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Dubuque Area Convention and Vistors Bureau_June 2012 Board MinutesRE C71. 12 JUL 24 AN 9: r D roug e, IA I. Welcome /Introductions II. March Minutes III. End of FY 2012 Financials IV. Committee Updates A. B. C. D. Sales Hospitality Marketing and PR Sports /Events V. Focus Group Update VI. Travel Writers VII. Heritage Trail update VIII. Other Business IX. Adjournment DUBUCZUE AREA CONVENTION & VISITORS BUREAU WHERE IT ALL BELONGS. Agenda Convention & Visitors Bureau Advisory Board Meeting Boardroom at the Dubuque Area Chamber of Commerce Thursday, July 19 at Noon Joyce White Keith Rahe Keith Rahe Jackie Oliver /Julie Kronlage Christine Schmidt Becca Krapfl /Taylor Kellogg Tyler Daugherty Becca Krapfl /Taylor Kellogg Becca Krapfl /Julie Kronlage Keith Rahe Joyce White DUBUQUE AREA CONVENTION & VISITORS BUREAU WHERE IT ALL BELONGS. Minutes Convention & Visitors Bureau Advisory Board Meeting Boardroom at the Dubuque Area Chamber of Commerce Thursday, March 22 at Noon Welcome /Introductions Jesus Aviles In Attendance: Taylor Kellogg, Becca Krapfl, Christie Trilk, Randy Gehl, Jackie Oliver, Nancy Webster, Sue Moran, Jordan DeGree, Ann Cannon, Brian Preston, Joyce White, John Sutter, Ric Jones, Stacy Hubanks, Stacy Farrey, Keith Rahe II. January Minutes Keith Rahe January Minutes reviewed; motion to approve — Randy Gehl; 2nd —John Sutter; minutes approved III. February Financials Keith Rahe February financials reviewed; motion to approve — Nancy Webster; 2nd — Ric Jones; financials approved IV. Committee Updates A. Sales Jackie Oliver Preview of the Year's Conventions 1. Keith and Sue Moran of the Grand River Center made a pitch to the Iowa League of Cities to host their 2016 meeting in Dubuque. We will hear if we were accepted as the community the week of March 26. 2. The Iowa Credit Union League has selected Dubuque to return to for their September 2014 conference. This was a bid submitted by the Grand River Center and various properties in the community 3. The CVB and Dubuque Main Street have submitted a letter of interest to host the Revitalize Iowa Conference. This is a new conference that will be combining the Iowa Downtown Summit and the Iowa Preservation Conference. We find out on March 29 if we have been selected to submit official proposals. 4. We have submitted a proposal to host the DeStroyer Military Reunion in 2013. This would bring around 100 people for four days to Dubuque. We find out in May if we received this bid. 5. This weekend the CVB and Stephanie Reuter from the Best Western Plus are heading to Council Bluffs to talk to the Iowa Women's Bowling Association about bringing their event to Dubuque in February — May of 2014. We did not get this bid for 2013, but have been told that Dubuque has an excellent shot for 2014. Shows & Events I Promoting Dubuque - Lori is currently at Heritage Clubs in Rogers, Arkansas Promoting Dubuque. She will return on Sunday. There are about 60 bank club planners in attendance at the event this year. - Iowa Society of Association Executives will be hosting their annual Meeting in April which the CVB is sponsoring. - The next FAM Tour is May 5 -6 and we already have three planners signed up. We continue to do monthly postcard mailings and E.Blasts to a variety of markets throughout the Midwest to recruit new planners. We are also working with HelmsBriscoe, a third party planning company, to put together a specific FAM tour for just their associates. FAM TOURS Hosted two meeting planners March 10 -11. Will have Lori submit an overview of the FAM to you before she leaves for Heritage Clubs, should get the week of March 12. Group Tour Phone Sales Blitz Instead of doing a FAM tour specifically for Group Tour Planners, who often are just taking advantage of the FREE stay, we are planning to do a phone sales blitz in May /June to the planners in the CVB database and plan to involve anyone in the travel industry who is interested. More information to come on this program. B. Hospitality Committee Occupancy This month all but 2 hotels reported occupancy. Stacy Hubanks Comparison of each Month city wide of this year to last year: 2012 2011 Overall City Occupancy 49.2% 46.3% Full Service 54.8% 52.9% Select Service 43.5% 40.0% Bed & Breakfasts 18.5% 23.7% Visitor Guides Requests came in from 28 states and 1 from Canada. Total Requests 214 Top 5 How the requests came in: Iowa 54 25.2% EITA 29 13.6% Wisconsin 50 23.4% Online 138 64.5% Illinois 40 18.7% Phone Calls 40 18.7% Minnesota 16 7.5% Mail 7 3.3% Nebraska 6 2.8% Total Visitor Guides Mailed To -Date / 369 (as of 2.29.12) Total Visitor Guides Distributed To -Date 1 20,880 (as of 2.29.12) Welcome Center Survey We are continuing to conduct the Survey in the Welcome Center C. Marketing and PR Taylor Kellogg Newspaper Drop Cedar Rapids Gazette, Iowa City Press Citizen, Waterloo Courier, Madison Wisconsin State Journal, Rockford Register Star - 250,000 Distributed - Featured Dubuque as an event destination for Spring /Summer 2012 - America's River Festival, What Women Want Dubuque Style, Duathlon, Mantastic Guyathlon Community Events: Julien International Film Festival Dubuque, Boat Festival, Art Market, Dubuque...and all that jazz!, Taste of Dubuque, Irish Hooley, Dubuque Dragon Boat Festival, Voices From the Warehouse District Advertising Iowa Travel Guide - Full Page / Four Color / Glossy - Feature photo of America's River Festival - Field of Dreams also featured Northwest Quarterly Northwest Chicagoland Winter -Full Page / Four Color / Glossy - 176,000+ copies distribution - Includes one page editorial Readers Digest - 1/6 page ad - Formatted, supplied photo and write up - Circulation of 1,650,000 The Iowan — Travel Iowa Co -op - Circulation of 18,000 -Six Issues Per Year -Leads Midwest Living — Travel Iowa Co -op -1/6 page ad - Circulation of 950,000 AAA Living — Travel Iowa Co -op - March /April, May /June - 1/6 page ad - Circulation of 168,407 Group Tour Media - 1/4 page ad - Circulation of 15,309 Midwest Meetings — Travel Iowa Co -op - Spring /Summber 2012 - Circulation of 30,000 - Quarterly - Distributed to members of meeting planner associations Bus Tours Magazine / March 2012 -Co -op with Dubuque Bus Tour friendly properties - Circulation of 8,284 - Distributed to Bus Tour planners across US - Includes editorial on Dubuque Chicago Parent Going Places / Spring 2012 - Page ad - Circulation of 87,500 - Distributed to 6 counties in the Chicago area - Special Travel Edition Northeastern Group Tour Magazine / Spring 2012 - Circulation of 17,954 - Distributed to group tour planners ISAE Membership Directory - 2 Full page ads Group Travel Leader — Travel Iowa Co -op - Coming April 2012 - Circulation of 25,000 -Group travel leaders across the Midwest -Email Leads Southern Minnesota — Travel Iowa Co -op - Coming April 2012 - Circulation of 10,000 Cubs Yearbook Program - Coming Spring /Summer 2012 - 725,000 printed pieces D. Sports /Events Keith Rahe What Women Want, Dubuque Style This will be held Saturday, April 28 at the Grand River Center. So far, there has been a great response. We are working with the Mystique to coordinate the Hunks Show for the same weekend. America's River Festival This will be held June 8 -10 with the title sponsors being KWWL, Mystique, American Trust and TH. Friday night's line up include The Marshall Tucker Band and Justin Moore. Saturday night will have Starship Starring Mickey Thomas opening for REO Speedwagon. Duathlon The Duathlon will be held on Saturday, July 14. It is the 3`d annual and anticipate 145 participants. Mantastic Guyathlon This will be held August 3 -5, 2012. A competition for teams of two to compete in golf, bowling, bean bags and a softball homerun derby. We already have registrants. Torque Fest 2012 This is held in Maquoketa but next year they are looking to bring it to the Dubuque County Fairgrounds the weekend of May 4 -5, 2013. DockDoqs World Championship We have signed them to be held here at the Five Flags Center for 2012, 2013 and 2014. It is the weekend of November 3 and should bring in 400 -500 people from the U.S., Canada and overseas. Julien Dubuque International Film Festival This will be held April 19 -22. Working to promote the arts and get as much exposure for them as possible. Sports Commission The money did get approved. V. CVB Staff Update Keith Rahe Introduced Tyler Daugherty as the new Sports and Events Manager and Becca as the Marketing Program Manager. VI. Focus Group Taylor Kellogg /Becca Krapfl Scheduled for May 18 -20. We are planning on the participants arriving on Friday evening and staying through Sunday. We will provide lodging and meal vouchers for them as well as admission to local attractions. VII. Field of Dreams Project Keith Rahe Set to open April 2014. We are asked to send letter of support. They will receive tax break of 5% for $16 million or 10 years. VIII. Other Business None IX. Adjournment Motion: Nancy Webster, 2nd: John Sutter Income City Hotel /Motel Tax County Gift Shop Income Co -op Programs Bureau Services Grant Revenue Sports Marketing Total Income Expense Salaries and Benefits Administrative Support Program Support Grant Expenditures Awareness Development Individual Marketing Group Marketing Convention Marketing Total Expense Net Income Dubuque Area Chamber of Commerce - Convention and Visitor's Bureau Profit & Loss Budget Performance June 11 - May 12 Jun - Ma.. 12 858,109.08 24,999.96 36,205.21 28,260.00 3,689.63 17,900.00 59,111.50 1,028,275.38 353,883.72 64,552.85 83,250.44 0.00 71,307.14 236,680.98 21,058.94 173,154.52 1,003,888.59 24,386.79 YTD Budget Budget Variance 858,109.15 (0.07) 25,000.00 (0.04) 36,000.00 205.21 60,000.00 (31,740.00) 25,000.00 (21,310.37) 15,000.00 2,900.00 50,000.00 9,111.50 1,069,109.15 (40,833.77) 392,254.00 71, 000.00 80,000.00 0.00 81,000.00 277,855.15 26,500.00 140,500.00 1,069,109.15 38,370.28 6,447.15 (3,250.44) 0.00 9,692.86 41,174.17 5,441.06 (32,654.52) 65,220.56 Annual Bud.e 858,109.15 25,000.00 36,000.00 60,000.00 25,000.00 15,000.00 50, 000.00 1,069,109.15 392,254.00 71,000.00 80,000.00 0.00 81,000.00 277, 855.15 26,500.00 140,500.00 1,069,109.15 0.00 24,386.79 0.00 Page 1 of 1 Monday, June 25, 2012 11:10 a.m. 11:20 a.m. 11:30 a.m. convention reinvented. June 25 — 26, 2012 FAM Tour 1 Dubuque, IA Pick up Trinisa Williams Ruiz / Guest & Diane & Alan Frohlichstein at Hotel Julien Dubuque Will pick up at front doors located on Main Street Pick up Deborah Smith, Shirley Bivens, Shelah Carpenter, Dottie Fielder & Bud Glick at Best Western Plus Will meet you inside of front door for tour of facility Best Western Plus Dubuque Hotel & Conference Center Tour with Stephanie Reuter, Director of Sales www.dbghotel.com 12:30 p.m. Lunch at Star Restaurant & Ultra Lounge www.dbqstar.com 1:40 p.m. 2:50 p.m. 4:00 p.m. National Mississippi River Museum & Aquarium Tour with Nate Breitsprecker, Sales & Marketing Manager www.rivermuseum.com Holiday Inn Dubuque / Galena Tour with Jackie Oliver, Director of Sales www.holidayinn.com /dubuqueia Hilton Garden Inn Tour with Rick Kruser, Director of Sales www.hiltongardeninndubuque.com 4:45 p.m. Downtown Dubuque tour 1 Cable Car Square www.dbq.com /fenplco 5:30 p.m. Return to hotel for downtime / prepare for dinner *Dress for dinner will be casual to business attire 6:30 p.m. Pick up guests at hotels 6:45 p.m. Dinner at Woodfire Grille www .diamondjo.com /woofiregrille3 8:30 p.m. Return guests to hotels for evening Tuesday, June 26, 2012 Breakfast on own at hotel (hotels should provide vouchers for breakfast) *Guests, please make sure to check out of hotel before leaving this morning as we will not return to hotel until the afternoon, unless arrangements have been made with your property. 9:00 a.m. 10:00 a.m. 11:00 a.m. Hotel Julien Dubuque Tour with Mark Czeshinski, Director of Sales & Marketing www.hoteliuliendubuoue.com Five Flags Center Tour with Joyce White, General Manager www.fiveflagscenter.com Grand River Center 1 Grand Harbor Resort Tour with Sue Moran, Director of Sales & Marketing www.grandrivercenter.com 1 www.grandharborresort.com Noon Lunch at Tony Romas 1:30 p.m. Return guests to hotels If you have any questions or need any information on the day of the tour, please contact Julie Kronlage at 563.599.1143. Transportation in Dubuque will be provided on an air conditioned trolley. DUBUQUE AREA CONVENTION & VISITORS BUREAU WHERE IT ALL BELONGS. Thank you for taking the time to visit Dubuque on our recent FAM tour. We hope you enjoyed your stay and visit as much as we enjoyed learning about you and your organization. We would appreciate any feedbackyou have regarding the FAM, your experience and even suggestions on what you would have added or taken away from your visit. How was your overall visit and experience in Dubuque? Excellent • Poor 4 3 2 1 What were some of the highlights of your visit? el " c l t•+C5 K GG�e� r �7 d,1fi • t C� ( 457' g./1;2 -. lS6�c t (AJ04_ ?M-eNvi C5). e2- What, if anything, would you have changed or added to your visit? Li 1C-2 of-bJct. ' Tr e .,0. `1•418 ? 1-00 1-00tict 1cu.--e,„ tA F rCe, -u c i V ^ e Sb 1 vials -,t How accommodating was your hotel? Any comments to share? Excellent Poor 4 3 2 1 Is there anything the Dubuque Convention & Visitors Bureau could have done differently to make your visit more accommodating? Will you plan to do events in Dubuque in the future? Yes r No___ Did you explore Dubuque on your own before or after the FAM? If so, what o you take in? U)-3Z'' 4 1,LQ. (Ajc‘ i teed OtA0 vj (-11"-e_ 1 0},,i v‘.. 911) t.,) ,,,, -a2. Any additional comments you would like to add? aA— , �'''`cd ,611 Your Name U\ V f i -6t,t t cA, S' cot fe.o(A. Company /Association Name (Q2 +vYA l v'Vo nexO i ��►11 � �-f' SCW\A- L Thank you again for taking the time to visit us. We look forward to seeing you back in the community in the future! Julie Kronlage DUBUCZUE AREA CONVENTION & VISITORS BUREAU WHERE IT ALL BELONGS. Thank you for taking the time to visit Dubuque on our recent FAM tour. We hope you enjoyed your stay and visit as much as we enjoyed learning about you and your organization. We would appreciate any feedback you have regarding the FAM, your experience and even suggestions on what you would have added or taken away from your visit. How was your overall visit and experience in Dubuque? Exce l le rjt-‘ i 5 4 3 2 1 Poor What were some of the highlights of your visit? 0,44 Ph 4' 1/1f14S - A /oIf ,"e 6;J'te e'e ',Ark-7A 4J -01 -47 e <ft, /' 1 4,Lf ue) five er-40 I* °.r• " � :�. Avc2 -rem Ar 5- J.S i Fig I. JT gg loo Wha , if anything, would you have changed or added to your visit? C- S' Ore ati4 How accommodating was your hotel? Any comments to share? 4A4 bc`14-if eiY Excellen Poor 4 3 2 1 Is there anything the Dubuque Convention & Visitors Bureau could have done differently to make your visit more accommodating? CG,vt 11- 4-41/k- y ,,,y Will you plan to do events in Dubuque in the future? Yes No • • /c18/ Did you explore Dubuque on your own before or after the FAM? If so, what do you take in? VOA ai1/4p Any additional comments you would like to add? (/ 40 r yi, Your Name -.1i 4 Lick -- ,6,,,,t-, e hed4f e Company/ Association Name , 4 ! T Pew'/{.' is !%!ce'S CE t. /d ( s OVA/ ('eaf4l Thank you again for taking the time to visit us. We look forward to seeing you back in the community in the future! .Julie Kronlage convention reinvented. Iowa Grocery Industry Association Convention "Dubuque has done a really great job and everything went really well here" "Kids convention turned out well with Tots of things to see and do that were new and exciting for the kids" "The opening night bbq went off very well in the Alliant Energy Amphitheater. What a great setting." - First time left Okoboji in 30 plus years - Just over 300 attendees - Hotel rooms utilized at the Grand Harbor, Hotel Julien Dubuque, Holiday Inn Dubuque Galena - Economic Impact of just over $300,000 - CEO's, COD's and Presidents of large companies like HyVee, Blue Bunny, Fareway in attendance - Representatives from Iowa, Minnesota, Missouri, Kansas, Illinois, Wisconsin in attendance - Contract to return in 2013 will be signed in August Occupancy June Occupancy Overall City Occupancy^ Full Service Select Service Bed & Breakfasts 2012 75.2% 78.7% 71.6 %* 31.2% Year to Date Occupancy 2012 2011 2010 Full Service 60.5% 59.0% 56.1% Select Service 50.4% 50.7% 50.9% Bed & Breakfast 19.9% 25.33% n/a Overall City^ 55.5% 54.9% 53.5% *missing information from 4 hotels ^includes Full Service and Select Service -New property added this year Visitor Guides 2011 71.5% 73.4% 69.5% 29.4% July 19, 2012 CVB Advisory Board Meeting Hospitality 2010 71.0% 76.6% 65.3% n/a 2009 2008 2007 2006 2005 2004 2003 62.3% 59.5% 61.2% 57.8% 58.0% 54.5% 50.2% 45.6 %^' 45.5% 48.6% 53.2 %' 53.0% 46.0% 46.7% n/a n/a n/a n/a n/a n/a n/a 54.0% 52.5% 54.9% 55.5% 55.5% 50.3% 48.5% Total requests in June 1 881 Requests came from 38 different states and 1 from Puerto Rico Top State Requests Iowa Illinois Wisconsin Minnesota Missouri Nebraska Michigan S. Dakota Kansas Indiana 232 26.3% 158 14.4% 111 10.1% 62 5.7% 60 5.5% 34 3.1% 29 2.6% 28 2.6% 22 2.0% 20 1.8% How Requests Came In Total visitor guides mailed as of June 30, 2012 1 5,635 Total visitor guides distributed as of June 30, 2012 1 64,350 Magazine Leads Reunions Online State Co -Op Phone Calls EITA Mail 390 44.3% 159 18.0% 143 16.2% 126 14.3% 37 4.2% 15 1.7% 1 0.1% Visitor Guides Mailed Comparison 2012 2011 2010^ January 155 123 115 February 214 121 146 March 1357 298 621 April 1931 1832 2441 May 1097 3697 2468 June 881 1245 1469 July 489* 527 516 Year to date 6,124 7,843 7,776 *as ofJuly 17th ARAGBRAI came through Dubuque this year