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Home My WebLink About2002-05-13 - Agendas - Final MEETING NOTICE The Advertising and Promotion Commission will meet on Monday, May 13, 2002 at 2 :00 p.m. at the Town Center Conference room. AGENDA ADVERTISING AND PROMOTION COMMISSION May 13, 2002 2 :00 p.m. Town Center I. Call to Order II. Reports A. Approval of Minutes for April 8, 2002 B. Financial Report 1 . HMR Revenues 2. Financials - Tom Lonon, Scarbrough and Murtishaw 3. Update from City Attorney on Delinquent Tax Collection Efforts C. Convention and Visitor Activity — Marilyn Johnson D. Town Center Activity Report — Denise Bembenek E. Agency Report — Brian Clark, Sells/Clark, Inc. • III. Old Business None IV. New Business A. Convention Visitor Bureau B. Extend sale of tokens to downtown merchants V. Adjourn Informational Items Newspaper article on Town Center lawsuit Website e-mail Dinosaur Days Thank You International Reunion Thank you Rotary Thank You note A Town Center prom article • • GROUP: ADVERTISING & PROMOTION COMMISSION DATE: April 8, 2002 PRESENT: Bob Davis, Joe Fennel, Pat Gazzola, Kevin Santos, Curtis Shipley, and Marilyn Johnson. ABSENT: John Gilliam and Ching Mong The regular meeting of the Advertising and Promotion Commission was called to order at the Fayetteville Town Center conference room at 2:00 p.m. by Chairman Joe Fennel. MINUTES Moved by Shipley, second by Davis to approve the minutes of the March 11 meeting. Motion carried. FINANCIAL REPORT Tom Lonon from Scarbrough and Murtishaw reviewed the financials for the Town Center and the A & P Commission for February. Shipley moved to approve financials for February, second by Santos. Motion carried. Lonon reviewed March financials and quarterly financials. Moved by Shipley, second by Davis • to approve March financials. Motion carried. City attorney Kit Williams presented the report of the City Prosecutor's office regarding delinquent HMR collection action through his office. Collection efforts for the month are $22,085 .35 . City prosecutor collected $ 10,579. 12 and city attorney collected $ 11 ,506.23. Williams reported that the Town Center lawsuit would be before the Arkansas Supreme Court on May 2. The City will present arguments for all defendants. The Supreme Court should made a decision relatively soon, possibly mid-May. CONVENTION AND VISITOR DEVELOPMENT REPORT Marilyn Johnson reviewed Convention Development report and Town Center report. Staff had gone to Siloam Springs to attend the funeral of Niki Avery's father. Grand Opening of Boston Mountains Scenic Loop is scheduled for April 26 at 10 a.m. at Ozark Folkways. Acoustic Tile Solutions for Exhibit Hall — Acoustic solution for Exhibit Hall is almost complete. Adjustment will be made on sound system to "tweek" solution to its finest and lavaliere microphones are being replaced. Problem appears to be solved. AGENCY REPORT • Brian Clark with Sells/Clark, Inc. reported that the Dining and Lodging Guide was ready. They are working on three others to change to new creative concept. Website and jump pages should a • be in place in next 60 days. This will create a trackable source of inquiries and a facelift of the website. OLD BUSINESS Reported under Convention and Visitor Development Report. NEW BUSINESS Funding Requests Funding requests were heard from the following and funds allocated as follows: Arkansas Air Museum - $2,000 Northwest Arkansas B. E. S. T. - $750 Arkansas B. E. S. T. - $5 ,000 Downtown/Dickson Enhancement Project — festival support - $6,000 Advertising campaign during construction - $21 ,500 Lights of the Ozarks - $5,000 North Arkansas Symphony - $3,000 Ozark Blues Society of NWA - $ 1000 Bikes, Blues, and BBQ - $3,500 Moved by Shipley, second by Davis to approve funding .in the amount of $47,750. Motion carried. • There being no further business, the meeting was adjourned. Respectfully submitted, Marilyn Johnson Director Convention and Visitor Development • 3 • Advertising and Promotion Commission For month of April 2002 HMR revenues collected $126,006.49 Interest revenue 51688.82 Misc. revenue 0.00 Total Revenues $ 131 ,695.31 Collection expense -21520. 13 CEC Bond Payment -$31 ,526.46 Town Center Bond Payment -30,952.71 Total Expenses -$64,999.30 Total Check to A&P $66,696.01 • • City of Fayetteville, Arkansas Monthly HMR Tax Collections 2000-2002 • 2000 2001 2001 2002 2002 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 100,334 $ 98,397 -1.93% $ 125,718 27.76% February 91,330 95,810 4.91% 113,207 18. 16% March 102,971 104,748 1 .73% 118,209 12.85% April 108,747 107,624 -1 .03% 126,006 17.07% May 107,975 103,545 -4. 10% June 107,963 106,217 -1 .62% July 103,894 109,223 5. 13% August 105,417 112,743 6.95% September 104,980 115,765 10.27% October 105,820 115,771 9.40% • November 117, 106 120,282 2.71% December 97,771 125,971 * 28.84% Total $ 1,254,310 $ 1,316,096 4.93% $ 483,141 18.83% • \filename • ACTIVITY REPORT April, 2002 INQUIRY RESPONSES Tourist Inquiries April 2002 — 141 Year to date 2002 — 536 April 2001 — 97 Year to date 2001 — 382 Advertising Responses April 2002 — 3497 Year to date 2002 — 8072 April 2001 — 7844 Year to date 2001 — 13135 Relocation Inquiries April 2002 — 79 Year to date 2002 — 306 April 2001 — 44 Year to date 2001 — 248 April Total Inquiries 2002 — 3717 2001 — 7985 Year to Date Total Inquiries 2002 — 8914 2001 — 13765 • ACTIVITY Conventions and Meetings — International Students Reunion Uptown School Reunion and Anniversary celebration Duane Garren — Brumley Gospel Sing Art Schuster — Rotary Girl 's Softball Tournament Linda Johnson — Arkansas Realtor's State Convention Henrietta Patterson — UA Parent's Weekend Bus Tours — McKenzie Tours, Kansas City, MO Tour of Hwy 71 (lunch stop) - Texas Travel, Denton, Texas — step-on guide Max Paty — Village Tours, Jane Ellen Frazier — Arkansas Dept. of Parks and Tourism Tourist Activities — Scenic Loop Partners Meeting Grand Opening — Boston Mountains Scenic Loop America In Bloom — 5 meetings Hutchinson Fundraiser — Vice President Chaney Bikes, Blues & BBQ Keep Arkansas Beautiful press conference First Night meeting • American Lung Association walk U of A Men's Basketball — Gabe Warner Farmer's Market — free parking flyers Convention Visitor's Bureau meetings Relations with Other Tourism — Evening with Dinosaurs (University Museum) Northwest Arkansas Tourism Association — annual meeting Siloam Springs Chamber of Commerce — HMR tax and tourism Downtown/Dickson Enhancement — advertising committee meeting State Calendar of Events Junior Civic League Calendar of Events Terry Gulley — Lights of the Ozarks Dennis Boyer — War Eagle Caverns Relations with Media — Justin Early — Arkansas NBC KPOM — Lisa Murphy Jeff Money — Dallas Ft. Worth community newspapers Cityscapes - Aaron Sarah Terry — Northwest Arkansas Times Bill Walker — DDEP advertising Bill Bowden — Business Journal Don Michaels — Northwest Arkansas Times Convention South — Stephanie • Town Center Staff /Operations Miscellaneous — Fayetteville Contractors Recognition Day Leadership Fayetteville — Quality of Life Construction and Developers meeting — Chamber Convention and Visitors committee meeting — Chamber Retail committee — Chamber Chris Beasley — list of conventions Laura Grover — Sassafras Steve Jenkins - Sassafras Sharon Crosson — parking Allison Hunsaker (Foremark) — restaurant client looking a Fayetteville Dee Dee Long — fundraising for skate park Susan Davis — Dykes, Bassett, Mix Uvalde Lindsey — Northwest Arkansas website • 7 • TOP HMR COLLECTIONS Red Lobster Clarion Radisson Chili 's Jose's Ryan's Chartwell's Shorty Small's McDonald's — Joyce Chick-fil-A Applebee's Catfish Hole Ozark Brewing Co. • • _ 0 A & P TOURIST INQUIRIES 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL U1 2 13 AK 0 • AZ 1 2 3 6 AR 5 � 24 19 48 CA 5 6 4 15 CO 1 2 3 CT 0 DE 0 DC 0 FL 3 2 4 9 GA 2 2 4 HI 1 1 ID 0 IL 4 4 12 8 28 IN 4 1 3 2 10 IA 1 3 12 2 18 KS 3 3 37 4 47 KY 0 LA 2 2 2 2 8 ME 0 MD 0 MA 1 1 MI 1 2 5 3 11 MN 1 6 10 4 21 MS 1 ( 1 MO 2 4 26 8 40 MT 1 1 2 • NE 4 4 NV 0 NH 1 1 NJ 1 t NM 2 2 NY 1 4 2 7 NC 3 2 5 ND 0 OH 2 6 4 12 OK 3 4 6 5 18 OR t 1 2 ( 4 PA 11 1 3 PR 1 ( 1 RI 0 SC 1 2 4 SD 0 TN 1 2 1 1 5 TX 5 11 ; 10 33 UT I 1 VT 0 VA 1 1 WA 1 1 2 WV 1 1 WI 1 7 13 2 23 WY 0 • APO 0 CAN 1 2 3 FOR 49 78 181 109 0 0 0 0 0 01-6-61-01-417 1 _ Chamber Tourists Inquiry_ 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCTNOV DEC TOTAL AL I AK — - - - - - - - - - - - -- • AZ 1 -- 1 - - - -- - - - 2 AR 11 4 5 7 _ _ 27 CA 4 2 3 9 CT - - -- - - -- -- 0 DE 1 --- - --- - -- - - - - 1 DC - 1 -- -- - - - -- - - - - - - - - -- - FL 1 1 - 2 - -- 4 GA 1 - - -- 1 HI 0 ID - - - 0 IL 1 1 - - - -- - - - - -- - 2 IN 1 1 _ _ -- 2 IA 1 3 4 KS 2 1 3 -- - - - - - - 6 KY 0 LA 1 - - -- - - - - -- - - - - 1 ME --- - -- -- - - - - - -- - 0 MD 0 MA 0 MI 1 1 - - -- 2 MN - - - - - - - - -- - - -- 1 MS _ 1 --- - - - - - - - -- - -- 1 MO 2 4 --1 3 ---- -- -- -- - - - - - - - 10 MT - - - - - - - - - - - - - - - - - - - - - • -1; E 2 �- -- - - - - - - - - - 2 NV -1 - - NH - 1 - - -- - -- - - - - - - - 1 NJ 0 NM 0 NY 1 1 - -- - - -- 2 NC - - - - - - - -- - - -- - 0 ND - - - - -- - - - - - - 0 OH 1 1 1 -- --- - - - - -- - 3 OK 3 4 3 1 - - - -- - - - -- 11 OR 1 - - - -- -- - - -- 1 PA I -- — -- --- - - - -- 1 PR RI - - - - - - -- - -- -- - Sc- 1 — - - - - - - --- 1 DS - - -- --- -- -- -- - -- TN -- -- - -- -- - - - - - - - - - - 0 TX 2 5 - - - - - 2 5 -- --- -- - -- - - - -- -- 14 UT-- 1 - - - - - -- - - - - -- 1 VT VA 0 WA - 1 --- - - - - - - -- 1 wV WI - -- -- - - -- -- - - -- -- 0 WY - - - -- - _ - -- - - - - - - - - 0 • APO - 1 -- - -- -- - - _ - -CAN 1 1 FOR - - - - - 2 - -- -- -- - - - - - - --- -- - 2 37 30 201 321 01-61- 0 01 01- 61 -01 -01-01- 0 01 0 0 01 119 A9 • Monthly Advertising Inquiries by State - 2002 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL AL 18 16 14 19 67 AK 3 3 AZ 5 5 7 8 25 AR 35 41 610 136 822 CA 22 15 28 65 130 CO 5 3 11 15 34 CT 3 1 6 9 19 DE 4 4 DC 1 1 2 FL 26 29 25 41 121 GA 21 18 19 15 73 HI 2 3 5 ID 1 2 3 6 IL 46 37 299 376 758 IN 24 15 77 194 310 IA 24 17 119 166 326 KS 13 10 158 155 336 KY 13 13 25 24 75 LA 27 33 105 29 194 ME 2 1 2 5 MD 6 7 3 7 23 MA 3 1 4 7 15 MI 22 16 73 450 561 MN 18 14 77 268 377 MS 22 23 38 22 105 MO 32 30 622 530 1214 • MT 1 1 1 3 NE 9 2 35 31 77 NV 2 2 2 7 13 NH 1 4 5 NJ 5 2 3 26 36 NM 3 6 2 11 NY 10 7 14 45 76 NC 14 11 22 25 72 ND 2 2 5 2 11 OH 15 14 55 253 337 OK 32 33 254 71 390 OR 3 6 4 13 PA 15 7 11 30 63 RI 2 1 3 Sc 7 15 11 1 34 SD 6 1 8 8 23 TN 26 21 96 11 154 TX 79 56 385 46 566 UT 2 124 126 VT 8 8 VA 15 14 6 2 37 WA 1 5 5 15 26 WV 5 1 1 12 19 WI 17 17 97 11 142 WY 3 196 199 APO 1 1 2 CAN 8 8 FOR 2 1 2 3 8 • TOTAL 657 563 3355 3497 0 0 0 0 0 0 0 0 0 8072 • Advertising Inquiries Pubs by State - April 2002 AY FC ML MVG NATA MC/Rosie OkT SL SNI MN USA VG TOTAL AL 1 3 6 9 19 AK 1 1 1 3 AZ 2 5 1 8 AR 12 22 21 7 74 136 CA 11 12 34 3 2 3 65 CO 6 3 2 1 3 15 CT 2 1 5 1 9 DE 1 3 4 DC 0 FL 10 5 12 9 5 41 GA 1 9 5 15 HI 1 1 1 3 ID 1 2 3 IL 165 16 25 2 10 158 376 IN 72 3 12 3 104 194 IA 47 3 9 1 106 166 KS 40 11 6 16 82 155 KY 19 2 2 1 24 LA 2 3 7 12 5 29 ME 1 1 2 MD 1 3 3 7 MA 1 1 5 7 MI 74 2 26 1 347 450 MN 68 12 4 184 268 MS 3 2 4 6 6 1 22 • MO 93 13 18 6 43 357 530 MT 0 NE 22 5 4 31 NV 1 4 2 7 NH 1 2 1 4 NJ 3 3 18 1 1 26 NM 1 1 2 NY 3 5 34 3 45 NC 3 1 17 3 1 25 ND 2 2 OH 60 4 18 2 169 253 OK 12 10 18 8 22 1 71 OR 2 1 1 4 PA 2 4 24 30 RI 1 1 Sc 4 4 8 SD 11 11 TN 13 1 11 13 8 46 TX 12 27 31 22 30 2 124 UT 8 8 VT 1 1 2 VA 4 2 5 4 15 WA 1 3 7 1 12 WV 3 6 2 11 WI 75 12 8 101 196 WY 1 1 APO 0 CAN 2 6 8 • FOR 1 2 3 TOTAL 0 0 865 0 195 451 0 141 222 0 0 1623 3497 • ADVERTISING INQUIRIES - 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL Tourist AY 0 BT 0 FC 1 1 1 3 HBA 0 ML 147 116 706 865 1834 MT 0 MVG 1623 1623 NATA 119 128 202 195 644 OK 0 Parade 0 MC/Rosie 88 451 539 SL 390 318 184 141 1033 SNI 1983 222 2205 ST 0 TA 0 TM 191 191 USA 0 MN 0 TOTAL 657 563 3355 3497 0 0 0 0 0 0 0 0 8072 • 8072 AY - Active Years BT - Budget Travel FC - Family Circle H & A - Home and Away MC - McCalls ML - Midwest Living NM - Meeting News MT - Midwest Traveler MVG - Midwest Vacation Guide NATA - NATA Tour Guide OK - Oklahoma Today Parade - Parade SL - Southern Living SNI - State Newspaper Insert ST - Southern Traveler TA - Travel America TM - Texas Monthly TM G-Travel Marketing Group USA - USA Today VG - Vacation Guide • I3 _ A & P RELOCATION 2001 _ JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL AL 0 • AK - - - - 0 AZ 1 1 AR 1 T 1 2 4 CA 4 2 _ 1 7 CO 1 1 2 CT _ 0 DE _ 0 DC 0 GA 0 HI 0 ID 0 IL 3 1 2 _ 6 IN 0 IA _ _ _ _ 0 KS 1 1 1 3 KY 0 LA 1 - 1 -� - ME _ 0 MD 0 MI 0 MN 2 2 4 MO 11 1 _ 1 _ _ 3 • MT - 0 NE 1 _ 1 NV _ _ 0 NH 0 NJ 0 NM 0 NY 1 - - - - - 1 NC 1 1 ND 0 OH 0 OK 1 1 - _ - 2 OR 0 PA 1 -- - - - 1 PR 1 RI 0 SD 0 TN 3 1 _ -_ 2 TX 2 1 2 5 UT - - 1 1 VT - - 0 VA 0 WA 1 _ _ _ _ 1 WV 0 WI 3 1 1 5 • WY 0 APO 0 CAN 1 _ 1 FOR ul 57 TOTAL 13 151-111- 181 01 01 01 0 0 01 OF 01 57 ChcvmheVRelocation Inquiry 2002 JAN FEB MAR APR MAY JUN JUL AUG SEPOCT NOV DEC TOTAL • AL —1 _ - - - - 1 AK _ �- 0 AR 14 11 10 12 47 AZ 1 1 1 3 CA 1 5 5 5 16 CO 2 3 2 1 8 CT 1 _ _ _ _ 1 DC 0 DE 0 FL 4 1 2 2 9 GA 2 1 1 —_ — 4 HI 1 _ _ 1 ID 0 IL 2 1 21 6 IN 1 � 1 - - 2 IA 2 ~— 2 - -_ - - 4 KS 1 1 1 3 KY 2 1 (-- 3 KY 1 2 2 — 5 ME 1 1 MD 1 1 2 MA 1 2 - - - - - 3 MI 1 1 — -- -- 2 MN _ 13 1 2 _— 7 MS _ 2 ' 2 2 6 • MO 7 2 6 5 20 MT 1 1 NE 1 2 1 4 NH 2 — - - --- -- 2 NJ - - - - - i 0 NM 1 _ - - --- -- � 1 NY 2 1 1 _ I— 4 NC 4 4 ND 0 OH 1 3 4 OK 4 2 4 2 12 OR 2 — - - � 2 OPA 1 _—_ 1 RI 0 SC 1 1 - - - -- 2 SD 1 1 - -_ 2 TN 4 3 2 _ 9 TX 10 5 6 7 _ _ 28 UT 1 1 2 4 VT 0 VA 2 -- 2 WA 0 WV _ _ 0 WI 2 1 _ 3 6 • 1 AP _ 1 APO 1 CAN _ _ 0 FOR 1 1 _ 1 Total 1 771 551 531 611 1 1 1 1 1 1 1 1 2461 ✓ �b • FAYETTEVILLE TOWN CENTER ACTIVITY REPORT — April 1 , 2002 to April 30, 2002 Previous Month Current Month YTD Number of Contracts from 1 /1 /02 5 11 73 Number of Completed Events from 1 /1/02 9 12 34 Contracted Char es from 1/1 /02 $9, 159.03 $16,927.94 $1159953.84 Collections - Non-taxable $9,648.63 $20,568. 13 $329232.57 Collections - Taxable $1 ,275.00 $435.00 $1 ,485.00 Collections - Taxes $101 .56 $35. $118.62 Credits -$2.03 -$0.00 $2.59 Average Income per event (charges/contracts $1 ,831 .81 $1 ,538.90 $1 ,597.19 Proposals sent 25 21 75 Contracts sent 17 35 General Activity • Marketing/PR — Autumnfest Children's Event. Cox cable not interested . Approach for potential shows .• Marketing/PR — Nickolodeon and Animal Planet — investigate potential for Children's Event • Marketing/PR - Vulcan Creative and The Rocket Factory for productions • Marketing/PR — Don Elkins, NBC for Congressional Candidate Debate Town Meeting . • Marketing/PR — Staff discuss of PR/Advertising — "We Heard You Loud and Clear" to inform public of acoustic fix. Possible reception in conjunction with announcement of NWA Chapter Alumni scholarships • Marketing/PR — Jenn Long, NWA Times — Prom article • Marketing/PR — Jonathan Stiers, weblink from Eventures site. • Marketing/PR — Keep Arkansas Beautiful Awards reception • Marketing/PR — Niki's cold calls to Medical Part, UA Law, UA Admissions, UA Customer Relations, UA Special Events, NARTI • Marketing/PR — parking flyers for Saturday parking distributed to Farmers Market sellers • Operations — Aaflac, Builtwell Construction, Grinnell Fire Systems, Edward Jones, Campbell Electric, SWB Datacom, City of Fayetteville, Cox Communication, Arkansas Automatic Door, Wafts Fire and Safety, Superior Linen, Commercial Audio Systems, Perry's Jewelry, Nabholz Construction • Operations — Fire Marshall inspection and off-site monitoring system installation (Grinnell) • Operations — UA Internship guidelines to Prof. Janet Noble and student, Sarah Ramey • Operations — Mike Hocklander, potential AV Service Provider for FTC events • Operations — VitaLink program participant — schedule/planning • Operations — Executive Square — FTC guest parking in their spaces — towing and posted notices • Operations — ThyssenKrupp — negotiate service and maintenance agreement • Operations - Payroll, monthly reports, management schedules, weekly staff meetings, collections, employee benefits, process contracts, invoicing/AP •• Event Planning/Management — Hutchinson Fund Raiser/VP visit. Coordinate local vendors (All AV, Eclipse, Shoestring Productions, Clarion, Eventures, Intents, Superior Linen, CCE, ThyssenKrupp, FPD, FFD) and VP staff, Hutchinson staff and USSS. • Event Planning/Management — AHA permission letter to ABC re: permission to sell alchohol ��P • Event Planning/Management — Carrell reception • Event Planning/Management — UBC reception • Event Planning/Management — Fayetteville HS Prom •• Event Planning/Management — Joy Ministries • Event Planning/Management — Delta Sigma Theta • Event Planning/Management — NOArk State Conference • Miscellaneous — Cotton Avery Funeral • Miscellaneous - CVB Development Meeting • Miscellaneous — FPD re: forced entry into facility on Sunday, April 28, 2002 • Miscellaneous — Carol Crenshaw interview Events • Proctor & Gamble Dinner • Senator Hutchinson Fund-Raiser • Delta Sigma Theta Banquet • Arbor Day Celebration • Fayetteville High School Prom • Phi Kappa :Phi Recognition Banquet • Society of Professional Journalism Seminar and Banquet • UBC Reception • NOArk State HR Conference • WRMC Doctor's Seminar • Keep America Beautiful Awards Reception • American Heart Association Heart Gala • • 2 ) ) \ ) ) ) o , • , ! ! ! ! ! / g ! e e , § ! \ § ; 2 ; | f ! | | 2 . � . , . . o = | | n § a § § § C%4 ! 7 � ! LL | { | § ; E § , r \ 2 ( § e § ) § § m ) ) ) ) c DI c t ^ � 98 _ 88 ) _ ( G mCN } ) / A ! ! § r / 1 ) «k } | | | § n § a » § § § m ! | | § ) ! \ \ \ § § _ 888 ~ { 7 ! f - I ) } 8 \ \ 00 N CN - k e # / E / k ! 77 / - \ 2 � . : Activity Report for Denise Bembenek Date lContact(ActIvIty Notes Monday, 04/01/02 • Tim McCuin, Eclipse Staging, pipe/drape for VP visit USSS VP visit V Aaron Bunch, Aafl_acJ Continue sign-up A&P report for March Edward Jones, Mark Ridgeway Switch accounts from Amy Knight. LMTC USSS Meeting with Secret Service, Eclipse, Media, All AV, Communications for VP Mayor Dan getting lapel mics exchanged. Fax repair request for Mock/Alley lock - cannot be opened with key or with push bar. Nabholz, Junior Lopez F/U with phone call Tuesday, 04/02/02 Tim McCuin, Eclipse Hutchinson Dinner - stage, p/d final setup timeline Mike Fagan, All AV Install lights for Hutchinson dinner Hutchinson Staff, VP Staff, USSS Final layout for room. Sharon Crosson, City of Fayetteville Parking. Will set out signs for Randall,Wright, Eventures Rent cocktail table for Hutchinson Dinner Children's Event Planning meeting with Bootsie, Eileen, Marilyn, Niki and Sandra Aaron Bunch', Aaflac Schedule additional employee's meeting for next week. David Mettey, New P/T employee Fire Marshall i Inspection. Must have monitoring system installed and tested asap k Grinnell Fire Service's System installed and alarm tested Wednesday, 04/03/02 Tom Quek, VP Cheney's Staff Changes for dinner setup All AV, Eclipse Set up for dinner AHA, Amy Adams Permission to serve alchohol letter for ABC GL Update USSS Check out keys. Parking and elevator walk-thru Mark Ridgeway, Edward Jones Appointment to meet FTC employees Shoestring Productions Lighting for dinner Thursday, 04/04/02 VP Visit Hutchinson Dinner Friday, 04/05/02 Cleantset Delta Sigma Theta, OMI Proposal and tour J Delta Sigma Theta Manage Event Builtwell/Grinnell Rescedule Monday work New Contracts f JanefNoble—UA Hospitality Send Intern Guidelines Hutchinson Dinner Coordinate collection and payment for suppliers and service providers General Mills Proposal / Saturday, 04/08/02 e Fayetteville HS prom Management Schedule April 7 - May 31 Monday, 04/08/02 Discuss CAS proposal for headsets, Hocklander proposal for AV retainer, Vitalink Marilyn Johnson and nametag bids David Mettey: Work phones 1 to 4pm Tim McCuin, Eclipse Sending invoice for Hutchinson Dinner Technical Services Agreement - Holding off for now. Will refer Mike as the prefered Mike Hocklander tech for event, but contracts will be coordinated between client and Mike Sharon Crosson, City of Fayetteville Parking deck "full" light reset �. Vitalink J sent application • Campbell Electric Re: invoice 3305. LMTC for Robyn Hutchinson Campaign dinner Final invoice. General Mills Contract Society for Professional Journalism Contract Cotton AveryFuneral UA School of Social Work JFIU on tnt banquet for Thu 4/11 Richard Bearden Matt, Vulcan Creative 10a appt on Tues, 4/9 CAS, Jack Sweetser Ordered head mics. Return lapel mics Tuesda , 04/09/02 _ Nabholz, Bill Thome J Fix tower leak CAS, Jack Sweetser Pick up mics for exchange Matt, Vulcan Creative Tour with Michah Whitfield, The Rocket Factory, Inc. for production referrals Mark Ridgeway, Edward Jones Reschedule meeting with staff due to NA, SB and MJ out of office Jeff Smith, Soc. Professional Journalism Send logo for their program. Josh, Intents Hutchnson invoice Superior Linen Emergency order for 20 90x90 Susan Ferrell, Turn on faucets for plaza for Nabholz to test tower leak Arkansas Glass and Mirror Fix tower leak Ronnie, Chi Alpha Christian Fraternity Drop in tour of facility and quote for Dog/Mock Mike Fagan, All AV Return mic cords Phi Kappa Phi Setup Wednesday, 04/10/02 RichardBearden LMTC Bev Morrison UBC Reception layout for Sunday. Mona Elliot Referral from Becky Bull. Sending proposal RFP. Requested date is on Autumnfest weekend. LMTC to discuss alternate Jessica Lupton dates. Have not yet sent proposal. New Contracts Update GL Payroll Campbell Electric Invoice 3305. Called Builtwell/Grinhell Billing for install. Grinnell will fax over tomorrow. Builtwell faxing today. Don Elkins, NBC Billing for SPJ event Amber and Pat Sommers Walk in bride/room information and tour. Thursda f, 04/11/02 Mike Bradshaw, Wal-mart Special Events Contract questions Perry's Jewelry Quote for name tags CVB Development Meeting r- Parking flyer for Farmer's_Market 7 Tom Lonon, S&M Send Feb/Mar month end reports Beverly Usher, Joy Ministries Proposal, Arts and worship conference SPJ Don Elkins, Steve Gibbs tour of facility and payment Friday, 04/12/02 Brad Shepard, SBC Confirm that he will be here for NOArk HR Conference install Mary Beth Swerdtfeger Schedule time for walk-thru. Preliminary setup design Shellie, Event Group Parking included with Schwerdtfegers. Faxed design to Shellie Lisa Thurber, Crafton, Tull and Assoc. i, 501 . 878-2421 Looking for place for holiday party. Tour. Sara Carrell Planning for wedding reception. Sunday, 04/14/02 UBC Reception Monday, 04/15/02 NoArk HR Conference Assemble conference packets Tim McCuin, Eclipse NOArk Conf set-up - Kenny Aaron Bunch, Aaflac Set-up pre-tax stuff Update GL Dan Beadle, American Party Info packet mailed Brad Shepard, SBC Provide reference Switchboard • DeAnthony Hall, valet Send updated event list Management Schedule Tuesday, 04/16/02 Staff Meeting Mark Ridgeway, Edward Jones lIntroduction Meeting - 2pm NoArk HR Conference Manage Event A0 Brad Shepard, SBC check out dsl ports in exhibit hall. Campbell Electric Robyn - LMTC re: invoice 3305 UA General Counsel Scott Varady - LMTC re: general contract between FTC/UA Josh Lunsford - installation in progress. Construction on Rock St complete. Still need to install line run to FTC. Josh checking about how close this install is to Cox Communications digital rebuild. It may be beneficial to wait for digital if not too far off. Supreme Fixture Co. Check ice machines and schedule maintenance check on all equipment City of Fay, Jamie connect down ethernet ports in lobby Campbell Electric two boxes in exhibition hall not getting power. Wednesday, 04/17/02 NoArk HR Conference City of Fay, Jamie port not working AAA Business Help vendor with computer designation for ethernet connection Re: towing of guest vehicles. FTC not responsible and will post notice on both Nathan, Executive Square freight elevators CAS, Jack Sweetser Delivered head-sets Towing Notice Thursday, 04/18102 NoArk HR Conference Children's Event Investigate shows/tours for FTC Brainstorm ideas - "We heard you loud and clear" theme with UA announcement of Acoustic PR NWA Tourism scholarships Problems with dsl server in exhibition hall. Schedule time for walk-thru with Jamie Brad Shepard, SBC and Brad checking every port. Children's Event contacted Nickolodeon and Animal Planet with information requests. ,WRMC Doctor's Seminar Clean and re-set for event Friday, 04/19/02 Out of Office Monday, 04/22/02 Out of Office • Tuesda , 04/23/02 Out of Office Wednesday, 04/24/02 Scott Thurman, Baptist Collegiate Ministrry Send proposal with equipment schedule and p/p Steve Broom, ThyssenKrupp Labor charge for Rich during Hutchinson dinner too high. New Contracts Update GL SWB Directory Listing alternate bold listing for Town Center Jen Long, NWA Times Education Reporter re: proms at FTC Sanja Savage, The Mustard Seed SBC, Brad. Shepard Re: invoice 164-001267 for $1510.25 Thursday, 04/25/02 Sarah Ramey Potential summer intem. Sent program guidelines Scott Thurman, Baptist Collegiate Ministrry F/U on proposal faxed yesterday. Update GL Month end reports to Tom Payroll Collection Notices Update Management Schedule Meet with Niki and Sandra re: upcoming scheduling. Distribute new sched. Friday,,, 26102 AHA Gala setup Expense Reports Tom to pick-up at lunch Inquiry about refund on 6/22 rental. Will refund all payments but deposit. Also question about alcohol service. Said FTC will adhere to state laws. If we catch • Leanne Wolf for Rogers Wedding underage drinkers, we will shut down bar w/no refund of service fee. Joy Williams, Exec Women Intem'I Send contract to Shellie Morrison for event on 10/24 Beverly Usher, Joy Ministries Meeting with Beverly and Niki to clarity contract items. Monday, 04/29102 Letter re: breaking and entering by Shirley Blevins. Also LMTC re: removal of AHA AHA, Amy Adams property by 5pm today. Amy will have stuff out of building tomorrow. F/U on Sandra's police report from Sunday, 04/28/02. Left phone # for Stephanie Fayetteville Police Department Blevens for Officer Jason French. Faxed copy of letter to Officer Dave Williams Arkansas Automatic Door Re: lock/security for automatic doors WattsFire and Safety Serviced kitchen system. Superior Linen Order linens for Waddill and Ludwig receptions. Faxed rates for public town meetings - potential for Congressional candidate Don Elkins, NBC debates in September Sharon Crosson, City of Fayetteville Jeff leaving garage doors open?? Alpha Delta PI Contract Tuesday, 04130/02 Marilyn Johnson Printer problems Arkansas Automatic Door Phillip. Fix locks UA, Office of Admissions Info packet mailed Tom Lonon, S&M Aaflac invoice. WattsFire and Safety Rueben faxing over a service agreement. Jonathan Stiers, Eventures Wants link on our website for Eventures 1 Carol Crenshaw Shorty Smalls. Interested in employment opportunities with FTC Cox Communications Josh Lunsford - returned call • Date Account Name Contact Name Action Notes Called Glen to let him know that the UA homecoming Monday, April 1 Glen Sowder Call date is now Oct 26. • SAE Parents Carolyn Ceay Proposal Repeat Gient Spoke via translator RE: wedding reception on May 25. Placed info in Gen Inquiry file. Will call for an appt Sandra Araujo Inquiry to see facility. Referred by the Clarion. Looking at reception date of Apr 26 '03. That date is booked by Tau Beta Sigma. Left message for her to Elizabeth Black LMTC call me back to discuss alternate dates. Lel him know that his reception date falls on UA Homecoming weekend. FYI He has 2 weeks to Don Burrows LM confirm or release his reservation. Lisa confirmed the Mock for April 23 at 10am. 501. Keep Arkansas Beautiful Lisa Call 541-0141 . Spoke with "Libby." The date she has chosen, April 26, '03, is already spoken for. She will consider her Tuesday, April 2 Elizabeth Black Call options. Needed a room for 30 on April 13th. I'm already Shannon Goff Inquiry booked. Gave her some other suggestions. Keep Arkansas Beautiful Made Call 575-6327 / Met with Jane(advisor) and Kelly from the sorority. We confirmed February 1 , 2003 as the date. They are deciding between the Ozark and DogMock. I pointed out the significant price difference and suggested they opt for the DogMock as their # of guests is really small for the Ozark. I am to send proposal and they • Alpha Delta Pi Jane Eaves Appt 1will get back with me. Met with Lonnie RE Black Alumni Reunion next April 5, '03. Lonnie will bring members of his board for a _ tour next Friday, April 12. Updated proposal to be sent Wednesday, April 3 Black Alumni Reunion Lonnie Williams l Proposal 1 to Lonnie. Where' my $$? And, please confirm the dates you will Ark Realtors Miki Bass Mssg be meeting here. Donna inquired about liquor permit for front plaza. I HR Conference Donna Davis linquiry directed her to the ABC. Email request for proposal. Sent email stating that the date she requested is unavailable, and I need more Michelle Simpson Inquiry details to better help her. Tina Murphy Proposal Wedding recp and ceremony. Mike asked me to hold only Sept 28th for their reunion. He will call next week to talk about their UA Golf Reunion Mike Ketchum Call plans. Jennifer stood me up for our appt at 5:30pm yesterday. I left her a message today saying if I don't Ebsen/Ruland Reception Jennifer Ruland ILMTC hear from her by 5pm today, I will release her room. Dana wanted rates on a room for 40.60. 1 had the date but could not provide a large TV for them to play their cam-corder on. They couldn't use a VCR, but had to play the tape from a recording device. I Town Club Dana Dyekman Inquiry suggested they call All-AV. Alpha Delta Pi Jane Eaves . Proposal New date of Feb 1 , 2003 WRMC Medical Staff Ann Buss � Proposal May 6, 2002 dinner/meefing Tuesday, April 16 WRMC Pat Mitchell Call F/U for seminar parking • Keep Arkansas Beautiful Kim Hesse Call Set up for awards next week? ASAE Mary Dandurand LMTC Golf Tourney openings Mona Elliott c Proposal - General Mills c Proposal Meeting space Grafton Tull Lisa Proposal 7-Dea02 � 3 Met with them and held Aug 3, '02 date for their Wednesday, April 17 Yeoman/Grisham Recep Jessica and Shane ' Proposal d wedding reception. toured grounds and chapel. She will refer to us as I • Bell Gable Chapel Ann Boynton Appt will to her. Thursday, April 18 Chamber breakfast Medical Park Cold Calls 7 Friday, April 19 - - WRMC Health Partners Karen Melts Proposal i Booked Karen for June meetings Tour/Propos Appt with Lauren and mother, Linda. Booked for Aug Monday, April 22 Huffmaster reception Lauren Huffmaster jai 17th. Tyson Harvey Minsch Proposal t Sept 2-day seminar Tau Beta Sigma Macy Springer Cancel April 2003 dates. Didn't get the bid. Gave Beverly and crew a tour. Very ticky, and wanted everything "free." Also want to try to boost the amp capability to 900 amps for their purposes. (our roadbox was not enough) Suggested they talk to Joy Ministries Beverly Usher Tour Denise about that. Harvey and BJ came for a tour. I am getting quotes Wednesday, April 24 Tyson Harvey Minsch ITour on food service for him as well. Friends of India Lomish Inquiry Interested in May 12, '02 Ferguson/Morris Tour with mother. They are just starting to plan. Spent Reception Kristen Ferguson Appt 2 hours with them, gave tour, helped them get started. Called to let me know that she did book her reception Jolene Williams Call at the Bella Vista Country Club. Oct 41 '03 wedding for 300. Quoted max on Ozark and Dog Mock. Will call back maybe. She's just shopping Dawn lInquiry for now. Jan. '03 wedding, possibly ceremony and reception in Heather Spradley Inquiry the FTC. Asked for a quote for Harvey with the Tyson group in Event Group Shellie Call September. • The date she requested has become available, and I Libbly Black LMTC left a message accordingly. WRMC Ann Buss LMTC phone tag again Met with Lewis and fiancee, Leticia. Want to book the Lewis Sosa JAppt Dogwood room for Sept 7 wedding reception. Thursday, April 25 Lewis Sosa Proposal I Libby returned my call, wants to meet next Thursday, Libby Black Call May 2, to tour facility. Hooray! UA Cold Calls 1 I need status on the April 11 8 12th dates for '03. The Ozark Food Warehouse Linda Pullen LMTC UA potentially needs that for their Towers Benefit. UA Linda Dizney Cold Calls Spoke with Marilyn Wilson, Linda was out. will need 4 days next April '03, unsure of dates yet. Have some tentative holds on some dates. Vista out of Kansas City will be the display group who will need UA Melissa Banks Cold Calls the eady set-up. Woo-hool Newly developed office. Dr. Augustine is the director. Beverly stated that they will probably have outside UA Customer Relations Bevedy Pate Cold Calls meetings and will pass on the brochures to her boss. Hooray! They are booking with us. Will send contract Friday, April 26 Huffmaster reception Linda Contract today. faxed Harvey the catering proposal from the Event Tyson Harvey Minsch Call Group. Met with Vickie. Not sure if the will do the UA • Basketball banquets in the future as the fundraiser was closely tied with Nolan's daughter, etc. I asked NARTI lVickle Hilliard Cold Calls her to consider us for future events. Tried to reach Linda for the dates of their event next UA Linda Dizney Call year. In a meeting. Holding 3 dates end of May for education seminar for Bank of Fayetteville JeH Bailey ; Proposal ,. seniors ay Monday, April 29 Tupperware Shawna Inquiry Tupperware Bingo 7563982 booked 2 more days in June to add onto shareholders Wal-Mart Mike Bradshaw Contract events • UA Pam Miller Inquiry May 17 or June 24 retreat Ark Hospital Assoc Donna Boroughs Contract 26-Sep Tuesday, April 30 ADPi Formal Kelly Activity Came by to pick up contract for processing. WRMC Anne Buss Contract May 6, '02 They are meeting on May 8 to set a date for the Towers event. Melissa is pushing the March dates. UA Special Events Melissa Banks Call Yay. David Young Proposal ) Wedding reception on Nov 2, '02 Democratic Fundraiser jJeff Gober lLMTG 1 S011 interested? P&G IJulia Mills Contract I May 7, Directors Room • • • May 10, 2002 TO: A & P Commissioners FROM: Marilyn Johnson RE: CVB In February, you charged me with the responsibility of developing a CVB in three months. I did not foresee the tremendous task that lay ahead. However, I am pleased to report to you the following: A group of tourism partners was developed. Those partners include: Joe Fennel — chairman, A & P Commission, Jose's Ching Mong — A & P Commission, Quality Inn John Gilliam — A & P Commission, Ozark Brewing Co. Denise Bembenek — Town Center Bill Ramsey — Chamber of Commerce Ted Webber — City of Fayetteville Rick Stroud — Continuing Education Center Bootsie Ackerman — Downtown/Dickson Enhancement Project Eileen Roufa — Downtown/Dickson Enhancement Project • Dick Johnson — FHS Athletics Bill Clodfelter — Clarion Barbara Tillman — Radisson Lea Ann Van Winkle — Ramada Inn Marilyn Thompson — Hampton Inn Alice Bishop — NWA Mall Connie Edmonston — Fayetteville Parks & Recreation Tom Jensen — U of A, Walton College of Business Kerry Shepherd — U of A Men's Athletics Bill Smith — U of A Women's Athletics Anita Scism — Walton Arts Center Tourism partners met and discussed the concept of the formation of a CVB and what impact it could have for Fayetteville. I contacted CVB's in Arkansas and in the SEC to determine their organizational structure, number of employees, size of their city, and how they were created. A subcommittee met and developed a Mission Statement, specific job responsibilities which CVB could perform and prioritized responsibilities which were presented to the entire tourism partners committee. • ��P • Mission Statement — To maximize Fayetteville's economic growth : strengthening the community's hospitality tourism, and convention industry by attracting individual visitors, conventions, meetings, group tours, and through special events introducing visitors to the "Fayetteville Experience". Priority of Responsibilities: 1 . Develop a marketing plan to identify and develop the "Fayetteville Experience" for visitors, including inventory, building rapport with tourism providers, and coordination of tourism players. 2. Outside sales for conventions and motor coach business. 3. Inside tourism coordinator 4. Public Relations Jobs of CVB 1 . Promote Fayetteville regionally and nationally 2. Provide a one-stop shop for conventions and meeting planners 3. Be the implementer of the A & P tourism functions 4. Develop and maintain the community calendar s a clearinghouse for community events and conventions coming to town. 5. Sales and marketing for conventions, bus and leisure travelers — coordinating travel packages 6. Website maintenance — advertising opportunities • 7. Provide support for tourism and event coordination 8. Housing support 9. Volunteer coordination 10. Liaison between the traveler and business providers 11 . Spouse and visitor packages 12. Local Tourist Information Center 13. Local transportation support Organizational chart — attached Recommendations 1 . I recommend with agreement of the Tourism Partners that we adopt the mission statement for the CVB 2. 1 recommend that we hire a Convention Visitor Bureau Manager and a Tourism Coordinator to start July 1 . (Job descriptions are attached.) 3. We have received proposals from the Chamber of Commerce and the Headquarters House to house the CVB in their facilities. (Those proposals are attached). After considerable review, including looking at advantages and disadvantages of each, I recommend that we enter into a contract with the Headquarters House for 6 months beginning July 1 , 2002 with an option to renew for three additional years. • � 7 N A C •fn Ea v c y cCl •� 9? al c � U ate+ o C � c 3 8 • N � a � 0 06LLI U Q � N Q N N (V 'V C (O Il � E m 7 F- V o U m U c 0 c = rn a' Co m • c ("D c o ( m U m � � 4 • CONVENTION VISITOR BUREAU MANAGER Under general direction, manages a program to promote/market the City of Fayetteville as a location for conferences, athletic events, motor coach tour stopovers, and a variety of other activities that increase tourism revenues. Responsible for identifying market opportunities and developing short-term sales strategy with the objective of attracting convention business and maximizing room nights in local hotels. 1 . Develops and presents for approval, an annual sales and marketing plan, which details specific goals and objectives with a corresponding plan for success. 2. Maintains current, accurate and organized sales files on existing and potential clients (including travel agencies, meeting planners, tour operators, and other target organizations) and solicits new and repeat business from those files through trace system. Secures new business through research, direct mail, telephone solicitation and direct sales calls. 3 . Prepares a timely follow-up response to sales presentations, including preparing bids and researching and sending out any additional information/materials requested; maintains records of all . 4. Establish and assist in sales blitzes. 5 . Work with University of Arkansas in the development of programs to use Fayetteville as a meeting site for University business. 6. Knows as much factually about the Fayetteville community as possible and keeps apprised of changing economic conditions and indicators within the area and be • familiar with industry personnel and services in Fayetteville area. 7. Be active in Association management groups, ASAE, IACVB, etc. 8. Attend professional conferences, exhibits, and tradeshows as required. 9. Meet with site selection committees and conduct their inspection of Fayetteville with the bottom line being the commitment of Fayetteville as their convention city. 10. Works with Fayetteville hotels, area attractions, the Arkansas Department of Parks and Tourism to ensure implementation of the CVB marketing plan and develops new programs to benefit the travel industry of the City of Fayetteville. 11 . Designs and implements special receptions, blitzes, telemarketing campaigns and other projects outside. 12. Establish and maintain a current web site with other marketing staff. 13 . Pursues additional revenues other than the HMR tax such as gifts, grants, ad sales and miscellaneous collections. 14. Seeks support of the travel writer community in securing editorial promotion. 15 . Direct public relations effort in the local community through organizational membership, media collaboration, newsletter, speaking arrangements, civic and community involvement. • • TOURISM MANAGER Group sales & marketing/volunteer coordinator Under general supervision, assists clients in arranging and coordinating activities/events. 1 . Builds relationship with existing tourism organizations including hotels, motels, restaurants and associated groups for partnering opportunities. 2. Represents the Convention Visitors Bureau to insure the integrity and reputation will be maintained and enhanced. 3 . Responsible for providing all necessary tools and materials to the meeting planners to insure a successful meeting. 4. Be capable of identifying, establishing and maintaining close contact with a site committee after the actual selling of a convention. 5 . Suggest tour and attraction ideas that will effectively conform to the specifications of each convention group. 6. Facilitate adequate transportation, room blocks, and all special requests that a convention may need before and during the convention 7. To sell Fayetteville with the meeting planner while in the process of servicing them for other meetings the planner may be associated with. 8. Assists tour leaders, convention/event coordinators, and activity hosts in coordinating registration activities, arranging entertainment, and in welcoming groups to the City of Fayetteville 9. Prepares and distributes "goody bags", brochures, and other promotional • materials in person or by mail' 10. Designs and conducts FAM (familiarization tours) trips for pre-qualified tour operators, travel organizations, other industry-related visitors, and other special promotional events. Able to plan itineraries and build relationships with suppliers to make visitors see the best that Fayetteville has to offer. 11 . Develops destination plans for tourism group sales, motorcoach tour sales, and sales to tour wholesalers. 12. Maintain Visitors Center and promotional materials. 13 . Responsible for organizing, coordinating and directing all support personnel required for servicing conventions. 14. Responsible for coordinating of bookings between convention members and hotels 15 . Provides excellent proactive customer service to both internal and external customers. 16. Builds relationships with and utilizes existing tourism organizations for partnering opportunities. 17. Supervise volunteers to include scheduling, policy, and program. 18. Onsite support for tourism and event coordination 19. Develop spouse and visitor packages 20. Clearinghouse for community events and conventions coming to town. • 3a