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HomeMy WebLinkAbout1986-12-17 - Minutes,GROUP: CITY ADVERTISING AND PROMOTION COMMISSION DATE: December 17, 1986 P RESIDING: Paul Noland P RESENT: Paul Noland, Wayne Dyer, Ron Bumpass, Bill Clodfelter Don Clark ABSENT: Jeremy Hess, Garland Melton OTHERS P RESENT: Mark Blackwood, Joe Martin, R. Dale Christy ACTION: 1. The meeting was called to order by Paul Noland. 2. Randy Rhine was present to give the commission an in- formal briefing on the progress being made at CCE. He cited some con- ference figures showing: the growth from 1986 to 1987 and projection to 1988. He reported that preliminary results from 1986 advertising campaigns are beginning to produce some prospects that are turning into conferences for future years. He thanked the commission for their support for the CCE and urged continued efforts to expand our horizons for Fayetteville con- ferences and seminars. 3. Some discussion was given to support being asked by groups bringing conferences to Fayetteville from the commission. Dale Christy reported that several of the groups contemplating meetings in Fayetteville have asked for specific help in the way of assistance with spon- soring events or give -a -ways or any other means of expresssing interest and appreciation for the group coming here. These request do not always make a determination of whether the group comes the first time, but they certainly make a difference on whether we have consideration on return visits in the future. The commission should give consideration to these requests and such requests would legitimately be funded from the special fund budget. 4. It was agreed that the commission would take an in-depth look at the 1987 expenditure proposals in each of the three areas of activity at our next three meetings. The agency will be prepared to discuss economic development, placements on January 27, convention/seminar placements on_ --.—February 24, and tourism placements on March 24. 5. The commission again reviewed the criteria suggestions presented at the last meeting for special fund request. It was generally agreed that the following list of criteria would be considered: 1, Will the event generate a substantial number of visitors to the city, preferably overnight, either as spectators or as participants in the event? Priorities should be given to those event which attract out-of-state visitors. 2. Will the event contribute to the cultural enhancement of life in Fayetteville? Will the event become a regular happening to the extent that intial money can be considered as a seed investment? 4. Who are the sponsors of the event? Is it to make a profit for the sponsoring organization or is it for a public benefit? 5. What is the history of the event? Look at past. activities and financial statements. 6. Consider special details of the event in question; dates,budget, management, anticipated attendance, or general attendees expected' length of stay, etc. What is the specific use for the A & P allocation being requested? Is it going to benefit us in ad- vertising Fayetteville in some manner? The commission did not take an official vote on this criteria, but did indicate their agreement that these items should be considered. 6. Representatives of the Music Festival of Arkansas were present to answer further questions on the funding request they requested at the last meeting. They advised the commission that the festival draws 150 students and 40 guest artist to Fayetteville in addition to the visitors that come for the various concerts. They gave further explanation of their ideas for promoting the festival and the need for the $15,000 requested funding. 7. The commission agreed to authorize the agency to place up to $5,000 of advertising directed toward the Music Festival, these funds to come out of available placement still remaining from the 1986 budget and/or placement allocations in the 1987 budget. 8. The commission discussed the request for a promotional brochure to publicize the Music Festival as requested. It was generally agreed that we should look at the possibility of producing an events brochure for a combination. of City events to make it a year-round .functional. -piece.. rather than a limited item for a two week festival. It was agreed that this brochure may not be possible in time to help the Music Festival in 1986, but the agency was asked to look at potential budgeting and creative for such a brochure and report back to the commission. 9. Further discussion was given to the remaining $7,000 re- quest toward operating projects of the Music Festival. The commission generally agreed that we should limit allocations from the special fund budget to 10% of the total to a single group pending further development of other request. On a motion made by Bumpass, seconded by Clodfelter, it was agreed to allocate $2,100 to the Music Festival of Arkansas. The festival officials were asked to clarify to the commission exactly what these funds would be used for so that we are not intermingling City funds with private promotional funds in a manner that would be detrimental to the commission. The Commission agreed that the agency should attempt to get a firm commitment from responsible airline representatives as to their interest in developing the co-op advertising program as originally conceived. Their interest should dictate whether or not we plan to continue this type advertis- ing in the future. A further report will be made to the Commission before a Spring placement schedule is approved. MEETING ADJOURNED