HomeMy WebLinkAbout2025-06-23 - Agendas - FinalFayetteville Advertising and
Promotion Commission
June 23, 2025
Location: Fayetteville Town Center, 15 W. Mountain Street
Commissioners:
Staff:
Elvis Moya, Chair, Tourism & Hospitality Representative
Katherine Kinney, Tourism & Hospitality Representative
Elliot Hunt, Tourism & Hospitality Representative
Chrissy Sanderson, Tourism & Hospitality Representative
Sterling Hamilton, Commissioner at-large
Sarah Bunch, City Council Representative
Mike Wiederkehr, City Council Representative
Jennifer Walker, Interim CEO
I. Call to order at 2:00p.m.
II. Old Business
Agenda
A. Review and approval of May meeting minutes.
III. New Business
A. CEO Report. Jennifer Walker. An executive overview of the previous month.
B. Financial Report. Jennifer Walker, Interim CEO and VP of Finance
C. Marketing Report. Sarah King, VP of Marketing and Communications
D. Vote. Printing for Visitor’s Guide. Sarah King, VP of Marketing and Communications
Staff recommends that the commission authorize interim CEO of Experience Fayetteville to
accept a quote for printing from The Roark Group in the amount of $28,302.90. Memo and
Quote included.
E. Discussion. CEO Transition Policy. Jennifer Walker, Interim CEO
Memo and Policy included.
F. Discussion. CEO Transition Plan. Jennifer Walker, Interim CEO
G. Discussion. Favoriteville Festival Fund. Jennifer Walker, Interim CEO
Program draft and memo included
H. Additions to the agenda may be added upon request from a majority of the
commissioners.
IV. Adjourn
Fayetteville A&P Commission Meeting Minutes – May 19, 2025
Virtual Meeting – 2:00 p.m.
Present:
Chair Elvis Moya, Elliot Hunt, Sterling Hamilton, Mike Wiederkehr, Sarah Bunch
Absent:
Chrissy Sanderson, Katherine Kinney
Staff:
Jennifer Walker
I. Call to Order
Chair Moya called the meeting to order at 2:00 p.m.
II. Approval of Minutes
Commissioner Wiederkehr moved to approve the April 28th meeting minutes. The
motion was seconded by Commissioner Hunt and passed by roll call vote.
III. New Business
A. CEO Report – Jennifer Walker
CEO Walker provided an executive summary of activities from the previous
month:
- Signage: New publications and maps have been installed in the downtown
area. Updated wayfinding signage has been added at the Visitors Center and
Experience Fayetteville.
- Impossible Routes: The cycling event concluded with over 40 hours of riding
and strong social media engagement.
- Bikepacking Campaign: A three-month targeted campaign launched in
partnership with Arkansas Tourism.
- Events: Sundays on the Square began with good attendance. The Strawberry
Festival also saw good turnout despite severe weather.
- Town Center: Hosted 16 events in April, including CASA NWA, U of A
Engineering Capstone, and FHS Prom.
- Restaurant Updates: Welcomed Akira Hibachi & Sushi, Taqueria Lucha, Sakura
Poke Sushi & Grill (coming soon), Café Lavande, and noted the closures of
Savoy Tea Co and El Sole Mexican. Mount Sequoyah is seeking a new coffee
shop tenant.
B. Financial Report – Jennifer Walker
Jennifer Walker presented the financial statements, included in the board
packets.
- Revenue: 31% YTD (on target)
- Expenses: 34% YTD (slightly over target of 31%)
- HMR Tax Collections: $1.6 million year-to-date. Another slow month is
expected based on lodging trends.
- Balance Sheet: $4.6 million in cash and investments; $197,000 in unearned
revenue for upcoming Town Center events.
C. Marketing Report – Sarah King
Sarah King introduced Anne Davis from Outright, who presented on current and
upcoming marketing initiatives:
- Campaigns targeting new direct flights (e.g., Salt Lake City, Philadelphia) and
upcoming U of A Game Days.
- Highlighted new digital tactics, including connected TV ads and a campaign
landing page with customizable itineraries.
- Campaign performance is being measured using ad platform data, website
engagement, and Arrivalist insights. Campaign will have more data for the June
meeting.
-Anne introduced Wildsam Digital Guide whose readership is a good fit for
Fayetteville
- Upcoming promotions include Restaurant Week (July 20–26), an outdoors-
focused fall campaign, an SEC town article in StyleBluePrint and earned media
with Gear Junkie.
- Additional ideas from Chair Moya and Commissioner Bunch included features
on local cocktails, dog-friendly patio restaurants, splash pads, and summer
activities for non-students.
- Restaurant Week registration opens June 10. Commissioner Sanderson shared
positive feedback from prior participation. Commissioner Hamilton suggested
sourcing content from local restaurants.
D. Dickson Street Art Court Grant – Tyler Wilson
VP Wilson presented a recommendation to accept a new two-year grant from the
Tyson Family Foundation to support the continued operations of the Dickson
Street Art Court. The memo and grant agreement were included in the meeting
packet.
Commissioner Wiederkehr moved to accept the new two-year grant from the
Tyson Family Foundation for continued operations of the Dickson Street Art
Court and to authorize the Interim CEO to execute the grant agreement. The
motion was seconded by Commissioner Hamilton and passed unanimously.
E. Added Agenda Item – Margin Protection Program
Commissioner Hamilton requested to add an agenda item to request an update
on the Margin Protection Program introduced in April. Commissioner Sanderson
moved to add the item to the agenda, seconded by Chair Moya. Motion passed
unanimously.
CEO Walker reported that staff received information from Commissioner
Hamilton with ideas for organizing the program. Initial internal discussions have
begun. Staff will present recommendations at the June meeting for discussion,
with a possible vote in July.
Adjournment
Commissioner Sanderson moved to adjourn the meeting. Commissioner
Wiederkehr seconded. Motion passed unanimously.
The meeting adjourned at 3:12 p.m. Minutes provided by Amy Stockton,
Experience Fayetteville
Executive Updates
May Updates for June A&P Commission Meeting
Executive Updates
• Interim CEO Jennifer Walker attended the Congress for New Urbanism Conference in
Providence, RI June 11-14. Travel and registration are being reimbursed through a
Walton Family Foundation grant.
• Incoming CEO Ryan Hauck visited staff briefly on June 16. We look forward to officially
welcoming him on July 21.
• Experience Fayetteville is partnering with the City of Fayetteville and Downtown
Fayetteville Coalition to pilot Placer AI software to track attendance at downtown events.
This will enhance reporting for events such as Sunday on the Square, Lights of the
Ozarks, and festivals in the Upper Ramble and on Dickson Street. Thanks to the City for
funding the first year of this pilot.
• Discussions are underway with the City of Fayetteville for a new city-funded mural
installation on the southeast corner of the Town Center parking garage. More details to
come.
Marketing and Communications
• Please welcome Chris Lankford, our new Director of Brand Strategy. Chris joined us
on June 9 and brings extensive experience in brand management, design, and
creative direction.
• “Favoriteville” trademarks are being filed in two categories: apparel and tourism
services.
Media Engagement
• Journalist and influencer activity in May:
o Impossible Route filmed a new documentary featuring Hotel Stonebreaker,
Fayetteville landmarks, and a 290-mile bikepacking route. Premieres this fall.
o St. Louis based influencer family of six traveled the Greenway in partnership
with Explore Springdale and Visit Bentonville.
o Midwest travel journalist visited through a Northwest Arkansas Travel
Association (NATA) collaboration.
• Experience Fayetteville joined Arkansas Tourism and Visit Bentonville in Denver at
the Outside Festival. A custom installation invited 35,000 attendees to explore
Arkansas.
• The Mobile Visitors Center will be activated at the Pride Festival on June 28.
Publications & Visitor Materials
• Maps and Signage - Refreshed exterior signage at the Visitor Center has been
installed along with new downtown maps on three kiosks (FPL, Spring Street
Parking Deck, and the NE corner of the square in front of Arvest Bank.)
• New streetlight banners designed by Jacobs & Co featuring a Pride theme were
installed the first week of June along Dickson Street. The next banners featuring
Downtown Fayetteville messaging will be installed in July throughout downtown.
Media Campaigns
• Fayetteville Restaurant Week is scheduled for July 20-26. Restaurant
enrollment is now open. The media plan includes partnership with TikTok
influencers, a Reddit ad campaign, and programmatic digital ads.
Sales and Tourism Activity
• Sales team assisted 6 events in Fayetteville in May, including:
o Bike City Fondo –120 registered participants from 11 states. Economic
Impact est. $30k.
o Mount Sequoyah Youth Triathlon – 400 registered participants. Economic
Impact est. $35k.
Performance Metrics
• LinkedIn Growth – +121 new followers in May, reaching 5,048 total followers.
• Hotel Occupancy (April 2025) – 62.3% (- 10% YoY).
• Average Daily Rate (ADR) (April 2025) – $128.89 (+0% YoY).
• Visitor Center Traffic (May 2025) – 1,651 visitors (- 6% YoY)
o Visitors from Japan, Mexico, Russia, France, Canada and India
Special Events:
• Saturdays in May – Farmers Market and Strawberry Festival
• Razorback Baseball made it to Omaha!!
• Ozark Music Festival
• Ozark Valley Triathlon
• Oz Kids Crit Series in the Upper Ramble June 21st
• Pride Weekend Celebrations June 27 - 29
• Check out the Experience Fayetteville Calendar of Events for more!
Destination Services
• Julie Pennington, VP Destination Services was nominated for a Lifetime
Achievement award by the Arkansas Hospitality Association. Her recent
Strawberry Shortcake cameo at the Visitors Center delighted guests during the
Strawberry Festival!
• New restaurant welcomes –
o Bloom Cheese Collective – a new cheese shop at 914 N College Ave is
now open!
o Sicaru Coffee Roasters – now open at 716 W Sycamore St.
o Queen Donuts – coming soon to MLK Blvd
o Fayetteville Tea House – opening soon at 315 W Center St.
o Saying goodbye to Girls Gone BBQ
Downtown Fayetteville Coalition
• Strawberry Festival – May 18 | 12:00 PM to 6:00 PM on Downtown Square.
o Weather concerns, but great attendance and fun in between the storms.
• Working with City of Fayetteville to help with public outreach and community input for
the Downtown Master Plan process.
Fayetteville Town Center
May Events - hosted 22 events
• Working with City of Fayetteville Facility Staff on capital funding and long-range
facilities planning
-3.15%
-4.31%
-6.09%
0.89%
2.09%
1.89%
11.86%
3.24%
24.04%
9.79%
$410,352
$444,020
$419,784
$394,928
$453,844
$476,619
$473,720
$546,090
$416,573
$401,088
2025 Monthly A&P Tax Collections**
5.93%
5.58%
% change
from 2024
2021
$1,475,127
2022
$1,781,987
2023
$2,025,005
2024
$2,036,619
2025
$2,076,220
$23,501
Prior Dues Collected
$465,579
Total HMR Collected
May Collections
(April Activity)
$55,843
Lodging
$370,511
Restaurant
+
20.14%20.80%13.64%0.57%1.94%
$405,262
$369,258
0.44%$448,150
1.87%$465,579
-3.27%$387,971
Change over previous year
Previous YTD (Jan-May) HMR A&P Tax Collection Totals
**This represents half of total HMR tax collections. The other half goes to Fayetteville Department of Parks, Natural Resources, and Cultural Affairs
Memo
To: Jennifer Walker, Interim CEO, Experience Fayetteville
Fayetteville Advertising & Promotion Commissioners
From: Jennifer Walker, VP Finance, Experience Fayetteville
Date: June 16, 2025
Re: Financial Statements – May 2025
This packet contains Experience Fayetteville Financial Statements for the month ended
May 31, 2025. The following reports are included in the packet:
Summary P&L Financials for month ended May 31, 2025
Balance Sheet for month ended May 31, 2025
Target Budget May – 42%
Revenue target 42% of budget or higher by the end of May 2025.
Expenditures target 42% or lower at May 2025.
Total Revenue YTD: $2,529,635 or 40%; We are 2% below target.
Tax Receipts - $2,076,220 (2% below budget ytd)
Town Center - $330,874 (5% above budget ytd)
Other - $122,541
Total Operating Expenditure YTD: $2,436,075 or 39%; this is 3% under budget.
EF Main - $1,989,496
Town Center - $446,579
HMR tax – YTD May Collections (April activity) are 0.4% above the seasonally
adjusted budget.
Operating Net Income is $93,560 year to date.
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year-to-Date @ May 31, 2025
Actual Budget Over/(Under)
Budget % of Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue 2,076,220 5,231,140 (3,154,920) 39.7%
Rental Revenue 315,246 650,500 (335,254) 48.5%
Event Revenue 4,881 53,700 (48,819) 9.1%
Visitor Center Store Revenue 8,687 30,000 (21,313) 29.0%
Parking Revenue 12,889 48,000 (35,111) 26.9%
Advertising Revenue 2,025 3,500 (1,475) 57.9%
Grant/Other Revenue 81,500 206,000 (124,500) 39.6%
Interest and Investment Revenue 28,187 50,100 (21,913) 56.3%
Total Revenue 2,529,635 6,272,940 (3,743,305) 40.3%
Expenses
Operating Expenses
Rental Expenses 36,583 126,000 (89,417) 29.0%
Event Expenses 46,013 146,175 (100,162) 31.5%
Visitor Center & Museum Store 3,809 27,750 (23,941) 13.7%
Personnel 801,456 2,228,707 (1,427,251) 36.0%
Sales & Marketing 598,345 1,481,925 (883,580) 40.4%
Office and Administrative 337,561 913,133 (575,572) 37.0%
Bond Payments 290,750 702,000 (411,250) 41.4%
Contribution to Capital Reserves - 100,000 (100,000) 0.0%
Other Tourism Support - Community, Art Court, DFC 121,557 347,250 (225,693) 35.0%
TheatreSquared Contribution 200,000 200,000 - 100.0%
Total Operating Expenses 2,436,075 6,272,940 (3,836,865) 38.8%
Net Operating Income/(Loss) 93,560 - 93,560 0.0%
Other Income
Unrealized Gain/(Loss) on Investments 8,203 0.0%
Other Expenses
FFE & Improvements 263,641 1,081,500 (817,859) 24.4%
Depreciation Expense 120,502 0.0%
Cost of Goods Sold - 0.0%
Net Income/(Loss) (without CX Grants)(282,379) (1,081,500) 790,918 26.1%
CONSOLIDATED
Year-to-Date
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year-to-Date @ May 31, 2025
Actual Budget Over/(Under)
Budget % of Budget
Revenue
Hotel, Motel, Restaurant Taxes Revenue 2,076,220 5,231,140 (3,154,920) 39.7%
Rental and Event Revenue 2,180 45,000 (42,820) 4.8%
Visitor Center Store Revenue 8,687 30,000 (21,313) 29.0%
Advertising Revenue 2,025 3,500 (1,475) 57.9%
Grant & Other Revenue 81,500 206,000 (124,500) 39.6%
Interest and Investment Revenue 28,150 50,000 (21,850) 56.3%
Total Revenue 2,198,761 5,565,640 (3,366,879) 39.5%
Expenses
Operating Expenses
Event Expenses 40,835 121,175 (80,340) 33.7%
Visitor Center & Museum Store 3,809 27,750 (23,941) 13.7%
Personnel 512,219 1,419,605 (907,386) 36.1%
Sales & Marketing 596,475 1,460,305 (863,830) 40.8%
Office and Administrative 223,850 541,593 (317,743) 41.3%
Bond Payments 290,750 702,000 (411,250) 41.4%
Contribution to Capital Reserve - 100,000 (100,000) 0.0%
Other Tourism Support - Community, Art Court, DFC 121,557 347,250 (225,693) 35.0%
TheatreSquared Contribution 200,000 200,000 - 0.0%
Total Operating Expenses 1,989,496 4,919,678 (2,930,182) 40.4%
Net Income/(Loss) Before Other Revenue and Expenses 209,265 645,962 (436,697) 32.4%
Other Income
Unrealized Gain/(Loss) on Investments 8,203 - 8,203 0.0%
Other Expenses
FFE & Improvements 263,641 460,000 (196,359) 57.3%
Depreciation Expense 40,657
Cost of Goods Sold -
Net Income/(Loss) (86,829) 185,962 (280,994) -46.7%
Experience Fayetteville
Year-to-Date
Modified Accrual Fayetteville A and P Commission
Statement of Budget, Revenue and Expense
Year-to-Date @ May 31, 2025
Actual Budget Over/(Under)
Budget % of Budget
Revenue
Rental Revenue 315,246 650,500 (335,254) 48.5%
Event Revenue 2,701 8,700 (5,999) 31.0%
Parking Revenue 12,889 48,000 (35,111) 26.9%
Interest and Investment Revenue 38 100 (62) 37.7%
Total Revenue 330,874 707,300 (376,426) 46.8%
Expenses
Operating Expenses
Rental Expenses 36,583 126,000 (89,417) 29.0%
Event Expenses 5,178 25,000 (19,822) 20.7%
Personnel 289,237 809,102 (519,865) 35.7%
Sales & Marketing 1,870 21,620 (19,750) 8.6%
Office and Administrative 113,712 371,540 (257,828) 30.6%
Total Operating Expenses 446,579 1,353,262 (906,683) 33.0%
Net Income/(Loss) Before Other Revenue and Expenses (115,705) (645,962) 530,257 17.9%
Other Expenses
FFE & Improvements - 621,500 (621,500) 100.0%
Depreciation Expense 79,845 0.0%
Net Income/(Loss) (195,550) (1,267,462) 1,071,912 15.4%
Town Center
Year-to-Date
ASSETS
Current Assets
Cash 3,563,229
Investments 1,312,044
Accounts Receivable 613,333
Prepaid Expenses 56,673
Deposits 40,838
Inventory Asset 21,449
Total Current Assets 5,607,566
Other Assets
Capital Assets
Furniture & Fixtures 300,660
Equipment 761,581
EF/CVB Building 940,410
EF/CVB Land 198,621
Building Additions 1,844,537
Walker-Stone House 1,179,152
Vehicles 122,860
Construction in Progress 456,456
Accumulated Depreciation (1,865,901)
Total Other Assets 3,938,376
TOTAL ASSETS 9,545,941
LIABILITIES AND EQUITY
Current Liabilities
Accounts Payable 65,821
Unearned Revenue 242,762
Total Liabilities 308,583
Long Term Liabilities
Notes Payable - City of Fayetteville Solar 386,825.75
Total Liabilities 386,825.75
Equity
Unreserved Fund Balance 8,087,525
Operating Reserve 1,000,000
Capital Reserve -
Temporarily Restricted Funds 45,558
Net Revenue
Gain/(Loss) on Investments 8,203
Net Revenue (290,753) (282,550)
Total Equity 8,850,532
TOTAL LIABILITIES AND EQUITY 9,545,941
Fayetteville A&P Commission
Balance Sheet
As of May 31, 2025
MEMO
TO: Jennifer Walker, Interim CEO and Fayetteville Advertising &
Promotion Commissioners
From: Sarah King, VP of Marketing & Communications
Date: June 11, 2025
RE: Printing for Visitor’s Guide
Background
In January, Commission approved an agreement with Archetype to develop a printed Visitors
Guide, expected to be delivered in September. Part of that scope includes shopping for printing
services. After reviewing three quotes, NWA-based Roark was selected. The quote includes
printing of 20,000 perfect-bound guides with a soft-touch finish and 3000 mailing envelopes.
Budgetary Impact
$120,000 is budgeted for the development and printing of a visitor’s guide. The agreement with
Archetype for design is in the amount of $46,800. Budget is sufficient for the current request.
Recommendation
It is our recommendation that the commission authorize interim CEO of Experience Fayetteville
to accept a quote for printing from The Roark Group in the amount of $28,302.90
The Roark Group
1600 N 35th St Rogers, AR 72756
(479) 636-1686
http://www.roarkgroup.com
Quote 72678
Experience Fayetteville Visitor's Guide w/ Soft Touch &
Envelopes
SALES REP INFO
House Account
house@roarkgroup.com
QUOTE DATE
06/09/2025
QUOTE DUE
DATE
06/09/2025
QUOTE EXPIRY
DATE
07/09/2025
TERMS
Net 30
REQUESTED BY
Fayetteville A&P Comm.
21 South Block Avenue, PO Box 4157
Fayetteville, AR 72701-4157
CONTACT INFO
Tyler Orsak
tyler@archetypepro.com
#ITEM QTY UOM U.PRICE TOTAL (EXCL. TAX)TAXABLE
1 Experience Fayetteville Visitor's Guide Opt.2: 80lb Cover 20000 Each $1.3779 $27,558.00 N
with soft touch
Width: 7 Inches
Height: 10 Inches
# of Cover Pages: 4
Cover Colors Front: 4
Cover Colors Back: 4
# of Text Pages: 40
Text Colors Front: 4
Text Colors Back: 4
Matte Aqueous Coating with soft touch on the cover
80Lb Dull Cover - 23X35
70Lb Dull Text - 23X35
Proof - Softproof
Proof - MPI & Blueline Proof
Finished Size (in inches):7"W x 10"H
Special Notes:Apply soft touch aqueous to the cover and matte aqueous to the text
Fold, collate, perfect bind on 10" side, and trim to size
F.O.B Fayetteville, AR
2 7.5 x 10.5" Booklet Envelopes 1/0 Pantone Ink 3000 Each $0.2483 $744.90 N
Ink Colors Front: 1
Notes:Envelope price is standard coverage with no bleeds.
F.O.B Fayetteville, AR
Please read our full terms & conditions at www.roarkgroup.com/terms
Subtotal:
Sales Tax (9.5%):
Total:
$28,302.90
$0.00
$28,302.90
SIGNATURE:DATE:
PRINTED ON 06/09/2025 11:26 AM BY LG CREATED BY LG 1/1
Memo
To:
Fayetteville Advertising & Promotion Commissioners
From: Jennifer Walker, Interim CEO
Date: June 18, 2025
Re: CEO Transition Policy
In response to the Commission’s request for a formal policy outlining procedures for CEO
transitions, staff have developed the attached CEO Transition Policy for your
consideration. This policy is intended to provide clarity, continuity, and transparency in the
event of a planned or unplanned vacancy in the CEO role.
The proposed policy affirms the Commission’s authority to appoint an Interim CEO and
establish compensation, while also outlining procedures to ensure timely and informed
decision-making. It includes considerations for both internal and external interim
appointments, communication responsibilities, and alignment with Arkansas Freedom of
Information Act requirements.
We welcome your feedback and are happy to incorporate revisions as needed.
CEO Transition Policy
Adopted by the Fayetteville Advertising and Promotion Commission Effective: [Insert Date]
Purpose This policy establishes a clear and transparent process for appointing an Interim Chief Executive Officer (CEO) in the event of a vacancy, whether planned or unplanned. The policy ensures continuity of leadership and operations for Experience Fayetteville.
Scope This policy governs all CEO transitions, including resignations, terminations, incapacitation, or other instances where the CEO role becomes vacant for any reason.
Policy Statement In the event of a CEO position vacancy, the Fayetteville Advertising and Promotion Commission (the Commission) will take timely and deliberate action to ensure continued leadership by appointing an Interim CEO and set the terms of compensation for that role.
Procedure
1. Notification of Vacancy - The current CEO shall notify the Commission Chair in writing as soon as possible in the case of a planned departure (e.g., resignation, retirement). The current CEO may also recommend an interim CEO who meets the criteria for consideration and may also include such factors as compensation in their recommendation. - In the event of an unplanned vacancy (e.g., termination, sudden illness), the Commission Chair or designee will immediately inform the full Commission.
2. Special Meeting - The Commission Chair shall convene a special meeting within 5 business days of the vacancy notification to discuss and appoint an Interim CEO. Notice of the special meeting shall be provided in accordance with all applicable provisions of the Arkansas Freedom of Information Act. - Legal counsel and/or appropriate staff including the Director of Organizational Services who serves as a liaison to the commission may be present to advise on applicable personnel
regulations. Members of the press or public may be present as well, in accordance with the Arkansas Freedom of Information Act.
3. Criteria for Interim Appointment The Commission will consider the following in selecting an Interim CEO: - Existing knowledge of the organization’s operations and mission - Leadership experience and capacity to manage staff and strategic priorities - Availability and willingness to serve in a temporary capacity - Alignment with the organization’s values and obligations Potential candidates may include: - A current executive-level staff member - A retired executive with experience in municipal or destination marketing leadership - A temporary external hire through a professional service or municipal partnership
4. Appointment of Interim CEO - The Commission will appoint an Interim CEO by majority vote at either the Special Meeting or in a timely manner at a Public Meeting. - The terms of the interim appointment, including duration, authority, and compensation, will be documented in writing. - The Interim CEO will have full operational authority unless otherwise limited by the Commission.
5. Compensation - The Commission will determine and approve compensation for the Interim CEO at the time of appointment. -Compensation may include a temporary salary adjustment, stipend, or retroactive pay.
6. Duration of Appointment - The Interim CEO will serve until a permanent CEO is appointed or until otherwise determined by the Commission.
7. Communication - The Commission Chair, with support from staff, will communicate the transition to employees, stakeholders, and the public within 48 hours of the appointment.
8. Transition to Permanent CEO - The Commission will initiate a search process for a permanent CEO in accordance with all applicable open meeting requirements set forth in the Arkansas Freedom of Information Act. - The Interim CEO may be considered for the permanent position unless explicitly excluded by the Commission.
Review and Oversight This policy shall be reviewed at least every three years, or upon the conclusion of a CEO transition, to ensure relevance and effectiveness.
Authority This policy is adopted for inclusion in the Fayetteville A&P Employee Handbook and the Fayetteville Advertising and Promotion Commission bylaws.
Memo
To:
Fayetteville Advertising & Promotion Commissioners
From: Jennifer Walker, Interim CEO
Date: June 18, 2025
Re: Favoriteville Festival Fund
At the April 28th Commission meeting, Commissioner Sterling Hamilton presented the
idea of a program to provide financial support for events that contribute to Fayetteville’s
vibrancy but may face challenges related to financial risk.
In response, staff developed a draft framework for a new initiative currently titled the
Favoriteville Festival Fund. This program is designed to offer post-event financial
support to one or two festivals or events annually that demonstrate strong community
value, strategic timing, and inclusive impact during Fayetteville’s slower tourism
seasons.
The attached draft outlines the purpose, evaluation criteria, and application process for
the proposed program. This document is not intended to be final, as certain elements
such as the source of funds, specific funding limits, FAQs, and other operational details
are still being developed. These components will require input and guidance from the
Commission to be fully defined.
The Favoriteville Festival Fund is a new initiative designed to support festivals and events that enrich Fayetteville’s cultural life and strengthen our local tourism economy—especially during seasons when visitor activity tends to slow. By offering post-event financial support to a small number of high-impact events each year, the program helps mitigate risk for organizers with bold ideas and a strong plan, encouraging innovation and inclusivity in our city’s event landscape. This program supports our Mission to elevate the quality of life for the community of Fayetteville
through tourism promotion, partnerships, and programs. Aligned with the “Bring Out the Best” Imperative of the Experience Fayetteville Master Plan, the Favoriteville Festival Fund affirms our role as champions of Fayetteville’s most vibrant assets. By encouraging and incentivizing signature events that make Fayetteville shine, this initiative helps fulfill our commitment to enhance what makes our city a compelling, world-class destination. Priority consideration will be given to events that:
• Occur during slower seasons (e.g., late June – early August, late January–early February) to maximize economic and cultural activation. No blackout dates (to be provided)
• Demonstrate economic impact and financial responsibility
• Celebrate the unique identity and creativity of Fayetteville
How It Works The Favoriteville Festival Fund is administered through an annual application process. Organizers submit proposals detailing event plans, budget, and community impact. Applications are reviewed using a transparent evaluation framework with the following key criteria:
• Event Viability
• Economic & Cultural Impact
• Financial Responsibility
• Organizer Track Record
• Access & Inclusion
• Seasonal Activation & Blackout Considerations A selection committee uses a standardized scoring rubric to evaluate submissions. Final recommendations are presented to the Fayetteville Advertising and Promotion Commission for approval. Selected events will be required to execute a MOU and post event reporting procedures. By lowering financial barriers and encouraging bold, community-focused ideas, the Favoriteville Festival Fund invites new traditions to take root and ensures that Fayetteville continues to grow as a place of connection, creativity, and celebration.
Evaluation Framework
Category Max Points Scoring Criteria Event Viability 20 Clear, well-planned concept, achievable logistics, fits Fayetteville's vibe Economic & Cultural Impact 20 Anticipated attendance, community activation, community/cultural relevance, mutli-year commitments Financial Responsibility 20 Detailed and realistic budget, credible revenue expectations, risk assessment included Organizer Track Record 15 Prior experience with event(s), demonstrated ability to manage logistics and finances Access & Inclusion Efforts 15 Concrete strategies to welcome underserved groups, accessibility plans, inclusive representation Seasonal Activation / Blackout Dates 15 Event occurs during slow season (late Jan – early Feb; late June – early Aug), addresses local downtime. Event does not occur during specified blackout dates. Margin Protection Justification 10 Justified, clear ask; request aligns with identified risks and needs Bonus (Innovation, Partnerships, Sustainability) +5 Extra credit for standout features like green initiatives or strong community partnerships
Category Max Points Description Helpful Hints / Considerations Reviewer
Score Comments
Event Viability 20
Is the event clearly defined, feasible,
and aligned with Fayetteville’s cultural
and logistical landscape?
Look for detail, practicality,
and alignment with local
values or culture.
Economic & Cultural Impact 20
Does the event attract visitors and/or
locals, generate cultural activity, and
align with community values? Is there
a measurable economic impact with
attendance, muti year commitments,
etc.?
Does it drive overnight stays,
benefit local businesses, or
feature local artists?
Financial Responsibility 20
Are the budget and financial plan
realistic? Do they show sound
projections and risk assessment?
Check for itemized budgets,
credible revenue sources,
and clear use of margin
protection.
Organizer Track Record 15
Does the applicant or team have
relevant experience managing events,
finances, and logistics?
Look for event history,
references, or prior examples
of successful execution.
Access & Inclusion Efforts 15
Does the event include intentional
outreach and accommodations for
underserved or marginalized
populations?
Note sliding scale pricing,
accessible venues, language
inclusivity, and ADA
compliance.
Seasonal Activation 15
Does the event occur during
traditionally slow tourism seasons
(e.g., late Jun-early Aug or late Jan-
early Feb)? Event must not occur
during specified blackout dates.
Is the timing helping to fill a
gap in the calendar or
energizing a typically quiet
season?
Margin Protection Justification 10
Is the margin protection request
reasonable and directly tied to specific
financial risks or needs?
Do they understand and
communicate how the
funding mitigates risk
effectively?
Bonus (Innovation,
Partnerships, Sustainability)5
Extra credit for innovative formats,
sustainability practices, and local
collaborations or partnerships.
Examples: green practices,
co-hosting with local orgs,
bilingual signage, fresh
formats.
Totals 120 0
Festival Fund Application
APPLICANT INFORMATION
Name:
Organization:
Address:
Phone:
Email:
Website (if applicable):
EVENT OVERVIEW Event Name Event Date(s) Location (Venue & Address) Estimated Attendance (Total & Breakdown by Local/Visitor) Event Description: (Provide a 3–5 sentence summary of your event, its mission, target audience, and notable activities or headliners.)
FINANCIAL SUMMARY Total Projected Budget: $ Expected Revenue (itemize major sources): $ Expected Expenses (itemize major categories): $ Anticipated Net Profit/Loss: $ Margin Protection Request: Amount Requested: $ Describe how margin protection will be used and what specific outcomes it will guarantee. Would the event occur without this protection? Why or why not?
RISK ASSESSMENT & CONTINGENCY PLANNING (List 3–5 key risks to your event’s success and what steps you are taking to mitigate them.)
ORGANIZER EXPERIENCE & PAST PERFORMANCE (Highlight your event or team’s relevant experience. Attach resumes or bios and any available financials from previous years/events.)
ECONOMIC & COMMUNITY IMPACT Estimated hotel room nights generated: Estimated spend at local restaurants/retail: Cultural or social benefits to Fayetteville:
ACCESS & INCLUSION (Describe how your event is intentionally welcoming to all audiences, especially underserved or underrepresented communities.)
SEASONALITY & TIMING (Explain how your event adds energy to Fayetteville’s quieter periods.)
SUPPORTING DOCUMENTS
�� Detailed Event Budget
�� Marketing/PR Plan (2 page max)
�� Historical Financials or Prior P&L (if applicable)
DECLARATION I declare that all information provided is true and complete. Signature: ____________________________________________ Date: __________________________________________________