Agenda


NOTICE OF SEPTEMBER 15, 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 September 15, 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 the Minutes from August 20, 2021 Regular Board Meeting;

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

6.					Receive, consider and act upon a Service Agreement between The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, and The Woodlands Township;

7.					Receive, consider and act upon the request to negotiate a contract for Destination Marketing Media Buying & Creative Services;

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 10th day of September, 2021.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Special Board Meeting		4.
Meeting Date:	09/15/2021

SUBJECT MATTER:
Receive, consider and approve the Minutes from August 20, 2021 Regular Board Meeting;
BACKGROUND:
See attachment "A."
RECOMMENDATION
Approve as presented.

Attachments
Attachment A - August 20, 2021 VTW Board Meeting Minutes


CVB Special Board Meeting		5.
Meeting Date:	09/15/2021

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

Attachments
Attachment A - July 2021 CVB Financial Report


CVB Special Board Meeting		6.
Meeting Date:	09/15/2021

SUBJECT MATTER:
Receive, consider and act upon a Service Agreement between The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, and The Woodlands Township;
BACKGROUND:
As designated the official destination marketing organization of The Woodlands Township, Visit the Woodlands provides and oversees the following services to the Township to include, but not necessarily be limited to: Public relations campaigns to increase exposure of The Woodlands; Destination media buying and production, including television, radio, newspaper, web and other media outlets; Printing and production of destination marketing guide; International destination consulting and public relations; Coordination, marketing information and other resources to assist the tourism industry in The Woodlands so as to create, maintain and project an appealing image on behalf of the Township; Promote The Woodlands as a destination to meeting planners, business travelers, tour operators and individual visitors; Promote and advertise The Woodlands hotels, convention and meeting facilities, attractions, entertainment venues, restaurants, retail centers and other businesses and organizations that serve visitors; Assist visitors and tour planners in planning and developing tours of the Township, including suggested itineraries and overnight accommodations; Work with regional partners in promoting The Woodlands as a destination; Develop and support training initiatives for hospitality employees in The Woodlands; Promote and advertise the transportation services available within and to The Woodlands; and Venue Host services; Annually, The Woodlands Township and The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, enter into a Service Agreement, included in attachment "A." The Agreement outlines the services to be provided by each party and defines the Township’s funding requirements for the budget year. Visit The Woodlands Board of Directors will start the process of discussion, review and final document to be sent to The Woodlands Township Board of Directors.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
Attachment A - 2022 Service Agreement - Visit The Woodlands and The Woodlands Township


CVB Special Board Meeting		7.
Meeting Date:	09/15/2021

SUBJECT MATTER:
Receive, consider and act upon the request to negotiate a contract for Destination Marketing Media Buying & Creative Services;
BACKGROUND:
The Woodlands Convention & Visitors Bureau (TWCVB, dba Visit The Woodlands) is the official destination marketing organization responsible for promoting The Woodlands to drive demand for both hotel and retail tax collections. Our mission is the establish The Woodlands, Texas as a beautiful, lively and welcoming destination recognized regionally, nationally and internationally for first-class business, convention and leisure travel. Visit The Woodlands is a 501 (c) (6) organization, funded by The Woodlands Township Hotel Occupancy Tax and managed by a Board of Directors whom oversee the mission, vision and budget of Visit The Woodlands. In 2018, TWCVB worked with its previous Agency of Record to develop a brand story and identity for The Woodlands, which remains the driving force behind all marketing efforts for the organization. A new advertising campaign to reflect this branding was rolled out in 2018 with a new website following in 2020. As The Woodlands began to see the impact of COVID-19 on the tourism industry in 2020, Visit The Woodlands reduced advertising expenditures and moved media buying and creative services in-house. While COVID-19 continues to be a consideration when planning and budgeting for the future, Visit The Woodlands is ready to take steps towards returning The Woodlands tourism industry to pre-pandemic levels. With these things in mind, TWCVB issued an RFP for Destination Marketing Media Buying & Creative Services. The chosen vendor will join forces with Visit The Woodlands and usher The Woodlands into the future as we navigate the “new normal” facing the travel and tourism industry. This will involve dynamic and effective advertising, strategic partnerships, insightful analytics, creative thinking, and an emphasis on cost mindfulness. The chosen vendor will work in conjunction with TWCVB marketing team to handle media buying and management as well as creative production for Visit The Woodlands advertising efforts. Costs associated to this vendor were accounted for in the 2022 budget process approved by this Board and adopted by The Woodlands Township Board.
RECOMMENDATION
Staff recommends for the Board Chairman and TWCVB President to negotiate a contract for Destination Marketing Media Buying & Creative Services not to excced the approved budget allocation set in the 2022 budget.

Attachments
No file(s) attached.