HomeMy WebLinkAbout1993-09-20 - Agendas - FinalMEETING NOTICE
The Advertising and Promotion Commission will meet on Monday,
September 20, 1993 at 2:00 p.m. in City Hall, room 326.
ADVERTISING AND PROMOTION COMMISSION
September 20, 1993
I. Call to Order
2:00 p.m. City Hall -326
II. Reports
A. Approval of Minutes
B . Financial - Brian Swain
C. Convention and Visitor Activity - Marilyn Johnson
D . Blackwood/Martin Agency Report - Susan Stirewalt
III. Old Business
A. Convention Feasibility Study
B . Trolley/Fayetteville bus
C. Dickson Street Parking Proposal - Richard Shewmaker
IV. New Business
A. Fayetteville Song
B . Funding Request for Organizational Committee to
view Museum collection - $2,000
C. Lights of the Ozarks - special projects funding
D . Bill Walker
V. Other Business
VI. Adjourn
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FAYETTEVI LLE
THE CITY OF FAYETTEVILLE. ARKANSAS
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DEPARTMENTAL CORRESPONDENCE
TO: The Fayetteville Advertising & Promotion Commission
FROM: The City of Fayetteville
DATE: September 2, 1993
RE: Request for Special Projects Funding for the Lights of the Ozarks Festival
As you are aware, a voluntary committee of the Fayetteville Chamber of Commerce is
organizing the first Lights of the Ozarks to be held during the winter holiday season. The City
of Fayetteville has been asked to assist in coordinating the lighting of the downtown square and
a number of City owned buildings. The estimated direct cost to the City for this effort is
$29,200, although an exact figure is difficult to determine since no prior history exists for this
project. The proposal outlined below essentially requests a cost sharing arrangement between
the Advertising & Promotion Fund and other City funds to facilitate this project. It should also
be noted that the City is also proposing to contribute in-kind labor, which is not costed in the
proposed budget for the project.
1. The City of Fayetteville is requesting financial assistance with the Lights of the Ozarks
project.
2.
The contact person is Ben R. Mayes, Administrative Services Director for the City of
Fayetteville. He can be reached at 575-8330.
3. The City of Fayetteville is a govemmental entity. No charges or fees will be collected
in association with the Lights of the Ozarks However, it is anticipated that a number
of tourists and visitors will frequent Fayetteville during the festival which will indirectly
result in tax collections such as the City's 1% sales and use tax and the Hotel, Motel,
and Restaurant tax.
4. The Lights of the Ozarks festival is scheduled to be held during the winter holidays,
however, exact dates are not known at this time.
5. The City's requested involvement would be to place lights at the following locations:
Downtown Square, Air Museum, Municipal Airport, City Hall, and the Police andfFire
Stations.
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6. The Lights of the Ozarks festival is a project that is anticipated to bring tourists and
• visitors to Fayetteville during a portion of the year that is considered to be somewhat of
an off-season for tourism. This will be the first proposed Lights of the Ozarks festival
for Fayetteville. It is being coordinated by a voluntary committee of the Fayetteville
Chamber of Commerce.
7. It is difficult to anticipate the number of persons who will be attending the event due to
the nature of the event. This is the first time for the event, thus, there is no historical
basis for a visitor count.
8. The media exposure from the event is expected to be of a considerable magnitude.
9. The Lights of the Ozarks festival will highlight structures throughout Fayetteville as well
as Fayetteville itself.
10. The implementation plan outlined in the attached budget would call for the Advertising
& Promotion Commission to provide funding of $5,040 for 1,008 strands of lights for
the Downtown Square (which was previously approved by the Commission), $720, for
144 strands of lights for light panels in the Square area, and $12,000 in electrical work
to the Downtown Square area. Without the electrical work to add transformers, the
proposed lights cannot become operational. The City's Building Maintenance staff would
assist in this electrical work, however, the work is of such proportions that the electric
company and other outside assistance will be required. Additionally, this electrical work
is badly needed to provide adequate electrical services other special events held in the
downtown area (such as Autumnfest).
The City will provide $11,440 in funding, which will purchase lights for the Air
Museum, Municipal Airport, City Hall, and Police and Fire stations. In addition, the
City's parks personnel will assist in stringing the lights in the Square area. The Building
Maintenance staff will provide storage for lights.
11. The marketing plan budget was addressed in response #10 and in the attached budget.
12. The total request for funding is $17,760. The City will make every effort to keep the
cost of the additional electrical work as low as possible.
The above request for funding illustrates a cooperative effort between the City, Chamber of
Commerce, and the Advertising & Promotion Commission. We hope you will find the request
reasonable and acceptable. Thank you for your consideration of this matter.
\LIGHTS
City of Fayetteville, Arkansas
Lights of the Ozark Festival
Budget — 1993
A & P Other City
Funding Funding
1,008 Strands of lights $ 5,040 $ 0
for Square area.
144 Strands of lights for light 720 0
panels for Square area.
Additional eletrical work to 12,000 Bldg Mtn Personnel
upgrade Square area.
144 Strands of lights 0 720
for the Air Museum.
500 Strands of lights 0 2,500
for the Airport.
Additional eletrical work to 0 6,000
upgrade Airport area.
144 Strands of lights for City Hall 0 720
300 Strands of lights for Police 0 1,500
and Fire Stations
String lights in Square area.
Provide storage for lights
0 Park Personnel
0 Bldg Mtn Personnel
$ 17,760 $ 11,440