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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 t • it it �I i n i i i� 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 st+a • 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 • ._.,..►�..Yom. -- - -�.�.�= - —' � —���.. .. . - - s�—�—u ,.�.�,.�—.�_ 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.