HomeMy WebLinkAbout[05] St. Cloud Convention/Visitors Bureau (Ti,y OF S'll JOSE.."1011 EDA Agenda Item 5
MEETING DATE: July 20, 2016
AGENDA ITEM: Julie Luning, St. Cloud Convention/Visitors Bureau
SUBMITTED BY: EDA Director
Community Development Director
BACKGROUND INFORMATION: Julie Lunning from the St. Cloud CVB will be present at the
meeting to discuss the benefits of parting with her office when utilizing the Lodging Tax Revenues.
Included in the packet of information is the Agreement used by the CVB with the area Cities. Also
attached is the Resolution that Sartell passed to help manage the funds. They still use the CVB for
distribution but have a local committee also.
BUDGET/FISCAL IMPACT: To be determined
ATTACHMENTS: Request for EDA Action
Information on St. Cloud Visitors Bureau
Waite Park Agreements
Sartell Resolution—Management of Lodging Tax
REQUESTED BOARD ACTION: Provide direction.
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STAATEGIC WOKK & MAAKETING PLAN
CONTENTS
2 OrganizationalOverview
4 Trends, Challenges & Strategic Priorities
6 Leisure Travel
9 Convention Sales & Service
12 Sports & Special Events
14 Group Tour
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OAGANIZATIONAL OVEAVIEW
MISSION
� The St. Cloud Area Convention and Visitors Bureau (CVB) promotes the greater St. Cloud Area as a
premier visitor destination and encourages community improvements that benefit residents and
increases the economic impact of visitors.
VISION
The St. Cloud Area Convention and Visitors Bureau (CVB) s the leading resource for all tourism related
activities in Central Minnesota, providing a variety of dynamic and innovative services.
2016 GOALS
• Increase the number of non-resident trave'�ers to the St. Cloud Area.
• Increase the number of lodging room nights generated by overnight stays.
� Grow the gross receipts/sales of tourism in the St. Cloud area.
• Continue to promote River's Edge Convention Center to drive new and renewed interest
in St. Cloud.
• Place emphasis on convention and event sales and marketing strategies that will impact
River's Edge Convention Center occupancies and revenues.
BUDGET
The CVB is primarily funded by lodging tax. It has contra::ts that are reviewed with the cities of
St. Cloud, Waite Park, and Sartell to promote the area as a visitor destination. St. Cloud lodging tax
is 5%, where Waite Park and Sartell have a lodging tax of 3%. The CVB receives 52.5% of the total
St. Cloud lodging tax collected, and 95% of annual collections in Waite Park and Sartell.
The total CVB budget for 2016 is $905,250. Ninety-seven percent of the budget will come from lodging
tax with the remainder from Explore Minnesota Tourism grants, Stearns County, and miscellaneous
income.
2014 ACTIVITY
The CVB makes over 3500 client contacts annually and manages over 2200 active client files. The CVB
generated 169 leads for hotels and related facilities in 2014 resulting in 122 conventions and events
booked for future dates. These events will draw over 83,150 visitors that will fill approximately 39,745
hotel room nights and spend approximately �10.6 million.
In 2014 the CVB also booked 10 group tours, prepared 20 custom group tour itineraries, provided
80 events with customized services, exhibited at thirteen state and national tradeshows, attended 60
industry related events, provided 620 greeter hours, ar�d fulfilled over 59,000 visitor inquiries.
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OAGANIZATIONAL OVEAVIEW cont .
OPERATIONS
Tourism is one of Minnesota's largest industries, generating over �13 billion in gross receipts per year.
It is the responsibility of the St. Cloud Area Convention and Visitors Bureau to ensure that the area is
positively impacted by this visitor spending. According to 2013 Minnesota Department of Revenue
statistics, tourism in the tri-county area provided 10,964 private sector jobs, visitors spent money at
840 area leisure and hospitality establishments, generated �432million in gross sales and $28 million
in state sales tax.
The CVB is an organization under the St. Cloud Area Chamber of Commerce umbrella. It is different
from other Chamber divisions because its function is established by state and local government
statute. Although its staff works closely with area cities, it is not a City department and is not
responsible for the operation of the River's Edge Convention Center. It's administered by an Executive
Director and directed by an Advisory Board who have discretion in the areas of budgeting, strategic
planning, marketing and community development.
There are many businesses, attractions and local units of government that are directly impacted by
tourism and the efforts of the CVB. Those indirectly impacted inciude any individual or organization that
derives benefits from new people visiting a community. Every visitor brings new dollars to the area and
has the potential to become a future resident, taxpayer, employee, employer, student, or return
customer.
The primary customer of the CVB is a convention, event, or tourism wholesaler, which is anyone that
makes decisions or recommends sites for group activities. Examples include: professional meeting
planners; event and tournament planners; association/corporate/non-profit executives and officers;
convention committees and chairpersons; travel agents; motor coach operators; and group tour
planners.
The secondary customer is the consumer traveler. These include individual convention delegates,
leisure travelers, business travelers, tour participants, prospective residents, or anyone visiting for a
local event or activity.
The purpose of the CVB focuses on increasing the economic impact of visitors in the area. The CVB
does this by engaging in activities and promotions that generate overnight stays (the more time in town
the more money spent) and by encouraging visits from outside the immediate trade area (beyond a 60
mile radius).
Its rationale is that by concentrating on bringing visitors to the area that do not typically spend their
discretionary income here, and making their stay as long as possible, will deliver the highest return on
investment. The average overnight visitor to St. Cloud spends �165 per day.
The NB operates much like a broker. It is a sales and marketing organization whose staff qualifies and
generates leads. It markets the community as a whole, but represents the specific products and
services of ineeting, event, lodging facilities, attractions, and other tourism related businesses.
The CVB sales team contacts convention, event, tournament, tour wholesalers, etc., soliciting their
business daily. After receiving the client's event specifications, leads are sent to the appropriate local
facilities, attractions, and vendors. Ultimately, the CVB will present a comprehensive proposal to the
� client that includes dates, prices, speciai incentives and services that lead to closing the sale.
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TAENDS , CHALLENGES &
STAATEGIC PAIOAITIES
� 2015 (October) To date, 2015 presents continued ,�ptimism for the tourism industry across the
United States with lodging performance improving in most U.S. markets. Overall, in year over year
results, the U.S. hotel industry's occupancy is up two percent, but has slowed compared to growth
in 2013 and 2014. For the first time in three years Minnesota's occupancy trails behind the Nation's
average. Good news is that all Minnesota hospitality performance metrics are ahead of 2014. Results
from an August Explore Minnesota Tourism survey of Minnesota lodging properties revealed the
strongest summer business growth since comparable data was first gathered in 2008. The survey
also provided a positive assessment of business expectations for the upcoming fall and 2015/16
winter season.
Similar to recent years, most travelers are still looking for specials and have come to expect
travel deals. Although day trips, closer-to-home travel, and shorter stays are still popular, Carlson
Wagonlit Travel reports increased consumer confidence is resulting in added travel farther from
home with longer stays. Trip Advisor reports that 77 percent of U.S. travelers planned to travel in
their home markets in 2015 compared to 91 percent in 2013. Business travel and conference
attendance continues to improve with increased trips, fewer cancellations of booked business, and
longer stays.
St. Cloud's�anuary 2015 through August 2015 lodging tax collection is currently up 2 percent
year to date compared to 7 percent during the same time period in 2014. Annual lodging
performance includes a 2 percent decrease in occupancy, a strong 5 percent increase in ADR, and
2 percent increase in RevPar. Occupancy is currentl�� 5 percent below the state average with ADR
�17 below the average. Both figures continue to lag behind our competitive set which has been an
ongoing concern. The loss of St. Cloud's air service to Chicago, and an early school start for much of
Minnesota's youth, have had a negative impact this year.
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TAENDS , CHALLENGES &
STAATEGIC PAIOAITIES cont .
2016 The tourism outlook for 2016 continues to be positive. The U.S. hotel industry is projected to
experience continued year-over-year performance increases according to Smith Travel Research (STR)
and Tourism Economics' most recent forecast released in August.
Smith Travel Research confidently projects the industry will end 2015 with a 1 .7 percent
increase in occupancy and 5.1 percent increase in rate. Aithough 2016 is not to be expected to be as
strong as 2015, there is still great opportunity for rate growth. Carlson Wagonlit reports moderate
price increases for most categories of travel. PKF Hospitality Research predicts that occupancy will
increase every year through 2017, making the seven-year string of occupancy gains that started in
2010 the longest on record. Travel surveys conducted by TripAdvisor found that one third of
Americans are planning to take more trips in 2016 with 10 percent taking longer vacations.
, Trends continue to include shorter term bookings. Skift reports that 39 percent of all reserva-
tions are for same day bookings. Smart phones and tablets allow consumers to book from practically
anywhere, anytime. These devices are on track to capture nearly one in four online travel dollars by
2016. Ambassador programs continue to rapidly grow ir� popularity, especially those offered through
social channels. Social travel apps, sites, and services continue to grow by large numbers annuaily.
In 2016, the CVB will continue to concentrate on generating more business to increase local
occupancy and lodging tax collection. To accomplish this goal, new and ongoing convention and event
markets, online advertising strategies, social and mobile applications, leisure travel opportunities, and
creative partnerships will be explored as outlined in the marketing plan. We will continue to promote
the expanded River's Edge Convention Center and recent lodging renovations to drive interest in
St. Cloud. The CVB's marketing agreement with the City of St Cioud requires focus on River's Edge
occupancies and revenue and a collaboratively created marketing ptan for the convention center is
being created. A positive change is the increase in lodg�ng government per diem from $83 to $89
beginning October 2015.
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' increase leisure travel to the 5t. Cloud area through promotion
the new Visit �reater �t. Clowd brand
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ARGET MARI�ETS
ry target �arkets i�clude families, couples, singles, and seniors,
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ADVERTISING
Explore Minnesota Tourism
Premium Bundle Package—exploreminnesota.com �1700
Enhanced Listing, Enhanced Deals
Twelve Month Featured Search Results
� Graphic Ads—exploreminnesota.com $2000
'� Run of Section—"Things To Do"
E-Newsletter �1250
Purchased and opt-in lists - 2 months
MN Explorer Newspaper �975
Listing—Spring/Summer, Fall, Winter
* Mall of America Brochure Distribution Program $525
� Brochure Mailing Program �750
� Travelguidesfree.com $3000
. $1 Per Inquiry, Full Listing with 6 Photos
CTM Media Group—Visitor Guide Distribution Service �3500
MSP Airport Program-6 Rack Locations, Annual
I-94 Interstate Network-31 Locations, Annual
I-35 Interstate Network - 28 Locations, May-August
Twin Cities Tourist Attraction Network-15 Locations, May-August
Major Twin Cities Employers Network-54 Locations, May-August
Social Media Advertising $5000
Facebook Ads, Facebook Boosted Posts, Twitter Promoted Tweets
TMA E-Newsletter �0.00
Monthly deals listing complimentary with membership
COMMUNITY PRIORITIES
Aroundthecloud.org -Arts Marketing Campaign �5000
Trails Focus
Minnesota Biking - official state biking guide $2000
Minnsota Trails Magazine $750
Have Fun Biking Bike Hike Guide $1500
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� EXPLORE MINNESOTA TOURISM CO-OP PROGRAM
� Heartland Central Region Marketing Partnership $1600
Central Region Facebook, Twitter and Blog. Includes 80-100 destination specific
posts for participants. $30,000 Partnership Package.
Comcast Spotlight �2000
1,500 complete view demographic and geo-targeted online 15 and
30 second videos, and display advertising with interactive features to
include targeted networks XFINITY.com and NMCU Digital Entertainment.
� $5000 Value
� Solo E-Mail Program �800
� Behavior and geo-targeted email shared with Explore Minnesota
Tourism and managed by Twin Cities Pioneer Press/AdTaxi to be sent to
� 30,000 recipients. Includes additional Email to TwinCities.com Travel Deals
� promotional list of 10,000. $2000 Value
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GQALS AND OBJECTIVES
To agressiv�e� promote the St. C1aud River's Edge Convention
Center to alf rr��e��ng segrnents with focus on facifity accupancy
To book a minimum a�44,00a room nights for future years
To exceed 3,5Q0 sales contaets
To generate a minimum of 185 sales feads
To conduct a minimum of 2Q'�lient site inspections
TARGET MARKETS
Ptanners, Baard af D'rrectors & General Membership, Edueation,
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�overment, Re�Fgious, l��lllilitary, Reur�ion, Agriculture, Corporate,
' T�chnology, I�lledical, Frater��f/Se��ee, Trade Assocations
BUDGET
�186,745 (Daes not incl�c��sales„salaries)
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River's Edge Convention Center
The primary focus will be to promote the River's Edge Convention Center.
' Advertising, sponsorship, & special campaigns will be developed to encourage
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facility bookings.
� An additional cooperatively created marketing plan will be developed.
��r ADVERTISING
Meeting Pages �3000 �
Print Guide and Online 1/2 Profile
,tl 3 month Rivers Edge banner feature
Midwest Meetings Magazine �4000 ��
� Co-Branded CVB/Rivers Edge 1/3 page ad - Winter
Rivers Edge online banner, top position, 6 months
Guide Book listing
'' Minnesota Meetings and Events $3500
�� Co-Branded CVB/Rivers Edge quarterly online ad - Spring
E-newsletter - Co-branded CVB/Rivers Edge 10 weeks power box ad,
10 weeks featured CVB vendor listing
Midwest Society of Association Executive (MSAE)
Directory Listing with Enhancement—CVB $750
Printed Newsletter - 3x Co-Branded CVB/Rivers Edge ad $1650
Meeting Planners International (MPI) - Online Supplier Listing plus Banner Ad $750
� Cvent Supplier Network $7400
1 diamond/half standard package with copy feature
: TRADESHOWS, CONFERENCES & SPECIAL EVENTS—MINNESOTA
Midwest Society of Association Executives (MSAE) Tech Expo—St Paul;�une �800
MSAE Fall Conference— October �800
MSAE EVentS—Other (golf tourney, holiday celebration, speakers showcase $1200
breakfast with experts,women's for;�m, etc.)
Meeting Planners International (MN-MPI) - Miscellaneous Events $300
MNMPI iConnect Education Day and Expo - Minneapolis; February $750
Society of Government Meeting Planners (MN -SGMP) - Miscellaneous Events $500
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: TRADESHOWS & CONFERENCES—NATIONAL
Collaborate Marketplace - Grapevine, TX ; August �3,750 ;;
Connect Marketplace — Grapevine, TX ; August �3,750 ;�
' Religious Conference Managers Assn (RCMA) Emerge - San Diego, CA;January �595
No booth, registration and show floor access
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Meeting Planners International (MPI) World Education Conference - �950 �
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Atlantic City, NJ;June ����
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fi Cvent Connect - Las Vegas, NV;�une �700
American Society of Association Executives (ASAE) �8,600 �°;
Springtime - Washington, D.C.; May
�f Annual Conference - Salt Lake City, UT; August
EMT Multi-Community Partnership
' Co-Op Purchase of$90,000 "Event° Level Sponsorship, $44,000 Booth
; SPECIAL PROMOTIONS
``''' Midwest Society of Association Executive (MSAE) �6,500 �''
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Gold Sponsorship Package -
To indude sponsorship of Speakers Showcase, Marketing&Sales
Symposium, Networking Group Day,Annual Meeting& Expo, Leadership Conference,
Golf Classic, Holiday Celebration ?.
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PARTNERSHIP MARKETING
River's Edge/CVB Partnership Marketing Campaign �5,000
OTHER
' Meeting Planner Guide �7,000
Design and Print
iDSS DMS System $6,000
Convention Promotion $5,000
Site Inspections, Hospitality Suites, Pre-Promotion, Entertainment `�i
Artwork/ Creative $6,500
Dues & Memberships $4,000
ASAE, MSAE, SGMP, MPI, Client Memberships
' Financial Assistance, Incentives and Transportation $46,500
Gifts and Trinkets �6,000
Services $10,500
, Name Badges, Registration Assistance, Greeters
Sales Calls $35,000
Meals, Entertainment,Travel, Lodging
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GOALS AND OBJECTIVES
Ta increase awareness of the St. Cbud area's ability to host
premier athletit events an a statewide, regional, and nationaf levei
' To increase the publiCs aware�ss of events taking p{ace in the
St. Cfoud area through or�Eine ertising and sacial media
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To become the trusted sq►urce f�a►r sparting event planners, venues,
' and venc�ors in the St. Cfr�ud area.
TARGET MARKETS
b�
T�urnament &Special Ev�ent i��nners
���al spart clubs and teams
Hobby Market
Loc�( community memb�rs
BUDGET
$40�0�0
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° ADVERTISING �
St. Cloud Sports Promotional Videos with Online distribution $5,000
Video creation and 6 month targeted YouTube campaign, In-stream
and In-display ads($8,000 value, EMT co-op program)
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TRADESHOWS
''`" TEAMS - Presented by Sports Travel - Location TBD; November $1,500
�� Explore Minnesota Tourism & MN Sports Partnership
• Additional Show(s) TBD $2,000
ANNUAL MEETINGS AND SEMINARS
;� National Association of Sports Commissions Symposium-
Grand Rapids, MI; April $2,200
;.;;
���
�� Connect Sports Marketplace (Includes USOC Sports Link) -
Grapevine, Texas; August �3,450
OTHER
MN Sports Annual Dues �1,500
Partnership with other MN sports destinations and Explore Minnesota Tourism
Partnership includes:Premier client events during tradeshows&conferences,pre and
post conference mailers, MN Sports website, tradeshow attire, tradeshow trinkets,
� conference calls and new dient marketing.
NASC Membership Dues $795
CSEE Class Certification (Education in the sports market) $400
MN Sports Client Trip to Colorado Springs $3,000
Sports & Community Photos/Aerial photos $2,000
Sponsorship and Incentives $12,000
Meals, Entertainment, Travel, Lodging $6,000
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ADVERTISING
Explore MN Tourism Group Tour and Packaged Travel Planner
.� '/z Page showcase ad package,January $1,500
Directory listing $260
Group Tour Magazine $475
�
Ad and Online Listing, February
�"� Itineraries Midwest $6,558
April, August and November
� 1/3 Page Ad, Directory Listing, Online Listing
Group Tour Magazine $1,240
' Feb, May, August, November
1/12 Page Ad
ak Group Tour Magazine $950
��
Explore MN Tourism Co-Op ad
�}� Feb, August
�; 1/12 Page Ad
�� SALES MISSIONS
Winnipeg Sales Mission �350
Explore MN Tourism Partnership, April
DUES & MEMBERSHIP
Tour Minnesota Association (TMA) �350
Heritage Clubs International $250
American Bus Association (ABA) $550
' FAMILIARIZATION TOURS (FAMS)
Explore Minnesota Tourism FAM �500
TRADESHOWS
American Bus Association -Louisville, KY ;January �600
Participation in Explore MN Tourism distribution booklet.
Not attending show. Includes complete list of tour opera[or attendees.
Tour Alliance Partners — TAP Dance - Duluth, MN;June $7,400
Includes show attendance, Sponsorship, and St Cloud Overnight FAM
(transportation, lunch, dinner, lodging,gift)
' OTHER
Design Services $1,200
Meals, Entertainment, Travel, Lodging �3,500
�
,
St. Cloud Area Convention & Visitors Bureau
SALES REPORT EXECUTIVE SUMMARY
6/1/2015 -6114/2016
ALL FUTURE DEFINITE
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 31 19,545.0 5,870.0 $5,854,000 16,725.0 0.0
Jean Robbins 5 140.0 68.0 $0 118.0 0.0
Lori Cates 32 15,157.0 7,666.0 $5,688,150 17,008.0 0.0
Nikki Fisher 46 38,025.0 8,746.0 $2,917,100 19,134.0 480.0
Total: 114 72,867.0 22,350.0 $14,459,250 52,985.0 480.0
CURRENT DEFINITE
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
No Percentage Rep Assigned 2 410.0 175.0 $76,250 240.0 60.0
Dana Randt 33 38,011.0 6,405.0 $2,672,500 13,440.0 1,026.0
Jean Robbins 7 214.0 40.0 $3,500 90.0 0.0
Lori Cates 30 8,192.0 7,133.0 $1,454,350 9,941.0 286.0
Nikki Fisher 47 23,337.0 5,462.0 $2,518,175 10,685.0 740.0
Rachel Granzow 4 40.0 62.0 $0 66.0 0.0
Total: 123 70,204.0 19,277.0 $6,724,775 34,462.0 2,112.0
CURRENT TENTATIVE
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 4 3,890.0 1,540.0 $587,500 4,790.0 0.0
Jean Robbins 1 0.0 0.0 $0 0.0 0.0
Lori Cates 61 25,632.0 14,076.0 $11,707,000 34,546.0 0.0
Nikki Fisher 29 21,445.0 9,665.0 $2,334,000 15,830.0 0.0
Total: 95 50,967.0 25,281.0 $14,628,500 55,166.0 0.0
ITINERARIES
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Jean Robbins 14 358.0 130.0 $43,200 330.0 0.0
Lori Cates 1 600.0 400.0 $240,000 1,600.0 80.0
Nikki Fisher 6 1,350.0 785.0 $1,096,500 1,690.0 160.0
Total: 21 2,308.0 1,315.0 $1,379,700 3,620.0 240.0
LEADS SENT
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 58 22,040.0 9,197.0 $3,226,750 23,806.0 370.0
Jean Robbins 7 290.0 155.0 $7,500 255.0 50.0
Lori Cates 62 17,692.0 9,320.0 $3,062,750 20,254.0 16.0
Nikki Fisher 119 54,587.0 22,920.0 $6,685,150 43,876.0 280.0
Rachel Granzow 3 240.0 3.0 $10,000 3.0 0.0
Total: 249 94,849.0 41,595.0 $12,992,150 88,194.0 716.0
Copyright 002016 iDSS.All Rights Reserved. Printed: 6/14/2016
Page: 1 of 2
TURNED ASSIST
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 1 300.0 0.0 $0 0.0 0.0
Jean Robbins 36 950.0 0.0 $0 0.0 0.0
Nikki Fisher 9 4,600.0 0.0 $0 0.0 0.0
Total: 46 5,850.0 0.0 $0 0.0 0.0
TURNED DEFINITE
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 44 14,636.0 6,670.0 $2,404,000 16,870.0 370.0
Jean Robbins 12 380.0 143.0 $11,000 243.0 50.0
Lori Cates 24 7,259.0 3,488.0 $1,063,150 8,024.0 16.0
Nikki Fisher 57 20,687.0 6,650.0 $1,958,000 11,730.0 280.0
Rachel Granzow 4 40.0 62.0 $0 66.0 0.0
Total: 141 43,002.0 17,013.0 $5,436,150 36,933.0 716.0
TURNED LOST
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 13 8,714.0 1,407.0 $439,500 3,346.0 0.0
Jean Robbins 6 190.0 105.0 $7,500 155.0 50.0
Lori Cates 42 15,829.0 9,640.0 $6,805,800 22,764.0 0.0
Nikki Fisher 45 24,335.0 8,020.0 $2,973,650 19,646.0 0.0
Rachel Granzow 1 200.0 3.0 $10,000 3.0 0.0
Total: 107 49,268.0 19,175.0 $10,236,450 45,914.0 50.0
TURNED TENTATIVE
Sale Rep Total Attendance Peak Economic Requested Contracted
Count Rooms Impact Est Rooms Rooms
Dana Randt 34 12,874.0 5,717.0 $2,365,000 16,871.0 300.0
Jean Robbins 7 250.0 155.0 $7,500 255.0 50.0
Lori Cates 59 17,224.0 9,341.0 $3,093,050 20,226.0 0.0
Nikki Fisher 116 54,307.0 22,730.0 $6,632,650 43,546.0 225.0
Rachel Granzow 2 215.0 3.0 $10,000 3.0 0.0
Total: 218 84,870.0 37,946.0 $12,108,200 80,901.0 575.0
Report Total: 1,114 474,185.0 183,952.0 77,965,175 398,175.0 4,889.0
Copyright 002016 iDSS.All Rights Reserved. Printed: 6/14/2016
Page: 2 of 2
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ADVERTISING AND PUBLICITY AGREEMENT
This agreement made this day of , 20-- between the City of
Waite Park, Minnesota, a municipal corporation, in this agreement referred to as the "City"and
the St. Cloud Area Chamber of Commerce, in this agreement referred to as the "Chamber",
conducting and operating as a division of the Chamber,the Convention and Visitors Bureau, in
this agreement referred to as the"Bureau".
WHEREAS,the laws of Minnesota, 1983, Chapter 477A, authorized the City to impose a
tax on a gross receipt of the fixrnishing of certain lodging; and
WHEREAS,the purpose of the collection of tax is to establish a source of funds whereby
95% is to be expended for the advertising and promoting of the City as a tourist and convention
center; and
WHEREAS,the Chamber has established the Bureau and has developed a staff, facility
and experience to carry out those objectives.
NOW, THEREFORE,THE PARTIES AGREE AS FOLLOWS:
1. Term. The term of this agreement sha11 commence upon approval and continue until the
council takes action to void this contract.
2. Service Rendered bv Bureau. The Bureau shall furnish to the City the following
services: �
a. Full-time,professionally trained staff, with organization management and sale
skills to develop the City's hospitality industry.
b. Fu11-time sale representatives to travel state-wide to condnct sales calls to attract
more meetings, group tour, leisure travel and special events to the Waite Park
area..
c. Support/clerical staff to provide informational services in answering inquiries
about the"City"via mail,telephone, online, social media, and personal contacts.
d. Access to the resources of the directors, staff, and members of the Chamber.
e. Provide conference planning and coordinating assistance to organizations and
businesses.
f. Provide registration personnel to service conventions and sport events held in the
City.
g. Supply convention support material, i.e. name badges, city maps, city brochures,
sites and attraction lists, accommodation lists, etc.
h. Provide representation at tradeshows, conventions and e�ibits to attract new
visitors to the City.
i. Promote the City as a tourism destination by nationai,regional and state-wide
promotion of the City's hospitality industry and attractions.
3. Bu�et. On or before January 1,the Bureau shall submit to the Mayor of the City a
budget of the Bureau's activities for the next fiscal year. The terms of this agreement are
contingent upon review and approval of the Bureau's budget by the Bureau's advisory
board and Chamber of Commerce Board of Directors.
4. Expenditures. It is understood by the parties that the Bureau sha11 have the discretion to
vary expenditures from the budget provided herein where in its judgement the funds will
best promote the tourist and convention activities within the City. Funds will be spent
jointly with the room tax revenues from developing the entire area's hospitality industry.
The Bureau shall not expend for services rendered under this agreement a sum in excess
of 95 percent of revenue collected by the City under Ordinance Number 205 in any fiscal
year.
5. Transfer of Funds. Acceptance of properly itemized budget,the city shall forward to the
Bureau each month the sum specified in paragraph 4.
6. Verification of Expenditures. The Bureau shall submit to the City an itemized monthly
statement of expenditures. This shall be due on the 15�' of each month following the
month for which this statement covers.
�
7. Hold Harmless. Any or all employees of the Chamber or Bureau, or any other persons,
while engaged in the performance of any service required by the Chamber under this
agreement, shall not be considered employees of the City, and all claims made by the
third party as a consequence of any breach of contract or negligent act or omission on the
part of the Chamber, or its agents or employees or other persons while so engaged in any
services provided to be rendered herein, shall in no way be the obligation or the
responsibility of the City. And in the connection therewith,the Chamber hereby agrees
to indemnify, save and hold harmless, defend the City and a11 of its agents and employees
hereof, from any and all negligence or breach of contract, claims, demands, actions or
causes of action of whatever nature or character arising out of or by reason of the
execution or the performance of the services provided in accordance with this agreement.
IN WITNESS WHEREOF,the parties hereto have executed this agreement the day and year
first above written.
ST. CLOUD AREA CHAMBER CITY OF WAITE PARK
OF COMMERCE
BY BY
Teresa Bohnen,President Richard E. Miller, Mayor
BY BY
Julie Lunning,Executive Director Shaunna Johnson, City Administrator
Convention&Visitors Bureau
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RE SOLUTION NO. 92-2015
WN ffiff"fa
MEMBERS AND TERMS
WHEREAS, the laws of Minnesota, Chapter 469.190 authorized the City to impose a tax on
lodging (referred to as the "Tax"); and
WHEREAS, the City has established a mechanism for imposition and collection of the Tax
as authorized by state law; and
WHEREAS, the purpose of the collection of the Tax is to establish a source of funds
whereby 95% of the gross proceeds are used for the purpose of marketing and promoting the City as a
tourist and convention center; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SARTELL,
MINNESOTA, AS FOLLOWS:
1) ESTABLISHMENT: The City hereby establishes a Convention & Visitor's
Bureau Advisory Board (referred to as the "Board") for the purposes of making
recommendations to the City Council on the expenditure of Tax funds received in
accordance with Minnesota Statutes.
2) MEMBERSHIP; TERM: The Board shall consist of seven (7) members
representing the Sartell Chamber of Commerce, Sartell hospitality businesses,
Sartell medical businesses, Sartell recreational associations, and/or other entities
with a direct interest in promoting the City as a tourist and convention center. As
each member's term expires, his/her successor shall be appointed for a term of
three (3) years. Each member shall serve not more than three (3) consecutive full
three (3) year terms. Vacancies during the term shall be filled by the Council for
the unexpired portion of the term.
3) INITIAL BOARD & TERMS: The initial Board shall consist of the following
members with the following terms:
Name ...... ...........
Te ....... . .....
Sonja Babich
1-1-16 to 12-31-16
Bill Worzala
1-1-16 to 12-31-16
Jason Mathiasen
1-1-16 to 12-31-17
Scott Widor
1-1-16 to 12-31-17
Brandon Testa
1-1-16 to 12-31-17
Jon Erickson
1-1-16 to 12-31-18
Jason Peterson
1-1-16 to 12-31-18
4) MEETINGS: The Board shall select from its members a chairperson and a vice
chair. The Board shall hold meetings as necessitated and shall adopt rules of
order and procedure for the transaction of business, and its findings, which record
shall be public record.
5) GENERAL DUTIES: The Board will offer recommendations to the Council on
the expenditure of Tax funds for the purpose of marketing and promoting the City
as a tourist and convention center in accordance with Minnesota Statutes.
ADOPTED BY THE SARTELL CITY COUNCIL THIS 23rd DAY OF NOVEMBER,
2015.
ATTEST:
. . ........ . .......... .
C
SEAL