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HomeMy WebLinkAboutAgenda_CVB_07.14.2022Notice of Meeting for the Conv ention and Visitors Bureau Adv isory Board of the City of Georgetown July 14, 2022 at 1:30 P M 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 – K aren S oeffker, C V B B oard C hair B Disc ussion and possible action regarding approval of the April 14, 2022 minutes –K aren S oeffker, C V B B oard C hair C Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for I BT Us er C onferenc e 2022 (10/9/22-10/11/22) - C ari M iller, Tourism M anager D Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for Texas-O klahoma District of Kiwanis International C onference (8/4/22-8/7/22) - C ari M iller, Tourism M anager E Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for R educetarian F oundation S ummit 2023 (10/3/23-10/8/23) - Cari Miller, Tourism M anager F Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for Texas Bankers Assoc iation - C omplianc e & Update S c hool (4/15/23-4/21/23) - C ari Miller, Tourism Manager 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 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 2022 S UB J E C T: Welc ome/C all to order – K aren S oeffker, C V B B oard 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 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 2022 S UB J E C T: Dis cus s ion and pos s ible ac tion regarding approval of the April 14, 2022 minutes –K aren S oeffker, C V B B oard 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 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 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 I BT User C onference 2022 (10/9/22-10/11/22) - 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 24 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 5 of 24 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 6 of 24 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 7 of 24 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 8 of 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 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 Texas -O klahoma Dis tric t of Kiwanis International C onferenc e (8/4/22-8/7/22) - 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 9 of 24 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 24 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 24 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 24 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 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 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 R educ etarian F oundation S ummit 2023 (10/3/23-10/8/23) - C ari M iller, Tourism Manager IT E M S UMMARY: N/A F IN AN C IAL IMPAC T: Hotel O c cupanc y 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 14 of 24 Page 1 of 6 Grant Application Form Section 1: General Information Reducetarian 2023 Event/Meeting Name Reducetarian Foundation _ Organization Name c/o Blu Diamond Events 2107 9th Ave. NW Calgary, AB Canada T2N1E5 _ Organization Address City State Zip Morgan Davenport 626.392.7968 morganbludiamond@gmail.com Contact Name Contact Phone Contact Email October 3 – 8, 2023 Georgetown Event Dates Event Location/City Section 2: Event Information/Classification $2500 300 150 peak Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak Section 3: Event Description At the summit, they listen to speakers, workshops, network and learn about the latest plant based products. They also eat a lot of plant based meals…our chef has to create vegetarian menus. _ Section 4: Transportation Description Transportation costs from airport to be assisted with Page 15 of 24 Page 2 of 6 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: Reducetrian Summit 2023 Please provide supporting narrative below: Page 16 of 24 Page 3 of 6 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 Pilot 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. Elaine Hall Applicant Name Sales Executive Title Sheraton Austin Georgetown Hotel Property Reducetarian Foundation/Summit Organization / Event requesting Transportation Grant Signature July 5, 2022 Date Page 17 of 24 Page 4 of 6 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.) 150 guest rooms at $199 plus good catering $143,000 in total revenue  How many total overnight stays will be generated from this meeting or event? 420  What other area(s) and/or hotel(s) are competing for this business? Austin area  Identify the amount of room revenue, as well as any other revenues generated. (e.g. food & beverage, free dinning night out, rentals, etc.) $83,580 in rooms revenue, $59,420 in est. F&B  What concessions, discount assistance have you already offered? Specify in-kind or dollar amount. One per forty comps 3 suite upgrades 3 comp VIP amenities @ $50 each 10% off AV pricing Double Bonvoy points Thu 150 Fri 150 Sat 100 $199 $83,580 Room Block per Day Room Rate Room Revenue Organization / Event Name: Reducetarian Foundation 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 18 of 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 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 Texas Bankers As s ociation - C ompliance & Update S chool (4/15/23-4/21/23) - C ari Miller, Touris m Manager 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 19 of 24 Page 1 of 6 Grant Application Form Section 1: General Information Compliance & Update School Event/Meeting Name Texas Bankers Association _ Organization Name 203 W. 10th Austin TX 78701 _ Organization Address City State Zip Brandy Garner 512-472-8388 brandy@texasbankers.com Contact Name Contact Phone Contact Email April 15 – 21, 2023 Sheraton Georgetown Event Dates Event Location/City Section 2: Event Information/Classification $2,500.00 150 110 _ _ Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak .Section 3: Event Description For experienced personnel, this provides an update on key compliance issues, recent legislation and changes In existing legislation _ Section 4: Transportation Description For use on site such as audio visual, WiFi, or food and beverage _ Page 20 of 24 Page 2 of 6 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: Texas Bankers Association compliance & Update School Please provide supporting narrative below: Page 21 of 24 Page 3 of 6 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 Pilot 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. Elaine Hall Applicant Name Sales Executive Title Sheraton Georgetown Hotel Property Texas Bankers Association Organization / Event requesting Transportation Grant Elaine H. Hall Signature 6/13/22 Date Page 22 of 24 Page 4 of 6 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.) We are rebooking this from 2022 and want this to become a repeat annual meeting the hotel can count on each year.  How many total overnight stays will be generated from this meeting or event? 345  What other area(s) and/or hotel(s) are competing for this business? At this time, they are only considering Sheraton.  Identify the amount of room revenue, as well as any other revenues generated. (e.g. food & beverage, free dinning night out, rentals, etc.) $61,755 rooms and $27,000 F&B, $1500 WiFi  What concessions, discount assistance have you already offered? Specify in-kind or dollar amount. 3 upgrades to suites, flat WiFi rate, one per 40 comp rooms 20/45/85/110/45/40 $61,755 $179 Room Block per Day Room Rate Room Revenue TBA Compliance & Update School 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 23 of 24 City of Georgetown, Texas Convention and Visitors Bureau July 14, 2022 S UB J E C T: 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 24 of 24