HomeMy WebLinkAbout1991-10-08 - Minutes•
GROUP: A & P COMMISSION
DATE: OCTOBER 8, 1991
PRESIDING: MICHAEL GREEN, CHAIRMAN
PRESENT: Joe Fennel, Michael Green, Pat Henry, Mayor Vorsanger,
Jim Waselues
OTHERS PRESENT: Ben Mayes, Steve Davis, Richard Shewmaker, Ed
Barham, Kirby Estes, Michelle Galloway.
CALL TO ORDER:
Meeting was called to order by Mike Green.
APPROVAL OF. MINUTES:
Mike Green requested the minutes of the September 30, 1991 meeting
reflect that the motion was carried to fund the Air Museum in the
amount of $50,000 in 1992. Pat Henry moved to approve the minutes;
seconded by Fred Vorsanger. Motion Carried.
BUSINESS:
Appointment - Mike Green announced the Mayor appointed City
Director Bob Blackston as the new A & P Commissioner to replace
Director Dan Coady.
Dickson Street Improvements - Richard Shewmaker requested that the
plan he presented at the September 30, 1991 Commission meeting be
postponed until after the University of Arkansas Architectural
School has finished their planning process.
1991 Media Plan - Motion made by Mayor Vorsanger to adopt MRGH's
"Plan B" in the amount of $212,200 for the 1992 Media Plan ( this
amount includes the $50,000 for new brochures). Seconded by
Michael Green. Motion Carried.
Budget Discussion - Mayor Vorsanger moved to adopt the Proposed
1992 A & P. Budget as attached. Joe Fennell seconded the motion.
Motion carried.
Funding Request - Mayor Vorsanger brought up request for funds that
was made by Mr. Keith Newhouse of the Washington County Historical
Society. In 1988 the A & P Commission approved a request for
$2,100 to print brochures of Headquarters House; the project was
• postponed due to the restoration of the House. Motion made by
Mayor Vorsanger to give Mr. Newhouse $2,100 in order to help fund
• the project. Pat Henry seconded the motion. Motion Carried.
tMocstaluiMi
• Display Booth - Michelle Galloway requested that the Commission
purchase a replacement photo for the Display Booth for travel
shows. The Commission asked that Ed Barham and Michelle Galloway
make a photo recommendation at the next meeting.
MRGH - Ed Barham announced that the last insertions that highlight
fall foliage tours have been canceled in the following newspapers:
AR Democrat, AR Gazette, Shreveport Times, and Tulsa World; the
insertions were canceled in order to avoid advertising fall foliage
after the season.
Other Business - Michael Green requested that any printed
advertising that is paid for by the A & P Commission be
acknowledged as such in the future, when appropriate (e.g.
brochures that say "Published by the Fayetteville Advertising &
Promotion Commission").
Next meeting will be Monday, November 4, 1991 at 2:00 p.m., City
Hall.
Meeting Adjourned.
RESPECTFULLY SUBMITTED:
Michelle B. Galloway
Convention & Visitor's Dev. Director
•
•
CITY OF FAYETTEVILLE
Advertising and Promotion Commission
1992 Budget
Public Notification $160,000
Publications and Dues. 100
• Audit Expense 500
Collection Expense 21,400
76,200
••
Promotional Activities
New Brochures
800 Number
TBA Account
$52,200
,8,000
16,000
Special Projects 72,350
Tourist Information Center 50,000
Music Festival 6,,0,00
(+ $5,300 Public Notification) 5,600
TBA Account 465-7-50•
is,'750
Transfer to Chamber of Commerce 84,000
TOTAL . . . $414,550
t•6
ACTIVITY REPORT
September 1991
800 NUMBER
COMPLETE. 1,482
INCOMPLETE: 4,097
YTD: 11,033
YTD: 24,437
INQUIRY RESPONSES
SEPTEMBER: 2,622 YTD: 28,136
CONVENTION ACTIVITY
PRESENTATIONS: 2 RECRUITED: 1
HMR COLLECTION COMPARISON
SEPTEMBER 1990
S EPTEMBER 1991
P ERCENT INCREASE
YTD 1990
YTD 1991
•
49,057
57,079
- 86%
555,693
426,063
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to
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Transfer
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Special
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ACTIVITY REPORT
OCTOBER 1991
Tax Rev.
Other
Total
HMR SUMMARY
Oct Actual YTD Actual
47,951 474,014
28,855 288,218
76,806 762,232
800 NUMBER
Complete: 2,083 YTD:
Incomplete: 4,097 YTD:
INQUIRY RESPONSES
Annual Budget
537,900
341,700
879,600
13,116
29,418
October: 1,946 YTD: 30,082
CONVENTION ACTIVITY
Presentations: 1 Recruited:
HMR COLLECTION COMPARISON
October 1990: 49,132 October 1991:
Percent Decrease 2%
YTD 1990: 458,862 YTD 1991:
Percent Increase 3%
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474,014
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M
UNIVERSITYPARKANSAS
Division of Continuing Education
Department of Conferences
November 22, 1991
Fayetteville Advertising
and Promotion Commission
123 W. Mountain
Fayetteville, AR 72701
Dear Commissioners:
g2 University Center
Fayetteville, Arkansas 72701
(501)575-3604
I am submitting for your consideration a proposal to support
the Center's participation in. the Successful Meetings
cooperative advertising program for the State of Arkansas in
1992. Please accept my apologies for presenting this
information so late in the year.' This proposal is based on
information received from Arkansas Parks and Tourism and
Successful Meetings representatives in Little Rock on
November 6, 1991. Following is a media schedule prepared at
the request of the Center by Successful Meetings:
1992 PROPOSED MEDIA SCHEDULE
PRICING & DISCOUNTS AVAILABLE
GROSS ADJUSTED
MONTH SIZE PRICE PRICE
January
Mid -March
April
July
September.
TOTALS
1 Page
4/Color Bleed
1 Page
4/Color Bleed
1 Formatted
Page
1 Page
4/Color Bleed
1 Page
$ 10,675 $ 8,709
$ 10,675 $ 7,223
$ 5,500 $ 4,675
$ 8,006 $ 6,805
$ 8,006 $ 6,805
$ 42,862 $ 34,217
TOTAL REQUEST (Less January Ad) $ 25,508
The University of Arkansas is an equal opportunity/affirmative action institution.
•
Page 2 of 2
November 22, 1991
The Center has, as of the date of this correspondence,
purchased the January advertisement as listed above. The
advertisement enclosed as attachment 1 will be placed as a
left-hand reader opposite the introduction page to the
Arkansas section. The total support being requested is
$25,508.
Recognizing that this is a substantial investment, the
results from a quarter page advertisement placed in this
publication last year by the City's Economic Development
Division is contained in attachment 2 for your review.
This advertisement ran in four issues of Successful
Meetings. It is hoped that a larger advertisement and
additional frequency will generate more responses and
results.
If the Advertising and Promotion Commission's decision is in
the affirmative to pursue this program, the Center would
agree to:
1. Prepare and deliver to Successful Meetings all
materials required to effect placement.
2 Handle all negotiations with staff at Successful
Meetings.
3 Respond to all inquiries with print information
about the Center as well as Fayetteville. Also
respond by telephone to all inquiries providing
phone numbers.
•
The Center's handling of the preparation and delivery of
material to Successful Meetings will provide a 15 percent
discount which is the customary agency commission.
In addition, further information about the program has been
included as attachment 3. I would welcome the opportunity
to discuss this program with you and await your reply.
RRR:ksb
Attachments (4)
Sincerely,
Rhine
Assistant Dean
n I+e: aets, JaU etlikidi ! Arnsn*q$.ME
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Centerfor Continuinij Jucation
#2anyerstry,Cent� �e Fa etteviffB AR 72701
hon_.
Division of Continuing Education
Department of Conferences
TO:
Richard Rhine
Assistant De
if= U
beam
UNIVERSITY'ARKANSAS
1871
MEMORANDUM
FROM: Jamie Lee(_
DATE: October 24, 1991
RE:
ATTACHMENT II
x2 Universiry Center
Fayetteville, Arkansas 72701
(501) 575-3604
Responses from Successful Meetings Advertisements
The following is a break -down of the responses we
from the Successful Meetings advertisements:
139 responses to advertisement.
• 139 initial responses from CCE by letter.
• 47 contacted for follow-up by phone.
14 requested further information from CCE,
in the form bf a video cassette.
3 are interested in using CCE facilities
have received
We sent information
for conferences.
CCE has had numerous follow-up conversations with the three
individuals listed below:
William Little - Chamness Ecology Corporation
Delbert Chan - World Traditional Martial Arts Legue.
Mr. Chan is still waiting for precise dates and final deci-
sions regarding the meeting facilities.
Dan Fischer - 420th Engineer Brigade, Family Support Coordi-
nator. Mr. Fischer flew to Fayetteville to visit and view
CCE facilities and surrounding area. He is very interested
and impressed with our facilities and wants to use CCE as
1992 meeting place. There would be approximately 150 partic-
ipants from Arkansas and the surrounding states.
The Successful Meetings advertisement has generated a lot of
interest in the Center for Continuing Education and the City of
Fayetteville. The 14 video cassettes sent out at the request of
variousindividuals were all well received and 3 of those indi-
• viduals are very promising prospective clients.
The University of Arkansas is an equal opportunity/affirmative action institution.
FIVE DOLLARS m THE AUTHORITY ON MEETINGS AND INCENTP✓E TRAVEL MANAGEMENT 0 A BILL PUBLICATION
1 ne Benefits of
informaUTrainin
SITES: Las Vegas
Scandinavia • Minnesota
Alabama & Mississippi
Circle #113 on Reader Service Card
Where successful meetings come naturally.
The word is out on Arkansas' natural beauty. We're a delightful place in which to travel and vacation. For convention planners.
there's even more good news. Plenty of dollars -and -cents practicalappeal is here. too. for your special needs.
Here arc some of the qualities that make us appealing:
Accessibility: Arkansas is centrale located in the United States. Seven major airlines serve us daily. Easy come. easy go for
your delegates. •
Facilities: Showcase convention centers arc located throughout Arkansas. Capacities are as high as 10.000 people to
accommodate national and regional conventions. Smaller sites scattered around the state at resort areas and other popular meeting
spotsmake Arkansas ideally positioned and equipped for corporate incentive [ravel as well.
Affordability: First-class accommodations are available throughout Arkansas. l'ou1l be amazed at thc luxury and value al suds .
reasonable cost. In a nutshell. Arkansas is a bargain.
Service: Arkansas convention service people are very accommodating. We'll bend over backward to make surcyour
convention is a success and to make sure you'll want to come back. Try us:you'l sec.
location: Arkansas offersyou great fun in a variety of natural settings as an additional dratcing cardio help boost attendance.
Golf. tennis and sonic of the finest fishing in thc country are convenient 10 most convention sites. -
11ii' not call today for the latest convention news? We can't wait Iota you how much tee would like to sec you in Arkansas.
• Arkansas Department of ('art's & Tourism. Group Travel Dept.7701. Onc Capitol Mall. I.iUIIc Rock. Arkansas 72201
Call Dch:3 Drechsler. Group Travel Manager. loll hec for planning assistance: 1 -500 -57? -1259
Arkansas..
I'll I: N,\T.1I I.:\I. STATE
re
An exciting resort nestled in the Ouachita
Mountains in Hot Springs National Park,
Arkansas. World famous hot baths plus all the facilities
necessary for an outstanding meeting. Hot Springs
National Park Arkansas. ICs truly a "site" to behold.
Hot Springs Convention & Visitors Bureau, PO.
Box K, Dept. 347, }tot Springs National Park, Arkansas
71902-1982. Phone: 1-800-543-BAi'H
•
Center for Continuing Education ._,•
#2 University Center • Paye terille, AR 72701
...Phone (SOB 575-3601•PAX (501157 .,232'�'-"°"°r''�
•
You don't need a geyser
for hot times in
a national park,
THE
HILTON][
"In the civilized
national park"
One Convention Plaza, P.O. Box 0
Hot Springs National Park, AR 71902
1-501.623-6600 -1800.468.0061
It's one of the many ex-
clusives we offer for a
unique national
park conference site
that includes hill con-
ference facilities, spa-
cious guest rooms, and
a long list of things to
see and do. And all so
easy on your budget!
Our hot waters are al-
ways faithful and our
conference coordina-
tors are faithfully wait-
ing to assist you.
•
Little Rock, Arkansas—an affordable meeting location
with over 6.200 hotel rooms, Iwo convention centers,
nightlife and the convenience of an airport 10 miles
from downtown.
Convention & Visitors Bureau • P.O. Box 3232
Little Rock, Arkansas 72203. 1 -800 -844 -ROCK
(501) 376-4781 -
PV
. qf( foD t.orvrcifs vielw,f 5.ugau
Circle #166 on Reader Service Card
•
INTRODUCTION
ATTACHMENT III
SUCCESSFUL MEETINGS recommends a co-op program to follow and
expand the 1991 program. A formatted page consisting of four one
quarter pages. Costs will be maintained for the 1992 program.
SUCCESSFUL MEETINGS has begun to develop a Database
exclusively for use by the STATE of ARKANSAS. In our 1992 co-op
program, the co-op participants will be able to use this exclusive
Database.
•
•
:The entire purpose of this program is to build group business
for all areas of Arkansas. The co-op program will use a BUSINESS
REPLY CARD when the co-op reaches eight participants. This will
be an additional method to qualify and solicit group business
inquiries.
WHY SUCCESSFUL MEETINGS?
Why SM...and some other things you should know
•
* Published by BILL COMMUNICATIONS and in existence for 39
years.
BPA AUDITED, TOTAL QUALIFIED CIRCULATION 77,227
Successful corporate readers hold the key to convention bookings.
•
56% have responsibility for exhibits.
70% meet in downtown hotels.
14821 have meetings with 500 plus attendees.
For 39 years 100% personal direct request from recipient by
individuals name, title and/or function.
Every recipient required to fill out the most stringent
qualification form of meeting/incentive travel publication (this
form appears on our BPA Statement which is in the back of this
proposal)
ONLY IF QUALIFIED....ONLY IF THEY ARE BUYERS...DO THEY BECOME
SUBSCRIBERS.
Only 65% qualify, 35% are politely (but firmly turned down.)
•
•
•
•
JANUARY:
EDITORIAL RECOMMENDATIONS
1992
Major feature on the resort segment
of the industry, incentive travel
quarterly, STATE OF ARKANSAS feature.
MID -MARCH: SUCCESSFUL MEETINGS SOURCEBOOK
APRIL: Southeast Meeting Planners Guide
JULY: State of the Industry Report
1111
• SEPTEMBER:
Corporate Meetings
•