Agenda


NOTICE OF JANUARY 18, 2024 ANNUAL 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 January 18, 2024, at 2:00 p.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 the December 2023 Regular Board Meeting;

5.					Incumbent Directors resolve to increase number of Directors for The Woodlands Convention and Visitors Bureau Board of Directors;

6.					Members Elect the Directors for The Woodlands Convention & Visitors Bureau Board of Directors;

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

8.					Consider and approve Financial Report through November 2023;

9.					Receive, consider and act upon an update from Symphony by Tourism Economics;

10.					Receive, consider and act upon 2024 legal services for The Woodlands Convention & Visitors Bureau;

11.					Receive, consider and act upon Marketing and Sales Committee Appointments;

12.					Receive, consider, and act upon cost expectations for hosting Texas Society of Association Executives (TSAE) New Ideas Conference in The Woodlands;

13.					Receive, consider and act upon establishing The Woodlands, Texas as a premier destination for fine dining in Texas, nationally and internationally.

14.					Staff Initiative Reports;

15.					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;

16.					Reconvene in public session;

17.					President’s Report;

18.					Board Announcements;

19.					Agenda items for next meeting;

20.					Adjournment.

Dated at The Woodlands, Texas, the 18th day of January, 2024.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	01/18/2024

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

RECOMMENDATION

Attachments
December 2023 Minutes


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Incumbent Directors resolve to increase number of Directors for The Woodlands Convention and Visitors Bureau Board of Directors;
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 Director’s and Members’ Annual Meeting at the principal office of TWCVB, 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on January 16, 2024 at 8:30 a.m. In accordance with the Bylaws of TWCVB, the number of Directors to be elected to the Board of Directors of TWCVB may be increased from time to time by resolution adopted by a majority of the then-present Board of Directors. As presently constituted, the Board of Directors of TWCVB consists of seven (7) Directors, and the incumbent Directors desire to increase the number of Directors of the Board of Directors of TWCVB immediately prior to the Members’ election of new Directors for the Board of Directors of TWCVB.
RECOMMENDATION
Adopt the proposed resolution to increase the number of Directors to be elected to the Board of Directors of TWCVB to be effective immediately prior to the Members’ election of new Directors for the Board of Directors of TWCVB.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Members Elect the Directors for The Woodlands Convention & Visitors Bureau Board of Directors;
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 Director’s and Members’ Annual Meeting at the principal office of TWCVB, 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on January 16, 2024 at 8:30 a.m. The Woodlands Township Board of Directors appointed Brad Bailey, Linda Nelson, and Richard Franks to serve as the Members of TWCVB. The Woodlands Convention & Visitor Bureau by-laws gives authority to the appointed members to elect the Directors at the Annual Meeting each year. Member Directors that served for the 2023 term: Brad Bailey, Chairman Richard Franks, Secretary/Treasurer Linda Nelson, Director Non-Member Directors that served for the 2023 term: Jennifer Gohagan, General Manager of The Woodlands Waterway Marriott Hotel & Convention Center Cameron Klepac, Director of Marketing & Education of The Cynthia Woods Mitchell Pavilion Monique Sharp, President & Chief Executive Officer of The Woodlands Township Jenny Taylor, General Manager of Market Street
RECOMMENDATION
Elect and appoint the individuals to TWCVB's Board of Directors to serve from January 2024 until the Annual Meeting in January 2025.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	01/18/2024

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 16, 2024 at 8:30 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 on the Board of Directors of TWCVB: Chairman: __________________________ Vice-Chairman: ______________________ Treasurer/Secretary: ___________________ President: Nick Wolda (as recommended by The Woodlands Township Board of Directors)
RECOMMENDATION
Elect and appoint the individuals named above as Officers on the Board of Directors of TWCVB and Nick Wolda to serve as President to serve from January 2024 until the Annual Meeting in January 2025.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Consider and approve Financial Report through November 2023;
BACKGROUND:

RECOMMENDATION

Attachments
November 2023 Financials


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Receive, consider and act upon an update from Symphony by Tourism Economics;
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. 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 September 2023, Visit The Woodlands Board of Directors authorized the Board Chairman and TWCVB President to enter into a contract with Symphony for a data warehousing and market intelligence platform. Symphony is comprehensive by design, incorporating the widest range of data available, with targeted analysis for destination strategy, marketing, sales, and advocacy. More than just aggregation of data, Symphony integrates internal and external intelligence into a dynamic environment with insightful analysis that highlights relevant implications and allows this information to be “amplified” to selected audiences through various channels.
RECOMMENDATION
Approve the update as presented.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Receive, consider and act upon 2024 legal services for The Woodlands Convention & Visitors Bureau;
BACKGROUND:
Each year, staff brings a recommendation to the Board of Directors for legal services. Staff is recommending the continuation of utilizing The Strong Firm in The Woodlands who brings vast experience with various corporate and commercial matters, and extensive knowledge of the local corporate and business community, including representation of 501 (c) (6) organizations and has provided great service to The Woodlands Convention & Visitors Bureau (TWCVB) over a decade. It is recommended that The Strong Firm continues this business relationship with TWCVB and with all of its legal documents and contracts, state and federal filings, and general counsel. Because The Strong Firm provides a service and not a product, it is not required to bid out. However, TWCVB team believes The Strong Firm should represent TWCVB because of the following: 1. Long-Term Relationship and Familiarity with Contracts and Structure - The Strong Firm has provided general corporate and legal counsel for TWCVB since its inception and is familiar with annual contracts that it has reviewed and the corporate structure of TWCVB, providing efficiency versus other counsel. 2. Reduced Rate - The Strong Firm has agreed to provide a reduced rate from their standard billing rate for ALL attorneys including the managing shareholder, Bret Strong, based upon the long-term relationship between the firm and TWCVB (this rate is the same reduced rate for similar work provided to The Woodlands Township which has a significant volume of work allowing for the agreed upon discount). 3. Location, Familiarity and Support of The Community - The Strong Firm is a local company located within The Woodlands Township and very close to TWCVB making for great access to meet quickly in the case of short-term legal needs. The Strong Firm is very familiar with the mission, vision and events of TWCVB and provides sponsorship support for events and many other community activities including but not limited to the VIP Event for opening of the Ice Rink at The Woodlands Town Center and all of the Woodlands Township signature race events throughout the year.
RECOMMENDATION
Approve The Strong Firm for The Woodlands Convention and Visitor Bureau's legal counsel for services in 2024 and authorize the President to execute a contract in connection there with.

Attachments
2024 Legal Services Engagement Letter


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Receive, consider and act upon Marketing and Sales Committee Appointments;
BACKGROUND:
The Visit The Woodlands Marketing and Sales Committees members are brought to this Board for review and approval annually. These committees meet quarterly and provides members updates on strategic initiatives, upcoming participation opportunities, input and suggestions on the travel and tradeshow schedule, and insight on future direction of the committee. These Committees play an integral part in any large initiatives being produced by the Sales and Marketing Departments and offers insight and advice where needed. To further position the Sales and Marketing Directors of Visit The Woodlands as leaders and authorities in their respective fields, it is also recommended that they serve as Chairpersons of their committee. The Visit The Woodlands Board of Directors approved the creation of the Convention Sales Advisory Committee in 2019 to offer additional resources for the Sales team. The Marketing Committee is a longer standing committee;
RECOMMENDATION
To approve the recommended members for the 2024 Sales Advisory & Marketing Committees as presented.

Attachments
2024 Proposed Marketing Committee
2024 Proposed Sales Committee


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Receive, consider, and act upon cost expectations for hosting Texas Society of Association Executives (TSAE) New Ideas Conference in The Woodlands;
BACKGROUND:
The Visit The Woodlands sales department has been commissioned to welcome qualified meeting planners and event professionals to come and experience The Woodlands firsthand through FAM trips and site visits. With an emphasis on bringing qualified event professionals to The Woodlands, Visit The Woodlands received approval by the Visit The Woodlands Board of Directors in August 2022 to formally move forward with the bid process to host TSAE New Ideas Conference 2024 and subsequently was chosen as the host destination in mid-2023. TSAE New Ideas Conference will take place at The Woodlands Resort, Curio Collection by Hilton between September 15-17, 2024. TSAE is one of the largest, most respected, and recognized network of association professionals and business affiliates in the county. The TSAE New Ideas Conference brings together decision-makers and influencers who steer the course of future meetings, conventions, and events across the state of Texas. This show brings in over 520+ association executives and industry professionals. The TSAE membership represents the below impact: Over $2.5 billion spent at association meetings and events Over 46,150 meetings being held in Texas Representing over $11.6 million total meeting attendees This is a unique opportunity to showcase The Woodlands for future association business and exposure. Below are the contractual obligations to host TSAE New Ideas Conference. Opening Night Reception for 550+ attendees Transportation for Opening Night Reception and Excursions 8-10 Excursion experiences for attendees Ancillary support and exposure opportunities
RECOMMENDATION
Approve a budget for staff to utilize while planning and executing the above requirements of hosting TSAE New Ideas Conference. Staff recommends a budget not to exceed $150,000 for hosting costs and request a budget transfer from reserve funds to not interfere with the base budget.

Attachments
TSAE Impact Study


CVB Regular Board Meeting
Meeting Date:	01/18/2024

Information
SUBJECT MATTER:
Receive, consider and act upon establishing The Woodlands, Texas as a premier destination for fine dining in Texas, nationally and internationally.
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. 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. As the brand and image of The Woodlands as a favorite destination for special occasions, corporate dining and exceptional experiences Visit The Woodlands would like to expand its Dining offerings and promotion. Tactics to achieve this goal: Support the hospitality community as the Presenting Sponsor at Taste of the Town, January 25th at The Woodlands Waterway Marriott, a project of The Woodlands Area Chamber of Commerce. Through Visit The Woodlands promotion, 6 additional restaurants have signed up to participate. Create a video series and promotional appearances for local chefs. Video Series examples to feature chefs Why The Woodlands? What makes The Woodlands the best destination for outstanding experiences? Stories from The Kitchen-Interview his favorite Chefs and bites around The Woodlands Day in the Life-Chef life in The Woodlands Featured dishes and inspiration. A PR schedule featuring fine dining on Houston TV and digital channels. Establishment of CEO/VIP/influencer media events at TRIS events that draw a “foodie” crowd for content creators. Attend and showcase The Woodlands at nationally recognized Food and Wine as well as strategic events. Visit The Woodlands Press/Media tour to feature fine dining-during a signature weekend such as WWAF. Continued to highlight restaurants, chefs, wine programs, specialty culinary experiences in VTW promotion and #SoWoodlands publication. Utilize Visit The Woodlands show your badge program to create a fine dining guide for groups and conventions. Utilize Banwango to create Dining trails, passport, guide launched during NTTW to include Hotel packages Wine and Food Week/Wine Walk-Elevate the experience Summer 2024 Partner event/cultural exchange with international partners Long table dinner Consider a new signature dining Wine and Food Festival along The Woodlands Waterway Partner with dining/wine Magazine
RECOMMENDATION
Authorize Visit The Woodlands Executive Director to move forward with projects listed not to exceed initial cost of $25,000. Future projects and opportunities will be presented to Board of Directors for consideration and approval.

Attachments
No file(s) attached.