HomeMy WebLinkAboutAgenda_CVB_08.11.2022Notice of Meeting for the
Conv ention and Visitors Bureau Adv isory Board
of the City of Georgetown
August 11, 2022 at 1:30 P M
at Georgetown City Hall Large Conference Room, 808 Martin Luther K ing Jr. 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 July 14, 2022 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 S ummit Worship
C enter R etreat (11/2/22 - 11/4/22) - C ari Miller, Touris m Manager
D Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for Texas Assoc iation
for S chool Nutrition - P artnership C ollaboration S ummit (2/15/23 - 2/17/23) - C ari Miller, Touris m
Manager
E Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for Texas Assoc iation
for the G ifted and Talented - 2023 Leaders hip C onference (3/26/23 - 3/28/23) - C ari Miller, Tourism
Manager
F Disc ussion and possible action to approve a Hotel C onferenc e & Meeting G rant for Texas Assoc iation of
C ommunity Ac tion Agencies | 2024 Annual (4/29/24 - 5/3/24) - C ari Miller, Tourism Manager
G S taff R eport - C ari Miller, Tourism Manager
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 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 2022
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding approval of the July 14, 2022 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
AT TAC H ME N T S:
Description Type
July Meeting Minutes Backup Material
Page 3 of 14
Minutes of Meeting of the
Convention & Visitor Bureau Board
City of Georgetown, Texas
July 14, 2022
MEMBERS PRESENT: Karen Soeffker, Taunya Vessels, Shayna Huegel, Elaine Hall,
Danni Babik MEMBERS ABSENT: Christy Fisher, Jim Hampton
STAFF PRESENT: Kendal Buechler, Visitor Center Coordinator
Rachel White, Group Sales Coordinator
GUEST: None
1. Welcome/Call to order at 1:35 p.m.– Karen Soeffker, CVB Board Chair
2. Discussion and possible action regarding approval of the April 14, 2022, meeting minutes –
Karen Soeffker, CVB Board Chair
Motion by Babik, second by Hampton to approve the April 14, 2022 meeting minutes.
Approved 5-0
3. Discussion and possible action to approve a Hotel Conference & Meeting Grant for IBT User
Conference (10/9/22-10/11/22) - Cari Miller, Tourism Manager
Based upon the number of room nights projected at the Sheraton Austin Georgetown Hotel &
Conference Center the group is eligible for up to $1,419.00. Babik amended to adjust the
grant to $1,500.00 from $1,419.00. Grant funds will be used to offset a portion of the
conference expenses.
Motion by Babik, second by Huegel to approve the grant application for a maximum
reimbursement of $1,500.
Approved 4-0 (Hall abstained)
4. Discussion and possible action to approve a Hotel Conference & Meeting Grant for Texas-
Oklahoma District of Kiwanis International Conference (8/4/22-8/7/22) - Cari Miller,
Tourism Manager
Based upon the number of room nights projected at the Sheraton Austin Georgetown Hotel &
Conference Center the group is eligible for up to $2,500.00. Grant funds will be used to
offset a portion of the conference expenses.
Motion by Babik, second by Huegel to approve the grant application for a maximum
reimbursement of $2,500.00.
Approved 4-0 (Hall abstained)
Page 4 of 14
5. Discussion and possible action to approve a Hotel Conference & Meeting Grant for the
Reducetarian Foundation Summit 2023 (10/3/23-10/8/23) - Cari Miller, Tourism Manager
Based upon the number of room nights projected at the Sheraton Austin Georgetown Hotel
& Conference Center the group is eligible for up to $2,500.00. Grant funds will be used to
offset a portion of the conference expenses.
Motion by Babik, second by Huegel to approve the grant application for a maximum
reimbursement of $2,500.00
Approved 4-0 (Hall abstained)
6. Discussion and possible action to approve a Hotel Conference & Meeting Grant for the
Texas Bankers Association | Compliance & Update School (4/15/23-4/21/23) - Cari Miller,
Tourism
Based upon the number of room nights projected at the Sheraton Austin Georgetown Hotel
& Conference Center the group is eligible for up to $2,500.00. Grant funds will be used to
offset a portion of the conference expenses.
Motion by Babik, second by Huegel to approve the grant application for a maximum
reimbursement of $2,500.00.
Approved 4-0 (Hall abstained)
Adjournment
Motion by Soeffker, second by Vessels to adjourn the meeting at 2:07 p.m.
_________________________________________
Karen Soeffker, Chair
_________________________________________
Jim Hampton, Secretary
_____________________________________
Cari Miller, Tourism Manager
________________
Date
Page 5 of 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 S ummit Wors hip
C enter R etreat (11/2/22 - 11/4/22) - C ari Miller, Tourism 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
Page 6 of 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 As s ociation for
S chool Nutrition - P artnership C ollaboration S ummit (2/15/23 - 2/17/23) - 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 7 of 14
Page 1 of 6
Grant Application Form
Section 1: General Information
Partnership Collaboration Summit
Event/Meeting Name
Texas Association for School Nutrition _
Organization Name
5910 Courtyard Dr. Austin Texas 78731 _
Organization Address City State Zip
Karen Andrasi (512) 371-0087 kandrasi@tasn.org
Contact Name Contact Phone Contact Email
Feb. 15 – 17, 2023 Sheraton Hotel, Georgetown
Event Dates Event Location/City
Section 2: Event Information/Classification
$2,500.00 250 _ 180 _
Total Dollar Amount Requested Projected Attendance Projected Hotel Rooms/Peak
Section 3: Event Description
We are thrilled to have this so short term! This is to offset meeting costs
Bhakta
_
Section 4: Transportation Description
_
Page 8 of 14
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 Association for School Nutrition
Please provide supporting narrative below:
Page 9 of 14
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
c/o Title
SHERATON AUSTIN GEORGETOWN HOTEL & CONFERENCE CENTER
Hotel Property
Texas Association for School Nutrition
Organization / Event requesting Transportation Grant
Signature
8/4/2022
01/16/2019 Date
Page 10 of 14
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.)
Large group and very short term. We are still behind pace for ’23. This would really help!
How many total overnight stays will be generated from this meeting or event?
540 nights
What other area(s) and/or hotel(s) are competing for this business?
Austin area but it’s strong for us
Identify the amount of room revenue, as well as any other revenues generated. (e.g. food &
beverage, free dinning night out, rentals, etc.)
Sleeping room: $102,060
Function: $60,000
What concessions, discount assistance have you already offered? Specify in-kind or dollar amount.
6 upgrades to suites and 6 comp amenities
10% off AV pricing
180 $189 $102,060.00
Room Block per Day Room Rate Room Revenue
Organization / Event Name: Texas Assn for School Nutrition
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 11 of 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 As s ociation for
the G ifted and Talented - 2023 Leaders hip C onference (3/26/23 - 3/28/23) - C ari Miller, Tourism 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
Page 12 of 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 As s ociation of
C ommunity Action Agenc ies | 2024 Annual (4/29/24 - 5/3/24) - 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
Page 13 of 14
City of Georgetown, Texas
Convention and Visitors Bureau
August 11, 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 14