HomeMy WebLinkAbout1994-06-13 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on Monday ,
June 13 , 1994 at 2 : 00 p . m . in the Chamber of Commerce
Conference Room .
ADVERTISING AND PROMOTION COMMISSION
June 13 , 1994 2 : 00 p . m . Chamber of Commerce
I . Call to Order
II . Reports
A . Approval of Minutes
B . Financial - Ben Mayes
C . Convention and Visitor Activity - Marilyn Johnson
D . Blackwood/Martin Agency Report - Susan Stirewalt
1 . Extension of contract with agency
III . Old Business
IV . New Business
A . High School Invitational Basketball Tournament -
Barry Gebhart
B . Gary Hampton Memorial Girls Slo-Pitch Softball
tournament - Leanne Donner or John Freeman
C . League of Women Voters brochure - Mayor Hanna
V . djot�n NCAA- V 2n�
GROUP : ADVERTISING & PROMOTION COMMISSION
DATE : May 9 , 1994
PRESENT : Coy Kaylor Susan Stirewalt
Joe Fennel Ben Mayes
Woody Bassett Marilyn Johnson
Jon Davidson
and others
ABSENT : Fred Hanna , Linda McBride , Jim Waselues
CALL TO ORDER :
The meeting was called to order by Chairman Coy Kaylor at
2 : 05 p . m . at the Chamber of Commerce .
MONTHLY REPORTS :
MINUTES
Moved by Fennel , second by Bassett to approve the minutes of
the April meeting . Motion carried .
FINANCIAL
Ben Mayes presented the financial report for April . HMR
• collections were $70 , 193 in April , an increase of 14 . 78% over
1993 collections . Total year to date collections are
$265 , 958 , an increase of 19 . 88 % . April expenditures were
$96 , 032 . Year to date expenditures $ 290 , 905 .
Motion by Fennel , second by Bassett to approve the financial
report . Motion carried .
AGENCY REPORT
Susan Stirewalt and Brad Ruth evaluated the 1994 media
campaign to date . The goal of increasing inquiries by 10 %
over 1993 has been surpassed with a 25 . 3% increase in the
first 4 months of 1994 . The 1994 plan called for increased
advertising support in tourist markets with high response
numbers based on four year averages . The perceived
demographic target for the consumer segments remains for
Adults 25- 44 with children and Adults 55 + without children .
Publications were reviewed to meet these segments and
demographics .
Group Travel/Meetings and Conventions Segment publications
were also reviewed .
Moved by Fennel , second by Bassett to approve the media
recommendations for the remainder of 1994 and to approve the
agency report . Motion carried .
ACTIVITY REPORT
Marilyn Johnson reviewed April activities of Convention
Visitor Development . 800 number calls received in April
or
showed a 200$ increase over 1993 . Total inquiry responses
for March were 7450 Year to date inquiries received are
14 , 552 .
Johnson was elected vice president of Northwest Arkansas
Tourism Association for 1994 - 95 . The Lights of the Ozarks
photo will be featured on the state AIDC Motion Picture
Development calendar for 1995 . The Lights of the Ozarks
festival has been nominated for the American Bus Association
Top 100 Events in North America , Convention Activity and
meetings attended were reviewed .
A funding request brochure is currently being designed .
Moved by Bassett , second by Fennel to approve the Convention
Visitor Report . Motion carried .
OLD BUSINESS :
C . C . E . FUNDING DISBURSEMENT
Ben Mayes explained his dilemma regarding funding
disbursement for C . C . E . since the finance department had
transferred the money from reserve account into special
• projects account and the Commission has a policy that
invoices or paid receipts would be necessary for a check to
be written . Ben requested the Commission to give the ok to
issue a check which Dean Dutton has indicated would better
facilitate acquiring matching funds if they had the check .
Kaylor said he looked at the money as a grant to C . Co E .
Bassett moved to write C . C . E . a check and that they be
asked to report their disbursement of A & P funds and
matching money within 12 months , second by Fennel . Motion
carried .
WASHINGTON COUNTY HISTORICAL SOCIETY
A revised proposal from Washington County Historical Society
was reviewed . Marilyn Johnson recommended that the Society
be given a grant of $ 10 , 000 which would cover the brochures ,
porches , lighting , and parking . Bassett stated his concern
about making the grant a yearly subsidy . Fennel said he had
the same concern as Bassett .
Bassett inquired about other sources of revenue . Herb Lewis
and Ann Sugg reported revenue as rent from Ridge House ,
gifts , sale of publications , and ice cream social revenue .
Bassett asked if there was prospect for those to increase so
A & P won ' t be requested to subsidize the Society each year .
• Bassett said brochure development , repair of porches ,
upgrading the exterior lighting and paving the parking lot
were good and fair uses of A & P funds . Bassett moved that
the Washington County Historical Society be given $ 12 , 500 ,
second by Fennel . ( For advertising and promoting the city
and for operation of a tourist oriented facility ) Motion
carried .
NEW BUSINESS
NATA CO-OP
Susan Stirewalt reviewed participation by the A & P
Commission in last year ' s Northwest Arkansas Tourism
Association tour guide . 140 , 000 copies are published .
Fayetteville needs to be represented as the largest tour city
in Northwest Arkansas . Kaylor stated that the biggest draw
to Fayetteville is it ' s attractions . He suggested having a
bigger city ad focusing on the attractions .
Marilyn recommended that the A & P Commission set aside
$ 6 , 048 to be used for 6 pages . Kaylor moved that the A & P
extend the offer to attractions , second by Davidson . Motion
carried ( 3 - 0 )
OTHER BUSINESS
Bassett initiated discussion on funding public recreation
facilities and providing money for maintenance of the square
gardens . He moved to take out of escrow the $ 700 , 000 for a
convention center and use $ 600 , 000 for public recreation
• facilities and $ 100 , 000 for square garden .
Kaylor said he had mixed emotions about the proposal . It is
a good idea , but must be tourist related or we can ' t spend
the money .
Bassett said there are no case laws interpreting the uses of
A & P funds . The legislature amended the statute to include
that money may be used for the construction , reconstruction
and operation of public recreation facilities . Tournaments
bring in a lot of tourist dollars . The Square Gardens
promote the City more than anything else .
Kaylor said he would have to see a plan before he votes on
spending A & P money . Bassett said he wants to free the
money for the people to ask for money for the parks . Kaylor
said the football , tennis , baseball , etc , groups need to get
together with a coordinated unified plan .
Bassett said the Parks and Recreation groups are looking to
the Mayor ' s office for guidelines . The way to touch more
people is through baseball and softball . The square gardens
has to have money available to maintain them in the future .
It is unreasonable to make decisions in a vacuum . He sees
substantial amounts of money being spent on capital
improvements .
• Fennel said the HMR tax was started 15 . years ago to promote a
convention center . He is concerned with the 1 . 6 million
dollar annual budget of Parks and Recreation and how it is
being spent . Our youth are important and he does a lot for
youth but compared with $ 1 . 6 million , $ 600 , 000 isn ' t much .
There being no further business , the meeting was adjourned at
4 : 00 p . m .
Respectfully submitted ,
Marilyn Johnson
Director
Convention and Visitor Development
•
•
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1992- 1994
1992 1993 1993 1994 1994
Total Total Change Over Total Change Over
HMRTaxes HMRTaxes Prior Year HMRTaxes Prior Year
January $ 50,826 $ 54, 149 6.54% $ 71 ,070 31 .25%
February 44,489 51 ,929 16.72% 60,389 16.29%
March 48, 140 54,606 13.43% 64,306 17.76%
April 58,202 61 , 155 5.07% 70,193 14.78%
May 55, 172 58,564 6.15% 72,077 23.08%
June 55,826 570092 2.27% 0
July 55,276 589219 5.32% 0
August 55,539 70,637 27. 18% 0
September 59,275 68,287 15.20% 0
October 55,410 67,710 22.20% 0
November 68,243 741385 9.00% 0
December 52,797 59,364 12.44% 0
• Total $ 659, 193 $ 736,097 11 .67% $ 338,036
eo
HMR Tax Collections By Month
70
eo
s
so
a
40
i
30
20
ii
10 I
0 January February Match Apn1 May June July Augurt September October November December
0
0 1992 1993 1994
\HMRTAX
Advertising & Promotion Commission
Financial Report - Expenditures
For the Month Ending May 31 , 1994
• 1994 YTD May
Budget Item Budget Expenses Remaining Expenses
800 Telephone Number (Chamber of Commerce) $10,000 $5,000 $5,000
Air Museum 50,000 25,000 25,000
Audit Expense 100 100
Chamber of Commerce Contract 100,000 75,000 25,000
Collection Expense 30,000 13,521 16,479 21883
Convention Development 47,500 51400 42, 100 . 400
Convention Folders 6,474 3,927 29547
Convention Services 5,000 5,000
Public Notification (BMA Contract) 200,000 97,503 102,497 41 ,842
Trolley Program - Ozark Public Transit & Misc. 71 ,500 9,663 61 ,837 31278
Trolley Purchase 52,500 22,179 30,321
Festival Support:
Springfest 91000 91000 0 49147
Music Festival 9,000 81357 643 615
Autumnfest 91000 91000 0
Lights of the Ozarks 29,000 20,000 95000
Brochures:
University Museum 41555 41555
• Parks Brochure 61842 61035 807
Brochures 232158 23, 158
Special Proiects:
4 Corners Ancestor Fair 2,000 2,000 0
AAU Region IX Track Meet Advertising 550 550
Air Museum - Aircraft Transportation 3,500 31500
Airport Brochure Rack 257 257
American College Theatre Festival 31000 31000
Am. Legion Mid -South Regional Tournament 13,120 139120
Ark. Federation of Gymnastics T-Shirts 11500 11500
City Entrances 2,100 21100
CEC Equipment Replacement 200,000 2009000 0 200,000
Fay. Lakes Restoration Project 252000 25,000 0
File Photo Updates 21500 313 21187
Henry Awards Contribution 500 500 0
Joe Martin Memorial Stage Race (Fay. Wheelmen) 11955 12955 0
Lights of Ozarks - Dismantling 170 100 70
Mayors Conference on Tourism (Carryover) 31000 3,000
NCAA Women's Regional T-Shirts 1 ,500 1 ,500 0
Sound System - Downtown Square 10,000 10,000
Square Gardens/Dickson Street Parking Maint. 40,000 40,000
Walton Arts Center Advertising 4,000 3,657 343 542
WRMC Benefit Gala Advertising 2,000 21000
Unallocated 96,620 96,620
TOTAL $11076,901 $544,612 $532,289 $253,707
• ACTIVITY REPORT
MAY , 1994
800 NUMBER
May 1994 : 892 YTD 1994 : 3951
May 1993 : 804 YTD 1993 : 2902
May 1992 : 360 YTD 1992 : 1667
INQUIRY RESPONSES
May 94 Tourist - 440 1994 YTD - 2183
May 93 Tourist - 324 1993 YTD - 2621
May 94 Advertising Response - 3377 1994 YTD - 14 , 671
May 93 Advertising Response - 2373 1993 YTD - 11 , 691
May 94 Relocation - 434 1994 YTD - 1949
May 93 Relocation - 325 1993 YTD - 1948
April 1994 Total Inquiries - 4251
April 1993 Total Inquiries - 3022
YTD 1994 Total Inquiries - 18 , 803
YTD 1993 Total Inquiries - 163608
•
CONVENTION ACTIVITY
Conventions - Chi Omega Centennial
Volksmarch
Arkansas Oklahoma Baptist Pastors
American Legion state meeting
SEC Track meet
American Legion regional baseball tournament
State Campers
Industrial Developers of Arkansas
Town and Country Tours - Hawaiian tour group
Capital Tours - Oklahoma City tour group
Meetings - Northwest Arkansas Tourism Association annual
meeting
Autumnfest
Fond Memories - Anita Burney
Air Museum annual banquet
Autumnfest Board of Directors
Northwest Arkansas Hospitality Association meeting
Monthly master Calendar of Events printed in Northwest
Arkansas Times
• Media Relations - American Bus Assn , Top 100 Events in North
America
NATA advertising . agency
SEC Preview basketball and football
magazines
NATA fall calendar of events
•
Media ( May placement ) - Arkansas Alumni
Arkansas Tour Guide
Arkansas Times
Friendly Exchange
Southern Living Travel Guide
State News Insert
Trio
Byways
Convention South
HMR COLLECTION COMPARISON
May 1994 : $ 72 , 077 May 1993 : $ 58 , 564
Percent Increase 23 . 07 %
YTD 1994 : $ 338 , 036 YTD 1993 : $ 280 , 403
Percent Increase 20 . 558
•
MAY Top 10 HMR COLLECTIONS
Hilton
Clarion
Ryan ' s
Chili ' s
Kirby ' s
Jose ' s
Red Lobster
A . Q . Chicken
McDonald ' s 50 ' s
Taco Bell
•
Advertising Inquiry 1994
1. May 26
JAN FEB MAR APR MAY JUN JUL AG SEP OT ' NV DEC
ADG
AI 1965 688 175
AL
AT 173 668 231 530
ATM 148 79
BY
CR
CS
DMN
DS
FE 512
KCS
ML 902 697
NTG 30 150 45 236
SL 53 24 149 451 354
SM 6
SNL
SWTR
TG 83 167 190 61
TP 63 6 29 117 3
TW
USA 705 3776 497
VP 75 303 288
VUS 22
Tot 424 217 3931 6722 3377
ADG - AR . DEM . GAZETTE ML - MIDWEST LIVING
AI - AR NEWS . INSERT ( CJ ) NTG - NATA
AL - AR ALUMNI SL - SOUTHERN LIVING
AT - AR TOUR GUIDE SM - SUCCESSFUL MEETINGS
ATM - AR TIMES SNL - SPRINGFIELD NEWS LEADER
BY - BYWAYS SWTR - SW TIMES RECORD
CR - COURIER TG - SL TRAVEL GUIDE
CS - ' CONVENTION SOUTH TP - TRIP
DMN - DALLAS MORN NEWS TW - TULSA WORLD
DS - DESTINATIONS USA - USA WEEKEND
FE FRIENDLY EXCHANGE VP - VACATIONS PUB
KCS - KANSAS CITY STAR VUS - VISTA USA
TOURIST INQUIRY 1994
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
AL 8 3 8 3 1 0 0 0 0 0 0 0
AK 0 0 0 0 0 0 0 0 0 0 0 0
AZ 1 2 6 0 4 0 0 0 0 0 0 0
AR 49 68 125 45 63 0 0 0 0 0 0 0
CA 7 13 49 23 25 0 0 0 0 0 0 0
CO 3 2 4 6 2 0 0 0 0 0 0 0
CT 0 1 3 1 3 0 0 0 0 0 0 0
DE 0 0 0 1 0 0 0 0 0 0 0 0
DC 1 0 1 0 1 0 0 0 0 0 0 0
FL 6 4 20 15 13 0 0 0 0 0 0 0
GA 0 2 11 7 2 0 0 0 0 0 0 0
HI 0 0 1 0 3 0 0 0 0 0 0 0
ID 1 0 4 2 3 0 0 0 0 0 0 0
IL 13 13 66 16 23 0 0 0 0 0 0 0
IN 2 2 18 4 5 0 0 0 0 0 0 0
IA 7 9 37 10 5 0 0 . 0 0 0 0 0
KS 4 4 50 11 16 0 0 0 0 0 0 0
KY 2 3 3 2 3 0 0 0 0 0 0 0
LA 6 4 32 39 28 0 0 0 0 0 0 0
ME 0 0 0 0 0 0 0 0 0 0 0 0
MD 0 1 3 2 2 0 0 0 0 0 0 0
MA 2 0 2 1 3 0 0 0 0 0 0 0
MI 5 7 32 8 9 0 0 0 0 0 0 0
MN 4 8 13 2 9 0 0 0 0 0 0 0
MS 2 4 12 5 1 0 0 0 0 0 0 0
MO 11 18 66 12 24 0 0 0 0 0 0 0
MT 1 0 1 1 1 0 0 0 0 0 0 0
NE 1 4 8 5 7 0 0 0 0 0 0 0
NV 1 0 1 1 1 0 0 0 0 0 0 0 .
NH 0 0 1 2 0 0 0 0 0 0 0 0
NJ 0 0 5 5 7 0 0 0 0 0 0 0
NM 2 0 2 2 3 0 0 0 0 0 0 0
NY 3 5 5 6 4 0 0 0 0 0 0 0
NC 2 1 4 2 2 0 0 0 0 0 0 0
ND 0 0 1 1 0 0 0 0 0 0 0 0
OH 2 3 12 5 5 0 0 0 0 0 0 0
OK 16 13 83 29 42 0 0 0 0 0 0 0
OR 0 0 2 5 1 0 0 0 0 0 0 0
PA 3 3 2 3 9 0 0 0 0 0 0 0
PR 0 0 0 0 0 0 0 0 0 0 0 0
RI 1 0 0 0 0 0 0 0 0 0 0 0
SC 0 0 7 3 4 0 0 0 0 0 0 0
SD 1 1 9 1 1 0 0 0 0 0 0 0
TN 3 4 10 7 3 0 0 0 0 0 0 0
TX 13 21 113 83 84 0 0 0 0 0 0 0
UT 1 0 1 1 1 0 0 0 0 0 0 0
VT 0 0 0 0 0 0 0 0 0 0 0 0
VA 4 4 3 3 3 0 . 0 0 0 0 0 0
WA 1 0 1 1 2 0 0 0 0 0 0 0
WV 3 0 2 0 1 0 0 0 0 0 0 0
WI 5 4 52 12 11 0 0 0 0 0 0 0
WY 0 0 2 0 01 0 0 0 0 0 0 0
Tot . 197 231 922 393 440 0 0 0 0 0 0 0
RELOCATION INQUIRY 1994
• JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
AL 7 2 1 1 4
AK 0 2 3 4 4
AZ 4 4 10 9 10
AR 52 41 51 40 49
CA 31 44 64 47 51
CO 4 6 9 6 8
CT 0 3 0 2 1
DE 0 0 0 1 0
DC 0 1 0 0 0
FL 21 9 22 12 14
GA 3 4 8 2 8
HI 2 3 0 1 0
ID 0 1 0 1 1
IL 7 13 37 19 19
IN 6 3 7 5 2
IA 5 10 20 7 7
KS 10 8 13 6 20
KY 0 8 3 0 3
LA 9 13 14 15 6
ME 1 0 1 0 1
MD 3 4 3 2 1
MA 1 3 6 4 6
MI 4 7 8 6 5
MN 11 9 9 10 12
MS 5 4 8 8 9
MO 9 12 19 13 12
MT 0 1 1 1 1
NE 7 2 3 5 3
NV 4 2 4 4 5
NH 0 0 1 0 1
NJ 2 2 4 1 6
NM 4 1 10 2 4
NY 10 11 19 15 5
NC 7 3 6 3 7
ND 2 1 1 0 2
OH 4 13 11 5 6
OK 16 7 20 12 20
OR 2 2 3 6 1
PA 2 2 10 8 2
PR 0 0 0 0 0
RI 0 1 1 3 0
SC 0 2 5 2 0
SD 2 0 2 0 5
TN 7 5 7 4 11
TX 44 42 41 28 73
UT 3 1 2 0 0
VT 1 0 0 1 1
VA 5 4 5 2 8
WA 6 6 7 0 7
WV 0 1 0 0 0
WI 14 15 23 11 13
• WY 1 1 1 1 0
Total 338 339 503 335 434
R�
REQUEST FOR ADDITIONAL FUNDS FROM THE
PLEDGED REVENUE FUND OF THE
CITY OF FAYETTEVILLE
Submitted
to the
i
I
Fayetteville
Advertising and Promotion Commission
t
I
t
Submitted
by
i
I
Donnie Dutton , Dean
and
Randy Rhine , Associate Dean
Division of Continuing Education
University of Arkansas
# 2 University Center
Fayetteville , AR 72701
Telephone : 575 - 3604
i
June 13 , 1994
REQUEST FOR ADDITIONAL FUNDS
Based on A & P ' s previous $ 200 , 000 gift ( of which the
Division will match ) to the Division of Continuing
Education , progress has been made . The first bid will be
opened this week , and it will be for a Digital Audio
Workstation ( in the $ 40 , 000 - $ 50 , 000 range ) . Additional
bids are being prepared for a mixing console , a video
editing system , etc .
The Division has also checked into " reality pricing "
for the remainder of the equipment needed and has concluded
that an additional $ 1 , 000 , 000 is needed to completely update
the audio and video operation .
Therefore , this is to request an additional $ 500 , 000
from the A & P Commission under the same conditions as
before ; that is :
1 . The Division will find the funds to match the amount
dollar for dollar .
2 .' Any funds that cannot be matched will be returned . ( Do
not expect any back . )
• 3 .' Copies of actual invoices will be furnished to the
Commission to verify that said money was spent and that
matching funds were provided .
1
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•
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First Draft
L NAME OF EVENT: i t
"Battle of the Bud Bowl," the first annual holiday basketball tournament
featuring nationally known high school basketball teams.
2 CONTACT PERSON:
Barry Gebhart, Fayetteville High School Head Basketball Coach and
Assistant Athletic Director (444-3054)
Dick Johnson, Athletic Director (444-3048)
3. PURPOSE:
The purpose of the tournament would be twofold:
a. to regenerate support for the athletic programs at
Fayetteville High School, and
b. to generate funds to support the athletic budget (i.e. ,
uniforms, facilities, special projects, etc.)
4. EVENT DATE:
• Christmas Holidays, 1995
5. EVENT SITE:
Bud Walton Arena or Barnhill Arena
6. BACKGROUND:
The ideais to bring big-time high school basketball to the northwest
Arkansas area. The Fayetteville High School basketball teams have been
involved in several similar tournaments around the country for the past ten
years, and there is no reason why Fayetteville can't have a great tournament.
With the attention focused on the area due to the Razorbacks' national
championship, the timing could not be better!
We would hope to draw teams from the major metropolitan areas that are
within 300 to 400 miles of Fayetteville: Tulsa, Kansas City, Memphis,
Oklahoma City, Wichita, St. Louis, Shreveport, etc. Fan support is an
important factor in the success of the tournament, and the fans must be
able to drive to Fayetteville.
• It is our hope that this will serve as a catalyst for the community to get
behind and involved in Fayetteville High School once again. A similar
tournament in Bristol, TN, drew a crowd of over 30,000 for four nights.
Z EXPECTED VISITOR DRAWe
Expected visitor draw is tough to estimate. However, a rough estimate would
be between 450 to 700 visitors.
& ANTTUPATED MEDIA EXPOSURE:
Media exposure will be critically important. We would work closely with each
team and their school to make sure that all media outlets that are interested
in the tournament had the necessary information and facilities.
The exposure potential is tremendous. ESPN is now televising best high
school tournaments during the Christmas holidays. If the tournament takes
hold like we hope it will, it would be possible to get national media coverage
in three to five years.
9. IMAGE:
• We would try to use the Razorbacks as much as possible to enhance the
image of the tournament. The use of Walton or Barnhill Arena would play a
key role. Coach Richardson is supportive of the tournament and of using the
Razorbacks to enhance the tournament's appeal. The University of Arkansas
Admissions office may also be interested in the tournament as a way of
getting high school students interested in the University.
10. MARKETING PLAN:
One method of promoting the tournament in Arkansas and the region would
be to bill it as the tournament of potential future Razorback stars. We would
make every effort to attract those teams who have players who have
expressed an interest in playing for the Razorbacks.
It could also be billed as "The Bulldogs vs. the Nation," comparing
Fayetteville High School to other basketball powers across America.
To properly promote the tournament through the region, a high quality
brochure on the tournament would be prepared and mailed to every high
school basketball coach in the region. Publicity releases on the tournament
would be send to all media in the region, as well as national sports
publications and broadcast media.
IL MAMETING PIAN BUDGET:
12. FUNDING REQUEST:
We are asking for $50,000 from the Advertising and Promotion Commission,
which would be added to the $200,000 we hope to receive in corporate
sponsorships.
Funding Request..for
United States Slo-Fitch Association
Gary Hampton Memorial Youth NIT
(National Invitation Tournament)
by
Leanne Donner
USSSA Girls Youth Director for Arkansas
3405 Canterbury Circle
Fayetteville, Arkansas 72701
587=0826 or 442-9273
or
John Freeman
USSSA Area Youth Director
315 Village Drive
Fayetteville, Arkansas 72703
442-6281 or 5214698
Funding Request for
United States Slo-Pitch Softball Association
Gary Hampton Memorial Tournament - NIT
(National Invitational Tournament)
June 4 and 5, 1994
Purpose of the Tournament:
To promote girls/youth athletics in the Northwest Arkansas area. In addition to promoting
Fayetteville, Northwest Arkansas, The University of Arkansas and the State of Arkansas.
This is the Second Annual Gary Hampton Memorial Tournament and interest in the tournament
is even higher than we had last year at this time. We are going to be visited by the President
of the Youth Division of the United States Slo-Pitch Softball Association, because they are very
excited about the "boom " of girls/youth softball in Arkansas and especially in the Northwest
Arkansas area. It is prudent that we handle this tournament efficiently and that the girls come
away with a positive experience. We are in line to get a World Tournament in the near future
and how we handle ourselves in the NIT will have a definite impact on USSSA's decision
making process.
Status,
Non-Profit
Period of Operation:
June 4 and 5 , 1994
Location of Event:
Lake Fayetteville Softball Complex, Wilson Park and Asbell Softball "Complex
Team Participation:
18 and Under Majors & Recreational
16 and Under Majors & Recreational
14 and Under Majors & Recreational
12 and Under Majors & Recreational
10 and Under Majors & Recreational
,;
• Expected Visitor Draw:
Surveys have shown with our youth girls, the average number of people traveling with a team,
is 20. Most teams travel with an average of 13 girls per team, therefore totaling 33 people per
team . That would bring approximately 1 ,650 (50 plus teams) people into the area for 2 to 3
days . Based on Chamber of Commerce figures (1650 x $129.00 x 2 = $425,700) that would
bring approximately $400,000 of revenue into the Fayetteville area.
It is not unreasonable to expect 50 plus teams (56 teams last year) to participate in the
tournament. Last year these teams were drawn from other parts of Arkansas, Texas, Oklahoma
and Missouri. The general consensus was that the teams loved playing in the area and wanted
to come back.
Media Coverage:
All local newspapers, radio stations and TV stations will be notified. Articles in the Sandbagger
(USSSA's regional newspaper that covers New Mexico, Louisiana, Oklahoma, Texas and
Arkansas) ; articles in the Slo-Pitch Game (USSSA' s national newspaper that covers all the US
and 6 foreign countries).
. Image.
The area has a wonderful vacation setting, as well as the University of Arkansas and the quality
of living in Fayetteville and Northwest Arkansas is equally wonderful. The girls that participate
in these programs are truly the future of America. They have drive, initiative, ambition and are
exceptional students. NIT'S merely showcase these young people as well as the Northwest
Arkansas and Fayetteville area.
Marketing Plan:
The tournament was promoted at the National USSSA Meeting (November 1-6) in Arlington,
Texas. Information packets containing information about Fayetteville, the University of
Arkansas and all tourist information about NW Arkansas was sent out to all 50 states and 6
foreign countries. It was sent out to all teams sanctioned in 1993 with USSSA. It is publicized
in the Official USSSA Rule Book for 1994, as well as, the Slo-Pitch Game newspaper and the
Sandbagger newspaper. '
Proposed Budget:
Booth at National Convention $ 100.00
Information Packets & Postage 11000.00
Funding Request:
Bid Fee to USSSA for NIT 500.00
Sanction Fee USSSA for NIT 100.00
Softballs 112 Games* X $ 5 .00 per Ball 560.00
Umpires 112 Games* X $ 16. 00 per Game 1 ,792.00
Scorekeepers 112 Games* X $5 .00 per Game 560.00
Trophies and Awards 21400.00
Field Ground Crew Weekend 4 People 200.00
Field Directors 3 Complexes 300. 00
Fayetteville Youth Center Donation 750.00
In Memory of Gary Hampton
Tent Rental for Tournament Headquarters 100.00
Identification Cards Welcoming all Teams to Fayetteville, AR 225 .00
Tournament Director Fee 448.00
Umpire and Chief Fee 280.00
Total Expenses (Estimates based on Last Year's Figures)* $9, 315 .00
Money Collected through Entry Fees:
Majors Division 33 Teams X $100.00 -32000.00
Rec Division 23 Teams X $ 75 .00 - 1 ,725 .00
Fundine Request from A&P -22000. 00
Total Income (Estimates based on Last Year's Figures)* -61725 .00
Deficit Balance to be made up from Gate Fees (22590. 00)
Funding Request for
United States Slo-Pitch Association
Gary Hampton Memorial Youth NIT
(National Invitation Tournament)
by
Leanne Donner
USSSA Girls Youth Director for Arkansas
3405 Canterbury Circle
Fayetteville, Arkansas 72701
587=0826 or 442-9273
or
John Freeman
USSSA Area Youth Director
315 Village Drive
Fayetteville, Arkansas 72703
4424281 or 521=8698
Funding Request for
United States Slo-Pitch Softball Association
Gaa Hampton Memorial Tournament - NIT
(National Invitational Tournament)
June 4 and 5. 1994
Purpose of the Tournament:
To promote girls/youth athletics in the Northwest Arkansas area. In addition to promoting
Fayetteville, Northwest Arkansas, The University of Arkansas and the State of Arkansas .
This is the Second Annual Gary Hampton Memorial Tournament and interest in the tournament
is even higher than we had last year at this time. We are going to be visited by the President
of the Youth Division of the United States Slo-Pitch Softball Association, because they are very
excited about the "boom " of girls/youth softball in Arkansas and especially in the Northwest
Arkansas area. It is prudent that we handle this tournament efficiently and that the girls come
away with a positive experience. We are in line to get a World Tournament in the near future
and how we handle ourselves in the NIT will have a definite impact on USSSA's decision
making process.
Status:
Non-Profit
Period of Operation:
June 4 and 5 , 1994
Location of Event:
Lake Fayetteville Softball Complex, Wilson Park and Asbell Softball Complex
Team Participation:
18 and Under Majors & Recreational
16 and Under Majors & Recreational
14 and Under Majors & Recreational
12 and Under Majors & Recreational
10 and Under Majors & Recreational
Y
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• Expected Visitor Draw:
Surveys have shown with our youth girls, the average number of people traveling with a team,
is 20. Most teams travel with an average of 13 girls per team, therefore totaling 33 people per
team . That would bring approximately 1 ,650 (50 plus teams) people into the area for 2 to 3
days . Based on Chamber of Commerce figures (1650 x $ 129.00 x 2 = $425 ,700) that would
bring approximately $400,000 of revenue into the Fayetteville area.
It is not unreasonable to expect 50 plus teams (56 teams last year) to participate in the
tournament. Last year these teams were drawn from other parts of Arkansas, Texas, Oklahoma
and Missouri. The general consensus was that the teams loved playing in the area and wanted
to come back.
Media Coverage:
All local newspapers, radio stations and TV stations will be notified. Articles in the Sandbagger
(USSSA's regional newspaper that covers New Mexico, Louisiana, Oklahoma, Texas and
Arkansas); articles in the Slo-Pitch Game (USSSA's national newspaper that covers all the US
and 6 foreign countries).
Image:
The area has a wonderful vacation setting, as well as the University of Arkansas and the quality
of living in Fayetteville and Northwest Arkansas is equally wonderful. The girls that participate
in these programs are truly the future of America. They have drive, initiative, ambition and are
exceptional students. NIT'S merely showcase these young people as well as the Northwest
Arkansas and Fayetteville area.
Marketing Plan:
The tournament was promoted at the National USSSA Meeting (November 1-6) in Arlington,
Texas. Information packets containing information about Fayetteville, the University of
Arkansas and all tourist information about NW Arkansas was sent out to all 50 states and 6
foreign countries. It was sent out to all teams sanctioned in 1993 with USSSA. It is publicized
in the Official USSSA Rule Book for 1994, as well as, the Slo-Pitch Game newspaper and the
Sandbagger newspaper. '
•
Proposed Budget:
Booth at National Convention $ 100.00
Information Packets & Postage 1 ,000.00
Funding Request:
Bid Fee to USSSA for NIT 500.00
Sanction Fee USSSA for NIT 100.00
Softballs 112 Games* X $ 5 .00 per Ball 560.00
Umpires 112 Games* X $16 .00 per Game 11792 .00
Scorekeepers 112 Games* X $5 .00 per Game 560.00
Trophies and Awards 21400.00
Field Ground Crew Weekend 4 People 200.00
Field Directors 3 Complexes 300.00
Fayetteville Youth Center Donation 750.00
In Memory of Gary Hampton
Tent Rental for Tournament Headquarters 100.00
Identification Cards Welcoming all Teams to Fayetteville, AR 225 .00
Tournament Director Fee 448.00
Umpire and Chief Fee 280.00
• Total Expenses (Estimates based on Last Year' s Figures)* $99315 .00
Money Collected through Entry Fees:
Majors Division 33 Teams X $100.00 -3 ,000.00
Rec Division 23 Teams X $ 75 .00 -19725 .00
Fundine Request from A&P -21000. 00
Total Income (Estimates based on Last Year's Figures)* -69725 .00
Deficit Balance to be made up from Gate Fees (22590. 00)
VIP
• GUIDE LINES FOR REQUESTING FUNDING FROM THE
PINE BLUFF ADVERTISING & TOURIST PROMOTION COMMISSION
* Requests for funding of events , activities or projects from
the Commission must be submitted before September 1st . Requests
are for the ensuing year . All request shall be addressed to the
Director of the Convention & visitors Bureau or his designate .
* Organization ' s requesting funds must complete all of the
necessary information , as shown on the Request For Funding Form .
The forms are available from the Director of ' the Convention &
Visitors Bureau at One Convention Center Plaza , telephone 536 - 7600 ,
office hours Monday thur Friday 8 : 30 a . m . to 4 : 30 p . m .
* The mission of the Commission and the Convention & Visitors
Bureau is to bring visitors to Pine Bluff . The ability of an event
to draw people to Pine Bluff is an important part of the funding
decision .
* In providing funding for event ' s , the Commission provides
either grants or loans . Final decision of the classification of a
asnaan ,
lloquest rests tFunds that are d
are expectedto be p id back to theCom iss Commission
• the profits of the event .
* Requested funds are to be used expressly for advertising and
or promotion of an event . Examples of advertising and promotion
include billboards , newspaper , radio & television advertising ,
poster , event programs and etc .
* Requests go before the Commissions Finance Committee for
review and recommendation . Final approval will be by vote of the
full Commission . Requested funds will be disbursed in one of two
ways :
1 . Directly to the vendor , upon receiving invoices .
2 . To the event sponsor , upon receiving copies of paid
invoices .
FUNDING CRITERIA
The following items will be considered when approving events
or activities to receive funding from the Commission .
* Number of people in attendance ?
* Number of days event will last ?
• * Attendance - Priority will be given to those events that draw
from outside Arkansas or outside Jefferson County .
* Will all or part of the event be held at the Pine Bluff
Convention Center ?
* Has funding been provided for this event in the past ?
Amount approved for this event in the past .
* Economic advantage of event to the community .
R
PINE BLUFF ADVERTISING & TOURIST PROMOTION COMMISSION
REQUEST FOR FUNDING APPLICATION
Name of Organization
Contact Person
Address
City/State Zip
Work Phone Home Phone
Alternate Contact Person
Address
City/State Zip
WorkPhone HomePhone
• Is this a non-profit organization? Non-profit tax ID#
Is this group incorporated?
HISTORY OF GROUP REQUESTING FUNDING
Number of years in existence
Current officers:
President
Vice-President
Secretary/Treasurer
Goal of the group
Brief History
Name-of:event,reg vkestin _funding''--., ._
Date(s) of proposed event
Location of event
Will any of these activities be at the Convention Center?
Proposed use of funds
. rz
Admission Charge
History of event
Is this request a grant or loan?
Number of people that attended this event the past 3 years (if applicable)
Local In State. Out of State
Estimated attendance this year?
• Local In State Out of State
To the best of my knowledge the information provided in this application is true,
correct and complete.
Organizations President
Organizations Secretary
•
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FINANCIAL INFORMATION
What was the budget for the event last year?
What was the advertising budget for last year?
What was the cost of the event last year?
What was the profit of the event last year?
What was profit generated from this event used for?
What is the proposed budget this year?
What is the proposed advertising budget this year?
What will the profit generated by this event be used for?
The requesting organization's regular annual budget is to be attached to the
application for funding. Full Financial Disclosure of all revenues and expenses
must be provided. It is not the A & P Commission's. intent to fund requests that
could be funded by other sources.