Agenda


NOTICE OF MARCH 25, 2021 SPECIAL MEETING OF MEMBERS AND BOARD OF DIRECTORS
To: Board of Directors and Members PURSUANT to the call of a majority of the Board of Directors named in the Certificate of Formation of the Corporation, NOTICE IS HEREBY GIVEN that the Board of Directors and the Members of The Woodlands Convention and Visitors Bureau, a Texas non-profit corporation (the “Corporation”), will meet at the principal office of the Corporation, at 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on March 25, 2021, at 11:30 a.m., for the purpose of:


1.					Pledge of Allegiance;

2.					Call to order and adoption of Agenda;

3.					Receive, consider and act upon the resignation and appreciation of Visit The Woodlands Board Director, Kevin Viteri;

4.					Public Comment;

5.					Receive, consider and approve Minutes from January 12, 2021 Annual Board Meeting;

6.					Receive, consider and act upon the consideration of a Host Venue Agreement with The Woodlands Marathon Management, L.L.C.;

7.					Receive, consider and act upon a 4-year agreement with Premier Soccer Services for the Copa Rayados Soccer Tournament;

8.					Receive, consider and act upon updates to the 2021 Marketing and Sales Committees;

9.					Receive, consider and act upon a partnership renewal with Market Street to manage the 2021 Visitor Services Program;

10.					Receive, consider and act upon participation in hosting Connect Texas 2023 in The Woodlands;

11.					Receive, consider and accept the Market Feasibility Study for a Proposed Expansion to the Convention Center and recommend sending the report to The Woodlands Township Board of Directors for review and next steps;

12.					Staff Initiative Reports;

13.					Recess to Executive Session to discuss matters relating to real property pursuant to §551.072, Texas Government Code; deliberation of economic development negotiations pursuant to §551.087, Texas Government Code; discuss personnel matters pursuant to §551.074, Texas Government Code; and to consult with the Corporation's attorney pursuant to §551.071, Texas Government Code;

14.					Reconvene in public session;

15.					Receive, consider and act upon Host Venue agreement for Fiat FreakOut;

16.					President’s Report;

17.					Board Announcements;

18.					Agenda items for next meeting;

19.					Adjournment.

Dated at The Woodlands, Texas, the 22nd day of March, 2021.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Special Board Meeting		5.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and approve Minutes from January 12, 2021 Annual Board Meeting;
BACKGROUND:
See attachment "A."
RECOMMENDATION
Approve as presented.

Attachments
Attachment A - January 12, 2021 VTW Board Meeting Minutes


CVB Special Board Meeting		6.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and act upon the consideration of a Host Venue Agreement with The Woodlands Marathon Management, L.L.C.;
BACKGROUND:
The Woodlands Marathon and associated runs and activities took place on Saturday, February 27, 2021 and Saturday, March 6, 2021. Race Director Willie Fowlkes will present the results of the associated activities at The Woodlands Township’s Board of Directors meeting on Wednesday, March 24, 2021. This was the final year of a five (5) Host Venue Agreement between The Woodlands Township and The Woodlands Marathon Management, LLC. As a background, all future Host Venue Agreements move over to Visit The Woodlands for consideration once they expire with The Woodlands Township. Visit The Woodlands Board of Directors will consider the Host Venue Agreement with The Woodlands Marathon Management LLC at an upcoming meeting. Host Venue Background: In the planning process for the 2020 Budget, The Woodlands Township Board of Directors discussed moving Township supported events and festivals over to The Woodlands Convention & Visitors Bureau, which promotes The Woodlands as a destination under the marketing name of Visit The Woodlands. The Woodlands Township receives and reviews over 70 event applications annually requesting various in-kind services, park or venue usage or waived fees. At its February 26, 2020 Township Board of Directors meeting, all seven (7) Directors unanimously voted to send Township sponsored special events/festivals considerations to Visit The Woodlands as the destination marketing organization for The Woodlands Township and allocate associated funding for such events. At the May 20, 2020 Visit The Woodlands Board of Directors meeting, Visit The Woodland President Nick Wolda presented the Tourism Development and Host Venue Application process. This is focused on supporting multi-day events or groups that will draw hotel room nights. A motion to approve the Visit The Woodlands Tourism Development Program and Host Venue application and process passed unanimously. Visit The Woodlands staff members have developed an application process based on this Agreement and presented to the Visit The Woodlands Board of Directors for approval. Visit The Woodlands staff members review all applications and work with Township Parks staff on availability of venues. Criteria include use of hotel/motel tax according to Texas state law, the generation of hotel and sales tax, an event’s potential economic impact, and an event’s uniqueness. Visit The Woodlands’ mission is “To establish The Woodlands, Texas as a beautiful, lively, and welcoming destination recognized regionally, nationally and internationally for first- class business, convention and leisure travel." Specific operations are worked into the Service Agreement between The Woodlands Township and Visit The Woodlands and included in its annual approved budget or from an existing account to be funded by The Woodlands Township.
RECOMMENDATION
Accept report as presented and authorize Visit The Woodlands to begin discussion to create a Host Venue Agreement with The Woodlands Marathon Management, L.L.C and Visit The Woodlands.

Attachments
No file(s) attached.


CVB Special Board Meeting		7.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and act upon a 4-year agreement with Premier Soccer Services for the Copa Rayados Soccer Tournament;
BACKGROUND:
In 2016, The Woodlands Township and Visit The Woodlands successfully enticed the Copa Rayados Internacional Soccer Tournament to relocate from the San Antonio, TX area to The Woodlands. The soccer tournament was contracted to bring in between 160-200 soccer teams over the Thanksgiving week for a 3-year agreement beginning in 2016 through 2018. In 2019, Visit the Woodlands renegotiated a new 3-year contract to cover 2019-2021. As part of the approved contract, Visit The Woodlands Board of Directors approved a rebate program for the Copa Tournament. The Hotel Rebate program provides the tournament organizer, Premier Soccer Services, a 25% rebate of the hotel tax generated in The Woodlands Township by hotel rooms sold for the event. The rebate is based on the actualized hotel occupancy tax generated for The Township; tax is 9% of the room rate. Along with the rebate program, The Woodlands Township offers the organizer complimentary use of Bear Branch Fields, Gosling Sports Complex, and Alden Bridge fields, based on the expected economic impact and hotel occupancy tax of this tournament and based on requirements within the contract. In 2020, Copa utilized 1,264 hotel room nights that actualized within The Woodlands Township. The Woodlands had 9 hotels participate this year. The 2020 tournament consisted of 215 teams with over 10,000 attendees that included players, referees, coaching staff, event staff, parents, family, and friends. Due to the Covid-19 pandemic, many adjustments were made to ensure safety for the attendees. Please reference the official Copa Report attached for more details on these accommodations. With the Covid-19 pandemic spikes the week leading up to the tournament, Copa had 45 teams cancel the tournament with many teams not able to attend due to new travel restrictions from various states. In addition, the International Youth Soccer sanctioning denied US Soccer/ CONCACAF for all youth soccer tournaments in the United States which lead to 10 teams being canceled from Mexico who were planning to attend. However, over the years, Copa has brought in over 4,980 hotel room nights to The Woodlands hotels. Per the new Host Venue Agreement process, Visit The Woodlands will now create an agreement with Premier Soccer Services. Upon approval, staff will work with Township Parks and Recreation department to detail terms. Any associated costs will be included in the 2022 Visit The Woodlands Budget Process.
RECOMMENDATION
To authorize staff to begin negotiations to bring forth a Host Venue Agreement with Premier Soccer Services.

Attachments
No file(s) attached.


CVB Special Board Meeting		8.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and act upon updates to the 2021 Marketing and Sales Committees;
BACKGROUND:
The Visit The Woodlands Marketing and Sales Committees members are brought to this Board for review and approval annually. These committees meet quarterly and provides members updates on strategic initiatives, upcoming participation opportunities, input and suggestions on the travel and tradeshow schedule, and insight on future direction of the committee. These Committees play an integral part in any large initiatives being produced by the Sales and Marketing Departments and offers insight and advice where needed. To further position the Sales and Marketing Directors of Visit The Woodlands as leaders and authorities in their respective fields, it is also recommended that they serve as Chairpersons of their committee. The Visit The Woodlands Board of Directors approved the creation of the Convention Sales Advisory Committee in 2019 to offer additional resources for the Sales team. The Marketing Committee is a longer standing committee.
RECOMMENDATION
To approve the recommended members for the 2021 Sales Advisory & Marketing Committees as presented.

Attachments
2021 Sales Committee
2021 Marketing Committee


CVB Special Board Meeting		9.
Meeting Date:	03/25/2021

SUBJECT MATTER:

Receive, consider and act upon a partnership renewal with Market Street to manage the 2021 Visitor Services Program;

BACKGROUND:

Visitor Services is a key component of Visit The Woodlands' marketing efforts which serves to provide a physical presence and personal connection to visitors, residents and business travelers.

Visit The Woodlands supported transferring the management of the Visitor Services program in 2019 to Market Street and renamed/rebranded as “The Woodlands Visitor Concierge." In partnership with Market Street, the Visitor’s Concierge center is located on the north side of the property and is available to assist with various tasks and welcome visitors to The Woodlands. This complimentary resource offers guests the ultimate in convenience, from shopping assistance, meal reservations, community news, coordinating activities and event information all while projecting an appealing image on behalf of The Woodlands.

Visit The Woodlands allocated $65,500 in 2019 and budgeted the same amount for 2020. Due to the impact of Covid-19 pandemic the kiosk was not opened for certain months of 2020. Staff has worked with Market Street to develop new services and benefits to the program and partnership for 2021 to include marketing and promotional support. This has been a great service that reaches tens of thousands of visitors with the message of The Woodlands as a great place to visit, what's happening in our community, and bringing future stays. Using some of the data provided by Market Street, Visit The Woodlands staff is able to understand where visitors are coming from in their visit.

The cost of the 2021 partnership has been lessened to $30,000 beginning April 1, 2021 through December 31, 2021 and will also reflect the lower budget available by Visit The Woodlands and adjusted services being offered.

RECOMMENDATION

Staff recommends Visit The Woodlands enter into a partnership with Market Street to manage the 2021 Visitor Services Program.

Attachments
No file(s) attached.


CVB Special Board Meeting		10.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and act upon participation in hosting Connect Texas 2023 in The Woodlands;
BACKGROUND:
In 2019 The Visit The Woodlands sales department set aside funds within the approved budget to put more emphasis on welcoming meeting planners and event professionals to come and experience The Woodlands firsthand through FAM trips and site visits. With an emphasis on bringing qualified event professionals to The Woodlands, Visit The Woodlands is looking to bring Connect Texas to The Woodlands for the 2023 Texas event. This two- and half-day trade show brings in 75+qualified meeting professionals who specifically book business in Texas along with 75+ industry vendors. This event was reviewed and approved in 2019 by the Visit The Woodlands Board of Directors to be hosted in The Woodlands in 2021, but due to the effects of Covid-19 this event allocated for The Woodlands is being moved to 2023. Connect is one of the nation’s leading tradeshow opportunities that was specifically created to connect destination and hotel suppliers to qualified event professionals. Connect Marketplace and Connect Texas are shows attended by Visit The Woodlands sales staff on an annual basis in an effort to spread the word about The Woodlands as an ideal meetings destination and to capture new and beneficial business. In order to host Connect Texas, Visit the Woodlands would be responsible for hosting the closing reception at the 2020 event (approximately $15,000) and fully hosting the opening night reception for the 2021 event in The Woodlands (not to exceed 50,000). In addition, Visit The Woodlands must commit to a 3-year sales and marketing commitment. Hosting fees for the closing reception at Connect Texas 2022 (approximately $15,000 to be paid directly to Connect) Please note that these funds will be set aside within the 2022 budget in anticipation of this event Fully hosted opening reception for 2023 (not to exceed $50,000) Please note that these funds can be allocated for in the 2023 budget Authorize Nick Wolda, President of Visit The Woodlands, to sign the contract for Connect 2023 to include a 3-year marketing and sales commitment.
RECOMMENDATION
To approve the participation and contracting of "Connect Texas" to include the hosting fees for the closing reception at "Connect Texas" 2020, to host the opening reception for 2021 and to authorize Nick Wolda, President of Visit The Woodlands, to sign a contract for the aforementioned.

Attachments
No file(s) attached.


CVB Special Board Meeting		11.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and accept the Market Feasibility Study for a Proposed Expansion to the Convention Center and recommend sending the report to The Woodlands Township Board of Directors for review and next steps;
BACKGROUND:
The Woodlands Waterway Hotel & Convention Center opened in 2001 along the scenic banks of The Woodlands Waterway and has since been a strong driver in corporate and convention meetings and leisure travel. In 2013, the Convention Center finished #1 in Marriott in North America for sales. As The Woodlands has continued to expand, the space remains the same as in 2001. The Convention Center has seen several groups outgrew the space and move to other locations. Additionally, new hotels and tens of thousands of square feet of office and retail development have led to more demand for The Woodlands for meetings and tourism. At the November 13, 2019 Board meeting, the Visit The Woodlands Board of Directors approved an RFP to study potential advantages of expanding The Woodlands Township's Convention Center. As detailed in the RFP, on January 13, 2020 a pre-RFP meeting was held at The Woodlands Waterway Marriott Hotel and Convention Center. Staff received eight (8) proposals from groups across the country before the due date on February 28, 2020. Subsequently after this date, Visit The Woodlands, as the entire world, encountered the pandemic of COVID-19 and began to reduce expenses to accommodate for loss of business ahead. In May, the Board of Directors discussed the process but still due to COVID-19 and its impact in the travel industry, the Board did not proceed with a selection. However, the Board instructed staff to reach back out to the top staff selections and have these selections rebid their price. In August 2020, Visit The Woodlands Board of Directors authorized contracting with REVPAR International. President Wolda presented the work plan and provided similar studies conducted by REVPAR International in the United States. REVPAR International is a full service advisory and asset management firm exclusively dedicated to the hospitality industry. The firm was established in 1992, giving it 30 years of successful service to the needs of the hospitality industry at large and its various stakeholders. Since inception, the consultants have undertaken over 4,500 projects throughout the United States, Since inception, the consultants have undertaken over 4,500 projects throughout the United States, Caribbean, Europe, Middle East, and Asia. REVPAR International’s study will have a cost of $38,400, which is the lowest cost proposed. Chairman Rieser advocated in favor of the study and believes the organization needs to plan for the future economic development of The Woodlands. In recent years the Convention Center has lost various meeting groups due to lack of meeting space. REVPAR conducted its research including interviews and surveys during the Fall of 2020 and delivered its final report to staff in March 2021. Two reports are attached to this Executive Summary: • Economic Impact, Valuation, and Determination of Debt Service and Identification of Financing for the Expansion of the Convention Center at The Woodlands Waterway Marriott Hotel and Convention Center • Market Feasibility Study for a Proposed Expansion of the Convention Center at The Woodlands Waterway Marriott Hotel and Convention Center Visit The Woodlands Board of Directors will determine which steps to take next.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
REVPAR Report (Woodlands Waterway Marriott Convention Center Expansion)


CVB Special Board Meeting		15.
Meeting Date:	03/25/2021

SUBJECT MATTER:
Receive, consider and act upon Host Venue agreement for Fiat FreakOut;
BACKGROUND:
FIAT Club America (FCA) is the largest and most active FIAT brand enthusiast group in North America, with local chapters holding yearly events that draw attendees from all over the world. Founded in 1983, this club has a solid history of success, with name recognition by FIAT, and is uniquely qualified to be the umbrella organization for all FIAT fans. The Club meets the needs of new Fiat car owners and of course vintage Fiat brand car enthusiasts. The Club hosts an annual national gathering of Fiat enthusiasts from across the world. The 2022 Annual Fiat FreakOut proposed to be held in The Woodlands, Texas would be the 39th annual event. This national annual event will bring a large majority of attendees to The Woodlands from across the country and the world. The Concorso (event car show) will be open to the local Woodlands public residents to attend, will be promoted and supported by the local Northside Fiat. Alfa Romeo, Maserati automobile dealership. Additionally, the Club plans to offer free seminars for the area Boy Scouts of America (BSA) troops to earn their Automotive Merit Badge toward their BSA troop advancement. The event attendees will also participate in the Sunday morning (first Sunday of the month) Cars & Coffee for a Cause event and will raise money for a designated Montgomery County charity. The event will introduce participants from across the country and the world to The Woodlands. The event will generate up to approximately 500 weekend room nights in hotel lodging revenue, along with almost all food & beverage events that will be held throughout The Woodlands area restaurants. The Woodlands retail destination venues such as Market Street, Hughes Landing, and The Woodlands Waterway, provide significant outing opportunities for Spouse event participation. Target participants will include the national and international FCA members, the majority of whom travel from across the country annually for this event, in addition to FCA chapter members from the D/FW, San Antonio, Austin, and Oklahoma clubs. Additionally, many Houston area Fiat owners will be drawn to The Woodlands for the event participation. These participants will all generate an economic return for the areas retailers, restaurants, bars and hotels. Event planner requests the use of Town Green Park in October 2022. The meeting planner is actively working with staff to secure a host hotel in The Woodlands. Similar events across the country has resulted in 400-600 room nights for past Fiat FreakOut events.
RECOMMENDATION
To approve request and authorize staff to enter into a Host Venue Agreement with Fiat Club of America.

Attachments
No file(s) attached.