HomeMy WebLinkAboutAgenda_CVB_02.06.2020Notice of Meeting for the
Conv ention and Visitors Bureau Adv isory Board
of the City of Georgetown
F ebruary 6, 2020 at 8:30 AM
at Georgetown Visitor Center, 103 W. 7th Street, Georgetown, T X
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 O rder - R ita Healy, C VB Board C hair
B Disc ussion and possible action regarding approval of the January 9, 2019 minutes – R ita Healy, C VB
Board C hair
C F all 2019 Texas Masters P ic kleball Tournament Hotel O c cupanc y Tax G rant F ollow-up R eport
P resentation - C ari Miller, Touris m Manager
D Disc ussion and possible action to approve a Hotel O cc upancy Tax R eimbursement G rant for S pring
2020 Texas Mas ters P ickleball Tournament– C ari Miller, Touris m Manager
E Disc ussion and possible action to approve a Hotel O cc upancy Tax R eimbursement G rant for the
G eorgetown F ilm F es tival & C onferenc e – C ari Miller, Tourism Manager
F Disc ussion and possible action to approve a Trans portation G rant for the Texas Health & Human
S ervices C ommis s ion – C ari Miller, Touris m Manager
G Disc ussion and possible action to develop and approve a Destination Vision S tatement - C ari Miller,
Tourism Manager
H Disc ussion and possible action regarding advertis ing and media exposure - 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 _________________, 2020, at
__________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said
meeting.
__________________________________
Page 1 of 16
R obyn Dens more, C ity S ec retary
Page 2 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Welc ome/C all to O rder - R ita Healy, 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:
Page 3 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding approval of the January 9, 2019 minutes – R ita Healy, C VB
Board C hair
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
Page 4 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
F all 2019 Texas Mas ters P ickleball Tournament Hotel O cc upancy Tax G rant F ollow-up R eport
P res entation - C ari Miller, Tourism Manager
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller
Page 5 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion to approve a Hotel O c cupanc y Tax R eimburs ement G rant for S pring 2020
Texas Mas ters P ickleball Tournament– C ari Miller, Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
F unds are available in 201-5-0208-51-132
S UB MIT T E D B Y:
C ari Miller
Page 6 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion to approve a Hotel O c cupanc y Tax R eimburs ement G rant for the
G eorgetown F ilm F estival & C onference – C ari Miller, Touris m Manager
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
F unds are available in 201-5-0208-51-132
S UB MIT T E D B Y:
C ari Miller
AT TAC H ME N T S:
Description Type
GTX Film Festival HOT Grant Application Cover Memo
Page 7 of 16
3
HOT Reimbursement Grant Application
Organization/Business Information
Today’s Date:___________________ Event Date:______________________
Name of Organization/Business:____________________________________
Mailing Address:__________________________________________________
City, State, Zip: ___________________________________________________
Contact Name:____________________________________________________
Contact Phone Number: _________________ E-mail: _____________________
Is your organization/business: Non-Profit ____ Private/For Profit ___ Tax ID #: ______
Purpose of your organization/business:
Event or Expenditure Description
Please answer all items that apply to your request.
Name of your event/expenditure: ________________________________________
Website address of your event/expenditure:_______________________________
Date(s) of event/expenditure:____________________________________________
Which Expenditure Category from page 2 is most relevant to your
project/event?__________________________________________________________
How will the funds be used to promote hotels and overnight stays in Georgetown?
_______________________________________________________________________
_______________________________________________________________________
Primary location of event/expenditure: ___________________________________
How many years have you held this event: _________________________________
If previously funded, have additional activities been added or expanded? ______
If yes, please explain: ______________________________________________
Page 8 of 16
4
Number of total persons expected to attend this event/expenditure: _____________
# Georgetown Residents ____________ # Outside Georgetown Area____________
Approximate number of people attending/visiting event/expenditure will stay overnight in
Georgetown hotels, motels or bed & breakfasts? ____________________________
List host hotel and hotels that currently have a block of rooms for this event:
Hotel # of Rooms Blocked Room Rate
_______________________ ____________________ ____________
_______________________ ____________________ ____________
_______________________ ____________________ ____________
_______________________ _____________________ ____________
How will you measure the impact of your event on hotel activity?
________________________________________________________________________
________________________________________________________________________
Required Documents:
______Eight copies of completed application
______Itemized, detailed list of expenditures relevant for HOT revenue use
______Advertising / Marketing Plan, including target audience
______List of Board of Directors with contact phone numbers
______Event planning timeline, if applicable
______Schedule of activities relating to your event/expenditure
______Prior year financial report – New Request
Funding Request:
Amount Requested: $_______________________________
Amount granted in past for same event or expenditure: $__________________________
Do you anticipate requesting a HOT Reimbursement Grant next year? If so, for what amount?
_______________________
Reminder - HOT Grants are intended to assist with start-up events/projects. HOT Grants will be awarded
for a maximum of 3 years. The CVB Board will have the discretion to extend that number if deemed
appropriate.
If you have received a HOT Grant for more than 3 years, please explain the need for continued funding?
Page 9 of 16
5
HOT Reimbursement Grant Agreement Form
Please return completed application with necessary attachments and signature to the Georgetown Convention &
Visitors Bureau, 103 W. 7th St. or P.O. Box 409, Georgetown, TX 78627 no later than 60 days prior to event or
project. If you have any application questions,
please contact Cari Miller, Tourism Manager at 512/930-3585.
I fully understand the HOT Reimbursement Grant Application Process, Rules Governing the
Application and the Reimbursement Process established by the Georgetown CVB Board. I
intend to use this grant for the aforementioned event/project to forward the efforts of the
Georgetown CVB in directly enhancing and promoting tourism and the convention and hotel
industry by attracting visitors from outside Georgetown into the city or its vicinity.
I have read the HOT Reimbursement Grant Application Process including the Rules Governing
the Application and the Reimbursement Process.
I understand that if I am awarded a HOT Reimbursement Grant by the Georgetown CVB Board,
any deviation from the approved project or from the Rules Governing the Application may
result in the partial or total withdrawal of the HOT Reimbursement Grant.
____________
Business/Organization Name
Applicant’s Signature Date
CVB Board Recommendation
Amount Granted: $___________________________________
Conditions of Grant: ___________________________________________________________
____________________________________________________________________________
CVB Board Approval Signature Date
Page 10 of 16
6
Georgetown Accommodations
Hotels/Motels
Name Units Location Phone
Best Western Plus 76 600 San Gabriel Village Blvd. (512) 868-8555
Budget Inn 22 1908 South Austin Avenue (512) 869-0709
Candlewood Suites 71 451 N. IH 35 (512) 591-7888
Comfort Suites 69 11 Waters Edge Circle (512) 863-7544
Motel 6 54 1005 Leander Rd. (512) 863-7504
Roadway Inn 47 209 N. IH 35 (512) 863-5572
Hampton Inn & Suites 78 160 River Oaks Cove (512) 688-5300
Holiday Inn Express 74 431 N Interstate 35 (512) 591-7890
Days Inn 99 333 N. IH 35 (512) 869-2541
Sheraton Hotel 220 1101 Woodlawn Avenue (737) 444-2700
Page 11 of 16
Participant Study
Thank you for helping us gather this important data. The following questions must be
included in the survey distributed to event participants.
Name of Event:
Tourist’s Zip code:
Did you stay in a Georgetown hotel, motel, bed & breakfast or short-term rental?
Yes
No
If yes, where did you stay?
Best Western Plus Hampton Inn & Suites
Budget Inn Holiday Inn Express & Suites
Candlewood Suites Motel 6
Comfort Suites Sheraton
Roadway Inn Days Inn
Other:
If yes, how many nights:
Including you, how many people were in your travel party?
How many days were you in Georgetown?
What is the approximate dollar amount that your entire group spent in Georgetown in
each of the following categories?
Hotel, motel, bed & breakfast or
short-term rental
Restaurants, concessions, or bars
Gasoline and convenience stores
(gas, oil, repairs, etc.)
RV Parks
Retail Stores (clothing, souvenirs,
gifts, etc.)
Any other expenses
Comments | Suggestions
Page 12 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion to approve a Transportation G rant for the Texas Health & Human S ervic es
C ommis s ion – C ari Miller, Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
F unds are available in 201-5-0208-51-750
S UB MIT T E D B Y:
C ari Miller
Page 13 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion to develop and approve a Des tination Vis ion S tatement - 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
Page 14 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding advertising and media expos ure - 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
Page 15 of 16
City of Georgetown, Texas
Convention and Visitors Bureau
February 6, 2020
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
Page 16 of 16