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
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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'
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Wha , if anything, would you have changed or added to your visit? C- S'
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How accommodating was your hotel? Any comments to share?
4A4 bc`14-if
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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
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Company/ Association Name , 4 ! T Pew'/{.' is !%!ce'S CE t. /d
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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