if expenditure of funds is approved, such approval will be for transportation
expenditures which must be adhered to within the maximum approved amount.
This application is made for the sole purpose of receiving grant funding under the Georgetown CVB
Hotel Conference & Meeting Program.
The information contained in this grant application is true to the best of my knowledge and belief. I
understand that it is unlawful for a person to willfully and knowingly make or cause to be made, or
assist, conspire with or urge another to make or cause to be made, any false, fraudulent or misleading
oral or written statement to obtain grant funds as provided by this program.
I accept and agree to be bound by the terms and conditions of this grant program as administered by
the Georgetown CVB in compliance with current federal, state and local laws.
Applicant Name
Title
Hotel Property
Organization / Event requesting Transportation Grant
Signature
Date
Page 12 of 15
Page 7 of 7
Section 7: Grant Evaluation Criteria
The following criteria will be used to establish a priority for the awarding of grants. In the space
provided, please type your answer to each question. Be as brief as possible.
Why is this piece of business important to your hotel? Provide any other reasons why you are
seeking grant funding for this business. (e.g. slow season, good peak, possible return in rotation
cycle for future business, etc.)
How many total overnight stays will be generated from this meeting or event?
What other area(s) and/or hotel(s) are competing for this business?
Identify the amount of room revenue, as well as any other revenues generated. (e.g. food &
beverage, free dining night out, rentals, etc.)
What concessions, discount assistance have you already offered? Specify in-kind or dollar amount.
Room Block per Day Room Rate Room Revenue
Organization / Event Name:
Please attach supporting documentation, including a Request for Proposal (RFP), area proposals,
competition, etc. All applications will be evaluated by the Georgetown CVB. Once submitted, the
awarding of a grant will be communicated to the property.
Page 13 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
S taff R eport - C ari Miller, Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
Page 14 of 15
City of Georgetown, Texas
Convention and Visitors Bureau
February 10, 2022
S UB J E C T:
Adjournment
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Tourism Manager
Page 15 of 15