HomeMy WebLinkAbout1993-10-18 - Agendas - FinalMEETING NOTICE
The Advertising and Promotion Commission will meet for a
planning retreat for 1994 on Monday, October 18, 1993 at 9:00
a.m. in City Hall, Room 326.
A. Budget and Program review of 1993
B . Advertising Plan for 1994
C. Identify key objectives for 1994
D . Develop program for 1994
E . Develop proposed budget for 1994
F. Change of Commission make-up
At the retreat last year, the Commissioners identified the
following major issues in 1993.
1. Hire a professional staff coordinator
2. City entryways, the square and Dickson Street
beautification
3. Festival support for Autumnfest, Springfest, Music
Festival of Arkansas, Athletic Activities, and develop a
graduation festival for the U of A.
4. Museum support, improve thefront of the Air Museum,
tourist information center.
5. Arts Center Support
6. Convention Development - support an effort to attract
more conventions to town and to research the development
of a convention center.
7. U of A Basketball 93 - 17 games and new facilities.
8. Make Fayetteville tourist regional headquarters
9. Develop zoo
If you will consider what you feel are major issues for 94
prior to coming to our Retreat, we can shorten our session
considerably.
WHY DOES THE A & P EXIST?
In 1992, the A & P Commission in its Strategic Marketing Plan
for the Visitor Market said its purpose was:
to administer the hotel/motel tax to generate more
hotel/motel tax to use the funds for the betterment of
Fayetteville
to promote Fayetteville
to bring visitors to Fayetteville
Legislation created the A & P Commission with the passage of
the HMR tax in Fayetteville. In 1993, the state legislature
changed the make-up of the Commission to include: 4 hotel,
motel or restaurant owners or managers, 2 members of the city
council, and 1 member from the public at -large. The Mayor
shall designate one Commission/ Council member to serve in
the at -large position until July 1, 1994. At that time, the
Commission will recommend to the City Council a replacement
who will serve a four year term.
The commission is the body that determines the use of the
city advertising and promotion fund.
All HMR funds shall be used: 1) for advertising and
promoting the city and its environs 2) for the
construction, reconstruction, equipment, improvement,
maintenance, repair, and operation of a convention center
3) for the operation of tourist promotion facilities in
the city
4) The A & P Commission may engage such personnel and
agencies necessary to conduct its business
HMR funds can be used:
1) for funding of the arts
2) for operation of tourist -oriented facilities
(theme parks and family entertainment facilities)
3) for construction, reconstruction, repair,
maintenance, improvement, equipping and operation of public
recreation facilities and for the payment of bonds
Taxes shall not be used for:
1) general capital improvements within the city
2) costs associated with general operation of the city
3) general subsidy of any civic group or chamber of
commerce
However, the A & P Commission may contract with any group
to provide actual services that are connected with tourism
events or conventions.
•
•
City of Fayetteville, Arkansas
Advertising & Promotion Commission
Financial Report - Expenditures
For the Nine Months Ending September 30, 1993
\A&PEXP
Annual YTD
Budget Expenses Remaining
City Advertising & Promotion (BMA) $ 200,000 $ 140,461 $ 59,539
Audit Expense 500 46 454
Collection Expense 26,972 21,386 5,586
Convention Development 90,000 0 90,000
Convention Services 5,000 0 5,000
Special Projects
KUAF 2,500 2,500 0
Square Tree Replacement 1,000 1,000 0
AAAA State Baseball Tournament 11400 11400 0
Henry Awards - Gov. Conference 500 500 0
Joe Martin Memorial Stage Race 1,025 1,025 0
Attractions Video Production 710 710 0
Arkansas Poultry Federation 2,000 2,000 0
Mayor's Conference on Tourism 3,995 1,687 2,308
Headquarter House Brochures 1200 1200 0
Alr Museum - Air Birds 1,690 1,690 0
American Legion Wood Bat Classic 1,742 1,742 0
Girls Slow Pitch Softball Tournament 4,500 4,500 0
NW Ark. Horshoe Pitching Assoc. 2,800 2,800 0
Magnet Giveaways 1,313 1,313 0
NATA Advertising Subsidy 2,934 0 2,934
Museum Committee 2,000 1,728 272
Lights of the Ozarks - Square Electrical 12,000 0 12,000
Appraisal - Dickson St. Parking Lots 3,000 3,000 0
Miscellaneous 71 71 0
Unobligated 4,620 0 4,620
New Brochures 30,000 31,377 (1,377)
800 Telephone Number 10,000 7 499 2,501
Hub City Development 5,000 4,534 466
Festival Support
Springiest 6,000 6,000 0
Music Festival 7,000 7,000 0
Autumnfest 6,000 6,000 0
Grant - Lights of the Ozarks 25,000 5,000 20,000
Lights of the Ozarks - Square 5,760 0 5,760
Other Festival Support 240 0 240
Trol ey
Veh cle & Equipment (2 Trolley/Buses) 70,000 0 70,000
Gas & Oil (Maintenance) 400 0 400
Salaries & Wages 6,600 0 6,600
Benefits 1,700 0 1,700
Workers Compensation 400 0 400
Uniforms & Personal Equipment 400 0 400
Custom Paint - Trolley(s) 4,500 0 4,500
Air Museum 50,000 37,500 12,500
• Chamber of Commerce Contract 100,000 100,000 0
TOTAL $ 702 472 $ 395,669 $ 306,803
•
The Advertising and Promotion Commission identified the
following major issues in 1993. Progress toward attaining
those goals is as follows:
1. Finance and support through the existing contract with
the Chamber of Commerce to employ a professional staff
person for convention and visitor development.
Marilyn Johnson replaced DeDe Ellis in December of
1993. She has developed a good working relationship
with Blackwood/Martin and Associates, has updated and
coordinated the Fayetteville brochures and streamlined
the inventory system, has worked with Springfest,
Autumnfest, and Lights of the Ozarks. Marilyn is an
information source for people soliciting conventions and
has worked with those who wish to request funds from the
A & P Commission.
2 Convention Development - Staff will actively solicit
conventions. Proceed to investigate the feasibility of
the development of a convention center.
A data base of conventions and meeting has been
developed. Giveaway materials such as mugs, magnets, and
portfolios have been ordered. Convention recruitment
folders and information have been designed and are in the
information gathering phase.
3. Festival Development - Expand and improve the existing
Springfest, MusicFest, Autumnfest, and support athletic
events and develop a U of a Graduation festival.
A support role was played with Springfest and Music
Festival with the greatest emphasis being on regional
advertising and getting dates on calendars for 1993 and
1994. New committee structure, planning at an earlier
date, and advanced advertising insured the success of
Autumnfest '93. Lights of the Ozarks festival was born
and is running at a rapid pace receiving much enthusiasm
from the community. No progress has been made in the
area of athletic events and U of A Graduation festival.
4. Make Fayetteville the regional headquarters for tourist.
Develop a brochure to promote the location in region, and
modify advertising to include the regional concept.
Develop a marketing plan to promote to tour operators.
The Ozark Experience Tours brochure was produced to
make Fayetteville the "hub" for one day excursion tours.
Advertising in the Northwest Arkansas Tourism brochure
was increased for Fayetteville businesses with the co-
operative advertising from A & P. Work has been done to
cooperate with the A & M Railroad and Ft. Smith/Van Buren
to market to tour operator. Reservations have been made
for Travel South show. We have worked to modify ads to
appeal to tour operators. Arkansas Presidential Cities
of Hope, Hot Springs, Little Rock, and Fayetteville
each produced a Clinton brochure with a wrap-around done
by Arkansas Parks and Tourism.
5. Museum Support - It was agreed that a program be
developed with the Air Museum for future funding with
declining support from the A & P Commission.
This has not been addressed.
1993 MEDIA FLOW CHART
CITY OF FAYETTEVILLE
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•
ADVERTISING AND PROMOTION COMMISSION
FUNDING REQUESTS FOR 1994
Recd 93 Req 94
American College Theater Festival 0 $ 3,000
Arkansas Air Museum $50,000 50,000
Bus/Trolley 87,000 61,500
City Entrances 2,100 2,100
Continuing Education Center 0 200,000
Fayetteville Lakes Restoration Project 0 25,000
Festivals
Autumnfest 6,000 10,800
Lights of the Ozarks 37,000 80,750
Music Festival of Arkansas 7,000 20,000
Springfest 6,000 10,700
Girls Softball Tournament 4,500 20,900
Society for the Preservation and Encour-
agement of Barber Shop Quartet Singing
in America 0 5,000
Square Gardens/Dickson Street Parking Lots 0 40,000
Walton Arts Center (restaurant coop) 0 8,800
Wash. Co. Hist. Soc.(4 corners ancestor fair)0 2,000
University Museum 0 4,555
Advertising & Promotion Commission
1994 Recommended Budget
Item
1994 Revenue Generated
Year Ending Fund Balance Carryforward
1994 Total Revenue Available
1993
Activity
$583,791
135,417
$719,2081
Amount
$660,000
80,000
$740,000
Expendrtures
Public Notification (BMA Contract)
Audit Expense
Collection Expense
Convention Development
Convention Services
800 Telephone Number (Chamber of Commerce)
Hub City Development
Air Museum
Chamber of Commerce Contract
Trolley Program
Festival Support:
Springfest
Music Festival
Autumnfest
Lights of the Ozarks
Other —
Other —
New Brochures:
University Museum
Other —
Other —
Other —
Special Projects:
Fay. Lakes Restoration Project
Barber Shop Quartet
Walton Arts Center Advertising
4 Comers Ancestor Fair
Other —
Other —
Other —
Other —
Other —
Miscellaneous
Total Expenditure Request
$200,000
46
28,734
55,000
0
10,000
4,534
50,000
100,000
84,000
6,000
7,000
6,000
22 760
240
31,377
39,000
$644,691