HomeMy WebLinkAbout2001-10-22 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, October 22, 2001 at noon at the Town Center. SPECIAL MEETING AGENDA ADVERTISING AND PROMOTION COMMISSION October 22, 2001 NOON Town Center Conference Room I. Call to Order H. Marketing Outlook Forum III. Mission Statement IV. Authority and Function of A & P Commission V. Town Center Policies and Procedures • VI. Budget 2002 A. Budgeting System for 2002 B. Review 2001 Budgets C. Projected Resources Available D. A & P Budget E. Town Center Budget VII. Adjourn • Ntonsas. THE NATURAL STATE DEPARTMENT OF PARKS R TOURISM One Capitol Mall Le Rock, AR 72201MEMORANDUM Phone: 501 -682-7777-7777 FAX: 501-682.1364 History Commission 501 -602-6900ry/R) Keep Arkansos Beautiful Division TO: Interested Papq 501 -682-3507 Personnel Section 501 -682-7742 (VITT) FROM : Joe Davi ce, Tourism Director State Parks Division 501 -682-1191 (VITT) Tourism Division SUBJECT: Report from Marketing Outlook Forum 501 .682-7777 (VITT) INTERNET arkansas.com DATE: October 5 2001 Arkansas5tateParks.com , Mike Nuckabee GOVERNOR I spent several days earlier this week in Atlanta at the Travel Industry Richard W. Davies Association of America's annual Marketing Outlook Forum. Experts from around the EXECUTIVE DIRECTOR country spoke about the September 11 events, their immediate impacts on the tourism STATE PARKS, industry, and what we can expect in the future. Here are some of the things I picked RECREATION up: B TRAVEL COMMISSION • WadCe Williams HAIRMAN • Carol Hallett, President/CEO of the Air Transport Association of America, was Debra Hoak the keynote speaker. She feels "we face a long and difficult climb" back to VICE-CHAIRMAN Bill Barnes normalcy. Reminding the audience that every airline job supports 16 other jobs, Jane Christenson she said that getting America flying again is the only permanent cure for what ails Pollyrevvs Dan De psey our industry. "We must restore the confidence in American people that flying is Dan Dempsey Danny Ford safe and secure." Jim Gaston 0 Delos Smith, Senior Business Analyst with The Conference Board, said his gut Loretto Lever Billy Lindsey feeling was that we faced a "short term crisis," and that the country "will recover Montine McNulty very nicely." He identified 3 key barometers: consumer confidence, business Mike Mills Ness fiechrest leadership confidence, and investor confidence. He noted that his optimism was J.D. 'Bud' Shomburger based on 2 underlying assumptions: no more terroristic actions and no spike in oil prices. DIVISION DIRECTORS • Michael Gehrisch, President of the International Association of Convention & Larry Corgile Visitor Bureaus, said his members reported that 25% of the meetings booked in ADMINISTRATIONGreg BBtheir facilities were cancelled for the last quarter of this year. So far, only 2% of STATE PARKS the meetings scheduled for 2002 have been cancelled. "Drive in" business Joe David TOURISM remains strong in places like Savannah, Charleston, and Atlantic City. The major Nancy Clark urban areas — most of which rely on "fly in" delegates — have been hit hardest. He GREAT RIVER ROAD John L. Ferguson expects reduced convention attendance through at least the 1 " quarter of 2002, HISiORV COMMISSION Robert Phelps and perhaps longer. Trade shows will experience big drop-offs in attendance KEEP ARKANSAS through the first half of 2002. Also, CVBs will be under pressure as lodging taxes BEAUTIFUL decline. He expects international visitation to drop 10-20% in 2002. • AN EQUAL • John Marks, President/CEO of the San Francisco CVB, said his city experienced OPPORTUNITY/ lots of local corporate meeting cancellations. Conventions are currently running AFFIRMATIVE ACTION / AMERICANS WITH DISABILITIES ACT EMPLOYER 1 with 35% declines in projected attendance. He expects San Francisco tourism to have a 15- 18% decline in 2002. He was encouraged that the Governor of California has announced a $5 million "Stay in California" campaign. • Daryl Thrasher (Avis) reported that business had already slumped 5- 10% prior to September 11 due to the economic slowdown. After the 9/ 11 events, his industry had 200,000 cars "in the wrong places." He thinks it's "almost silly to plan now" but suggests that we follow our instincts, creating new products, exploring partnerships, and aggressive pricing. The IS` week after the tragedy, business was down 60%; by the 3`d week it was off by 30%. • Hank Phillips, President of the National Tour Association, said that 90% of his members reported cancellations the week of September 11 . Impacts are less severe the further west you go. Student tour operators have been especially hard hit. He sees encouraging signs: only 2% of 2002 trips have been cancelled; operators are finding some success in rebooking tours for later dates; and the public seems to have a renewed interest in motorcoach tours. • Fred Lounsbcrry, Senior Vice President with the Universal Studios Recreation Group, noted that Florida will begin an in-state promotion campaign within the next few weeks. Gov. Bush has recorded a series of PSAs encouraging Floridians • to "get out and see Florida." • Keith Rogers, Director of Sales Development with Delta Airlines, said that Delta was now running 85% of its schedule with a 60% load factor. • Dr. Peter Yesawich, President/CEO of Yesawich, Pepperdine & Brown, reported on a survey his firm conducted on September 12, the day after the hijackings. He noted that 67% of business travelers said recent terrorist attacks would not change their future business travel plans; 63% of leisure travelers said the same. Over two-thirds of leisure travelers (68%) said they will drive rather than fly whenever they can. He said consumers are looking for: value-priced accommodations; value-priced vacations; all-inclusive packages; and destinations closer to home. Yesawich expects a partial recovery in the I " quarter of 2002 (business travel recovering first, followed by leisure). His recommendations for the travel industry: conserve media funds (until mood shifts); embrace partners; target communications to previous guests; develop business from alternative markets. Here are survey responses to statements about vacation attributes: "On my next vacation I would like to visit someplace I've never been before" (77%); ". . . the lowest-priced vacation" (57%); ". . . a destination I can travel to within 3 hours" (47%); " . . . nightlife and entertainment" (52%); ". . . a destination that is remote and untouched" (46%); ". . . going to a spa" (35%); ". . . being able to gamble" (27%; down from 38% in 2000); ". . . playing golf' (15%; down from 20% in 2000). He noted the problem of "time poverty," the rise of "dashboard dining," and said that "brand loyalty" would be replaced by "price loyalty." • • Heidi Kim, Associate Analyst with Jupiter Media Metrix, said Internet travel performance will fall the last quarter of 2001 , but should recover. She noted that 2 "net vets" want easier to use web sites and do not want to be treated like Internet newcomers. • Spurgeon Richardson, President/CEO of the Atlanta CVB, suggested that we all review and update our "crisis communications plans." For short term solutions to the industry's woes, he recommended: reduce media, go after PSAs and publicity; pursue in-state markets and then nearby regions; and offer aggressive website promotions. He noted Georgia's announcement of 20% off statewide for lodging and attractions. For the long term, he suggested: customer service/training; additional emphasis on websites; personal calls to meeting planners; recruitment of more partners; and establishing "think tanks" of local marketing professionals. • Stan Hodge, with the Texas Tourism Division, showed the newest Texas tourism PSA ("Find out what it means to be a Texan"). He said his office was supplying only "positive messages" — no speculation at all on lost business, etc. They're working with the press to motivate in-state travel, using website banners in shoulder markets (discounting), and sending monthly e-mails directing users to bargains. • Sandra Hughes, Vice President for Travel Services with the American Automobile Association, reported on a survey done Sept. 21 -24. In the next 12 • months: 22.5% plan to spend more on leisure travel; 17.3% plan to spend less; 58.5% plan to spend the same. • Jack Anderson, Vice President of Marketing with the Carnival Corporation, said that future bookings on cruise ships are down 13% compared to a year ago. • Peter Mason, Director of Meredith Corporation's Travel Marketing Group, noted that 50% of leisure travelers make their plans within a month of departure. • Dr. Suzanne Cook, TIA's Senior Vice President for Research & Technology Planning, also reported on a survey taken following September 11 : 69% of those travelers planning leisure trips said there will no change in their travel plans; 12% cancelled plans; 8% postponed plans; 11 % had other changes. The lodging industry was down 26% (occupancy) the 151 week after the hijackings, and still down 19% the second. Amtrak ridership was up 12- 15%. Most corporate travel managers (88%) expect to face cutbacks; the National Business Travel Association reports that 58% of companies expect to reduce business travel. She expects video-conferencing to take up some of the slack. For the period of September 11 -31 , 25% of meetings nationwide were cancelled. Of the meetings scheduled for 2002, only 2% have been cancelled. Urban destinations have been hurt the most, and major CVBs will suffer from budget shortfalls. The northeast and south seem to have recorded the biggest loss of travel volume. She expects auto travel to recover fairly quickly, but thinks the hotel industry will take 9 months to fully recover. Her prospects for U.S. domestic travel : 3rd quarter 2001 (-5%); 4`h quarter 2001 (- 10%); CY 2001 (-5%); CY2002 (+1 %, but still behind • 2000 levels). She predicts more interest in visiting family & friends (VFRs); a shift to closer-in, driving destinations; more success domestically than internationally; and shifts in interest (to heritage, Americana-themed attractions). 3 TO: Advertising and Promotion Commission FROM: Marilyn Johnson RE: Mission Statement In 1992, the A & P Commission in its Strategic Marketing Plan for the visitor market said its purpose was: To administer the hotel/motel/restaurant tax to generate more hotel/motel/restaurant tax To use the funds for the betterment of Fayetteville To promote Fayetteville And to bring visitors to Fayetteville • In light of the fact that it has been 10 years since that mission statement was adopted, the following are provided for your review: 1 ) The mission of the Fayetteville A & P Commission is to enhance the economic and environmental well being of our region and members through the promotion of tourism and the comprehensive marketing of our destination. 2) To increase visitor awareness and expenditures for the maximum economic benefit to Fayetteville. 3) The mission of the Fayetteville Convention and Visitor's Bureau is to lead and support the tourism industry in Fayetteville by providing the highest quality and most innovative marketing programs and promotions to ensure the continued growth of tourism and travel to Fayetteville to visitors. 4) To enhance, promote, and market the greater Fayetteville area on a year-round basis as a destination for visitors, conventions, meetings, and special events. 5) To maximize the economic impact of conventions, visitors, and business travelers in the community and to position Fayetteville as a premier destination for targeted markets. • 6) The basic mission of the Fayetteville Convention and Visitors Bureau is to solicit and service conventions, meetings, and other related group business; to carry out visitor • promotions generating overnight stays in Fayetteville; and thereby contributing to the economic fabric and quality of life in the community. Further, the Bureau assists in creating and promoting enjoyable, quality experiences for individual visitors and convention delegates. 7) It is the mission of the Fayetteville Convention and Visitors Bureau to improve the economy of Fayetteville by attracting conventions, trade shows, special events and leisure visitors in both group and individual markets. 8) To create measurable growth for the local economy by developing and expanding a unified visitor industry and promoting industry to leisure travelers, meeting & convention planners, tour operators, sporting event organizers, the film industry, and travel/trade media. 9) The Fayetteville Convention Center and Bureau serves as a gathering place and positive opportunity for economic growth and community vitality. Our employees strive to provide outstanding customer service in quality facilities, guaranteeing an experience for each person planning or attending an event. 10) To promote Fayetteville as an attractive destination to all publics by aggressively marketing the area's hospitality, facilities, and attractions in order to create a positive economic impact on Fayetteville and enhance the area's quality of life. • 11 ) The mission of the Fayetteville Convention and Visitor's Bureau is to attract meetings, leisure and business travelers to Fayetteville in the most economic and efficient manner possible in order to stimulate the local economy. 12) The Fayetteville Visitor Services Department will provide quality and innovative services to increase leisure and business travel to our town. 13) The mission of the Fayetteville Convention & Visitors Bureau is to increase occupancy, revenues, and visitation in area hotels, restaurants, meeting facilities, and attractions; increase revenues to the Fayetteville Town Center; provide superior customer service to all customers; enhance the cultural, recreational and economic environment of the community; stimulate the creation of more tourism-related jobs; and promote and advertise a positive image for Fayetteville as an active, inclusive, friendly and prosperous city. 14) The Fayetteville CVB is the official tourism marketing and management organization for Fayetteville. As a strong advocate of sustainable tourism and economic development, Fayetteville CVB markets the city's natural and developed environmental, historical cultural, and industrial attractions to vacationers, motor coach tour operators, business travelers, and meeting groups. The Fayetteville CVB prepares and implements research- based marketing programs including communications with potential visitors and city • residents. The Fayetteville CVB encourages new tourism development projects and provides education and training opportunities for the tourism industry. • 15) The mission of the Fayetteville Convention and Visitors Bureau is to: improve the local economy by attracting visitors, meetings, conventions and events to the city; Encourage economic growth by providing quality services to our visitors; Responsibly manage hotel/motel/restaurant tax in its charge; Maintain productive working relationships with our partners in the business community. The above mission statements were submitted by International Association of Convention Bureau members in May 2001 . • • • ADVERTISING AND PROMOTION COMMISSION 2001 Schedule of Projected Resources Available Projection of Year End 2001 and 2002 Amount 2000 Year End Fund Balance $1 ,507,003 2001 Projected HMR Collections $1 ,286,655 Projected Interest Earnings $74,000 Projected Revenue - 2001 $1 ,360,655 Projected Resources Available - 2001 $2,867,658 Expenditures -2001 Operating Budget $1 ,228,072 Bond Debt Service Transfer - Arts Center Bonds $85,000 Transfer - CEC Bonds (net) $21 ,500 Transfer - Town Center Bonds (net) $341 ,000 • Total Projected Expenditures - 2001 $1 ,675,572 Projected Fund Balance - December 31 , 2001 $1 ,192,086 2002 Projected HMR Collections $1 ,286,655 Projected Interest Earnings $50,000 Projected Revenue - 2002 $1 ,336,655 Bond Debt Service Transfer - Arts Center Bonds $85,000 Transfer - CEC Bonds (net) $30,000 Transfer - Town Center Bonds $371 ,432 Total Bond Payment Debt Service $486,432 2002 Resources Remaining After Bond Payments $850,223 • Resource Center CVB General Information Profile of a Convention and Visitor Bureau (1998) The following description represents a profile of the average convention and visitor bureau, as represented by a sample of 162 IACVB members in 1998. Community Profile: • Two-thirds (66%) of the destinations represented by a CVB have a convention center. • 88% have a visitor center. • The largest conventiontexhibit hall space averages about 191 ,000 square feet. • The average number of hotel rooms is nearly 12,000. • Average tax rates are: 11 .2% total hotel tau 6.7% car rental rate 7.6% total restaurant tax 7.0% general sales tax • Organization Profile: • Two-thirds (Be%) of member CVBs are classified as independent 501 ce organizations; only 4% are 501c3. • 22% are some form of government agency (city, county, state/province). • 8% are a division of a chamber of commerce. • More bureaus are on a January-December fiscal year (54%) than any other combination; 28% have July-June fiscal years and 13% are October- September. • The average total gross revenue of a CVB is $4.5 million. • The makeup of a typical CVB Board of Directors is 4 officers, 13 directors, and 3 ex-officio members. • The average staff size of a bureau is 16 full time equivalent employees; this Is represented by 12 full-time staff, 4 part-time staff (excluding registration staff), and 15 part-time registration staff. • More than a quarter of CVBs (28%) have out-of-town/satellite offices, with Washington, D.C. being the most popular location. • An average of two employees per bureau work from home. • The average CVB is funded primarily from public sources (82%), room taxes. • Private source funding (18%) comes from such items as membership dues, adverts!129,kromotionalpartici ation, merchandise sales coo advertising, orate (non cos services, an merest • CVBs spend more than half of their budget an convention sales and marketing (28%) and tourism marketing (26%1. The remainder is spent on administration expenses (18%), communications (8%), visitor services (8%), • convention services/housing (4%), membership (3%), and "other" (7%). Source: 1998 CVB Financial Survey, IACVB Foundation Visitor's Bureau, Housing ,Hresources,Law, Manager,MIS< Parks Page 1 of 8 CONVENTION AND VISITORS BUREAU • Lorah Steiner Director Convention and Visitors Bureau 300 S. Providence P.O.Box 6015 Columbia, MO 65205 Phone: (573) 875-1231 The Convention and Visitors Bureau has three major responsibilities: to encourage groups to hold meetings, trade shows and conventions in the city; to assist groups with meeting preparations and auxiliary services; and to encourage tourists to visit the city and enjoy historical, recreational, and cultural opportunities. The office does this through advertising, marketing, publishing, and public relations. The Columbia Convention and Visitors Bureau, formerly a division of the Chamber of Commerce, became an office of the Columbia City government in October 1981 . It is funded by a 2 percent tax on gross receipts of local motels and hotels. The tax was approved by the City Council December 1979, by Ordinance 8501 and amended and placed in Chapter 11 of the Revised City Ordinances on April 6, 1981 . On July 20, 1981 , the City Council voted to establish the Convention and Visitors Bureau as a city office. Ordinance 11 . 1441 , which took effect Oct. 1 , 1981 , called for the office to promote conventions and tourism through the use of the hotel and motel tax. • At that time the Convention and Visitors Bureau Advisory Board also was established. The board has seven members, three of whom are owners or operators of local hotels or motels. They serve two-year terms and act as advisors to the City Council, City Manager and Director of the Convention and Visitors Bureau on the use of the hotel and motel tax and the bureau's activities. No local ordinance mentions either the bureau or public access to city records governing the office, so the director determines public access. However... Few actual records are generated by the office, though many of the documents are published. Much of the published material is sent to the local media, and anyone is welcome to see it. The office's publishing activities can grouped into either sales-oriented pieces or regular publications. City maps, posters, souvenirs, and brochures are among the promotional items produced by this office to promote Columbia. The following are the bureau's regular publications: 1 . Hotel/Motel Listings, Restaurant Guide, and Points of Interest Map, published by the Mid-Missouri Tourism Council, a private non-profit group that works with the bureau. 2. A Calendar of Events, which is a notice of coming attractions. It is published six times a year. 3 . The bureau produces in more restricted quantities a "group tour guide" and a "meeting planner guide." • Contact the bureau for availability of these publications. Although the bureau does not produce an annual report, as a city governmental entity it does provide budget information to the city council annually each August. In addition, information about the bureau's http://www.missouri.edu/—foiwww/access/city l .html 9/24/01 Visitor's Bureau, Housing ,Hresources,Law, Manager,MIS< Parks Page 2 of 8 finances is public information available both through the bureau itself and the city clerk. • The office also generates figures on tourism and its effect on the city. This type of information is generally published in the bureau's newsletter or in other publications. The information is provided by local motels and hotels about the number of visitors to Columbia and figures from the Travel Industry Association of America provide the multiplier effect for calculating how much each visitor spends while here. The bureau sponsors service-related activities, such as registration assistance, hospitality tables, and name badges as well as a 24-hour activities and entertainment hotline (443- 2222). The Visitor Information Center offers information on all the state's attractions, lodging, maps, and events, as well as information on local attractions and events. COLUMBIA HOUSING AUTHORITY Doris Chiles Executive Director Yvette Thayer Administrative Assistant • 201 Switzler St. Columbia MO 65203 Phone: 443-2556 The mission of the Columbia Housing Authority is to provide safe, decent, low-cost housing for low- income individuals. Most of CHA's money comes from the federal level, but it is a local agency. The mayor appoints the Board of Commissioners to oversee the activities of the CHA. Employees are hired at the local level and receive some of the same benefits as other city employees. The following are they types of documents generated by the CHA: 1 . Reports to city officials 2. Reports to federal and state officials 3 . Budget information 4. Minutes of the monthly meetings 5. Purchase orders 6. Work orders 7. General correspondence This material is generally open and available at the CHA's office, unless the materials concern litigation or personnel matters not required to be public. Some CHA papers can be found in the City Clerk's Office. Notices of CHA meetings are posted on the • City Clerk's bulletin board; however, the clerk's office does not keep the notices after the CHA meeting. Minutes of CHA meetings and agreements between the CHA and the City of Columbia are kept on file. http://www.missouri.edu/—foiwww/access/city I .html 9/24/01 IndustryClick Article Page 1 of 5 PRIMEDIA Business \9agazines & Media Key to the City By Thomas Tennant Corporate Meetings & Incentives, Aug 1, 2001 Your company is planning its annual meeting in a brand new city, and you've been tapped to come up with the venue ("Someplace eclectic," says your boss), the accommodations ("Different from where we usually stay," she adds), and entertainment ("Unique to the city," is her final decree). To top it off, the event is just three months away. Do you shift into crisis mode, lock your office door, glue the phone to your ear, and plan a week full of late nights? Not if you heed the advice of seasoned meeting planners: Call the CVB! "The CVB?" you might ask. "Sure, they can give me a list of local hotels, but this isn't a convention. This is just a relatively small meeting. They won't be able to help me." On the contrary, CVBs do much more than book hotel rooms and conventions. "All CVBs represent a great variety of local business — restaurants, retail, tour operators, rental cars, entertainment, florists, attractions, unique meeting spaces — besides hotels and centers," says Heidi Wunder, spokeswoman for the International Association of Convention & Visitor Bureaus, Washington, D.C. • The IACVB represents more than 480 bureaus in 30 countries. "Many CVBs work as destination marketers," Wunder adds. "They want to develop future business for the area, and they might work with local government or the chamber of commerce to draw up a marketing plan that promotes the area overall." Not only that, but many CVBs have a vested interest in their communities and are often part of charitable efforts and community improvement. "The CVBs want the destination to be a great place for the people who live there, too," says Wunder. See what you would have gained just by asking? Here are 20 more questions about CVBs, with 20 answers, that will help you make the most of them. 1 . What does a CVB do? Most CVBs are not-for-profit organizations that represent a specific destination. They represent most local and regional travel/tourism related businesses, and often serve as the official contact point or broker for the destination for convention and meeting professionals, tour operators, and individual visitors. "CVBs encourage groups to hold meetings in their destinations, assist with meeting preparations, and encourage business travelers and tourists to visit and enjoy the local historic, cultural, and recreational opportunities," says Wunder. • 2. What's the one thing a CVB can give a meeting planner that she can 't get elsewhere? CVBs provide official, unbiased information about a destination's services and facilities, http://industryclick.com//magazinearticle:asp?magazinearticleid=114680&mode=print 08/31 /2001 IndustryClick Article Page 2 of 5 according to Wunder. They won't try to steer a planner toward a certain facility or tour operator that may be inappropriate for the event. Because they represent the community and • its businesses, they can provide a wider range of information about facilities and activities than could, for example, a hotel concierge. CVBs also provide a clearinghouse for all sorts of services. "It's one-stop shopping for a meeting planner," says Wunder, "whether she needs a string quartet for a reception or a clown who can make balloon animals for children's entertainment." 3 . How do I find the CVB? Call information in your destination and ask the operator for the local CVB. The local chamber of commerce may be able to direct you, as well. Searching the Web often turns up useful links, especially if you visit the IACVB directory at www.official travelinfo.com. It lists more than 900 CVBs, with links to their sites. You could visit Destinations Showcase, www.destinationsshowcase.com, a one-day trade show held at different times in Washington, D.C. ; Chicago; and New York. There you can meet with sales representatives from more than 100 CVBs. "It's one-stop shopping for a meeting planner, whether she needs a string quartet or a clown who can make balloon animals." — Heidi Wunder, IACVB 4. Who should I ask for when I call the CVB? • "If you're a meeting planner, ask for the convention sales department. If you are an independent traveler, ask for visitor services," says Wunder. Remember, in smaller destinations, there may be fewer staff, so one person may cover all areas. But the information available and the help you'll receive will be just as valuable. 5 . What information can CVBs provide about hotels and meeting space? The CVB will know the number of hotel rooms, meeting space, and exhibit space available at each property and in the destination overall for your meeting dates. Convention services staff at the bureau can match your event with-a property that fits y our needs and budget 6. How specific is a CVBs information? Services vary from bureau to bureau, but all can recommend reliable suppliers, assist in securing hotel commitments, and act as a liaison between the organization and the community. Most can provide collateral materials and offer on-site assistance, including registration personnel and message desk attendants. In addition, most bureaus provide housing systems to handle hotel assignments and reservations. CVB staff also work closely with the hospitality community, explains Gregg Mervis, vice president, Akron (Ohio)/Summit County Convention & Visitors Bureau, and will make suggestions to help you create memorable pre-conference activities, spouse tours, and post- conference opportunities for your attendees. • And if you're looking for people to fill educational or speaker roles, most CVBs will do the legwork to find area talent — business and political leaders or college professors, for example. 7. What deals, specials, and so forth, can a CVB provide me? http://industryclick.com//magazinearticle.asp?magazinearticleid=114680&mode=print 08/31 /2001 IndustryClick Article Page 3 of 5 "CVBs can provide meeting planners with an idea of when specials may be available, • especially seasonally, in a destination," says Wunder. They can't help cut a deal, but they can connect the meeting planner with key people or recommend a more economical time of year to visit. 8. How does a CVB get its information? The CVB collects its information from hotels, facilities, attractions, restaurants, shops, services, and so forth that are CVB members. A CVB not only tracks good service in its destination, but also bad service. Complaints and misrepresentation by a property or organization will go on record with the CVB. 9. For whom do CVBs work? "CVBs work for the meeting planner and the tourist," says Wunder. "Most are not-for-profit organizations funded by a percentage of visitor taxes and membership fees, if they are a CVB with members." CVBs work in conjunction with local organizations, local government, chambers of commerce, and other local entities. 10. What local connections does the CVB have? CVBs serve as a liaison among many community organizations. "CVBs can arrange for proclamations from elected officials, facilitate introductions with members of the business community, and assist with the names of local union representatives," says Mervis. • CVBs will also help you get in touch with the local media, providing you with a source to submit press releases, offer press material and passes, and generate local interest in your event. 11 . Can a CVB help line up securityfor my event? CVBs can put a meeting planner in contact with local security companies, again, with the same conditions as any other services. IT Rhat cost is rnvo ve or using CPT services? Generally there is no cost involved for either meeting professionals or tourists to use CVB services. In some cases, a fee for materials may be charged. 13 . If their services don 't cost anything to use, how are CVBs funded? The IACVB Foundation completed a report in 1998 on how CVBs are financed. According to the report, most CVBs receive a majority of funding from public sources. In general, CVBs with budgets of $5 million or less rely on public funding for more than 80 percent of their total funding. Public funds come in the form of hotel room tax revenue, restaurant taxes, and city, county, and state taxes. More than half of the CVBs that responded to the survey receive membership dues, the leading source of private funding. Advertising, promotional participation, event hosting, and publication and merchandise sales top the list of private revenue. • 14. Is a CVB interested in my small event? http://industryclick.com//magazinearticle.asp?magazinearticleid= 114680&mode=print 08/31 /2001 lndustryClick Article Page 4 of 5 "Events of 10 to 10,000 people can get assistance," says Wunder. "The CVB is interested in • making your group's experience the best it can be, regardless of size." 15 . How involved can a CVB get with my event? Want to rent the art museum? The CVB can put you in touch with the right people and figure out all the, logistics. But as the meeting planner, you are responsible for negotiating final prices, signing contracts, and managing the event. Site selection assistance is one of the most valuable services of a CVB, according to the Akron CVB . Sales managers have an intimate knowledge of local properties. Instead of making individual calls, the CVB can streamline the selection process. 16. How soon should 1 call the CVB? Large citywide conventions are generally booked several years in advance to ensure that facilities are available. For things such as personnel assistance, several weeks is generally acceptable. 17. What can 't a CVB do? "CVBs cannot manage your meeting," says Wunder. But they can connect you to a local management organization. 18. Are there CVBs abroad? • Outside the United States, CVBs. are often called tourist boards, conference boards, or national tourist offices. Nearly every country has some sort of NTO, which will probably have local offices. Terms for meeting-related items will often vary. For example, meeting space will not always be measured in square feet. 19. Can a CVB help me find an unusual place to have my event? "CVBs can offer information on both the largest convention hotel to the quaintest countryside properties that are available for rent," says Wunder. 20. What ifTni setting up an incentive travel trip for my salesforce? "What makes a CVB unique is its ability to provide varying levels of service and as much or as little information as needed," says Mervis. "Incentive travel planners will definitely benefit from a CVB's knowledge of accommodations, points of interest and dining options. Planners are encouraged to ask questions and use the resources available to them." What to Ask What Can a CVB Do For You? Need to arrange a last-minute site inspection or print brochures to promote your meeting? Just call the local convention and visitors bureau or national tourist office. Those are only two of the many services they offer — and best of all, they're free. • Also consider calling the CVB for help with: . getting permission or special permits from local governments for an event http://industryclick.com//magazinearticle.asp?magazinearticleid= 114680&mode=print 08/31 /2001 IndustryClick Article Page 5 of 5 . providing welcome signage for attendees at the airport . cutting through union red tape • . arranging for a special welcome from the mayor o helping with special assistance for the physically challenged . arranging pre- and post-event tours for attendees . promoting your next meeting by displaying promotional material at the prior meeting . helping to create attractive spouse and children's programs . scheduling airport shuttle services or limo pickups for VIPs . providing supplier contacts © 2001, PRIMEDIA Business Magazines & Media Inc. All rights reserved. This article is protected by United states copyright and other intellectual property laws and may not be reproduced, rewritten, distributed, redisseminated, transmitted, displayed, published or broadcast, directly or indirectly, in any medium without the prior written permission of PRIMEDIA Business Corp. • • http://industryclick.com//magazinearticle.asp?magazinearticleid=114680&mode=print 08/31/2001 REUNION VENUES CONVENTION AND VISITORS BUREAUS HAVE MUCHTO OFFER by Megan A4over As you plan your next reunion. ,a- familiarization tours (FAMs) and site offers Reunion Planning Kits. The whether it's in your city or inspections Buffalo, New York, CVB publishes a 14- elsewhere, take advantage of the local T promotional literature for distribution page military reunion guide that includes convention and visitors bureau (CVB). to members in advance or upon planning and search lips for activity and Sometimes known as a convention and arrival entertainment suggestions, resources, a visitor center or commission (CVC) or T help locating services such as checklist and calendar. association (CVA), these agencies exist transportation, recreation and picnic FAM TOURS/SITE INSPECTIONS to promote and help you enjoy their city. facilities Familiarization (FAM) tours and site Contact CVBs while you are still suggested lour itineraries. deciding where to hold your reunion. Ask what is complimentary, and what inspections can be integral to your loca- They can provide information to help the bureau charges for. In most cases, if tion decision. The Kissimmee-St. Cloud make your decision. Then take advantage there are charges, they are minimal. Jeff CVB in Florida holds a free reunion sear of the many services CVBs offer. Malan• services coordinator at the mar and FAM tour every January. Many reunions benefit from local CVB Lincoln. Nebraska. CVB notes, "We area Military. family, class and retiree assor,ia- assistance. Whether you are planning a non-profit. non-government agency, tion reunion planners are Invited. See reunion for the first time or are just run- funded solely by a two percent lodging details in Scrapbook, page 16. tax. Our services are free depending on Many raverse Cit}'. Michigan. CVB has CVBs regularly offer FAM ning short on time. CVBs can provide tours. T • extra resources, ideas and, in some cases, the number of sleeping rooms a group extra hands reunion planners need. uses at local lodging. If a group doesn't one October 25-28, 2001 . A military CVBs offer various services use enough sleeping rooms to cover the FAM is offered every first weekend in depending on their size and your group's value of services requested, we charge November by the Jacksonville, Florida, size. The majority of CVBs will provide for the difference." CVB. The Pennsylvania Dutch Lancaster complimentary services. Most CVBs have literature to help you County CVB provides familiarization Arassistance gathering proposals for start planning. St. Louis, Missouri, programs throughout the year and accommodations and venues Convention and Visitors Commission performs site inspections. Albuquerque, CVBS WHO WELCOME REUNIONS Visit our Resources section, starting on page 61 for more information. ALBUQUERQUE.NM BUFFALO NY DAYTONA BEACH AREA FL GWINNOT GA 505-842-9918 716-852-0511 800-544-0415 888-494-6638 ALEXANDRIA VA' _ CAJUN COAST LA DEKALB GA HOT SPRINGS AR 703-838-4200 800-256-2931 800-999-6055 800-922-6478 . ASHEVILLE AREA NC CHARLESTON AREA SC DUPAGE COUNTY IL JACKSONVILLE FL 800-257-5583 l 800-868-8118 800-232-0502 800-733-2668 CHARLOTTE NC .- DURHAM NC. IOPLIN MO AURORA A369 - . 800-477=4369 • 800-722-1994 800-446-8604 800-657-2534 I BALTIMORE MD ' CHIPPEWA VALLEY WI EMERALD COAST FL KANSAS CITY MO 800-343-3468 800-344-3866 850-651-7131 816-221-5242 BLOOMINGTON MN CINCINNATI ON FARGO-MOORHEAD NO KINGSLAND GA 800-346-4289 800-543-2613 800-235-7654 800-433-0225 COLORADO SPRINGS CO FLAGSTAFF AZ KINGSPORT TN • ' BOISE ID ! 800-368-4748 520-779-7600 800-743-5282 800-635-5240 - CONNECTICUT RIVER VALLEY & FT. WAYNE IN KISSIMMEE-ST. CLOUD FL BRISTOL COUNTY MA SHORELINE VISITORS COUNCIL. 219-424-3700 800-831-1844 508-997-1250 860-347-0028 , " GLENWOOD SPRINGS CO LA GRANGE AREA TX BROOME COUNTY NY NORTH CENTRAL CT.' 970-945-6589 800-524-7264 800-836-6740 800-248-8283 ' GREENVILLE NC LAKE COUNTY IL 864-233-0461 352-429-3673 .,Q RC1'\'laxC :. 411TV MN 2001 ��(aRr�� REUNION VENUES ACUBS continued YO U Amanda Behrman. group services Gaines-l.ansey Family Reunion in July coordinator at the Greater Woodfield 2002. With the Baltimore Area CVA's CVB in Illinois, worked with Renee help, she hopes to secure the Baltimore We y�. Taylor, the Jackson-Simmons Family Zoo as their location. Chosen for its rReunion planner two years ur a row. history, beautiful pavilion and man}' Behrman sent proposals to area hotels activities and exhibits, Ann is confident that could accommodate the group's it will be fun for all family members. She, needs which saved Renee the time of is also securing a tour guide to lead a customized Afro-centric city tour In Virginia Beach, some of calling sold out, too small or too including Bethel AME Church and the expensive properties. the most impressive Lisa Betley, senior sales manager at family bank, Ideal Federal Savings Bank. military planning we've done Jacksonville CVB faxes bids to hotels CVBs are a great resource when meeting reunion specifications and searching for services such as local trans- has been for reunions. either has proposals sent directly to portation. Jeff Malan. Lincoln/ Lancaster Our expert staff will work planners or combines all the bids into County CVB services coordinator, helped one document for the planner's review. the USS Yosemite reunion obtain rotor with you well in advance to coach transportation the afternoon before PROMOTIONAL LITERATURE the group was scheduled to travel to the. make sure your gathering is AND FREEBIES Strategic Air Command Museum, 25 a complete success. Every CVB provides enough free miles away. Another bus company charter visitor guides and area attraction maps had fallen through and the planner was Call Dick Kinsley today at and literature to share with everyone near desperation. Malan found a replace- 1-800-700-7702, or write: attending the reunion. ment motor coach available at the same Freebies depend on the bureau and departure time. Department of Convention & your group's size. The Savannah, SUGGESTING TOUR ITINERARIES Visitor Development, Georgia, CVB provided recent military _ FAM attendees with goodie bags that Most CVBs will suggest tour itiner- 2101 Parks Ave., Suite 500, included disposable cameras. The aries for reunions or spouses. Jeff Malan Virginia Beach, VA 23451. Louisville and Jefferson County, helped a family reunion hire a tour guide Kentucky, CVB provides maps and slides to conduct a customized Lincoln driving for newsletters and offers pins and bags tour. He arranged a meeting of the local at cost. Kansas City, Missouri, CVB reunion organizer and prospective guide provides maps, visitors guides, to devise the tour route and content. allkinda of fun -- brochures, plastic handled bags and Malan also made transportation arrange- ` ~� printed material to send with your invita- ments for a trip to a remote family vbfun.com tions. Alburquerque CVB provides cemetery 50 miles away. registration help, literature, promotional GOING ABOVE AND BEYOND w videos and slides and local media contact. CVB staff members' knowledge of After making reservations, the St. Louis CVC provides a Welcome Packet for each their city, sites and activities is key, but booked room. Renee Eichelberger of the personalized service is the greatest VISIT US • benefit. Leslie Straughan, tourism sales tourism sales department customizes kits er at New Orleans, Louisiana, a a mans so a family or group receives information g members are most CVB searches the convention calendar to interested in. help family reunions select a date and TRUMBULL COUNTY-NORTHEAST OH find the best rate options. 650 YOUNGSTOWN WARREN ROAD, NILES OH 44446 LOCATING Once they've selected a date or range SERVICES/ of dates, Straughn sends the reunion ocated half-way between Buffalo and Chicago, SECURING VENUES information to hotels, restaurants and • T Pittsburgh and Cleveland. Trumbull County isbe accessible from all major interstates making us Cion can era tours. Companies forward rates, menus in the "middle of everywhere." 1700+ hotels, 23 golf reunion planner's right and details o the planner. Straughan courses. Ohio's 2nd largest Amish Community, New hand when it comes to follows up to answer questions, learn Minor A League Baseball Stadium, national museums, finding and securing where the reunion is booked and set-up a state park, alts, shopping & restaurants. the right venue. Ann delivery of visitor guides, maps and Lansey, Baltimore, coupon books. She also provides a COMPIMENTARYSERVICES tohelp plan your next reunion! Maryland, is hosting detailed, customized New Orleans Call 800-672-9555 or ww.trurnbtdIc0UntyCVb.0t9 200 members at the Family Reunion packet. 0 Amanda Behrman of the Woodfield postcards you imprint for advance arranging welcome speeches and letters CVB establishes personal relationships promotion. In a recent FAM tour for from local dignitaries, transportation, with reunion planners like Renee Turner military reunion planners the bureau lists of speakers and entertainers, and whose Jackson-Simmons Family Reunion provided transportation, hotel and meals on-site staff to assist with registration." annual attendance ranges from 80 to 100 for the planners and companions. CVB In one case, the reunion organizer was in members. Turner needed Behrman's help staff member, Bob Imperala, said "They Hong Kong and arranged a one-day tour Finding a site for their family picnic. She just had to pay to park their cars." Bob of Lincoln with a bus chartering service. decided on a reception and banquet at surveys participants after the FAM to The bus company couldn't supply a the hotel, but also wanted an outdoor ensure the tour met their expectations. guide, so they called Malan. A CVB staff picnic near the hotel. Behrman contacted The Jacksonville CVB senior sales member served as a guide, but had the Schaumburg Park District which has manager, Lisa Betley, personally drives trouble creating an itinerary. Malan specialized family reunion picnic groups for site inspections, often could not contact the planner so he packages. Turner arranged a picnic at a allowing people to fly in for the day blindly devised an itinerary using the nearby park and the Park District without staying over. After the reunion is scant information from their first provided food, a tent and children's booked, it's assigned a services manager communication. Finallv he contacted the games. This year, the family wanted to assist with arrangements for planner for final modifications and the something different, so Behrman motorcoach transportation, tour was a success. contacted several businesses to host an photographers and entertainment. Albuquerque CVB assists military indoor dinner and activity. They chose Jeff Malan says. "In addition to tour- reunions to find a location for memorial North Beach Entertainment Complex oriented services, I usually provide services and arrange for Navaho Code which has sand volleyball, a bowling reunions with name badges (with insignia Talkers to act as color guard and say a alley and a full catering menu. and logos), visitors guides, promotional Native American prayer at their Behrman says, "About two to six items, a customized banner, assistance continued 0Its out, I always check in with my ons to find out if they need more In ormation. Once they secure the hotel, I transportation and outside functions theyI think about other details. One service 1 provided for the Jackson-Simmons Everyone Reunion was name badges. A month before the reunion, Renee sent a list of members, and I made the badges. Even �� EnJoy . with family reunions, this is an important service, because many people in Renee's . 4 family had never met. I provided plastic DuPage is the perfect place _ F registration bags, area maps, brochures for family, class, or military reunions ! about area attractions• shopping and • Just 20 miles west of Chicago �. restaurants, discount cards for the area's most popular attraction (Woodfield • Convenient, easy access to LL interstates and Shopping Center) and small giveaways O'Hare & Midway Airports ,,•'- for each member. Many times I'll give • Many lodging, dining, golf, sports little promotional items like coin purses, and entertainment choices �* pens and decks of cards. It's a nice way to say thank you for holding your reunion PLUS UNIQUE Attractions! in our area.' • Cantigny/Fira Division Museum • Morton - Turner, thankful for Behrman's help Arboretum • Naper Settlement • Brookfield Zoo said. "GWCVB was instrumental making ' Drury Lane Theatre • Billy Graham Museum the Jackson-Simmons Family Reunion a (To name a few!) success. They directed me to the park • Catering to every budget! district for our picnic and we had a great time. Everyone received goodie bags For your free Visitors Guide and ding the coin purses from Amanda. reunion planting information, just call: he maps saved me from having to sUO j7 0j07 draw one myself." Q The Pittsburgh, Pennsylvania, CVB or visit us at g Y CONVENTION provides souvenirs, plastic bags and www.dupagee3rb.eom & VISITORS BUREAU [i(� REUNIONS O AUTUMN 2001 31 7 I REUNION VENUES Radissort • Hood &Suites Your reunion i Dawmown headquarters! Sc Louts CVBScontinued Our rivcsorst hotel lust steps stn+ the Gateway Ands offers 18,000 square feet of rneeang spam oversized guest memorial. Staff also help coordinate cities in North Dakota and Minnesota n on¢amun lounge and Union Grit Rofes"W atenN tours, hotel rooms, and arrange a donated believes people don't realize all the ser�ce Bailable. Ca our group sales depamra,t to plan g P P your next reuniori join Gold Rewuds,Free Nkem.Global sand painting of the group's logo. things CVBs can do and much, if not all Rewards. DuPage County, Illinois, CVB offers of it, is complimentary. In an earlier j site selection and inspections, bid issue, and now online, Kaiser provides / _ P i4l6 � package preparation, complete itinerary CVB ABCs which are a comprehensive planning, printed name badges, help to list of what you can expect. The CVB at I1 secure transportation and complimentary your destination can be your consultant, ST. dOUIS -DDson v5NTOWNuiteswnmwn sclouu brochures. They also give the reunion Kaiser suggests, to make your reunion 200 N.F Street St lois MO 63102 planner a complimentary ane-time-use successful and less stressful. .31"21-8200 www.radisson.conllstlouismo camera and photo album to capture The Reunion Resources section at I�00-333-3333 «wmop«oad pdusa.el .memories created in DuPage County. www.reunionsmag.com contains links to When the Kissimmee-St. Cloud CVB countless CVBs eager to serve and host booked the Marine Corps League- reunions in their cities, a good start to Department of Florida reunion, they exploring cities and locations for your n secured a proclamation from the Florida next reunion. sa �� � � Governor and welcome letters from the Another article online details what you the story never ends Board of County Commissioners and should consider before calling a CVB. mayor. For the national convention, the Start by estimating the value of your Come and experience the Spanish . Bureau will try to arrange media reunion by answering these questions. ambiance and history that make � i coverage and designate the week ✓ How many people need rooms? San Antonio a unique reunion "Marine Corps League Week." ✓ How many nights will they need destination. Call on us to help rooms? ort you, and receive a UNIONS BENEFIT COMMUNITIES support 6/ What kind of rooms? pp CVB staff are an invaluable resource ✓ How many suites? comprehensive group for reunion planners. The opposite side ✓ Handicapped rooms? planning guide. of the coin, and one you should use to ✓ How many meals will your members MEMBER your benefit, is the economic impact your eat in the hotel? NTArABA E OMCA reunion brings to their city. 6/ Will you have a banquet? i A news release from the Omaha, ✓ How many drinks will your members ='800'447'337zext 6783 j Nebraska, CVB declared that over 25 purchase? san Antonio convention f: visitor Masao military reunions held there in 2000 By providing facts in advance, CVBS y brought more than 5,000 people know the value of your reunion and cantic increasing the city's revenue by 83 create a fact sheet or proposal to send to poem aiz�+ marts ve'w . sa,mroam�tcam „� ... million. The Philadelphia, Pennsylvania, area hotels. CVB estimates that three July family Also online are stories describing the reunions generated over $230 per day advantage for reunions when CVBs have per member. The Hurley-Jackson-Taylor at least one salesperson designated to Family Reunion had 75, as did the small groups. Then reunions don't need Robinson-Clavborn Family Reunion to share a salesperson who is also while the Rountree Family Reunion responsible for a meeting of 5,000 expected 200. people. It doesn't take a rocket scientist •rich in.patrio tradition With these positive impacts, selling to know that if a salesperson is working •easily:accessibI via fourl your reunion to a CVB should be easy, on a meeting for thousands, a smaller =in[etsiates and an particularly if you demonstrate a group is going to take a back seat. . . temauonal.a�trp._ financial history. waaaay back. If your CVB contact •Srstcal�ssattractibnsand concentrates on smaller groups, he/she EXPLORE CVBS ONLINE oucsustorner-faendt- also knows all the services and facilities -staff for assistance and a Access information about how to that best accommodate reunions. Take free meeting" Ir V" engage CVBs and how they help can be advantage of the special expertise that a and on our web site at http://www. reunion or small group specialist can C3aetn;;I I '� 0 eunionsmag.com/getting_started/conven provide. Most can help get rates, 8e �Bu� tion.html. These include articles from availability and even some special deals �. past issues describing how others have and other services to make your planning YYtOtes BarfO PA 187 taken advantage of these great services. much easier. 7011 FteBal�888 905 2672 Michelle Kaiser, Director of Marketing toUmepa at the Fargo Moorhead CVB representing continued 8,(t\IO{$ O AUTUMN 2001 33 I. CUBS continued 14�� HOW NBS HELPED bun an More details can be found at visits to Independence Hall, Congress - GETAWAYS reunionsmag.com. Here are just some Hall, Hanging Rock and Valley Forge. NHWhiteMoittt�s� =-ostRequested examples of how CVBs have helped When the Pennypacker family celebrated -•:Afvitid= n ' ¢sorts reunion planners. the 300th wedding anniversary of Eve The Burney Family Reunion in Umstadt and Hendrick Pennebecker, the Junction City, Kansas, relied on the tour company worked with them on Geary County CVB for mailings, maps, historical research and mapped out a brochures, printed name tags and a local route for a four-hour tour. Two guides, !p • - q Q tour with transportation. both of whom were Pennypackers, were Centrally located Colorado Springs, assigned. They visited graveyards in Colorado, CVB helped the China Schwenksville areas where ancestors are 4 Marines with nearly 1,000 people as well buried. The Steuben House in Valley as the Snapp family with 39. Robert Forge Park was the birthplace of Galusha Konkol, coordinator for the USS Carmick Pennypacker, the youngest general in �.•P1 .1.�i������m��� li !f; (DD-493) reunion points out that over Amer can History who won the 50% of military reunions in Colorado Congressional Medal of Honor for his Springs are Navy reunions even though gallantry during the Civil War. CVB staff there isn't a ship within 1,000 miles. helped plan a picnic for 300 at An innovative program created by the Pennypacker Mills, the turn-of-the- Northern Kentucky CVB, has helped century home of Pennsylvania Governor them become an increasingly popular Samuel Pennypacker, now a historic site "k Hilary reunion destination with more owned by Montgomery County. *an 250 militaryreunions since the Kingsland, Georgia, CVB works with AW.. . 472-52 y g g luxe ountaingetawayt:.00m ' "Join Forces With Northern Kentucky" the Waycross Class Reunion's rotating a program began in 1992. "Join Forces" golf tournament throughout the MANNINO provides assistance locating former or Southeast. They also regularly assist lost members, acquiring official local high schools. The largest reunion in greetings from the White House, a South Georgia is of the national WWII The Kissimmee-St. Cloud, Florida, military welcome with a color guard, submarine veterans hosted annually in CVB was instrumental in making reunion speakers list, media relations support Kingsland by the St. Mary's Submarine details manageable for the Haeberlin and contact with the US Air Force Museum and the Georgia State Family Reunion of 11 children, 33 grand-, Museum at Wright Patterson Air Force Commander. The CVB regularly helps 50 great-grand and two great-great- Base in nearby Dayton, Ohio. host family reunions including the Waye grandchildren to celebrate the 70" Valley Forge, Pennsylvania, is a Family, a large annual four-day event. anniversary, wedding and birthdays of popular destination for family and The CVB coordinates nightly Cecil (92) and Grace (88). military reunions. The area attracts some entertainment and outdoor activities at Richard Duncan, Greenville, North extraordinary family reunions. There nearby Crooked River State Park and Carolina, had an ingenious idea to keep have been gatherings of the descendants provides registration bags, assists with family members from throwing out what of General "Mad Anthony" Wayne, catered meal functions and acts as a some people might consider "junk mail." George and Martha Washington, Governor reunion housing bureau. Duncan had a rubber stamp made and the Samuel Pennypacker, Aaron Burr, and Connecticut River Valley & Shoreline Greenville CVB mailed Duncan's John Bartram. These reunions generate Visitors Council (CRVSVC) is midway invitations with each envelope stamped excitement by revisiting sites which have between Hartford and New Haven. The "West Greenville Reunion" in bright red both historic and personal significance area is very popular with military ink. They used it on the second mailing for families and their ancestors. The reunions including the 10th Armored and got great response. Valley Forge CVB develops tours or Division whose planner said they'd never The Tucson, Arizona, CVB has hero events around your groups' interests. In found a place as accommodating. status to the Army Officer Class 15, "The the case of historic families that may Brenda Donald, Stone Mountain, King's Men." The CVB provided program *nclude arranging special performances Georgia, organizer of the 71st Donald and tours that went without a hitch. The y actors who bring the period of history Family Reunion, reported that the frosting on the cake was a performance by back to life, or touring sites connected Atlanta area, DeKalb Convention & the Tucson Hot Flashes, a group of senior with their ancestors. Visitor's Bureau found hotel rates and women who dance liked the Rockettes! Valley Forge CVB put Washington's planned a welcome dinner, a special For the full articles, visit http://www. descendants in touch with American reception, an African-American Heritage reunionsmag.com/getting_started/ Heritage Landmark Tours, who arranged Tour and a picnic all within her budget. convention.html. REUNIONS 0 AUTUMN 2001 35 Authority and Function of the Board of Directors Policy: The Board of Directors has the overall authority and responsibility for all activities and operations of the Bureau and shall manage the general business and affairs of the corporation. The Board has the sole authority for adoption of policies governing the conduct of the corporation. The President of the Board (or the Board) may delegate certain responsibility for the establishment of operational procedure to the President/CEO. Procedure: 1 . The Board of Directors with its established committees, is responsible for the following: a. Developing and adopting a mission statement; b. Approving corporate goals and objectives; c. Approving corporate policies on finances, direct service, personnel and community relations; • d. Approving short-term and long-range strategic plans; e. Ensuring the protection and growth of the corporation through investments; f. Ensuring the legal conduct of the corporation g. Keeping a proper balance among the interests of the stakeholders, employees, clients and the public. h. Electing the corporate officers and monitoring their performance; i. Increasing the effectiveness of management by rendering advice and guidance to the President/CEO and other principal officers; j . Ensuring, through continuous review, that directors, officers, and other employees of the organization act in accordance with established ethical and professional standards. 2. The President/CEO is responsible for developing, for Board review, the following: a. Corporate goals and objectives b. Corporate policies c. Strategic plans d. Organizational structure e. Long-range financial plans 3. The Board delegates specific duties to the President/CEO who has the general active management of the business of the corporation 40 a. Policies and procedures with respect to management and operations are • approved by the President/CEO b. At least annually, the President/CEO informs and updates the Board of Directors on management and operations policies and procedures. OVERALL FUNCTIONS OF THE BOARD OF DIRECTORS The Board of Directors, as trustee of the business, has the responsibility of keeping a proper balance among the interests of the stakeholders, employees, clients, and the public. The Board of Directors serves as: 1 . Trustee for the stakeholders 2. the broad policy-setting body for the corporation 3. selectors of and advisors to the President/CEO; and 4. a balancing force, which recognizes the interests of employees, members, government, and the public, during deliberations Duties and Responsibilities of the Board of Directors • To provide general continuity for the Bureau • To elect the corporate officers and to monitor their performance • To establish overall objectives and broad policies of the Bureau on behalf of its membership • To increase the effectiveness of management by rendering advice and guidance to the President/CEO and other principal officers • To advise the President/CEO in regard to major decisions affecting the Bureau's capitalization structure, resource allocations, and other major financial matters- including diversification programs, mergers, and the like. • To act as trustee for the stakeholders in the preservation of the Bureau assets and to see that proper and true reports are given to stakeholders. • To act in accordance with federal and state laws • To make decisions that cannot be delegated, such as discharge of a Board member. • Upon recommendation of the Board, the President/CEO will appoint, define the powers of, and dissolve Committees of the Board. • To ensure, through continuous review, that Directors and officers of the Bureau act in accordance with established ethical and professional standards. • Under the recommendation of the Executive Review Committee, the Executive Committee will hire and establish compensation for the President/CEO. The Executive Review Committee will evaluate performance of the President/CEO. • • FAYETTEVILLE TOWN CENTER ro Policies • Procedures Handbook • Fayetteville Town Center, Policy Manual Table of Contents I. General Information A. Hours of Operation and Contact Information B. Facility Description and Information C. History D. Mission Statement, Vision Statement and Commitments E. Facility Rental Rates (daily) F. Rating Guidelines G . Equipment Rental Rates (daily) II. Operation Policies A. Reservations B. Contractual Agreement C. Contract Times D. Concurrent Usage E. Event Changes F. Clean-up Responsibility G . Catering H . Facility Access I . Alcohol and Alcohol Service • J. Parking K. Obstructions and Damage L. Smoking M. Items Left on Premise N. Storage O. Animals P. Lodging Q. Insurance R. Compliance with Laws S. Permits, Licenses and Fees T. Collections U. Objectionable Persons V. Refusal to Rent III, General Operating Procedures and Forms A. Facility Opening/Closing Procedures B. Catering Procedures C. Food Service Providers other than Caterers D. Vendor Access E. Facility Open/Close Checklist F. Catering Agreement and Checklist G . Food Service Agreement and Checklist • H. Excessive Cleaning Agreement I . Key Code List and Floor Plan IV. Facility Systems, Emergency Procedures and Contacts A. Fire Alarm System • B. Doors C. Lighting System D. Audio/Visual System and Equipment E. Air Conditioning and Heating System F. Kitchen Equipment G. Utility Shut-offs H. Computers Network System I . Internet Access and E-mail Capabilities J. Emergency and Maintenance Contacts V. Employment Information A. Titles and Job Synopses B. Staff Directory C. Benefits i. Paid Time Off 1 . Vacation 2. Sick Time 3. Holidays 4. Paid Leave a. Jury Duty b. Funeral Leave c. Military Leave • d. FMLA ii. Insurance iii. Retirement and 401 K D. EOE and OSHA E. Administrative Policies i. Communications 1 . Internet 2. E-mail 3. Phone ii. Reimbursable Expenses iii. Computer Usage iv. Conduct Code v. Dress Code vi. Tardy and Absenteeism F. Annual Performance Evaluation G . Salary Increases H. Bonus Structure (proposed) I . Termination Policy • • FAYETTEVILLE TOWN CENTER • General Information • • FAYETTEVILLE �T®.V�/N�C,ENTER" ROLICIES & 'PROCED.URESHANDBO;OK , Hours of Operation and Contact Information Office Hours: The Fayetteville Town Center Administrative and Business Office is open between Sam and 5pm, Monday through Friday or by appointment. Event Hours: Contracted events may have access to the Fayetteville Town Center between 6am and 2am as indicated per contract. The Fayetteville Town Center can open for contracted events any day of the year except Thanksgiving Day and Christmas Day. Physical Address: 15 W. Mountain Street Fayetteville, AR 72701 Mailing Address: PO Box 4157 Fayetteville, AR 72702 Phone: (501 ) 587-5544 Fax: (501 ) 582-4935 E-mail: info@twncenter.com Website: www.twncenter.com • Facility Description and Information The Fayetteville Town Center is a multi-functional facility providing almost 14,000 square feet of convention and meeting space. Located in the heart of Fayetteville's historic downtown , the Town Center opened in July of 2001 and features the following amenities. • Choice of food service. Town Center staff will happily provide information about area caterers and restaurants. • Choice of alcohol service. The Fayetteville Town Center has specialized licensing allowing for a variety of alcohol service options. • Professional Event Coordinator on staff. • Gardened plaza overlooking Fayetteville's historic, downtown square. • Wrap-around balcony featuring a breath-taking view of the beautiful Boston Mountains. • Walking distance to Downtown and Dickson Street showcasing several fine/fun restaurants, shops and activities. • Large, catering kitchen including ice machine, warming ovens, hot-boxes, dishwasher and cooling equipment. • Experienced crew to set up events. • Parking garage at a reasonable, per-use fee. • Variety of hard-good selections. • • Catering, audio-visual equipment, pipe and drape, bar service, shipping, installation and temporary help can be arranged by the Town Center. Fayetteville Town Center Policies & Procedures Handbook Edited October 18, 2001 Page 2 FAYETTEVILLE TOWN CENTER POLICIES & PROCEDURES HANDBOOK • Facility Description and Information 71 1Razorback Room (A, B, C) TEIRRACE 118 x 115 - 13,570 s uare feet 1 't:.1 " 1.n1 � rsERVICE Race Clssrm Theatr Rnds Conf . U - 2500 615 1 1435 1 850 1 N/A N/A EU _ _ j = _ Ozark Room (A) 66 x 120 - 7,920 s uare feet I I - RecapClssrnn Theatr Rnds Conf U _ k _ 660 330 1 775 1 440 165 110 Dogwood Room (B) 52 x 62 - 3,224 s uare feet Race Clssrm Theatr Rnds Conf U ` C 325 190 1 350 1 215 1 110 110 Mockingbird Room (C) ` Ey 33 x 48 — 1 ,440 square feet Rece Clssrm Theatr Rnds Conf U LOBBY TOWER 115 75 115 95 1 50 50 Directors Room (D) ��„�, i 22 x 17.5 — 385 s uare feet OFFICE 444 v � (D) �_� Rece Clssrm Theatr Rnds Conf. U f . Room 30 N/A I N/A I N/A 1 15 . N/A Diamond Room (E) TER CE 16 x 33 — 228 s uare/J• feet Rece Clssrm Theatr Rnds Conf U ' � / •,r � J � 25 N/A 1 25 N/A 10 WA History The Fayetteville Town Center was completed on July 1 , 2001 and opened for business on July 14, 2001 . At $8.3 million dollars, the convention center and three-tiered parking garage is the end-result of a 9-year project driven by former Fayetteville Mayor, Fred Hanna and Director of Convention and Visitor Development, Marilyn Johnson. Design for the facility was awarded to Richard Alderman with Wittenberg, Delony & Davidson, a local architect firm. Ground-breaking for the facility took place on August 24, 1999, and the project was completed in 23 months by Nabholz Construction under the direction of project foreman, Ron Troutman. The property was built using taxes allocated by special election of a 17 year bond. The Fayetteville Town Center is the property of the City of Fayetteville and is operated by the Fayetteville A&P Commission. • Fayetteville Town Center Policies & Procedures Handbook Edited October 18, 2001 Page 3 FAYAgILEVI,LLE,TOWN CENTER P-,Q,L. ICIES,BrF<ROQEDURESsHANDBOOK =:r- • Mission Statement, Vision Statement and Commitments Mission: The mission of the Fayetteville Town Center is to be the premier convention facility in Fayetteville, Arkansas and exceed the expectations of our customers, owners and community through stellar service in a cost-effective manner. Vision: The Fayetteville Town Center exhibit facility will provide 13,640 square feet of column-free exhibit environment for potential conventions, trade shows and social events. The Fayetteville Town Center will be the town's premier meeting facility. The Fayetteville Town Center will consistently provide outstanding service with the latest training and technology. The Fayetteville Town Center will consistently exceed our Clients' expectations through attention to details, stellar service and consistency. The Fayetteville Town Center will strive to be up-to-date with • technology and training for our employees. The Fayetteville Town Center will provide financial return to ownership with revenue over expenses and generating regional travel to increase state turnback The Fayetteville Town Center will generate revenues of $403,500 with conventions and trade shows by the end of 2002. Commitments: The management and staff of the Fayetteville Town Center will provide our Clients with exceptional service and value. While we will rarely be the least expensive facility, we will strive to provide the best value. The management and staff of the Fayetteville Town Center will work directly with the local hospitality industry to drive marketing efforts to promote Fayetteville and Northwest Arkansas as a premier destination for business, social and leisure activity. The management and staff of the Fayetteville Town Center recognizes the importance of supporting the local economy and will do so through referrals and through coordination efforts using local business whenever possible. • Fayetteville Town Center Policies 8 Procedures Handbook Edited October 18, 2001 Page 4