HomeMy WebLinkAbout1998-01-12 - Agendas - Final MEETING NOTICE
The Advertising and Promotion Commission will meet on
Monday , January 12 , 1998 at 2 : 00 p . m . at City Hall Council
Chamber .
ADVERTISING AND PROMOTION COMMISSION
January 12 , 1998 2 : 00 p . m . City Hall Council Chamber
I . Call to Order
A . Selection of Chairman for 1998
II . Reports
A . Approval of Minutes for December 8 meeting
B . Financial - Ben Mayes
C . Convention and Visitor Activity - Marilyn Snapp
D . Blackwood/Martin Agency Report - Susan Stirewalt
• III . Old Business
A . Exhibit Hall / Town Center
IV . New Business
A . Extend agreement between Advertising and Promotion
Commission and Chamber of Commerce
V . Miscellaneous
A . Schedule meeting of committee of the whole to
discuss architect selection for remainder of Town
Center project
VI . Adjourn
Informational Items -
Trolley Operations Report
it
•
• GROUP : ADVERTISING 6 PROMOTION COMMISSION
DATE : December 8 , 1997
PRESENT : Curtis Shipley Ben Mayes
Kit Williams Susan Stirewalt
Carl Maguire Marilyn Snapp
Alex Jerde
ABSENT : Joe Fennel , Jim Waselues , Fred Hanna
CALL TO ORDER :
The meeting was called to order by Kit Williams at 2 : 00 p . m ,
in the City of Fayetteville Council Chamber ,
MONTHLY REPORTS :
MINUTES
It was moved by Shipley , second by Maguire to approve the
minutes of the November 10 meeting . Motion carried .
FINANCIAL
Ben Mayes presented the financial report for November . The
HMR collections were $ 88 , 147 , a decrease of 1 . 938 from
November 1996 collections . Total collections year to date
are $ 913 , 447 , a 4 . 288 increase . November expenditures were
• $ 53 , 439 .
Moved by Shipley , second by Maguire to approve the November
financial report . Motion carried .
ACTIVITY REPORT
Marilyn Snapp reviewed convention/ visitor activity for
November .
AGENCY REPORT
Susan Stirewalt reported on the creative campaign for 1998 .
Agency philosophy is to run smaller ads which are more
dramatic and run them more often .
Creativity emphasizes 1 ) continuity in design and copy ; 2 )
focusing on specific things to do ; 3 ) emphasis not on
seasonal activities ; 4 ) incorporating the internet address
and 800 number ; and 5 ) dropping the physical address .
Audience target is general tourist , civil war buffs ,
genealogy enthusiasts , and meeting and event planners .
OLD BUSINESS :
• TOWN CENTER/ EXHIBIT HALL
Richard Alderman reported on progress made on Town Center .
Small technical subcommittee meetings on communications ,
exhibition , kitchen/ catering and plaza /public space design .
• There being no further business , the meeting was adjourned .
Respectfully submitted ,
"'hP, ,dam
Marilyn Snapp
Director , Convention and Visitor Development
•
•
City of Fayetteville, Arkansas
Monthly HMR Tax Collections 1995-1997
• 1995 1996 1996 1997 1997
Total Total Change Over Total Change Over
HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year
January $ 741927 $ 761738 2.42% $ 73,809 -3.82%
February 71 ,046 68,507 -3.57% 73,099 6.70%
March 68,254 72,521 6.25% 76,808 5.91 %
April 73,027 82,155 12.50% 88,050 7.17%
May 78,599 78,771 0.22% 87,221 10.73%
June 80,875 79,880 -1 .23% 84,417 5.68%
July 80,211 83,337 3.90% 79,784 -4.26%
August 81 ,416 78,651 -3.40% 849099 6.93%
September 801376 851514 6.39% 829984 -2.96%
October 77,619 80,031 3. 11 % 959030 18.74%
November 91 ,076 891882 -1 .31 % 88,147 -1 .93%
December 75,490 80,107 6.12% 79,388 -0.90%
• Total $ 932,916 $__g56 2.48% $ 992,835 3.84%
HMR Tax Collections By Month
100
80
60
a
c
01
0
40
20 L
0
January February March April May June July August September October November December
0 1995 sm 1996 as 1997
•
\HMRTAX
Advertising & Promotion Commission
Financial Report - Expenditures
For the Year Ending December 31 , 1997
•(Preliminary - Subject to Year End Adjustments)
1997 YTD December
Budget Item Budget Expenses Remaining Expenses
Chamber of Commerce Operations Contract $100,000 $100,000 $0
Collection Expense - City of Fayetteville 19,560 19,857 (297) 11588
Audit Expense 150 150 0
800 Telephone Number (Chamber of Commerce) 10,000 10,000 0
Public Notification (BMA Contract) 227,040 208,645 18,395 2,328
Trolley Operations 40,000 37,606 2,394 3,298
Convention Support 51391 41863 528 404
Town Center/Exhibit Hall 123,059 10,847 112,212
Brochure Development 50, 157 48,297 11860
Music Festival 21000 21000 0
Air Museum 40,000 40,000 0 10,000
Square Gardens 28,588 263361 21227
Special Projects
•AAAA State H.S. Basketball Tournament 31000 3,000 0
Fay. Public Library Genealogical Collection 31 , 175 30,877 298
Fay. Wood Bat Classic 11983 11983 0
Gary Hampton Memorial Inv. Tournament 11999 1 ,999 0
H.A.W.K.S. Basketball Tournament 21000 2,000 0
Holiday Hoops 21 ,500 21 ,500 0
Joe Martin Memorial Stage Race 32620 2,566 11054
Northern Tourist Information Center 29, 172 29, 172 0 71293
State High School Cross Country Meet 2,000 2,000 0 2,000
Wash. Cc Historical Society - Brochures 21000 21000 0
TOTAL USES $744,394 $605,722 $138.672 $26,911
\A&PEXP97
ADVERTISING INQUIRY 1997
December 31 , 1997
• JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
Tourist
AAA
AT 106 106
BH 479 1439 684 470 160 187 63 94 3 3579
CL 39 26 6 203 274
D
FC 76 711 832 364 230 40 36 123 46 39 15 2512
H&A 158 280 194 346 226 330 46 1580
ML 87 73 832 1019 816 499 293 454 324 129 1127 189 5528
NI 1371 717 62 41 810 521 32 16 3570
NTG 102 63 425 442 231 328 106 226 224 105 56 52 2360
OU 10 5 15
SL 55 42 559 209 251 300 129 241 266 79 34 11 2176
TM 11 19 88 134 188 162 33 145 67 107 88 156 1298
TA 240 332 119 405 98 53 203 220 57 35 1762
OK 40 43 54 29 39 205
USA 89 1241 1116 197 436 314 3393
V 21 54 75
VG 18 756 1986 407 311 363 3841
VUS 14 14
Newspaper
ADG
SNL
• Group Travel
TDM
ABA
BY 4 7 11
NTA
GTL
MM
CS
SM 1 1 3 2 7
TW 3 3 16 8 1 1 30
343 361 4835 7129 6019 3168 1053 17422617 18352642 829 32336
AAA AAA Car ANI - Arkansas Nwspr TDM-TM Direct Mail
AT- AR Tour Guide ADG- AR Democrat Gaz ABA-ABA Destinatn
BH-Better Homes SNL- Springfield News BY- ByWays
CL- Country Living TW- Tulsa World NTA- NTA Courier
D- D Magazine TMG- Travel Mktg G GTL- Grp Travel Ledr
FC- Family Circle MM- Motorcoach Mkt
H&A-Home & Away CS- Convention So .
ML- Midwest Living SM- Successful Mtg .
NI - Newspaper Insert ( State ) TW- Travel Weekly
NTG- NATA Tour Guide
OK - Oklahoma Today
OU - Outside
SL- Southern Living
TA- Travel America
• TM- Texas Monthly
USA- USA Weekend
V- Vacation VG- Vacation Guide
VUS - Vista USA
i
TOURIST INQUIRY 1997
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOT
• AL 3 7 3 4 3 0 4 2 6 3 2 2 39
AK 0 0 1 0 0 1 0 2
AZ 2 2 7 4 3 3 1 3 4 2 1 32
AR 54 66 90 101 69 26 63 92 52 37 5 14 669
CA 6 8 9 8 13 6 8 5 7 7 1 3 81
CO 2 3 6 0 3 1 4 2 2 4 2 3 32
CT 1 2 1 0 1 0 1 1 1 8
DE 1 1 0 0 1 0 0 1 4
DC 0 0 0 1 0 0 1 2
FL 3 5 6 6 9 2 5 2 5 2 1 1 47
GA 2 1 2 4 5 2 1 2 6 2 1 28
HI 1 0 0 0 0 0 0 1
ID 0 2 1 0 0 0 1 1 5
IL 8 15 57 25 25 12 5 22 17 9 2 5 202
IN 2 2 23 23 8 2 5 2 5 7 2 81
IA 4 9 26 20 8 3 4 8 14 4 3 2 105
KS 3 7 18 12 11 1 13 11 13 5 3 2 99
KY 0 2 2 4 3 2 6 4 1 2 2 28
LA 5 14 34 10 11 5 17 23 17 4 3 143
ME 1 0 1 1 0 0 0 1 4
MD 1 1 0 2 2 0 0 2 1 9
MA 3 2 2 1 1 0 3 1 1 1 1 16
MI 4 4 25 15 5 0 2 2 11 2 1 1 72
MN 4 7 22 10 14 4 7 7 18 5 6 2 106
MS 2 1 5 6 1 4 3 5 7 4 1 39
• MO 10 23 39 38 18 5 16 22 27 12 5 4 219
MT 0 0 0 0 0 0 0 0
NE 0 4 1 2 10 0 4 4 8 5 2 40
NV 1 0 0 0 0 1 0 1 1 1 5
NH 1 1 0 0 0 0 0 2
NJ 1 4 4 2 3 0 0 1 2 1 18
NM 2 4 0 3 2 2 0 1 3 1 1 19
NY 2 2 10 5 6 0 3 9 1 2 4 1 45
NC 2 3 0 2 3 2 0 3 1 3 2 21
ND 2 2 1 1 1 0 1 2 1 11
OH 3 2 8 9 5 3 4 2 17 4 2 59
OK 12 20 34 27 34 12 14 22 23 27 5 4 234
OR 2 0 1 0 0 1 0 2 6
PA 2 2 5 5 5 0 2 2 2 1 2 1 29
PR 0 0 0 0 0 0 0 0
RI 0 1 0 1 0 0 0 1 3
SC 0 1 1 1 2 3 1 4 1 1 2 17
SD 1 1 8 1 3 1 2 2 1 20
TN 2 6 6 9 3 1 6 6 10 3 52
TX 16 38 51 40 35 20 37 56 28 21 8 8 358
UT 1 0 1 0 1 0 0 2 1 6
VT 0 0 0 0 0 0 0 0
VA 2 1 6 3 4 1 0 1 1 19
WA 0 3 4 1 2 1 3 1 1 1 1 18
WV 0 0 0 1 0 0 0 1 1 3
• WI 4 8 41 10 12 3 7 12 13 7 1 3 121
WY 0 0 1 2 0 0 0 1 1 1 6
Can 4 4 2 1 1 0 3 2 2 2 21
FOR 1 0 4 0 0 1 1 1 8
APO 0 0 0 0 0 0 0 0 1 1
Tot . 183 291 569 421 346 131 258 342 336 197 70 71 3215
RELOCATION INQUIRY 1997
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOT
• AL 0 2 2 3 0 0 0 2 3 2 1 15
AK 0 1 0 1 0 1 0 3
AZ 9 8 3 5 3 2 11 5 8 10 2 3 69
AR 22 26 33 24 22 12 22 29 25 22 7 19 263
CA 16 18 16 13 16 9 13 13 12 9 10 11 155
CO 7 4 6 7 2 2 2 2 5 1 1 5 44
CT 0 1 0 1 1 2 3 1 1 1 1 12
DE 0 0 0 0 0 0 0 1 1
DC 0 0 0 0 0 0 0 0
FL 3 8 7 6 6 4 10 10 9 7 2 4 76
GA 5 0 2 2 3 0 4 3 1 1 1 4 26
HI 1 0 1 0 0 0 2 1 1 6
ID 1 3 1 1 0 0 0 1 7
IL 7 15 19 22 17 9 10 8 7 9 4 6 127
IN 6 0 3 6 3 3 7 2 3 1 34
IA 7 1 8 9 4 4 4 11 3 5 4 60
KS 4 4 8 6 9 5 2 3 4 2 3 1 51
KY 4 2 1 2 2 0 0 2 5 18
LA 5 2 7 7 4 4 1 11 6 7 7 2 63
ME 1 0 0 1 0 0 1 3
MD 0 1 6 1 1 0 1 1 2 13
MA 1 1 0 2 1 1 1 1 8
MI 5 1 3 8 5 0 1 2 1 2 3 31
MN 5 9 11 11 5 0 4 5 5 7 6 5 73
MS 4 0 3 6 2 2 2 2 4 3 1 3 32
• MO 12 7 5 11 8 8 5 11 4 4 6 7 88
MT 0 0 1 0 0 0 1 2
NE 6 2 2 3 2 1 4 3 1 2 26
NV 1 2 2 2 1 1 1 1 2 1 1 15
NH 0 0 0 1 0 0 0 1 2
NJ 5 2 1 1 1 1 1 3 2 2 19
NM 3 3 2 2 4 3 0 1 2 2 1 3 26
NY 1 2 2 5 4 0 3 1 4 1 4 6 33
NC 6 2 0 3 4 4 4 11 3 1 1 39
ND 1 1 1 2 0 0 0 1 1 7
OH 5 4 5 2 0 3 0 2 1 2 2 26
OK 8 5 4 10 20 4 13 6 3 9 2 7 91
OR 3 3 2 1 2 3 4 1 1 2 2 24
PA 1 4 2 1 2 2 1 1 3 3 3 23
PR 0 0 0 0 1 0 0 1
RI 0 0 0 0 0 0 0 0
SC 2 0 1 2 1 2 4 2 2 16
SD 4 1 2 1 1 0 2 2 1 1 1 16
TN 2 3 3 4 6 1 5 2 1 5 32
TX 17 26 25 28 15 13 25 28 16 20 11 19 243
UT 2 0 1 2 3 0 0 1 9
VT 0 0 0 0 0 0 0 2 2 1 5
VA 2 3 7 2 3 1 1 2 1 2 1 25
WA 2 7 4 2 1 0 2 3 4 1 26
WV 1 1 0 1 1 0 0 4
• WI 3 3 9 14 3 3 5 7 5 4 1 2 59
WY 1 0 2 0 0 0 0 3 1 1 1 9
CAN 0 0 1 0 0 0 0 2 1 4
APO 1 0 1 0 2 1 1 1 7
FOR 0 0 1 0 0 0 1 2
202 188 226 244 191 111 183 190 151 154 92 144 2076
AMENDMENT TO THE AGREEMENT BETWEEN THE ADVERTISING AND
PROMOTION COMMISSION OF FAYETTEVILLE, ARKANSAS, AND
THE FAYETTEVILLE CHAMBER OF COMMERCE DATED JANUARY 4, 1993
WHEREAS, the Advertising and Promotion Commission of Fayetteville, Arkansas,
hereinafter called "A & P" and the Fayetteville Chamber of Commerce, a nonprofit
corporation, hereinafter called "Chamber", entered into a contract on January 4, 1993, to
combine and coordinate efforts to provide and support an effective Convention & Visitors
Development Program for Fayetteville; and
WHEREAS, the parties desire to amend the contract to provide for one additional
renewal term for the year 1998.
NOW, THEREFORE, IN CONSIDERATION OF THE COVENANTS AND
• CONDITIONS set forth herein, and in consideration of the mutual benefits which will accrue
to each of the parties, hereof, as well as to general citizenry of Fayetteville and its environs,
the parties have agreed and do hereby agree as follows:
1 . TERM: The last paragraph of the contract between the A & P and the Chamber
dated January 4, 1993 is hereby deleted and the following shall be inserted in its stead:
IT IS AGREED between the parties that this agreement is not assignable. This
agreement shall commence on the January 1 , 1993, and shall terminate on December 31 ,
1993 , with the A & P having the option to renew yearly for four (4) additional one (1 ) year
terms. Notice of intent to renew shall be given by letter ninety (90) days prior to the end of
the contract term and shall be subject to the A & P Commission's approval of the yearly
budget.
• RENEWAL: The A & P exercises the option of renewal contained in the Agreement
• between the A & P and the Chamber dated January 4, 1993, as hereby amended, for a one (1 )
year period commencing on January 1 , 1998, and terminating on December 31 , 1998.
2. FUNDING: Paragraph 2.0 Funding, of the contract between the A & P and the
Chamber dated January 4, 1993, is hereby deleted and the following shall be inserted in its
stead:
2.0 Funding.--Subject to the terms and conditions set forth in this agreement, the A &
P shall compensate the Chamber for services rendered as follows:
For the period January 1 , 1998, to December 31 , 1998, compensation shall be in an
amount up to but not to exceed One Hundred Thousand Dollars ($ 100,000.00), subject to the
A & P's approval of the yearly budget. Said compensation is to be paid in three (3)
installments. The first installment, in an amount up to but not to exceed Fifty Thousand
• Dollars ($50,000.00) shall be paid on or about the fifteenth day of January. The second
installment, in an amount up to but not to exceed Twenty-five Thousand Dollars ($25,000.00)
shall be paid on or about the fifteenth day of April. The third and final installment, in an
amount up to and not to exceed Twenty-Five Thousand Dollars ($25,000.00) shall be paid on
or about the fifteenth day of July. Any monies that are not expended for documented
authorized expenditures shall revert back to the A & P.
3 . RE-ADOPTION OF TERMS OF AGREEMENT DATED JANUARY 4, 1993 .
With the exception of the changes set forth herein, the agreement between the A & P and the
Chamber dated January 4, 1993 is hereby re-adopted and agreed to by the parties and is
attached hereto and made a part hereof as if set forth herein, word for word.
•
• WITNESS OUR HAND on the day of 1998, at Fayetteville, Arkansas.
ADVERTISING AND PROMOTION COMMISSION
Chairman
FAYETTEVILLE CHAMBER OF COMMERCE
President/CEO
ATTEST:
Title:
•
•
i
City of Fayetteville - Trolley Operation
Regular Route
• 1996 Activity 1997 Activity
Average Average
Trip Days of Trips Per Trip Days of Trips Per
Month Count Operation Day Count Operation Day_
Jan. 963 19.50 49.38 891 21 .50 41 .44
Feb. 11010 22.50 44.89 11029 22.00 46.77
March 931 22.50 41 .38 1 , 191 23.50 50.68
April 1 ,045 24.50 42.65 1 ,097 24.00 45.71
May 1 ,056 24.00 44.00 1 ,131 23.50 48.13
June 1 , 149 23.00 49.96 1 ,327 23.00 57.70
July 11218 24.00 50.75 11442 24.00 60.08
Aug. 11270 24.50 51 .84 11289 23.50 54.85
Sept. 11113 21 .50 51 .77 11359 23.00 59.09
Oct. 11065 25.00 42.60 1 ,727 25.50 67.73
Nov. 891 21 .00 42.43 10337 23.00 58. 13
Dec. 922 22.00 41 .91
12 633 274.00 46.13 13.820 256.50 49.19
Average Trips Per Days
60
• 60
40
20
0
Jan. March May July Sept. Nov.
Feb. April June Aug. Oct. Dec.
❑1996 ■1997
Trip
Summary_of_Other Tr4lley Trips_(Novemt er. 19.97) Count
Continuing Education Center - Elderhostel Program 228
Chamber of Commerce Tour 150
Jill Smith Wedding Party 112
Jane Marklein Birthday Party 19
Univ. of Arkansas Conference 88
City of Fayetteville 2
• TOTAL - OTHER TROLLEY TRIPS 599
\TROLLEY
I
WITTENBERG. i DAVIDSON . INC.
Architecture
j• Planning g
Interior Design
Northwest Arkansas Office • 100 West Center / Suite 102 • Fayetteville, AR 72701 • FAX 501 /443-9515 • 501 /443-6666
January 12 , 1998
To:
Advertising and Promotion Commission
Fayetteville, Arkansas
From:
Richard Alderman, AIA
Principal , Northwest Arkansas Office
Wittenberg, Delony & Davidson, Inc.
Fayetteville, Arkansas
Re:
Progress Report
Town Center Exhibit Hall Project
RECENT ACT/ONS:
1 ) Reviewed building design since last A&P Commission meeting including issues of:
a) User Drive-up Access
d) Loading & Service Access as they relate to the existing Alley
c) Plaza Design and Retail areas .
d) Exterior Materials
,1
2) M
et with public input subcommittee design groups on 1 -8- 1998 and reviewed further
input on:
a) Kitchen / Catering
b) Exhibition / Community Uses
C) Technical / Communications
d) Public Space Design
3) Reviewed design for tower to accommodate a community room and observation areas
4) Up-dated project schedule.
• NEXT STEPS:
1 ) The design development planning is 85 % complete based on the presentation for the
A&P Commission meeting scheduled for 1- 12- 1998.
2) Public Review Meeting has been scheduled for February 4, 1998 to gain public
comment on the final design.
3) After completion of the public input meeting a review meeting with the City Board is
needed for final input before approval to move into construction documents is
approved by the A&P Commission.
4) Approve design development phase and move into construction document phase.
OUTSTANDING ISSUES:
1 ) Tower program and decision on whether to add usable spaces to the Tower.
2) Land Use Agreement with South Side Owners.
3) Land Purchase of remaining parcels on Town Center site.
•
1
REPORT TO A&P COMMISSION
ON
FAYETTEVILLE PROMOTIONAL PACKAGES
2/9/98
BACKGROUND
Packaging or bundling is not new to the tourism industry but relatively new to
the state. It is a convenience for the traveler rather than a discount. Much the
same as the popular combo-meals at fast food restaurants.
.3 year the state will be publishing the Vacation Package Guide. In the past
the guide has been made up of private property offerings and not
communities.
Marilyn and I see an opportunity to promote Fayetteville as a place with a
diversity of things to do. Besides promoting Fayetteville, we are also able to
construct the packages to keep the visitor here 2 nights therefore spending
more money and contributing more tax dollars to the economy. It also gives
the industry a boost during the slow times.
• IMPLEMENTATION
With the help of the Conventions & Visitors committee at the Chamber, we
have put together four packages.(see attached)
The program will be coordinated through World Wide Travel and the
Chamber. There will be two price categories for each package, Deluxe and
Economy. The difference will be the accommodations and the amount of meal
vouchers.
We sent a letter to all Hotels and Motels, outlining the program and asking for
their participation. A meeting was held last week of those properties
requesting more information. 10 properties were represented and rates were
set for the Deluxe and Economy price categories of each package.
On Friday a letter was mailed to all restaurants explaining the program and the
vouchers.(example attached)
By the end of this week we will submit the packages in their final form to the
state' s Vacation Package Guide. The Guide will be distributed in mid to late
March.
Further promotion of these packages will be through response mailings and
the Web Site.
If this project proves to be a success, we will expand their promotion.
Placement cost for 2 pages plus 10,000 reprint sheets: $ 1 ,600
TO: FAYETTEVILLE RESTAURANT
OWNERS/MANAGERS
FROM: SUSAN STIREWALT
BLACKWOOD/MARTIN & ASSOC .
RE : FAYETTEVILLE PROMOTIONAL PACKAGES
DATE: 2/5/98
On behalf of Marilyn Snapp and the Fayetteville Advertising and Promotion
Commission, we are proposing to market four travel packages to promote
Fayetteville. Packaging or bundling is not new to the tourism industry but
relatively new to the state. There are many advantages to this approach. It
presents an easy way for visitors to make arrangements. It gives the visitor a
reason to come here. For the hotel, motel and restaurant operators, it can
• help during the slow times. And the packages promote two night stays with
more opportunity for the visitors to spend money in the community.
I have enclosed a copy of the proposed packages. The restaurant portion
would work through a voucher system.
The visitor, when purchasing a package, would have the choice of two price
categories that are determined by their accommodation selection and the
meal voucher amounts. The Deluxe Category would include 2 dinners for 2
valued at $40 each for a total of $80 worth of vouchers redeemable at the
listed participating restaurants. The Economy category would include 2
dinners for 2 valued at $25 each for a total of $50 worth of vouchers. When
a participating restaurant receives a voucher they would attach their ticket
and submit for reimbursement of the ticket amount.
An example of how this would work: The visitor sees the advertised package
and calls the 800# of the coordinating travel agency. They tell the agent
which package they are interested in and the price category (Deluxe or
Economy). The agent then reviews the list of lodging accommodations and
• lets the visitor give their preference. The agent makes the lodging
reservations and bills the visitor for the package price. The Chamber then
provides the travel agency with the materials needed for the specified
package. The travel agent will see that the packet will be waiting for the
visitor upon their arrival at the hotel, motel or B&B .
Our plan is to include the four packages in the upcoming annual Vacation
Package Guide, published by the State. This will be distributed beginning in
March. Along with this guide we will also promote on the Fayetteville web
site as well as including a flyer in our response materials and at the Tourist
Information Centers.
Enclosed you will find a reply form. The success of these packages depends
on your participation. We are not asking for a discount or a donation. What
we need to know is whether your business would honor these vouchers.
Unfortunately, we have to deliver the materials for the Vacation Guide by
Feb. 16, so we need to hear from you no later than Thurs. Feb. 12.
• Please return your form by fax to Marilyn Snapp 521 - 1791 . Or call either
Marilyn or call me (442-9803) if you have any questions.
I
J
40
• PROPOSED PACKAGES FOR FAYETTEVILLE A&P
1 /28/98
Package #1 Head for the Hills Historical Package (Spring)
2 nights lodging
2 dinners / 3 breakfasts (for 2)
Guided walking tour of historic downtown Fayetteville
Visit nearby Pea Ridge and Prairie Grove Battlefields
Tour Headquarters House
Visit the National Cemetery and the Confederate Cemetery
Visit the Arkansas Air Museum
Package #2 Lights of the Ozarks Package (Winter)
2 nights lodging
2 dinners / 3 breakfasts (for 2)
Carriage ride for two
Two passes to the Holiday Hoops Invitational Basketball Tournament at
Walton Arena or tickets to a Lady Razorback Game.
Tour of Walton Arena
Tour of Jones-Lindsey Hall of Champions
Tour of Tommy Boyer Hall of Champions
Two tickets to at the Walton Arts Center
Package #3 Nightlife Package (Summer)
• = 2 nights lodging
2 dinners / 3 breakfasts (for 2)
Cover charge for any of the participating clubs featuring live music
Complimentary coffee drink at
Two tickets to at the Walton Arts Center
Nu — U Spa package
Package #4 Golfing Package (Fall)
- 2 nights lodging
- 2 dinners / 3 breakfasts (for 2)
- Green fees at Stonebridge
- Green fees at Paradise Valley
- One hour lesson with
- One hour at that virtual reality golf place
Each of the above packages will have a Deluxe price and an Economy price. They will
also contain the following disclaimers:
Packages available year round excluding special events and based on
availability. Tax and gratuities not included in package cost. No refunds on unused
portions of packages. Not valid with other discounts. Cancellation refund requires 24
hour notice.
Fayetteville Public Library
• 217 E. Dickson Street
Fayetteville, AR 72701
Alternative Proposal for Community Room
February 4, 1998
Overview
The City of Fayetteville has a little known and under-utilized community room in its midst. The
Fayetteville Public Library at 217 E. Dickson Street has a 1420 square foot meeting room in the
lower southeast corner of the building. It has been little used beyond library programs, in large
part, because it lacks adjacent restrooms and kitchen prep facilities to accommodate out of hours
and many in-hours events. The Library's $25 fee probably discouraged use, as well. This fee
and policy governing the use of this room is now being reconsidered in an effort to make this an
actively used City resource.
Proposal
In response to the need for a community room to be available at no or little cost, a plan to
renovate the existing community room at the Fayetteville Public Library is being pursued by the
Board of Trustees. A conceptual plan, prepared by David Glasser of the UA Center for
Community Design is attached. This plan provides for the following:
• A 1440 square foot self-contained meeting room with raised stage and handicap
access. Fire code regulations allow room capacity of 75 sitting adults or 160
children.
• An 850 square foot adjacent area containing: entrance lobby/gallery, two accessible
restrooms, kitchen preparatory facility, and staff breakroom or additional small
meeting room during off-hours.
• • This entire area can be sealed off from the rest of the Library for 24-hour access to
events and programs.
• A no-fee use policy with a required damage/cleaning deposit. A fee to cover labor
would be charged if the user needed on-site, supervision during off-hours.
The site offers convenience; 137 parking places plus adjacent parking at the County Courthouse
during off-hours. The site is already a busy hub of activity with over 16,000 library users a month.
A common role for libraries across America is one of providing space for community groups to
meet, and for events and other programs to take place. For example, the Springdale Public
Library makes its community room available to local groups—even local Springdale businesses
lacking meeting space hold staff meetings there.
Next Steps
The Fayetteville Public Library Board of Trustees encourages the community to consider this
proposal. We believe the creation of a self-contained community room at the Library provides a
lower cost and more flexible alternative to a newly constructed space being considered for the
Town Center. The community meeting room at the Library already exists; is 2.5 to 3 times larger
than the one under consideration plus can offer adjacent amenities; can be renovated in a short
time period; and is located in a City-owned building. In summation, we believe the community
could have multi-purpose meeting room capable of accommodating large groups for less than the
cost of new construction. Next steps include a preliminary cost estimate and engaging an
architect to do detailed drawings.
Attachments: Conceptual design
Photographs of existing space
•
�I
1 i
T �
� t
ItJ W
t
Z .� !a 1n Q 1
P .
t
, i
1
7 1
"1 4
I
1�
1
ul
M T r
*
Ctiti 1 i99 1
*}
1a �
41
1 '
T �
U
, � I
� I
IL
I
f•I
11 .
l • I �
• t
1 1: .
1 • � I
� l 1
`k
t - IN , . ,.. A
1 1
_ N
IN
IN
13
AA' n
,
.f'w•6`
11 ' •; 1
_ s ,
r .
t
t '
p �
r ..
• Fayetteville
Advertising and Promotion
Committee
Request For Funding Application
1 . The Williams Dance and Gymnastics Center, Inc. has been selected by the Arkansas state USA
Gymnastics Board to host the 1998 Arkansas State Gymnastics Competition for Levels 6 through
10. The Williams Center Tax ID Number is: 71 -0672708.
2. Contact Person: Donna Meinecke, Owner
Williams Dance and Gymnastics Center
2842 N. Crossover Road
Fayetteville, AR 72703
Phone: (501 ) 521 -5373
Fax: (501 ) 521 -0093
3 . The purpose of the event is to identify the state female gymnastics champions for levels 6
through ' 10. The funds obtained through the competition will be used to fund the actual
• competition. Please see attached competition costs. The Williams Dance and Gymnastics Center
is incorporated. The tax id number is 71 -0672708.
4. The 1998 Arkansas State Gymnastics Competition will be held from Friday, March 27, 1998
through Sunday, March 29, 1998.
5 . The competition will be held at: Fayetteville High School Gymnasium
1001 Stone Street
Fayetteville, AR 72701
6. For the past 25 years, the Williams Dance and Gymnastics Center has trained over thirteen
thousand students and has sent approximately six hundred and sixty two Team gymnasts to the
Arkansas State USA Gymnastics Competitions. The competitive program consists of dedicated
young girls and boys that train anywhere from one-and- a-half hours per week to eighteen hours
weekly. The girl's team program is divided into ten levels with level 10 being the highest Jr.
Olympia level. After level 10 is an elite and an international elite level. These are your "Olympic"
caliber gymnasts.
In the Jr. Olympic Program, the culminating meet of the season for level 4-7 gymnasts is the
State Competition. The level 8, 9, and 10 gymnasts must qualify at the State Competition to
represent their state in Regional Competition. Level 10 gymnasts can then qualify at regionals to
compete in National Competition.
• I
• For the past three years the Level 6 through 10 State Meets have been held at the UALR in
Little Rock and UCA in Conway. Williams Dance and Gymnastics Center has been selected to
host the 1998 competition in Fayetteville. At the present time, the state competition is scheduled
to be held in the gymnasium of Fayetteville High School. To date, 200 gymnasts have qualified to
participate in this state competition.
7. As mentioned above, 200 gymnasts have qualified and are scheduled to participate in the Level
6 through 10 State Competition. (Please note that there are still several meets left for additional
gymnasts to make qualifying scores for the state competition.) It is anticipated that each
gymnasts will be accompanied by four family members bringing the minimum expected visitor
draw to well over 1 ,000 people. In addition to having visitors from the entire state of Arkansas,
we are aware of visitors coming from all over the U. S. including Florida, Texas and
Massachusetts and as far away as Edmonton, Canada!
8. One of the main identifiable features of the 1998 Level 6 through 10 State Gymnastics
Competition is the fact that it will be held in Fayetteville, Arkansas. At the present time, our
Parent Club Organization is working on logo for the competition. This logo will incorporate the
location of the competition as: Fayetteville, Arkansas. This logo, and hence, Fayetteville,
Arkansas, will be printed on all of our programs, tee shirts, mailers, meet brochures and team
information packages. Fayetteville will be remembered in the minds of our visitors as the
memorabilia that is obtained during their visit will be kept for a lifetime.
• 9 - 11 . It is anticipated that the 1998 Level 6 through 10 State Gymnastics Competition will
receive a very high level of media attention throughout the state. Pre-competition advertising will
include informational packages sent to all participating gymnastics organizations which will
include a sample press release for each gym to modify/personalize and then send to their local
newspapers. Additionally, all major local television stations will be contacted for coverage of the
actual competition. Post competition coverage will occur throughout the state of Arkansas as
teams send their results in to their local papers.
Many local organizations will be helping to fund this event either through the donation of food
items for the hospitality room for the judges and coaches or through their purchase of advertising
space in our program. ,
Lastly, our team parents will be donating their time and energy to the organization and operation
of the competition.
12. The Williams Dance and Gymnastics Center is asking the Fayetteville Advertising and
Promotion Commission to fund the cost of the participation awards to be given to every gymnast
that competes in the meet. The gymnasts work hard throughout the season and it is an honor to
qualify for the state competition. However, during the actual competition only a small percentage
of the gymnasts will receive actual performance awards. Thus, we would like to give every
gymnast a participation trophy to serve as a reminder of their hard work and dedication to the
• sport of gymnastics. The cost of each trophy is approximately $3 .00 with a total cost of $600.00.
Estimated EzpeselBudget
Equipment Rental $22000.00
Trophies/Awards $12500.00
Participation Trophies/or medals $ 600.00
Goodie Bags for gymnasts(Candy) $ 100.00
Judging Officials $2,800.00
Maintenance/ Gym Clean up $ 400.00
Music Operator $ 200.00
Information Packets/Postage $ 50.00
Staff for set up/ take down $ 400.00
Misc. $ 200.00
Money Out- ,581250. 00
• Money In-
Entry Fees $6,000.00
Gate Fees ($3.00/$1 .00) $ ??????
Programs/Concessions (Usually break even proposition)
I
•
i
I