Agenda


NOTICE OF FEBRUARY 14, 2018 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 February 14, 2018, 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.					Consider and approve Minutes from January 9, 2018 Regular Board Meeting;

5.					Consider and approve Financial Report through November 2017;

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

7.					Receive, consider and act upon the Copa Rayados Internacional Soccer Tournament 2018 Update;

8.					Receive, consider and act upon updates to Public Relations efforts and services;

9.					Receive, consider and act upon the Media Plan and Sponsorship for The Woodlands Arts Council;

10.					Staff Initiative Reports;

11.					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;

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

13.					Receive, consider and act upon updates regarding Waterway Cruiser operations;

14.					President’s Report;

15.					Board Announcements;

16.					Agenda items for next meeting;

17.					Adjournment.

Dated at The Woodlands, Texas, the 9th day of February, 2018.

_______________________________________________
President of The Woodlands Convention & Visitors Bureau

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Consider and approve Minutes from January 9, 2018 Regular Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
January 9, 2018 Board Meeting Minutes

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Consider and approve Financial Report through November 2017;
BACKGROUND:

RECOMMENDATION

Attachments
November 2017

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the updates to the South by Southwest (SXSW) event in Austin;
BACKGROUND:
February 2018 Updates: Committed Partners: The Woodlands Area Economic Development Partnership The Woodlands Arts Council The Cynthia Woods Mitchell Pavilion Market Street • Set one-on-one meetings with partners to set goals and expectations • Developed partner contracts with The Strong Firm establishing sponsorship opportunities and benefits • Purchased lead retrieval services utilizing badge scanning software • Developed holistic marketing campaign for lead generation which will include geo-fencing & follow up email campaign • Finalized menus and promotional items • Developed guest list of media and meeting planners for VIP pre-admission reception Additional Information: 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 Sponsor Opps

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the Copa Rayados Internacional Soccer Tournament 2018 Update;
BACKGROUND:
In 2016, The Woodlands Township and The Woodlands Convention and Visitors Bureau successfully enticed the Copa Rayados Internacional Soccer Tournament to relocate from the San Antonio, TX area to The Woodlands. The soccer tournament was contracted to bring in between 160-200 soccer teams over the Thanksgiving week for a 3-year agreement beginning in 2016 through 2018. March 16, 2016, The Woodlands CVB Board of Directors approved a rebate program to assist in bringing the soccer tournament to The Woodlands. The Hotel Rebate program provides the tournament organizer, Premier Soccer Services, a 25% rebate of the hotel tax generated in The Woodlands Township by hotel rooms sold for the event. The rebate is based on the actualized hotel occupancy tax generated for The Township; tax is 9% of the room rate. Along with the rebate program, The Woodlands Township offers the organizer complimentary use of Bear Branch Fields, Gosling Sports Complex, and Alden Bridge fields, based on the expected economic impact and hotel occupancy tax of this tournament. According to Premier Soccer Services, 483 hotel room nights actualized within The Woodlands Township in 2016 compared to 3,108 hotel rooms utilized for the tournament outside of The Woodlands boundaries. Six (6) of the 14 hotels within The Woodlands hosted traveling teams and family members participating in the tournament. The tournament consisted of 202 teams: 10 local, 84 Houston area teams, and 73 from outside the Houston Metro Area and 35 from Mexico. Teams were required to secure sleeping rooms through Visit Houston’s Passkey Reservation System. The Woodlands CVB paid $1,313.37 paid Premier Soccer Services for the 2016 hotel rooms utilized for the tournament per the approved agreement. In the 2017, report provided by Premier Soccer Services, 440 room nights utilized within The Woodlands hotels compared to 3,028 verified rooms booked outside of The Woodlands boundaries. Of the 14 hotel properties within The Woodlands, 6 properties hosted traveling teams participating in the tournament. The 2017 tournament consisted of 192 teams: 14 local, 1 from the Netherlands, 1 from Canada, 43 from Mexico, 43 from outside the Houston Metro Area, and 90 Houston area teams. Teams were required to secure all sleeping rooms through the Visit Houston Passkey Reservation System in 2016 and 2017. The Passkey System affords Premier Soccer Services the authority to choose hotels included for tournament needs and can then dictate participating teams to select from these properties. A payment of $900.50 is due from The Woodlands CVB to Premier Soccer Services for the 2017 hotel rooms utilized in the tournament per the approved agreement and upon receipt of invoice. As part of the group servicing in 2016, The Woodlands CVB staff purchased, designed, and created attendee badges for all Copa participants. Along with these badges, the participants were able to access a “show your badge” restaurant discount program at participating restaurants around The Woodlands. Additionally, the CVB staff designed a landing page on the Visit The Woodlands website specifically for the Copa Rayados attendees. Premier Soccer Services distributed a survey post tournament and received supportive and positive feedback regarding The Woodlands being a great location for this tournament. During the post 2017 tournament meeting, Premiere Soccer Services proposed tournament structure changes for the 2018 tournament. Premier Soccer Services propose that although the tournament is very successful that it is not a financially viable event due to the extensive operating costs and limited resources. It is propose to cut the amount of participating teams from 160-200 teams to 80 teams with plans to only utilize the Bear Branch Fields and the Gosling Sports Complex; thus not utilizing Alden Bridge fields as they did in 2016 and 2017. Premiere Soccer Services propose to ensure a 5 night stay package for all traveling teams with commitment to directly book 150 room nights within The Woodlands (750 total). Premiere Soccer Services propose to limit the hotels from outside The Woodlands to only one (Hilton North).
RECOMMENDATION
Per the extensive discussion and guidance from the Convention Development Advisory Committee, staff requests Board to allow the proposed changes under a new contract stating that all room nights associated with Copa Rayados Internacional Soccer Tournament must be within The Woodlands Township with a minimum of 800 room nights. If other hotels are utilized for the tournament attendees or the minimum amount of rooms are not met, Premier Soccer Services would be required to pay regular prices for the field usage of the tournament and forfeit all rebate dollars. Next steps To be determined by the Board.

Attachments
2016 Copa Report
2017 Copa Report
Proposed 2018 Changes
Copa Agreement

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Receive, consider and act upon updates to Public Relations efforts and services;
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. Public relations and advertising work hand in hand to fulfill the organization’s mission and goals. To fulfill these goals, Visit The Woodlands is seeking approval to hire specialized consultants to help maximize editorial and media opportunities for The Woodlands. Visit The Woodlands has identified special events, times of year and unique angles to activate these consultants for individual needs versus a monthly/annual retainer. The 2018 Public Relations Plan will focus on increasing the awareness of The Woodlands to regional, statewide, national and international audiences encompassing both the leisure and meetings markets. The plan will include a Spring Press Trip along with the development of a Woodlands Insider’s List. Under the direction of the Visit The Woodlands marketing department, these consultants will work to garner unpaid media coverage for The Woodlands via customized pitches for broadcast, print and digital outlets. Public Relations Consultant, Brenda Kissko, was chosen based on her extensive work in the travel and tourism industry. With more than 10 years of experience in destination marketing, Brenda is a featured writer for Texas Co-op Power Magazine and as a contributor to Texas Highways Magazine serves as a marketing consultant for the Texas Travel Industry Association, where she organized and executed many Texas Tourism media missions across Texas and New York City. Media Consultant, Andrea Slaydon, is an Emmy Award winning journalist with 15+ years of experience in television news and content writing. Andrea’s experience and extensive connections will allow Visit The Woodlands to reach broadcast media and take advantage of unpaid media opportunities.
RECOMMENDATION
Approve as presented.

Attachments
Brenda Kissko PR Consultant
Andrea Slaydon Media Consultant

CVB Regular Board Meeting
Meeting Date:	02/14/2018

Information
SUBJECT MATTER:
Receive, consider and act upon the Media Plan and Sponsorship for The Woodlands Arts Council;
BACKGROUND:
In 2006, Visit The Woodlands began sponsoring The Woodlands Waterway Arts Festival. The 2018 Festival is scheduled for April 7-8, 2018 along The Woodlands Waterway. The Woodlands Waterway Arts Festival is recognized as the #5 fine arts festival in the nation based on artist sales (source: The Art Fair Source Book). Now in its 13th year, The Woodlands Waterway Arts Festival is expected to draw 20,000 visitors. The marketing dollars Visit The Woodlands underwrites helps maintain this status. The Festival has achieved national stature among artists with over 900 artists each year seeking an invitation to display their work through a juried process. The Woodlands Waterway Arts Festival makes an important contribution to the social, cultural and quality of life of the community and will be the featured activity during the Visit The Woodlands Spring Press Trip. The level of sponsorship has remained at $20,000 and was allocated for in the 2018 approved budget. This year, Chairman Rieser tasked Visit The Woodlands with providing added value to The Woodlands Arts Council by utilizing our media buying power to further these advertising dollars. As such, Visit The Woodlands is seeking approval to pay for agreed upon print and digital advertising not to exceed the approved amount of $20,000 for The Woodlands Waterway Arts Festival.
RECOMMENDATION
Approve the request to pay for agreed upon print and digital advertising not to exceed the approved amount of $20,000 for The Woodlands Waterway Arts Festival.

Attachments
iHeart Radio Placement
WWAF-HPN
Buzz Magazine