Agenda


NOTICE OF JANUARY 9, 2018 ANNUAL MEETING OF MEMBERS AND BOARD OF DIRECTORS 11:45 a.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 January 9, 2018, at 11:45 a.m., for the purpose of:


1.					Pledge of Allegiance;

2.					Call to order and adoption of Agenda;

3.					Members Elect the Directors for The Woodlands Convention & Visitors Bureau;

4.					Directors Elect Officers for The Woodlands Convention & Visitors Bureau;

5.					Public Comment;

6.					Consider and approve Minutes from November 15, 2017 Regular Board Meeting;

7.					Consider and approve Minutes from November 29, 2017 Special Board Meeting;

8.					Consider and approve Financial Report through October 2017;

9.					Receive, consider and act upon the addendum to the Service Agreement with Simpleview, Inc.;

10.					Receive, consider and act upon the 2018 Media Placement Plan;

11.					Receive, consider and act upon the updates to the South by Southwest (SXSW) event in Austin;

12.					Receive, consider and act upon lighting process of Lake Robbins Bridge;

13.					Receive, consider and act upon the updates to bike share program;

14.					Receive, consider and act upon the creation of a merchandising program promoting the Visit The Woodlands brand;

15.					Receive, consider and act upon the direction and goals set forth by the Convention Development Advisory Committee;

16.					Staff Initiative Reports;

17.					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;

18.					Reconvene in public session and take action on matters from Executive Session;

19.					President’s Report;

20.					Board Announcements;

21.					Agenda items for next meeting;

22.					Adjournment.

Dated at The Woodlands, Texas, the 5th day of January, 2018.

_______________________________________________
President of The Woodlands Convention & Visitors Bureau

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Members Elect the Directors for The Woodlands Convention & Visitors Bureau;
BACKGROUND:
In accordance with the Bylaws of The Woodlands Convention and Visitors Bureau (TWCVB), a 501 (c) (6) nonprofit corporation, Members of TWCVB are charged with the responsibility of electing Directors to serve on the Board of Directors for TWCVB. The election of Directors by Members shall occur at the Board of Directors’ and Members’ Annual Meeting at the principal office of TWCVB, 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on January 9, 2017 at 11:30 a.m. The Woodlands Township Board of Directors recommended the members of Brian Boniface, John Anthony Brown and Bruce Rieser to serve on The Woodlands Convention & Visitors. The Woodlands Township Board of Directors gave authority to the three to name Directors to the CVB Board at the Annual Meeting on Tuesday, January 9, 2017. In prior years, the Township Board recommended individuals from the following organizations: The Woodlands Township President/General Manager; The Woodlands Waterway Marriott Hotel & Convention Center General Manager; The Woodlands Area Chamber of Commerce President & CEO; and the General Manager of one of the other major hotels in The Woodlands. Directors Under Consideration for Election by Incoming Members of TWCVB The incoming Members of TWCVB are considering the following individuals to serve on the Board of Directors of TWCVB for the 2018 term: Brian Boniface, CVB Member, Township Director; John Anthony Brown, CVB Member, Township Director; Bruce Rieser, CVB Member, Township Director;
RECOMMENDATION
Elect and appoint the individuals to TWCVB’s Board of Directors to serve from January 2018 until the Annual Meeting in January 2019.

Attachments
No file(s) attached.

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Directors Elect Officers for The Woodlands Convention & Visitors Bureau;
BACKGROUND:
In accordance with the Bylaws of The Woodlands Convention and Visitors Bureau (TWCVB), a 501 (c) (6) nonprofit corporation, the Board of Directors of TWCVB is charged with the responsibility of electing Officers of TWCVB and Officers to serve on the Board of Directors for TWCVB. The election of Officers by Directors shall occur at the Board of Directors’ and Members’ Annual Meeting at the principal office of TWCVB, 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on January 9, 2018 at 11:30 a.m. Officers Under Consideration for Election by Incoming Directors of TWCVB: The incoming Directors of TWCVB are this year considering the following individuals to serve as Officers of TWCVB and Officers on the Board of Directors of TWCVB: Chairman: __________________________ Vice-Chairman: ______________________ Treasurer/Secretary: ___________________ President: Nick Wolda (as recommended by Township Board)
RECOMMENDATION
Elect and appoint the individuals named above as Officers of TWCVB and Officers on the Board of Directors of TWCVB to serve from January 2018 until the Annual Meeting in January 2019.

Attachments
No file(s) attached.

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Consider and approve Minutes from November 15, 2017 Regular Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
November 15,2017 CVB Board Meeting Minutes

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Consider and approve Minutes from November 29, 2017 Special Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
CVB Board of Directors Meeting Minutes November 29, 2017

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Consider and approve Financial Report through October 2017;
BACKGROUND:
See attached.
RECOMMENDATION
Approve Financial Report as presented.

Attachments
CVB Financial Report through October 2017

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the addendum to the Service Agreement with Simpleview, Inc.;
BACKGROUND:
Simpleview CRM is a database management system that combines relationship management with sales, reporting, forecasting and more. Used by more than 350 destinations worldwide, Simpleview CRM is built for the way destination marketing works. It lowers operational costs and maximizes business productivity while meeting the rising expectations from members and partners. Visit The Woodlands is currently using an entry level version of the Simpleview CRM platform, with limited functionality and a la carte integrations. In an effort to satisfy strategic initiatives set forth by the Board of Directors, the team recommends a license upgrade. Upgrading the license will provide Visit The Woodlands access to enhanced features within the Simpleview CRM platform. These enhancements will allow the team to connect our Outlook email program, Cvent sales leads and reports into one dashboard. The upgrade also includes features for inventory management of promotional items, and tracking of partner benefits including: site visits, fam trips and media placements. A license upgrade will allow our team to integrate overlapping, incomplete and fragmented databases while also providing extra support hours which can be used for training and custom reports. Cost to upgrade from CRM Basic to CRM Lite is a one-time implementation fee of $5,800. Annual license for the platform is $17,000. The current contract is $9,400. It will raise the annual license fee by $7,600.
RECOMMENDATION
Approve the addendum to the Service Agreement with Simpleview, Inc.

Attachments
Simpleview CRM Upgrade

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the 2018 Media Placement Plan;
BACKGROUND:
Visit The Woodlands is charged with the responsibility of promoting The Woodlands as a destination for leisure, convention and business travel. Visit The Woodlands' official Mission states, “To position The Woodlands as a regionally, nationally, and internationally recognized destination by developing quality marketing programs and sales outreach to attract visitors, conventions and stimulate economic development and growth.” In addition, the Board of Directors established the following goals: Partnership and Collaboration Growth, Enhance & Protect The Woodlands Brand, Support Room Absorption and Increase Retail Spending. Marketing and advertising play a key role in fulfilling both the organization’s mission and goals. To fulfill these goals, Visit The Woodlands' Marketing Department is seeking approval of the 2018 Media Plan which is broken down into four major components: Editorial Calendar, Rebrand Efforts, Awareness Campaign and Demand Generation. The Editorial Calendar provides a high-level overview of ongoing efforts throughout the year. To further the organization’s Rebrand Efforts, the 2018 Media Plan includes an assessment of owned media such as printed collateral, promotional items, video development and social media. Additional items to note are an Awareness Campaign which will continue to promote the Visit The Woodlands' brand. Demand Generation is the paid media strategy targeting key audiences including: meeting and convention planners, business travelers and leisure travelers. These advertising efforts include placement for a variety of paid media such as print, digital and broadcast media. Additional information regarding breakdown by target market and media type can be found in the attached Media Plan. The expenditures related to the media plan and media buys will be facilitated by Visit The Woodlands' Agency of Record, Adcetera Design Studio, Inc. These expenditures were approved by the Board of Directors in the 2018 budget process.
RECOMMENDATION
Approve the 2018 Media Plan for Visit The Woodlands as presented.

Attachments
2018 Media Placement

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the updates to the South by Southwest (SXSW) event in Austin;
BACKGROUND:
2018 Updates: Entered into agreement with High Beam, the event production company, and SXSW, the official event organization Paid 50% deposit towards agreed upon event expenses Established sponsorship opportunities and benefits, attached Advised High Beam to begin sourcing creative elements, menus, and unique guest engagement opportunities Assigned special SXSW collateral piece to Adcetera to include sponsor showcases which will be both printed and digital Additional Information: In 2017, in an effort to engage statewide, national and international visitors on a larger scale Visit The Woodlands staff exhibited at SXSW in Austin. Visit The Woodlands 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! Visit The Woodlands 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, Visit The Woodlands 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.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
SXSW Sponsorship 2018

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon lighting process of Lake Robbins Bridge;
BACKGROUND:
The Woodlands Waterway is a signature feature of The Woodlands "downtown" area where corporations, hotels, shopping districts and major community events and festivals can be found. Up and down The Woodlands Waterway are a series of bridges and water features, from The Woodlands Mall to Waterway Square to Town Green Park. One element missing is distinctive lighting of Lake Robbins Bridge, which serves as a focal point to thousands of travelers daily on Interstate 45. The CVB inquired with Township Parks & Recreation and the Howard Hughes Corporation of how the bridge could "come to life" as a key symbol of attraction to the millions of square feet of shopping, dining, and hospitality in The Woodlands Town Center. Prior lighting of bridges have been collaborative projects with The Woodlands Township and Howard Hughes Corporation. The CVB Board of Directors approved the CVB to be a part of a lighting bid package being organized by Township Parks & Recreation. John Powers, Assistant General Manager of The Woodlands Township, will be in attendance at the meeting to update the Board regarding the lighting bid.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the updates to bike share program;
BACKGROUND:
At the September 2017 Visit The Woodlands Board of Directors' meeting, staff presented information regarding a potential bike share program within The Woodlands. Visit The Woodlands promotes biking throughout its advertising and marketing efforts and a bike share program is a needed service for visitors. The Board of Directors requested working with The Woodlands Township Parks & Recreation Department and the Howard Hughes Corporation (HHC) to fulfill this project. The Woodlands Township Board of Directors approved an agreement with MoBike and the Visit The Woodlands team assisted with the launch of the program on Friday, January 5, 2018. The team will be continuously promoting the merits of the program in visitor advertising and promotion and through all hotel properties. Here's more information regarding MoBike from a news release: Mobike Given Green Light to Ride into The Woodlands, Will be the First Dockless Bike-Share Program in the Houston region. Mobike, the world’s largest smart-bikeshare platform today announced its plans to launch operations in The Woodlands following the unanimous approval of an exclusive memorandum of understanding (MOU) between the company and The Woodlands Township. The launch – planned collaboratively with Township leaders and planners – is planned for early January and will be Houston Metro’s first dockless bikeshare program. The Woodlands Township Chairman of the Board Gordy Bunch said a bike share program makes great sense for The Woodlands. “The Woodlands is a health conscience community and features many great outdoor activities for fitness with over 200 miles of pathways and over 130 parks,” he said. “There are so many great places to see and visit by bicycle. We’re pleased Mobike wants to launch its first concept in Texas right here in The Woodlands.” Using custom designed bikes equipped with GPS and smart-lock technology, Mobike enables users to find a bike nearby, reserve and unlock it, all using an app on their smartphone. After reaching their destination within The Woodlands Township Town Center limits, users manually lock the bike, which automatically makes the bike available to the next rider. Bruce Rieser, Chairman of Visit The Woodlands, said the tourism entity has been looking for a good solution as it promotes the great outdoors. “Our tourists and meeting planners consistently talk about the great trails and pedestrian friendly downtown area found in The Woodlands,” he said. “Our hotel guests and visitors will now be able to rent a bicycle at a very low cost and discover this great destination.” The collaboration was led by Houston native Lance Li, now a Launcher for Mobike, and John Powers, the Assistant General Manager, Community Services for The Woodlands Township. “We have been working for seven years to bring bikesharing to The Woodlands, and it was worth the wait,” said Powers. “By introducing Mobike into the community, residents and visitors have access to cutting edge technology as well as a convenient and affordable way to get some exercise and explore the community. The best part is that it doesn’t cost the Township a dime.” The bikes are powered by unique high-tech features including non-puncture airless tires, bike status sensors and built-in GPS locators. Changes were made to the bike to specifically serve the U.S. market, including the shape of the bike itself and the addition of three gears. “The Woodlands has always been a leader in smart city infrastructure projects that heighten our quality of life, so it’s only natural that dockless bike sharing would thrive here,” said Li. “I am so proud to bring a technology that I am deeply passionate about home to the Houston Area. “We are happy to call The Woodlands Township home and look forward to working with more jurisdictions across Houston in the coming months,” said Jason Wong, U.S. General Manager for Mobike. “I want to thank The Woodllands Township Board of Directors and everyone involved with the planning process for accepting us with open arms as we strive to make cycling the most convenient, affordable, and environmentally friendly transportation option for residents and visitors alike.” Just this week Mobike was just honored as a "Champion of the Earth" by the UN. The Champions of the Earth award is the UN’s highest environmental honor; it celebrates outstanding figures from the public and private sectors whose actions have had a transformative, positive impact on the environment. The award is in recognition of the company’s transformative contribution to the advancement of low carbon public transport. HOW MOBIKE WORKS Mobike is a re-imagination and delivery of the ultimate urban bicycle with innovations such as non-puncture airless tires, a lightweight aluminum anti-rust frame, an enhanced and durable disk-brakes and an auto-inspired five-spoke wheel. These functional design elements result in a nearly maintenance-free bike. Each bicycle is connected to the Mobike network through GPS-embedded smart locks; forming one of the largest Internet of Things (IoT) networks on the globe. The Mobike mobile app is available for download at the Android store and Apple app store.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
No file(s) attached.

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the creation of a merchandising program promoting the Visit The Woodlands brand;
BACKGROUND:
The Board asked for staff to bring this topic back for further discussion at the January 2018 meeting. As Visit The Woodlands brand has been launched within the last year and with the move to a more visible location, the thought process is to develop a merchandise program to bring awareness of The Woodlands as a place to visit and hold meetings. Merchandise can include, but not limited to shirts, caps, pens, coffee cups, license plate covers, bumper stickers among many other suggestions. Visit The Woodlands President Nick Wolda has had discussions with Howard Hughes Corporation as owners of "The Woodlands" name. Discussion points for the Board to consider include but not limited to the following: Staff is concerned about mass promotion of using either the "W" or "Visit The Woodlands." Staff believes these are branded identities of the 501 (c) (6) organization and could be misused if in the general public. Currently, all Visit The Woodlands' promotional items are used for clients, partners and potential leads. Visit The Woodlands staff has pitched an idea to Howard Hughes Corporation, owners of The Woodlands' name, for a merchandising program. At the time of this writing, staff did not have a definitive answer back but HHC wanted more specific uses, thus discussion with staff and Board of Visit The Woodlands in this agenda item. Answers to these questions and more are needed to give staff more information to develop a strategic approach.
RECOMMENDATION

Attachments
No file(s) attached.

CVB Annual Board Meeting
Meeting Date:	01/09/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the direction and goals set forth by the Convention Development Advisory Committee;
BACKGROUND:
The Woodlands Convention & Visitors Bureau's Board of Directors approved the creation of a Convention Development Advisory Committee in efforts to bolster convention development business in The Woodlands. Purpose: To position The Woodlands as a premier destination for meetings, conventions and events by focusing on the client/visitor experience. Objectives: To encourage efforts in creating partnerships, local, state and national network building and identifying opportunities for The Woodlands to gain enhanced visibility with meeting and event planners. Support staff’s role to offer meeting planning assistance through available incentives, servicing and inclusion in the sales process at hotel properties in The Woodlands. Additionally, encourage staff to utilize the upgraded CRM platform to provided committee and Board with comprehensive reporting. Topics: Enhance co-op appointment tradeshows, develop corporate events that Visit The Woodlands team could attend or sponsor to meet clients, developing meeting FAM trips, assist in identifying events that hotel partners can attend to engage potential clients. Members: • Kevin Viteri (Chair), General Manager, The Embassy Suites at Hughes Landing • Jayson Garcia (Marriott) • Howard Hughes Corporation representative (Westin or Resort) • Nick Wolda, President, Visit The Woodlands • Elizabeth Eddins, Assistant Director, Visit The Woodlands • Josie Lewis, Convention Development Manager, Visit The Woodlands • Mariana Almanza-Cook, Convention Development Specialist, Visit The Woodlands Meeting Details: The meetings will be held at the Visit The Woodlands offices once a quarter. Specific dates are below. • Q1- Kick Off Meeting- January 3rd, 2018 • Q1- February 1st, 2018 • Q2- May 3rd, 2018 • Q3- August 2nd, 2018 • Q4- November 1st, 2018
RECOMMENDATION

Attachments
Kick Off Meeting Agenda
2018 Meeting Dates