Okaloosa County Tourist Development Council — April 25, 2013 (meeting #1135) — reading text

Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 1645) DOC ID: 1645 012213 Updated: 4/24/2013 10:58 AM by Aida Wilkinson Page 1 Packet Pg. 101  4.D.1.a Okaloosa County Tourist Development Council 1540 Miracle Strip Parkway Ft. Walton Beach, FL 32548 Marketing Committee Meeting http://www.Emeraldcoastfl.com ~ Minutes ~ Admin Wednesday, January 22, 2013 2:00 PM Emerald Coast Convention Center Welcome & Pledge of Allegiance (Kathy Houchins – Chairperson) Ms. Houchins brought the meeting to order at 2:00 p.m. with the Pledge of Allegiance. She asked everyone in attendance at the meeting to silence their cell phones so as not to disrupt the meeting. Attendee Name Title Status Arrived Attachment: 012213 Marketing Committee Minutes (1645 : 012213) Kathy Houchins Chairman Present Jeanne Dailey Present Joe Guidry Present Dan Martin Present Kendra Moore-Nixon Present Frank Sandro Present Chris Sehman Present Susan Shaw Present Dave Smith Present Mike Stenson Absent Kristina Trujillo Present I. Workshop – Peter A. Mayer Advertising Presentation - TDC March 1-September 30 Marketing Plan II. Adjourn Meeting was adjourned. APPROVED: APPROVED: By:____________________________ By:________________________________ Name:_________________________ Name: Daniel O’Byrne________________ Title:__________________________ Title: Director, Tourist Development Dept. Date:__________________________ Date:______________________________ Packet Pg. 102  4.E.1 Tourist Development Council Meeting: 04/25/13 01:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Approval Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 1646) DOC ID: 1646 011613 Updated: 4/24/2013 11:00 AM by Aida Wilkinson Page 1 Packet Pg. 103  4.E.1.a Okaloosa County Tourist Development Council 1540 Miracle Strip Parkway Ft. Walton Beach, FL 32548 Marketing Committee Meeting http://www.Emeraldcoastfl.com ~ Minutes ~ Admin Wednesday, January 16, 2013 1:00 PM Emerald Coast Convention Center Welcome & Pledge of Allegiance (Kathy Houchins – Chairperson) Ms. Houchins brought the meeting to order at 1:00 p.m. with the Pledge of Allegiance. She asked everyone in attendance at the meeting to silence their cell phones so as not to disrupt the meeting. Attendee Name Title Status Arrived Attachment: 011613 Marketing Committee Minutes (1646 : 011613) Kathy Houchins Chairman Present Jeanne Dailey Present Joe Guidry Present Dan Martin Present Kendra Moore-Nixon Present Frank Sandro Present Chris Sehman Present Susan Shaw Present Dave Smith Present Mike Stenson Absent Kristina Trujillo Absent I. Welcome and Introduction – Daniel O’Byrne II. Approval of TDC Marketing Committee Meeting Minutes Summary . October 10, 2012 Marketing Committee Meeting Minutes Summary . October 31, 2012 Marketing Committee Meeting Minutes Summary MOTION: (Jeanne Dailey/Dan Martin 2nd) to approve the October 10 and 31, 2012 Marketing Committee Meeting Minutes Summary. Motion approved unanimously. III. Update on Auditor General Report & Corresponding Section of TDC Operations & Procedures Manual – Daniel O’Byrne Mr. O’Byrne indicated the County prepared a detailed response to the 25 Auditor General findings which will begin an 18-month to-do list for County operations. The Auditor General will publish their finds and return for a follow-up audit in 18 months. He stated the TDC wanted the Marketing Committee to return to the strategic marketing process. (No Motions or Actions taken) Okaloosa County Tourist Development Department Page 1 Packet Pg. 104  4.E.1.a Marketing Meeting Minutes January 16, 2013 IV. Consideration of Special Event Grant Funding Requests – Daniel O’Byrne . Destin Bayou Bay & Back 5K Run/walk, 10K and Half Marathon, January 13. Mr. O’Byrne stated the county does not write checks for good and services in advance. If a special event application includes room nights, the TDC can be petitioned for advance funding. Sponsorship applications must benefit room nights and go directly from the TDC to the BCC for approval. Destin Chamber President, Shane Moody, stated the run is now USTA certified, with Shoreline Church sponsoring. Advertising will include 2 months of ads in Runners World, requesting national advertising sponsorship from the TDC. Mr. Moody was asked to submit a Sponsorship Application for the event in lieu of the current Special Event application. . Musical Echoes Flute Festival, April 19-1. Attachment: 011613 Marketing Committee Minutes (1646 : 011613) Organizer David Baxter stated it is the largest North American flute festival in the U.S. with 15,000 attendees and over 5,000 tourists. They add the TDC logo to all advertising, including ads with the Seminole in South Florida. It is a non-alcohol, family event and everything is recycled. They will use Facebook and other online advertising. Kendra asked David to name lodging properties housing event guests in their after event report in order to prove bed tax revenue. Susan said banners and t-shirts are now allowed expenditures. MOTION: (Kendra Moore-Nixon/Joe Guidy 2nd) to approve Musical Echoes special event request for marketing/advertising expenses to allow for website, billboards, newspaper and magazine ads, web advertising and Facebook ads in the amount of $9,100.00. Motion approved unanimously. . Burning Up the beaches, May 3-5. L.A. Woodall said their funding request was for out of area advertising to reach a drive-in marketing of old muscle car enthusiasts. Their application included $1,800 for Tashik to travel to various car shows. Joe Guidy and Mr. O’Byrne stated this would not be an authorized use of TDC funds. Mr. Woodall said they had 64 registration, 200 cars in the show and $8K in funding for advertising. Dave asked for a post event report to prove tourist bed tax revenue. MOTION: (Joe Guidry/Dan Martin 2nd) to recommend funding of the Burning Up the Beaches special event request for $19,800 in funding. Motion approved unanimously. . Laser Gulf Coast Masters Championship, May 18-19. Fleet captain, Britt Drake, said the laser sailboat is a single-handed boat, and the most popular sailboat on the water. Their participants come from California, Washington, and other locales. This the 1st year of a 3-year commitment to stage this local event. Kendra said to add social media, pay-for-click website ads and booth space at other events for advertising. Britt said they will add national advertising to the list and resubmit their application. Dan added the stub-year marketing budget included $175K for sponsorships and $200K for special event funding. Okaloosa County Tourist Development Department Page 2 Packet Pg. 105