Agenda


NOTICE OF MARCH 8, 2023 REGULAR 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 8, 2023, at 8:30 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 act upon a proclamation recognizing the impact of the Lunar Planetary Science Conference in The Woodlands Township;

5.					Receive, consider and act upon a proclamation in support of Global Meetings Industry Day on March 30, 2023;

6.					Consider and approve Minutes from the January 18, 2023 Regular Board Meeting;

7.					Consider and approve Financial Report through December 2022;

8.					Receive, consider and act upon amending the Service Agreement between The Woodlands Township and The Woodlands Convention & Visitors Bureau doing business as “Visit The Woodlands” to address sponsorships by Visit The Woodlands that include requests to utilize Township facilities (C-2022-0484A);

9.					Receive, consider and act upon strategic partnership with The Woodlands Arts Council in regards to The Woodlands Waterway Arts Festival;

10.					Receive, consider, and act upon a strategic partnership with IMG in regards to the Ladies Professional Golf Association (LPGA) chevron championship;

11.					Receive, consider, and act upon Visit The Woodlands participation in IPW 2023 in San Antonio, Texas;

12.					Receive, consider, and act upon an update from Madden Media, Agency of Record for Visit The Woodlands;

13.					Staff Initiative Reports;

14.					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;

15.					Reconvene in public session;

16.					President’s Report;

17.					Board Announcements;

18.					Agenda items for next meeting;

19.					Adjournment.

Dated at The Woodlands, Texas, the 8th day of March, 2023.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider, and act upon a proclamation recognizing the impact of the Lunar Planetary Science Conference in The Woodlands Township;
BACKGROUND:
The Lunar and Planetary Science Conference (LPSC), jointly organized by the Lunar and Planetary Institute (LPI) and NASA Johnson Space Center (JSC), bring together international specialists in petrology, geochemistry, geophysics, geology, and astronomy from around the world to present the latest results of research in planetary science. LPSC is the premier planetary science conference in the world. Since its beginning in 1970, when it was the called the Apollo 11 Lunar Science Conference, the meeting has been a significant focal point for planetary science research. Nearly 1,800 planetary scientists and students representing 40 countries attend the conference each year. With the growth of the conference over the years, LPSC remains a community-focused conference fostering a collegial environment in which the discussion of relevant scientific and technological issues aims to advance understanding of the solar system and promote scientific discovery. Visit The Woodlands would like to offer our sincere gratitude for continually choosing The Woodlands as the host destination for this cutting edge conference.
RECOMMENDATION
Present the proclamation recognizing the Lunar Planetary Science Conference and Planetary Institute.

Attachments
2023 Lunar Proclamation


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider and act upon a proclamation in support of Global Meetings Industry Day on March 30, 2023;
BACKGROUND:
The Woodlands Township celebrates professional meetings and events that take place in our destination and the contributions they make to our local economy and community. In 2022, meetings generated more than $100 billion in travel spending nationally in the United States and directly supported over 600,000 American jobs. In The Woodlands, meetings are essential in stimulating the region’s economy and bringing in new visitors who stay in The Township’s 14 hotels, dine in local restaurants and shop in local stores that in turn bring new revenue to The Woodlands. In The Woodlands in 2022, over 2,050 professional meetings and events took place that represented over 113,000 hotel rooms utilized and over $21.6 in total room revenue for local hotels. Business and convention travel is back, and convention center bookings for 2023 are pacing 13% over 2022. Meetings Matter in The Woodlands.
RECOMMENDATION
Present the proclamation in support of Global Meetings Industry Day.

Attachments
2023 GMID Proclamation


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Consider and approve Minutes from the January 18, 2023 Regular Board Meeting;
BACKGROUND:

RECOMMENDATION

Attachments
DRAFT January Minutes


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Consider and approve Financial Report through December 2022;
BACKGROUND:

RECOMMENDATION

Attachments
December 2022 Financials


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider and act upon amending the Service Agreement between The Woodlands Township and The Woodlands Convention & Visitors Bureau doing business as “Visit The Woodlands” to address sponsorships by Visit The Woodlands that include requests to utilize Township facilities (C-2022-0484A);
BACKGROUND:
The Woodlands Convention and Visitors Bureau, doing business as Visit The Woodlands, enters into an annual Service Agreement with The Woodlands Township as the official Destination Management and Marketing Organization for The Woodlands Township. The Agreement outlines the services to be provided by each party and defines the Township’s funding requirements. The 2023 Service Agreement is attached for reference. The Woodlands Township Board of Directors has designated Visit The Woodlands to evaluate sponsorships that are presented from third party organizations. In those instances, when a request is received by Visit The Woodlands for support of an event that includes a request for use of Township facilities and related services owned and/or operated by the Township, an amendment to the Service Agreement is required that provides Visit The Woodlands the opportunity to consider long-term venue agreements and to pay for the associated costs. Please refer to the attached First Amendment for complete language regarding this process. The Woodlands Township Board of Directors approved this Amendment on February 22, 2023.
RECOMMENDATION
Approve the First Amendment To Service Agreement between Visit The Woodlands and The Woodlands Township and authorize the President to execute the Amendment as approved to final form by legal counsel.

Attachments
2023 Service Agreement - The Woodlands Township and The Woodlands CVB
First Ammendment


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider and act upon strategic partnership with The Woodlands Arts Council in regards to The Woodlands Waterway Arts Festival;
BACKGROUND:
In 2006, Visit The Woodlands was a founding member of The Woodlands Waterway Arts Festival. This event has been produced every year since. During the pandemic in 2020, it was held virtually. The Woodlands Waterway Arts Festival is recognized as the #6 fine arts festival in the nation based on artist sales (source: The Art Fair Source Book). Now in its 18th year, The Woodlands Waterway Arts Festival is expected to draw 20,000 visitors. The Festival has achieved national stature among artists with hundreds of artists each year seeking an invitation to display their work through a juried process. Generally, only about 200 artists are selected. The Woodlands Waterway Arts Festival is a multi-day event that makes an important contribution to the social, cultural and quality of life of the community and will be the featured activity for Visit The Woodlands Spring press and media coverage. In prior years, The Woodlands Waterway Arts Festival had a Host Venue Agreement with The Woodlands Township for use of The Woodlands Waterway, Town Green Park, Town Center Parking Garage, and Waterway Square. The five (5) year Host Venue Agreement with The Woodlands Arts Council and The Woodlands Township expires this year, 2023. The Woodlands Township Board of Directors voted in 2018 to discontinue Host Venue Agreements once they expired and turned to Visit The Woodlands to consider future requests. The Woodlands Township Board of Directors has designated Visit The Woodlands to evaluate sponsorships that are presented from third party organizations. In these instances, when a request is received, Visit The Woodlands will consider the economic benefit of hotel utilization, hotel and sales tax collection, and overall economic development generated by the event/festival. Visit The Woodlands will consider requests for support of an event/festival that includes a request for use of Township facilities and related services owned and/or operated by the Township and if agreed upon, will pay for the associated costs. The Woodlands Arts Council has requested the following dates over a five (5) year period of time to utilize The Woodlands Waterway and Township facilities for the production of The Woodlands Waterway Arts Festival: April 12-14, 2024 April 11-13, 2025 April 10-12, 2026 April 9-11, 2027 April 7-9, 2028 The Woodlands Arts Council has submitted an Overview and Economic Impact of The Woodlands Waterway Arts Festival for consideration of this request.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
2022 WWAF Recap
DRAFT Sponsorship Agreement WWAF


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider, and act upon a strategic partnership with IMG in regards to the Ladies Professional Golf Association (LPGA) chevron championship;
BACKGROUND:
Visit The Woodlands and The Woodlands Township were pleased to announce in September 2022 that The Woodlands would be the site of a majors golf tournament with the Ladies Professional Golf Association (LPGA) beginning in April 2023. Chevron, the LPGA and IMG have announced the chevron championship (by design, the official name is all lowercase letters) will be played at the Jack Nicklaus Signature Course at The Club at Carlton Woods in The Woodlands, Texas starting April 20-23, 2023. This is an invitation only of the best golfers in the world and the first Majors event on the LPGA tour. The Woodlands has garnered local, state, national and international attention over its history and is currently ranked by Niche.com as the “#1 Best Place to Live in the United States” two years in a row. The Woodlands is home to The Cynthia Woods Mitchell Pavilion, one of the Top 5 outdoor concert facilities in the world, millions of square feet of shopping, dining and hospitality, and features marquee events such as the PGA Insperity Invitational Golf Tournament, the Memorial Hermann IRONMAN Texas, and The Woodlands Waterway Arts Festival. The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, is a 501 (c) (6) organization and is the official Destination Management & Marketing Organization for The Woodlands Township. The organization supports and invests in hospitality businesses, provides complimentary services to meeting planners, engages potential visitors across digital and social channels. Staff has been working with IMG, producers of the event, to maximize the visibility and promotion of The Woodlands through this prestigious tournament. Staff has been negotiating several aspects include television air-time, signage on the course, activations, authorizing the use of the LPGA and the chevron championship names, as well as working with Township staff on the placements and approval of light pole banners and transportation services in and out of The Club at Carlton Woods. Staff believes an on-site presence and marketing promotion are key to promoting The Woodlands. With 50,000 expected in attendance over the week and a world-wide television audience, staff is recommending a partnership with IMG not to exceed $45,000.
RECOMMENDATION
Authorize Visit The Woodlands to negotiate a sponsorship package with IMG to receive marketing and promotion with the chevron championship and authorize the President to sign such an Agreement after approval of legal counsel.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider, and act upon Visit The Woodlands participation in IPW 2023 in San Antonio, Texas;
BACKGROUND:
U.S. Travel Association’s IPW is the leading international inbound travel trade show, with past IPWs driving $5.5 billion in future travel to the United States, and securing America’s position as a foremost global travel destination. Held in a different U.S. city each year, IPW will Bring the World to America® in San Antonio, May 20-24, 2023 and will continue to rebuild the global travel industry, providing a cost-effective, in-person platform to conduct business and renew relationships around the world. Whot attends? At IPW, travel buyers (including international tour operators, wholesalers and receptive operators) meet face-to-face with sellers of U.S. travel product (representing accommodations, destinations, attractions, retail, transportation companies and more). Here, they conduct travel business that would otherwise be generated only through an exhaustive number of around-the-world trips. IPW Generates Big Economic Awards: Compelling analysis on the value and economic impact of IPW shows that the annual event delivers significant dividends for the United States and the host city. The study, conducted by Rockport Analytics, reveals that business conducted at IPW will generate $5.5 billion in future travel to the U.S., bringing more than 11 million international visitors – a powerful effect that rivals that of other high-impact national events like the Super Bowl. The Woodlands Convention & Visitors Bureau (TWCVB, dba Visit The Woodlands) is the official destination marketing & management organization responsible for promoting The Woodlands to drive demand for both hotel and retail tax collections. The 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. To satisfy this mission, Visit The Woodlands will have a double booth in the Texas aisle and will conduct over 100 media, trade and travel planner appointments over the week tradeshow. IPW is a budgeted signature tradeshow for Visit The Woodlands.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
IPW 2023 in San Antonio, TX
All About IPW 2023


CVB Regular Board Meeting
Meeting Date:	03/08/2023

Information
SUBJECT MATTER:
Receive, consider, and act upon an update from Madden Media, Agency of Record for Visit The Woodlands;
BACKGROUND:
The Woodlands Convention & Visitors Bureau (TWCVB, dba Visit The Woodlands) is the official destination marketing & management organization responsible for promoting The Woodlands to drive demand for both hotel and retail tax collections. The 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. 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 October 2022, renewed Madden Media to provide Destination Marketing Media Buying & Creative Services. Under the director of Visit The Woodlands Marketing Director, Ashley White, Madden Media creates dynamic and effective advertising campaigns using strategic partnerships, insightful analytics, creative thinking, and an emphasis on cost mindfulness. Madden representatives will make a brief presentation and be able to answer questions from the Directors.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
No file(s) attached.