Agenda


NOTICE OF JULY 21, 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 July 21, 2021, at 11:30 a.m., for the purpose of:


1.					Pledge of Allegiance;

2.					Call to order and adoption of Agenda;

3.					Public Comment;

4.					Receive, consider and approve Minutes from May 19, 2021 Special Board Meeting;

5.					Receive, consider and act upon the Financial Report through May 2021;

6.					Receive, consider and act upon the 2022 Budget;

7.					Receive, consider and act upon Cvent Supplier Partnership renewal to include two-year agreement;

8.					Staff Initiative Reports;

9.					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;

10.					Reconvene in Public Session;

11.					President's Report;

12.					Board Announcements;

13.					Agenda items for next meeting;

14.					Adjournment.

Dated at The Woodlands, Texas, the 16th day of July, 2021.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Special Board Meeting		4.
Meeting Date:	07/21/2021

SUBJECT MATTER:
Receive, consider and approve Minutes from May 19, 2021 Special Board Meeting;
BACKGROUND:
See Attachment "A."
RECOMMENDATION
Approve as presented.

Attachments
Attachment A - May 19, 2021 VTW Board Meeting Minutes


CVB Special Board Meeting		5.
Meeting Date:	07/21/2021

SUBJECT MATTER:
Receive, consider and act upon the Financial Report through May 2021;
BACKGROUND:
See attachment "A."
RECOMMENDATION
Accept the Financial Report through May 2021.

Attachments
Attachment A - May 2021 CVB Financial Report


CVB Special Board Meeting		6.
Meeting Date:	07/21/2021

SUBJECT MATTER:
Receive, consider and act upon the 2022 Budget;
BACKGROUND:
Each year, Visit The Woodlands follows The Woodlands Township's directives and timelines regarding the submission of its annual operating budget. Due to the economic impact of COVID-19 pandemic, a special Budget Task Force was created by The Woodlands Township to maximize dollars within all departments including Visit The Woodlands. Visit The Woodlands staff continues to review and adjust its 2021 Operating Budget based on market factors and forecasts as well as Board advisement. For the 2022 Budget process, staff prepared an operating budget to include general expenses as well as all Visit The Woodlands sales, marketing and tourism initiatives. Staff incorporated Board input and forecasts for Q3 and Q4 of 2021 and calendar year 2022 from its April 21, 2021 Board meeting. Visit The Woodlands staff completed all directives and deadlines given by The Woodlands Township for the 2022 Budget Process, which was submitted on May 7, 2021, included in Attachment "B." As travel, rebounds new sales and marketing opportunities will present themselves that could be funded through general reserve. Staff will continue to monitor these proposals and could bring additional expenditures to this Board for special consideration to modify budget allocations. Staff will work with Township's Finance Department and the Budget Task Force to fine tune the departmental budget before the adoption of the 2022 budget in Q3.
RECOMMENDATION
To be determined by Visit The Woodlands Board of Directors.

Attachments
Attachment A - 2021 CVB Adopted Budget Packet
Attachment B - 2022 Department Budget Plan


CVB Special Board Meeting		7.
Meeting Date:	07/21/2021

SUBJECT MATTER:
Receive, consider and act upon Cvent Supplier Partnership renewal to include two-year agreement;
BACKGROUND:
The Cvent Supplier Network allows suppliers to directly connect and establish relationships with more than 74,000+ meeting planners to research destinations and distribute RFP’s. Placing Visit The Woodlands in The Cvent Supplier Network has increased our visibility to be able to be seen on a consistent basis by Cvent’s extensive database of planner users and is a main pathway to receive and distribute RFP’s. Visit The Woodlands entered into a supplier partnership with Cvent in October of 2016 and has seen increasingly positive results. In a given year, Visit The Woodlands receives between 150 to 230 leads annually through the Cvent platform. In addition to the RFP distribution function, Cvent also allows for marketing to planners who are viewing similar destinations during the RFP distribution process along with a complete Microsite promoting the destination to shopping planners. Visit The Woodlands staff has seen great results through the partnership with Cvent and recommends continuing to partner with the Cvent database at the Diamond Plus Package level for 2022 and 2023 which would cost $31,178.77 in 2022 and will be $32,737.07 in 2023, as per the proposed agreement included in Attachment "A.".
RECOMMENDATION
Staff recommends that the Board approve a two-year partnership with Cvent for 2022 and 2023 at the above pricing proposed.

Attachments
Attachment A - 2021-2023 Cvent Agreement