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Home My WebLink About1994-02-14 - Agendas - FinalMEETING NOTICE The Advertising and Promotion Commission will meet on Monday, February 14, 1994 at 2:00 p.m. in the Chamber of Commerce Conference Room. ADVERTISING AND PROMOTION COMMISSION February 10, 1994 2:00 p.m. I. Call to Order A. Introduction of Linda McBride Chamber of Commerce II. Reports A. Approval of Minutes B . Financial Ben Mayes C. Convention and Visitor Activity - Marilyn Johnson D . Blackwood/Martin Agency Report - Susan Stirewalt E . Convention Center Study Committee - Bill Clodfelter III. Old Business A. $20,000 loan to Lights of the Ozarks IV. New Business A. 1994 NCAA Women's Mideast Regional T -Shirts - Kelly Hyne B . Joe Martin Memorial Stage Race Advertising Request C. Henry Awards support - Governor's Conference on Tourism V. Adjourn • GROUP: DATE: PRESENT: ADVERTISING & PROMOTION COMMISSION January 10, 1994 Coy Kaylor Joe Fennel Fred Hanna Bill Clodfelter ABSENT: Jim Waselues Woody Bassett Steve Ward Marilyn Johnson Ben Mayes Susan Stirewalt OTHERS PRESENT: Holly Reed, Todd Bruck, Bill Mitchell, Andy Lucas, Diane Bostick, John Kalagias, Donnie Dutton, Randy Rhine, Rusty Garrett, Ron Wood, Ben Mayes, and Brian Swain. CALL TO ORDER: The meeting was called to order by Chairman Coy Kaylor at 2:00 p.m. at the Chamber of Commerce. ELECTION OF CHAIRMAN Coy Kaylor was nominated by Bassett to serve as 1994 chairman, second by Clodfelter. Moved by Bassett that nominations cease and that Kaylor be elected by acclamation, second by Hanna. Motions carried. Chairman Kaylor expressed his gratitude for the honor of serving as Chairman again this year. A & P COMMISSIONER APPOINTMENT Hanna moved that Linda Dare McBride be recommended to the City Council for appointment to fill the public at -large position for a 4 year term expiring April 1, 1997, second by Bassett. Motion carried. It was the sentiment of the commission to keep Jon Davidson's application on file for future vacancies. MONTHLY REPORTS: MINUTES Correction was made to the minutes that vote on Lights of the Ozarks $4,500 additional electrical work be reflected as unanimous. Motion by Bassett, second by Clodfelter to approve as corrected the minutes of the November meeting. Motion carried. FINANCIAL Ben Mayes presented the financial report for November and December 1993. HMR collections increased 9.00% in November and 12.44% in December over 1992 collections. 1993 year end increase was 11.67%. This reflected an increase greater than the 15 year average of 11.22%. • • Budget total expenses for November were $69 December were $23,548. Total 1994 expenses second minibus/trolley has been located and in February. Funds for that will be rolled budget. ,815 and for were $519,207. A will be delivered over from 1993 Motion by Clodfelter, second by Hanna to approve the financial report. Motion carried. ACTIVITY REPORT Marilyn Johnson reviewed November and December activities of Convention Visitor Development. 800 number inquiries indicated an increase of 1,700 calls over 1992. Year end report will be mailed to Commissioners at the end of the week. Johnson reviewed Autumnfest survey of participants which was conducted by Intern Kerry Walden. This information will be valuable in selecting advertising placement for future festivals. Moved by Fennel, second by Bassett to approve the Convention Visitor Report. Motion carried. BLACKWOOD MARTIN AGENCY REPORT Susan Stirewalt reviewed the Spring/Summer advertising campaign which uses bold graphics and emphasizes specific events, historical, recreational, dining and lodging opportunities in Fayetteville. The Agency is working on the parks and recreational brochure and should have a concept piece ready for the next meeting. Motion by Hanna, second by Fennel to approve Agency report. Motion carried. CONVENTION CENTER STUDY SUBCOMMITTEE Bill Clodfelter reviewed the research and findings of the committee. They found overwhelming support for a convention center/exhibit and those opinions were backed up by facts and data from 300 associations surveyed. Financing of such a facility which will benefit the community must be supported with public dollars. The committee recommends a minimum of 30,000 sq. ft. exhibition hall with additional space for meeting rooms. Motion by Fennel to escrow $700,000 of reserved fund for a convention center/exhibit hall and to hire a person or firm to determine the physical and fiscal feasibility of a convention center/exhibit hall. Clodfelter second. Discussion followed. Motion carried (3 for- Fennel, Clodfelter, Kaylor; 2 against- Hanna, Bassett). Committee will determine perimeters and scope of work and • negotiate price. Committee will report back to A & P Commission with dollar figure and time element. • OLD BUSINESS: C.C.E. Dean Donnie Dutton formally submitted a request to the A & P Commission for $200,000 to update media equipment at the Continuing Education Center. This was a followup to the August public hearing regarding uses for HMR reserve funds. Motion by Fennel to table the request until the March meeting when questions regarding the convention center/exhibit hall feasibility will be resolved. Second by Bassett. Motion carried. NEW BUSINESS: Motion by Fennel, second by Hanna to nominate the following for Henry Awards to be presented March 21 during the Arkansas Governor's Conference on Tourism: Media Support Award - Northwest Arkansas Times Arkansas Heritage Award - Arkansas Air Museum Grand Old Classic Special Event Award - Autumnfest & Springfest The Natural State Award - White Rock Tourism Person of the Year- Frank Broyles Motion carried. Kaylor appointed Andy Lucas to replace Fred Vorsanger on the Convention Center Study Committee. John Kalagias announced that the Air Museum will get a Douglas Skyhawk which is in Memphis. Other aircraft is being offered to them; however, they are running out of sources for free transportation of the aircraft to Fayetteville. There being no further business, the meeting was adjourned. Respectfully submitted, moms) 96-14/,J Marilyn Johnson Director Convention and Visitor Development City of Fayetteville, Arkansas Monthly HMR Tax Collections 1992-1994 1992 1993 1993 1994 1994 Total Total Change Over Total Change Over HMR Taxes HMR Taxes Prior Year HMR Taxes Prior Year January $ 50,826 $ 54,149 6.54% $ 71,070 31.25% February 44,489 51,929 16.72% 0 March 48,140 54,606 13.43% 0 April 58,202 61,155 5.07% 0 May 55,172 58,564 6.15% 0 June 55,826 57,092 2.27% 0 July 55,276 58,219 5.32% 0 August 55,539 70,637 27.18% 0 September 59,275 68,287 15.20% 0 October 55,410 67,710 22.20% 0 November 68,243 74,385 9.00% 0 December 52,797 59,364 12.44% 0 • Total $ 659,193 $ 736,097 11.67% $ 71,070 80 70 50 40 30 20 10 HMR Tax Collections By Month \HMRTAX January February March April May June Ju y August September Oe ober November December 1992 1993 1994 • • City of Fayetteville, Arkansas \A&PEXP Advertising & Promotion Commission Financial Report - Expenditures For the Twelve Months Ending December 31, 1993 Annual YTD December Budget Expenses Remaining Expenses City Advertising & Promotion (BMA) 200,000 $ 192,605 $ 7,395 13,105 Audit Expense 500 46 454 Collection Expense 26,972 29,444 (2,472) 2,375 Convention Development 90,000 1,026 88,974 1,026 Convention Services 5,000 629 4,371 629 Special Projects KUAF 2,500 2,500 0 Square Tree Replacement 1,000 1,000 0 AAAA State Baseball Tournament 1,400 1,400 0 Henry Awards - Gov. Conference 500 500 0 Joe Martin Memorial Stage Race 1,025 1,025 0 Attractions Video Production 710 710 0 Arkansas Poultry Federation 2,000 2,000 0 Mayor's Conference on Tourism 1,687 1,687 0 Headquarter House Brochures 1,200 1,200 0 Air Museum - Air Birds 1,690 1,690 0 American Legion Wood Bat Classic 1,742 1,742 0 Girls Slow Pitch Softball Tournament 4,500 4,500 0 NW Ark. Horshoe Pitching Assoc. 2,800 2,800 0 Magnet Giveaways 1,313 1,313 0 NATA Advertising Subsidy 3,810 3,810 0 3,810 Museum Committee 2,000 2,019 (19) Lights of the Ozarks - Square Electrical 16,500 16,330 170 384 Appraisal - Dickson St. Parking Lots 3,000 3,000 0 Airport Brochure Rack 495 238 257 238 Miscellaneous 71 71 0 Unobligated 1,057 0 1,057 New Brochures 30,000 31,377 (1,377) 800 Telephone Number 10,000 9,999 1 833 Hub City Development 5,000 4,534 466 Festival Support Springfest 6,000 6,000 0 Music Festival 7,000 7,000 0 Autumnfest 6,000 6,000 0 Grant - Lights of the Ozarks 25,000 5,000 20,000 Lights of the Ozarks - Square 5,760 5,760 0 Other Festival Support 240 0 240 Trolley Vehicle & Equipment (2 Trolley/Buses) 70,000 17,500 52,500 Gas & Oil (Maintenance) - 400 0 400 Operator Contract 9,100 1,151 7,949 1,151 Custom Work - Trolley(s) 4,500 2,859 1,641 1,261 Air Museum 50,000 50,000 0 • Chamber of Commerce Contract 100,000 97,729 2,271 (2,271) TOTAL $ 702,472 $ 518,193 $ 184,279 $ 22,540 Revised December, 1993, financial report. (Unaudited) • • • Advertising & Promotion Commission Financial Report - Expenditures For the Month Ending January 31, 1994 Budget Item 1994 YTD January Budget Expenses Remaining Expenses 800 Telephone Number (Chamber of Commerce) $10,000 Air Museum 50,000 Audit Expense 100 Chamber of Commerce Contract 100,000 Collection Expense 30,000 Convention Development 47,500 Convention Folders 6,474 Convention Services 5,000 Public Notification (BMA Contract) 200,000 Trolley Program - Ozark Public Transit 71,500 Trolley Purchase 52,500 50,000 $10,000 50,000 100 50,000 30,000 47,500 6,474 5,000 200,000 71,500 52,500 Festival Support: Springfest 9,000 9,000 Music Festival 9,000 9,000 Autumnfest 9,000 9,000 Lights of the Ozarks 9,000 9,000 Brochures: University Museum 4,555 4,555 Parks Brochure 6,842 6,842 Brochures 23,158 23,158 Special Projects: 4 Corners Ancestor Fair 2,000 2,000 Airport Brochure Rack 257 257 American College Theatre Festival 3,000 3,000 Am. Legion Mid -South Regional Tournament 13,120 13,120 City Entrances 2,100 2,100 Fay. Lakes Restoration Project 25,000 25,000 File Photo Updates 2,500 2,500 Girl's Softball Tournament 10,000 10,000 Lights of Ozarks - Dismantling 170 170 Mayors Conference on Tourism (Carryover) 3,000 3,000 Sound System - Downtown Square 10,000 10,000 Square Gardens/Dickson Street Parking Maint. 40,000 40,000 Walton Arts Center Advertising 4,000 4,000 Unallocated 98,125 98,125 TOTAL $856,901 $50,000 50,000 $806,901 $50,000 • r 1 THE MORNING NEWS A '� Thursday, FFWwry %/ KW ' 3A Tourism Revenue Increases Lights, Camera, Action Mean Bigger Spending Ron Wood The Morning News Fayetteville officials say collec- tions from the city's hotel, motel and restaurant tax were up "phenomenal- ly" in December 1993 over the same month in 1992. 1} The city received $71,070 in Janu- ary 1994, up more than 31 percent from the $54,149 received in January 1993. Money received in January rep- resents tax money collected by hotel, motel and resturant owners in December. Administrative Services Director Ben Mayes said he thinks several fac- tors contributed to the huge Decem- ber increase, including the opening of Bud Walton Arena, the Lights of the Ozarks Festival and the movie "Frank and Jesse" being shot in Northwest Arkansas. The capacity of Walton Arena, roughly double that of Barnhill Are- na, means that for the five home games played in December about 50,000 more fans came to Fayettevil- le to attend games than would have if the Arkansas Razorbacks still played in Barnhill. Barnhill -heid-•about ' 9,000 --fans while Walton Arena seats about 19 000:' i -- The Lightflf re zarks Festival i-.,.-also.attracted asignificant number of tourists to the city during the evening' hours, including tour buses. Many of those visitors ate at restaurants in the city, stayed for the night or both, Mayes said. ,The production crew shooting I"Frank and Jesse" used the Fayette- .: ville Hilton for its headquarters and - members of the crew regularly pat- : - ronized many of the city's 1 . ik restaurants. ( : - .: In addition, Mayes said, the gener- Y. al economy of Northwest Arkansas has continued to do well. the Are Funds from tax used to pay C ;br �,. the bond debt on the: University of a Arkansas Center for Continuing Edu- t canon in downtown Fayetteville as ' - well as to advertise and promote the city. The funds are administered by the city's Advertising and Promotion Commission, _ comprised of hotel, motel and restaurant owners, city officials and an at -large member. For the year, the tax collections were up about 11.6 percent over 1992. Total` 1993 collections Were ;e Total , were $659,193. , '' • sbuTquew In;ssaoonS psooea aggaze0 TuwnTV apTn0 .znoy JeTsnop sawTy MS g9soowaQ sesumpv sesumpli - (queweoPTd Asenuur) PIMA' sawn, sesue py n.a1ggsow uT paquTsd snuang ;o sepuaTej sansuw quepTsasd uoguTT0 Xooq s,ueipTTgo JO; pepTnosd Agdes6oiogd buTgeooias o eToTgse buTsds - suoTgeoTignd uoTgeDEA gasuT euizebuew sbuTgaaN uoTquanuobuipsebas saucy sesueXsy ggTM buTleew MOMS ianesy pue ;acids geog Esiny Z uT dogsXsoM buTgaXsew TanEIL dnos0 panonpuoo burg -eq safes/sabeuew ianou aTTTnaggeAPa Xoo2I eigg eTsgoog UewJTE b6 pue buTgaew dn- uutuam av b6 ggTM bufeaw gsa;uwngnV bucgaew buTuueTd M E6 sXsezO eql 3o sggbT'I - sTPATizea ATM4uoW 'OSTIA] TTeggaXseg TeuoTb_, 'seepTN s,uawoM VVJN •out 's.epT} XoE• ozea Aq pasosuods 'saT;TTenjj •2'0•S4I 'Cep 9 osnpua Xooa 844T4M - suoTguanuoD AJIAIIOV oIJN2ANOD %9'T8 - aseasou 8ZS - saTJTnbul iwgoy 6S6 - saTsinbul Tegoy 9L1 - QyX C661 8££ - OLA b66T £9 - Q,LA £661 (9 - bZb - QS.A b66T bZb 68Z - CIA £661 L61 - CIA b66T 80T Sv1 88Z queosad £661 Asenuer 66T Asenuer 9LT - uo;geooIeH £6 •uEr 8££ - uoT eooTell t6 •uEr asuodsaa b Turns/km! (6 •uEr - asuodsaa • Tscnsanpy b6 •uer 68Z - gsJsn•y (6 'uer L61 - gsTsno; b6 uer S2SNOdS211 AHIfONI :Z66i CIA :£66T Q.LA b66T USIA 80T :366T Ma :£6.6i 8 8 Z :t661 2I2EW11N 008 t'661 ' ANV(lNKV ya0dga AMIALLOY Lien ASEn rAzenu er r • January January January ACTIVITY REPORT JANUARY, 1994 800 NUMBER 1994: 288 1993: 145 1992: 108 YTD 1994: YTD 1993: YTD 1992: INQUIRY RESPONSES Jan. 94 Tourist - 197 Jan. 93 Tourist - 289 Jan. 94 Advertising Response - Jan. 93 Advertising Response Jan. 94 Relocation - 338 Jan. 93 Relocation - 176 288 145 108 1994 YTD - 197 1993 YTD - 289 424 1994 YTD - 424 - 63 1993 YTD - 63 1994 YTD - 338 1993 YTD - 176 January 1994 Total Inquiries - 959 January 1993 Total Inquiries - 528 Percent Increase - 81.6% CONVENTION ACTIVITY Conventions - White Rock Enduro & 2 day I.S.D.E. Qualifier, sponsored by Razorback Riders, Inc. NCAA Women's Mideast Regional Basketball Festivals - Lights of the Ozarks 93 wrap-up meeting and 94 planning meeting Autumnfest meeting with 94 Chairman Bootsie Ackerman Misc. - Fayetteville Hotel Manager/Sales Meeting conducted Group Travel Marketing Workshop in Little Rock Tulsa Boat Sport and Travel Show Meeting with Arkansas Times regarding Convention Meetings mangazine inset Vacation Publications - spring article on relocating Photography provided for children's book on President Clinton Monthly master Calendar of Events printed in Northwest Arkansas Times Media (January placement) - Arkansas Arkansas Democrat SW Tames Courier Successful Tour Guide Alumni Gazette Record Meetings HMR COLLECTION COMPARISON January 1994: $71,070 January 1993: $54,149 Percent Increase 31.25% YTD 1994: $71,070 YTD 1993: $54,149 Percent Increase 31.25% • TO: FROM: RE: Fayetteville CHAMBER OF COMMERCE RICHARD ALDERMAN MARILYN JOHNSON • AMENDED PROPOSAL REQUEST FOR PRICING ONLY ON FUNDING CONVENTION CENTER/EXHIBIT HALL This is a request for your firm to submit an amendment to your proposal regarding the cost for you to prepare materials for the A & P Commission on a range of factors influencing building cost and the commission's financial capacity to undertake construction of a convention center/exhibit hall in Fayetteville. Amended proposal would include the following: 1. Assemble examples of convention center/exhibit hall buildings and range of cost implications. 2 Examine hotel, motel, restaurant trends, related state and other revenue trends and legislation. 3 Examine demands upon this revenue stream for convention center/exhibit hall funding. 4 Review operating expenses at similar centers as a basis of judgement on operating deficit allowances. 5 Review bond issues floated by City of Fayetteville to determine debt service requirement basis. Examine specific CCE bond issue. 6.' Prepare options for financing and operating convention center/exhibit hall. Please have amended proposal to me no later than 12:00 noon Thursday, January 27. Thank you so much for your presentation on Friday. I look forward to working with you again. 123 WEST MOUNTAIN • P.O. Box 4216 • FAYETTEVILLE, ARKANSAS 72702-4216 • (501) 521-1710 • FAX (501) 521-1791 JAN — 2 8— 9 4 F R I 1 1 7 0 0 W. D 8. D. INC P _ 0 2 r WiTTENBERG. DELONY& DAViDSON, INC. Archhectae Plannh: r . Nolthw4 Aransas Oftke • 100 West Center / SuRe 102 • Fayetteville, AR 72701 • FAX 501/443.9515 • 5411/443-6666 January 27, 1994 Ms. Mai ilyn Johnson Fayetteville Chamber of Commerce City of Fayetteville Dear Marilyn: We ap resiate the opportunity to provide you with our amended Pricing Proposal for the Fayetteville Convention and Exhibition Hall Study. Several factors provide our team with a unique ability to complete this study for the A&P Comniir,ion. 1, Wittenberg, Delony & Davidson is the only local team member with extensive "hands-on" experience in assembly facility and hotel facility projects. 2. Coopers & Lybrand has completed over 175 similar studies through their public assembly industry division which specializes exclusively in these type of feasibility studies. Their iot:anon in Dallas allows them easy access to Fayetteville to provide the proper response and personal contact the project deserves, 3. Thompson, Ventulett, Stainback, and Associates is currently the most active Industry leader In the design of assembly projects and can belp provide extensive backup experlence'to the tial tram if needed. Our team has reviewed the requirements in your amended Request for Proposals items 1-6 and f.:4 we can provide this information to the commission for a lump sum of: S1o,75o.00 To nit:(st this fee, we are intending to have a one day fact finding/seminar with the appropriate A&P Committee members and City Staff to determine Income sources and debt service Capacity per item #2 & #5, along with a discussion of f indtng options per item #6. We will then project a proforma for the cenier per items #3 & #4 to determine the viability of the center A finalshort form report so document this work will be provided as a conclusion to the study. Typical reimbursable costs such as printing, etc., will be charged at cost. We hope this type of study will meet your needs. We iook forward to the possibility of working on this study with you. Sincerely, TrENBI?RG, DEiANY & DAVIDSON, INC. has Aide Princirai, Northwest Arkansas Office dv • LIGHTS OF THE OZARKS January 31, 1994 INCOME A & P Commission $25,000.00 Donations 4,957.00 Sales 64,173.73 $94,130.73 EXPENSES Lights $52,658.73 Technical (light panels,etc.) 6,318.33 Advertising 2,059.10 Consultant from Marshall TX 302.87 Merchandise 5,846.60 Jingle Bell Jog 1,799.50 Misc. 1,799.50 CASH ON HAND $70,098.89 $24,031.84 LIGHTS OF THE OZARKS - Expenses 8/19 U. S. Dept. of Commerce (trademark) 8/30 Upchurch Electrical (cable ties) 8/30 Razorback Awning and Canvas (soldiers/trees) 8/30 Fayetteville Glass (plexiglass) 1, 9/9 Razorback Awning & Canvas (bells/ornaments) 9/16 Blackwood Martin (logo+NATA guide) 9/20 LECO Electrical Manu. Co.(255 cases) 12, 9/23 Upchurch Electrical (cable ties) 10/5 Fayetteville Glass (plexiglass) 10/25 NWA Times (newspaper insert) 11/3 NWA Times (consultant-$200/parachute cord) 11/3 LECO Electrical Manu. Co. (457 cases) 22, 11/3 Reliable Office (overhead projector) 11/15 Clarion Inn (consultant hotel) 11/22 LECO Electrical Manu. Co. (167 cases) 8, 11/22 AR Press Assoc.(statewide press release) 11/22 LECO Electrical Mfg (39 cases) 1, 11/22 Razorback Awning (skaters & fountain) 11/22 Countryside Crafts (paint & brushes) 11/30 Steve Ward 11/30 Crossbrooks Graphics (sweatshirts) 5, 11/30 Upchurch Electrical (cable ties) 210.00 177.61 639.00 901.02 840.00 384.74 515.40 86.33 1,086.30 500.00 12/7 Blackwood Martin (AR Times 12/7 Razorback Awning (dog) 12/13 American Speedy Printing (envelope postmark) 12/13 Helene of Arkansas (Santa suit) 12/16 NWA Times (consultant fee w/11/3) 12/16 Fayetteville Evening Lions (overpayment) 12/23 Rainbow Graphics (Jingle Bell jog t -shirts) 12/23 McCutcheon Agency (Jingle Bell jog bells) 12/23 Marilyn Johnson (stamps for cancellation) 12/23 Glow Novelties (Jingle Bell jog light sticks) ad) 1, 1/7 Holly Reed (talent show prizes) 1/10 Benton Cate (tent) 1/10 NWA Times 1/14 LECO Electrical Manu. Co. (1761 strands) 1/27 Fayetteville Chamber of Commerce 2/1 Community Access Television (tape dub) 7, 346.53 429.56 274.13 52.87 597.16 70.00 914.12 635.03 264.00 11.19 846.60 132.19 050.50 125.00 53.86 43.40 50.00 300.00 916.67 554.43 29.00 285.00 300.00 200.00 62.76 202.49 12.00 19.50 2,927.63 16,754.10 18,340.40 58,913.78 62,321.64 70,098.89 70,118.39 Fayetteville Advertising and Promotion Commission Funding Request Event: 1994 NCAA Women's Mideast Regional Contact: Kelly Hyne - Marketing and Promotions 215 Barnhill Arena Fayetteville, AR 72701 575-7321 Purpose: The University of Arkansas Women's Athletic Dept. would like to be able to provide each participant (approx. 100) with a welcome to Fayetteville gift. We would like to give an NCAA Mideast Regional T-shirt. Date: March 24 - 6:00 p.m & 8:30 p.m. March 26 - 6:30 p.m. Location: Bud Walton Arena History: This is the first NCAA event that Fayetteville has hosted. Expected Last year all four regional tournaments were sold out, the largest Draw: being 12,000. With the inauguration of Bud Walton Arena, we can expand this figure. Media: All games will be televised, with the championship appearing on ESPN. The games will be blacked out in the surrounding area. Image: We feel that this event will serve as a springboard to eventual NCAA championships in volleyball and basketball. The University of Arkansas is already hosting the 1994 NCAA Men's and Women's Cross Country Championships next fall. Marketing Plan: See Attached Funding NCAA Regional T-shirt cost - From NCAA Merchandiser Spectator Request: Sports. 100 regional t -shirts with four team names = $1500 ($15/shirt) In return for this request, the Fayetteville Advertising and Promotion Commis- sion will be recognized in the NCAA regional program as a patron of the tourna- ment. • NCAA Regional Promotions University of Arkansas Women's Athletics Marketing Outline for 1994 Mideast Regionals 1 NCAA Regional Promotions The following is an outline of promotional activities and media -related events planned for the 1994 NCAA Division I Women's Basketball Championships Mideast Regional hosted by the University of Arkansas. PROMOTIONAL ACTIVITIES POSTERS February Chamber of Commerce March All residence halls on campus • All Greek houses on campus All prominently displayed bulletin boards on campus FLIERS January -February Lady Razorback Foundation members Season ticketholders (part of season package) Local bank senior clubs Faculty and staff Youth centers (Fayetteville, Springdale, Rogers) Men's athletic department mailing list Student organizations Insert into bank statements High schools in Arkansas, bordering areas of Missouri and Oklahoma SEC office PUBLIC SPEAKING December March Appearances by University staff and coaches at local civic organizations in Fayetteville and Springdale February Appearances on local television magazine show "Noon on Five" to promote ticket sales BANNERS March Large promotional banner (10' X 4') on front of Arkansas Union for two week period prior to regionals Banner on Fayetteville Square TABLE TENTS March All dining hall tables on campus will have special promotional table tents MARQUEES March Encourage local merchants to put regional messages on business marquees NCRA Regional Promotions PROMOTIONS AT HOME EVENTS December -March Announcements at all home women's basketball games Announcements at all home men's basketball games Announcements at all other men's or women's athletic events Insert special advertisements in game programs CORPORATE January Letter regarding ticket sales followed by phone call BUDDY SYSTEM February Mailing to banks and civic organizations to sponsor local groups with ticket purchases CHAMBER OF COMMERCE September Meeting with Chamber to set up network of hosts for teams February -March Articles and inserts in the Statesman magazine, the local chamber newsletter Listing on Happenings, the Chamber's monthly calendar of events ALUMNI. February -March Article on regionals in Alumni magazine UNIVERSITY CAMPUS PRESS March Article on regionals in University Campus Press publication BANKS February -March Senior citizen newsletters to encourage ticket purchases Special ticket flier inserted mto bank statements of the four largest banks in region PHONATHON March Special follow-up calls to ticket fliers sent out earlier to season ticketholders and others NCAA CORPORATE PARTNERS August -October Coca-Cola to distribute regional logo on one-half million cans Make initial contact with other local corporate partners February Purchase of tickets to be used for promotional purposes as needed by local corporate contacts • • • NCAA Regional Promotions MISCELLANEOUS March Use of time and temperature information line with Bank of Fayetteville Appearances on Access 4 Fayetteville, local cable channel MEDIA September Press conference to announce site, dates and times of 1994 regional with local media. Timed to coincide with football open date for maximum exposure. October Drop-in made on all 1993-94 Lady Razorback season ticket advertisements in both print and television referring to the ability to buy regional tickets with season tickets November March Make available two 30 second insertions in the Lady Razorback Basketball Network game broadcasts for NCAA regional commercial. If spot is not available from the NCAA, we will produce a local advertisement for NCAA approval. Drop-in references to "Regionals 94" in all game advertising placed in local newspapers As approved by the NCAA, encourage local businesses to use similar drop -ins on advertis- ing Advertisements for regional tickets as public service announcements on area radio and television outlets. If spot is not available from the NCAA, we will produce a local advertisement for NCAA approval. Securing programming slots on Access for Fayetteville and ACTS of Springdale for NCAA women's basketball tournament documentaries. We can place these highlight films on the local systems if the NCAA wishes them to appear. Late February Begin series of teaser advertisements in local newspaper reminding people of regional ticket sales March Dedication of 200 inches of advertising space from the Lady Razorback Foundation toward promotion of the regional games Press conference and reception for local media for the CBS broadcast of the bracket on Sunday afternoon Press conference with local media on Monday prior to regionals to inform them of upcom- ing schedule of media events A • • December 15, 1993 Ms. Marilyn Johnson Advertising & Promotion Commission Chamber of Commerce 123 W. Mountain Fayetteville, AR 72701 Dear Marilyn: The Fayetteville Wheelmen are pleased to report that the 1993 Joe Martin Memorial Stage Race was an unqualified success. A record 266 racers from eleven states participated and over $2,000 was raised to benefit the American Cancer Society. Our favorable results can be attributed in no small part to the support that we received from the Advertising and Promotion Commission. Again in 1994 we are seeking your support. Due to the level of participation and the organization of the Race in 1993, the United States Cycling Federation has designated the J.M.M. as a Junior Olympic qualifier race and as the Regional Master's Road Race Championship. These honors and the attendant recognition should push participation well over 300 for 1994. The support of the Advertising and Promotion Commission is most appreciated. Sincerely, L//. Be .pen • Fayetteville Advertising and Promotion Commission FUNDING REQUEST Event Name: Contact Person: Purpose: Event Date: Expected Visitors: Media Exposure: JOE MARTIN MEMORIAL STAGE RACE Mark Bickford (Fayetteville Cycling Team) 892 Longview Fayetteville, AR 72703 Work Phone Fax Home Phone 521-6340 521-8059 442-3676 To benefit the American Cancer Society. To promote the sport and recreation of Bicycling in our community. May 21, 22 1994. (Saturday and Sunday) More than Three Hundred racers with their spouses etc. from at least a six state area. 1993 participation was 266 racers. Radio and Television announcements, Access 4 television listing, Velo News (Racing Publication) advertisement, direct mail to over 3,000 licensed racers, handbill's for area schools and businesses. The race will be the subject of a comprehensive story in Cycling USA, the magazine of the United States Cycling Federation. Possible live remote with local radio station for the Sunday on the Square stage. • Image: Marketing Plan: Marketing Budget: Funding Request: The most identifiable Northwest Arkansas feature will be the beautiful hills of the Ozarks which the rider's will face all day Saturday. Next will be the Criterion course off the square on Sunday which will be one of the most challenging in the country. The charm of downtown Fayetteville will be unique and our aim is to draw out of town people to enjoy our hospitality and patronize our hotels, restaurants and other area businesses. As listed•in the "Media Exposure", we will be advertising in the Velo News and conducting a Direct Mail Campaign. The Direct Mail Campaign and Velo News Ad will have the most impact within the cycling community, because cyclists will read about our race in the Velo News and then receive an entry form in the mail. We have also received two grants totalling $1,500 from the United States Cycling Federation toward our prize list as the race has been Designated as a Junior Olympic qualifier and Master's Regional Championship there will be a comprehensive story about the event in the USCF monthly publication, Cycling USA, which every licensed racer receives. Local schools and businesses will receive small posters to display. We have no money for advertising at this time. Fortunately Blackwood, Martin Advertising has been kind enough to work up the Velo News ad as well as print our flyers and small posters free of charge. The Velo News ad space has been paid out of the Fayetteville Wheelmen Racing Team Fund with monies earmarked for team support. This was paid in order to meet the advertising deadlines. Velo News Ad - Fee total $965.00 Direct Mail Fees: 2400 Mailers - 390.00 Postage - 600.00 Total Requested $1,955.00 Financial Disclosure: Please See Attached. • JOE MARTIN STAGE RACE RACE HISTORY The Joe Martin Memorial Stage Race began in 1978 as the Fayetteville Spring Classic. Joe Martin designed the courses that are still used today and promoted the race as an early season focal point. Along with his wife Nancy, Joe put on a first class event in every way. Due to the demanding nature of the course, the Spring Classic quickly gained a reputation throughout the Midwest as one of the best races in the Central USA. Starting in 1982 the reputation of the race had grown to the point where it was chosen as a qualifier for the Junior National Team. Joe and Nancy worked hard to insure a quality, well run event every year, and their hard work paid off. In 1988 Joe became ill, with cancer. In 1990 he passed away and the future of the race was in jeopardy. One of the local bike shops tried to promote and direct the race along with the Boston Mountain Cyclist's club; results were marginal. In 1991 Mark Bickford took over the direction of the race with the B.M.C. club providing the prize list. About 120 racers were in attendance and all involved were pleased at how well run the event was. So, in 1992 the same duo put on the race again. It grew in attendance by a small margin. For the 1993 season Mark Bickford and the Fayetteville Wheelmen had full control of the race. The race had a $5,000.00 prize list which was a substantial increase by comparison to past years. In 1993 266 racers participated and over $2,000.00 was raised for the American Cancer Society. • In 1994 the race will again benefit the American Cancer Society. As a result of the increased community support, record attendance and improved organization the Joe Martin Memorial Stage Race has received significant recognition from the United States Cycling Federation. As in the 1980's the Race will be a USCF Junior Olympic Race. And, for the first time ever, the race has been designated as the Master's Regional Road Race Championship. With these two new designations and continued community support, the 1994 Joe Martin Memorial Stage Race should attract well over 300 participants. • 1994 JOE MARTIN MEMORIAL STAGE RACE PRELIMINARY FINANCIAL DISCLOSURE INCOME SPONSORSHIPS USCF GRANTS ENTRY FEES (300 X $25) ADV. & PROMO GRANT TOTAL EXPENSES ADVERTISING MAILING FEES POSTAGE SUPPLIES RACE FEE INSURANCE FEE OFFICIALS FEES & EXPENSES PROMOTER FEE PRIZE LIST MISCELLANEOUS AMERICAN CANCER SOCIETY TOTAL $3,100 1,200 7,500 1,955 $13,755 $965 390 600 200 150 600 1,100 300 6,000 300 3,150 $13,755 • • • cioini eka �"`�� s AR K A N S A S Dale Christy Fayetteville A & P Commission PO Box 4216 Fayetteville, AR 72702-4216 Dear Dale, January 13 1994 The Govemor's Conference on Tourism is just around the corner. One of the most important aspects of the conference is the opportunity to recognize and reward outstanding achievements by individuals and organizations. The "Henry Awards" have become so well recognized in our industry that people actually strive to improve their tourism efforts and products with the awards at least a partial incentive. It costs to produce a quality program and give worthy achievements their proper recognition. Last year your commission contributed $500.00 to the Henry awards program Will you please support the program with the same amount or a little more this year? - ---Please=make your-check-to'the-Arkansas-Tourism"Development'Fbundationand mail'it- to Nancy Clark, Dept. of Parks & Tourism, One Capitol Mall, Little Rock; AR 72201 by January 31. Thanks for your support. See you at the conference. Sincerely, 6ig AL.frild0 Bob Purvis Executive Director chamber of commerce post office box 551 • eureka springs 501-253-8737 arkansas 72632 •