Agenda


NOTICE OF NOVEMBER 29, 2017 SPECIAL MEETING OF MEMBERS AND BOARD OF DIRECTORS 3:30 p.m.
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 November 29, 2017, at 3:30 p.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 the 2018 staff travel and participation in support of Sales and Marketing efforts outside of The Woodlands;

5.					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;

6.					Reconvene in public session;

7.					Receive, consider and act as necessary upon events of default by Waterway Events, LLC under the Waterway Cruiser Purchase and Sale, Financing and Operations Agreement;

8.					President’s Report;

9.					Board Announcements;

10.					Agenda items for next meeting;

11.					Adjournment.

Dated at The Woodlands, Texas, the 20 day of November, 2017.

_______________________________________________
President of The Woodlands Convention & Visitors Bureau

CVB Special Board Meeting
Meeting Date:	11/29/2017

Information
SUBJECT MATTER:
Receive, consider and act upon the 2018 staff travel and participation in support of Sales and Marketing efforts outside of The Woodlands;
BACKGROUND:
2018 Cooperative Sales/Marketing Opportunity: South by Southwest (SXSW) Activation Thursday, March 15, 2018 Project Background: In 2017, in an effort to engage statewide, national and international visitors on a larger scale TWCVB staff exhibited at SXSW in Austin. TWCVB had a 10x20 booth with two bikes and two large TV monitors offering a virtual bike ride through multiple scenic trails within The Woodlands; immersing guests in the beauty of the destination. The costs for this week-long exhibit with travel for two staff members and all associated booth expenses was $26,000. Staff experienced steady foot traffic but found the abundance of large corporate and international destination booths were favored by attendees. Our 2017 results proved we needed a more dynamic activation to compete with the scale of the show. New for 2018: Move out of the exhibit hall and bring The Woodlands to Austin! The Woodlands CVB staff sought an opportunity to showcase The Woodlands with a one-day outdoor activation in the highly visible, Brush Square Park, located in the heart of the SXSW festivities. This concept is more true to The Woodlands brand of an outdoor lifestyle thus raising awareness of The Woodlands. The tent would feature food, live music, and signage promoting events, hotels and attractions within The Woodlands. The layout would include a lounge style seating area with a casual feel. To add value to the event, The Woodlands CVB would host a media and client reception to conduct business under the tent. Partners would be co-hosts and would be able to invite local clients and media. Estimated costs with partner participation is $60,000. TWCVB Available Budgeted Funds: $30,000 If secured, partner participation would make up additional $30,000.
RECOMMENDATION
To be determined by the Board of Directors

Attachments
No file(s) attached.