Agenda


NOTICE OF APRIL 17, 2024 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 April 17, 2024, 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.					Consider and approve Minutes from March 20, 2024 Regular Board Meeting;

5.					Consider and approve Financial Report through February 2024;

6.					Receive, consider and act upon an advertising campaign in conjunction with Township Park & Ride operations;

7.					Receive, consider and act upon modifications to Visit The Woodlands brand strategy and logo;

8.					Receive, consider and act upon a modification of the Agreement with Adcetera Studio Inc.;

9.					Staff Initiative Reports;

10.					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;

11.					Reconvene in public session;

12.					Receive, consider and act upon extending an Agreement with the World Triathlon Corporation;

13.					President’s Report;

14.					Board Announcements;

15.					Agenda items for next meeting;

16.					Adjournment.

Dated at The Woodlands, Texas, the 12th day of April, 2024.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Consider and approve Minutes from March 20, 2024 Regular Board Meeting;
BACKGROUND:

RECOMMENDATION

Attachments
Draft Minutes March 20, 2024 Regular Board Meeting


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Consider and approve Financial Report through February 2024;
BACKGROUND:

RECOMMENDATION

Attachments
February 2024 Financial Report


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Receive, consider and act upon an advertising campaign in conjunction with Township Park & Ride operations;
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 March 2024, Visit The Woodlands Board Chairman requested for TWCVB to look into the possibility of putting advertising on the back of The Woodlands Township Park and Ride buses. To support this request, the team worked with the Township Transportation Department to determine print specs and costs. In addition, TWCVB worked with its agency of record, Adcetera, to produce a design mockup for review and approval. Costs associated to this project are estimated to be roughly $30,000, which includes design, printing and installation of a bus wrap on the back of all 25 Township buses. If TWCVB Board decides to move forward with this project, Visit The Woodlands would try to absorb this within the 2024 base budget and is not seeking a budget amendment at this time. Should TWCVB be over budget at the end of 2024, it’s recommended to make a transfer from the fund balance at that time to true up the budget. Upon approval from Visit The Woodlands Board of Directors, this would go to The Woodlands Township Board of Directors for consideration and approval, prior to moving forward.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
Bus Wrap Design DRAFT


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Receive, consider and act upon modifications to Visit The Woodlands brand strategy and logo;
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 approved TWCVB Chairman and President to negotiate a contract for Destination Marketing Media Buying & Creative Services, following a formal RFP process. A contract was negotiated and executed with Adcetera Design Studio, Inc. as TWCVB official Agency of Record. In November 2023, Adcetera conducted a brand assessment for TWCVB and has recommended an update to the brand promise and logo. A presentation will be shown at the April meeting for TWCVB Board consideration. If TWCVB Board approves a logo, Visit The Woodlands would need to submit this to Howard Hughes Corporation for review due to copyright license.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Receive, consider and act upon a modification of the Agreement with Adcetera Studio Inc.;
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 approved TWCVB Chairman and President to negotiate a contract for Destination Marketing Media Buying & Creative Services, following a formal RFP process. A contract was negotiated and executed with Adcetera Design Studio, Inc. as TWCVB official Agency of Record. In December 2023, Visit The Woodlands Board of Directors approved the 2024 Media Placement Plan, as recommended by Adcetera and presented by TWCVB staff. The plan includes creative campaigns across numerous channels, targeting both domestic and international leisure travelers as well as meeting planners and businesses. After further review, Adcetera has brought an additional advertising opportunity to TWCVB for consideration. The buy includes digital advertising opportunities with Live Nation including links to track hotel bookings associated to concerts at The Cynthia Woods Mitchell Pavilion. Additional opportunities include advertising via emails, banner ads, text messaging and social. Visit The Woodlands has participated in this advertising buy for the past couple of years at the following price points: $90,000 (2023) and $75,000 (2022). If TWCVB Board decides to move forward with this advertising buy, Visit The Woodlands would try to absorb costs within the 2024 base budget and is not seeking a budget amendment at this time. Should TWCVB be over budget at the end of 2024, it’s recommended to make a transfer from the fund balance at that time to true up the budget.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	04/17/2024

Information
SUBJECT MATTER:
Receive, consider and act upon extending an Agreement with the World Triathlon Corporation;
BACKGROUND:
In 2010, The Woodlands Township and The Woodlands Convention and Visitors Bureau (now Visit The Woodlands) entered into a five-year agreement with the World Triathlon Corporation (WTC) to host the Memorial Hermann IRONMAN Texas. The Agreement has been amended on three occasions to address market changes including the extension of another five (5) years in 2020. The IRONMAN event has proved to be a very successful and attractive major event in The Woodlands, drawing thousands of athletes and spectators from around the world. The current five (5) year extension will expire next year, in 2025. WTC has asked if Visit The Woodlands has interest in extending the term for another five (5) years through 2030. WTC points out the following information and benefits of the event in The Woodlands and Montgomery County area: The IRONMAN Triathlon consists of a 2.4-mile swim, a 112-mile bike and a 26.2-mile run completed in succession within a 17-hour timeframe. Provides an opportunity for residents of The Woodlands and Montgomery County to see some of the greatest endurance athletes in the world. This event has been designated as either the North American Championship or The Americas Championship over the years. The Woodlands is attractive to WTC as the venue for this premier event as The Woodlands is known as a world class community – home to hundreds if not thousands of world class athletes that welcomes the opportunity to host and participate in such a renowned event such as Ironman. There are thousands of volunteer opportunities for residents of the entire region to participate in the event and Ironman has been providing over $100,000 annually to local charities. The event serves as one of 23 global qualifying races for the Ford IRONMAN World Championship that takes place each October in Kailua-Kona, Hawaii. Throughout its 45-year history, IRONMAN has transformed from an event into a lifestyle and sports brand that continues to inspire millions each year to take on new personal challenges and demonstrate the mantra, “Anything Is Possible.” IRONMAN Triathlon attracts 2,800 participants from nearly all 50 states and 25+ countries. Over 3,000 local residents as volunteer each year. Live webcast creating 1.5 million in advertising impressions for The Woodlands on a global scale. Create an economic impact in millions of dollars a year through the sale of thousands of hotel room nights, retail shopping, food and beverage dinners and sales. Venues for the IRONMAN event in The Woodlands includes Northshore Park, Lake Woodlands, The Woodlands Waterway, Town Green Park, Waterway Square, The Woodlands Waterway Marriott Hotel & Convention Center and numerous restaurants and retail shops. Hotels throughout Montgomery County and even into Harris County are used by athletes, families, spectators, vendors, media and volunteers.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.