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CITY OF DENISON
CONVENTION AND VISITORS BUREAU ADVISORY BOARD MEETING
AGENDA
Thursday, July 16, 2020
Pursuant to section 551.127 of the Texas Government Code, and in
conjunction with the guidance
and provisions provided by the Governor of Texas in the
declaration of disaster and subsequent
executive orders altering certain Open Meetings Act requirements
and ordering that gatherings of
more than 10 people shall be avoided, the Convention and
Visitors Bureau Advisory Board
Meeting of the City of Denison, Texas will conduct the meeting
scheduled at 10:00 AM on
Thursday July 16, 2020 by video teleconference in order to
advance the public health goal of
limiting face-to-face meetings (also called “social distancing”)
to slow the spread of the
Coronavirus (COVID-19). A quorum will not physically
present.
The public toll-free dial-in number to participate in the
meeting by telephone is 1-866-899-
4679, Access Code 570-458-701#.
A recording of the meeting will be made and will be available to
the public in accordance with the
Open Meetings Act upon written consent.:
1. CALL TO ORDER
2. ROLL CALL
3. ITEMS FOR INDIVIDUAL CONSIDERATION
Citizens may speak on items listed on this agenda as Items for
Individual Consideration. A
“Request to Speak Card” should be completed and returned to the
Board Secretary before the
Board considers the item listed under Items for Individual
Consideration. Citizen comments
on Items for Individual Consideration are limited to three (3)
minutes.
A. Receive a report, hold a discussion and take action on the
minutes from the meeting held
on June 19, 2020.
B. Receive a report, hold a discussion, and consider options for
creating a committee to work
with The Red River Railroad Museum.
C. Receive a report, hold a discussion, and consider the changes
made to the grant request
process.
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D. Receive a report, hold a discussion, and take action on
hiring Bob Phillips to facilitate the
development of the Strategic Plan.
4. DIRECTOR'S REPORT
A. Marketing and Tourism Coordinator Report
B. Main Street Director Report
C. Denison Area Chamber of Commerce Report
5. ADJOURNMENT
CERTIFICATION
I do hereby certify that a copy of this Notice of Meeting was
posted on the front windows of City
Hall readily accessible to the general public at all times, and
posted on the City of Denison
website on the 13TH day of July, 2020.
______________________________
Fanchon Stearns, Deputy City Clerk
In compliance with the Americans With Disabilities Act, the City
of Denison will provide for reasonable
accommodations for persons attending Convention and Visitors
Bureau Advisory Board Meeting. To better serve you,
requests should be received 48 hours prior to the meetings.
Please contact the City Clerk’s Office at 903-465-2720,
Ext: 2437.
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MINUTES OF
CONVENTION & VISITOR’S BUREAU ADVISORY BOARD
CITY OF DENISON
FRIDAY, June 19, 2020
CALL TO ORDER
Announce the presence of a quorum.
Natalie Popplewell called the meeting to order at 10:07am. CVB
Board Members present were
Brandi Burkhalter, Chris Jennings, Marshall Giasson, and Natalie
Popplewell. Staff present were
Main Street Director, Donna Dow, Denison Area Chamber of
Commerce President Diana Theall,
and Marketing and Tourism Coordinator, Rebecca Robinson.
1. ITEMS FOR INDIVIDUAL CONSIDERATION
A. Receive a report, hold a discussion and take action on the
election of Chair and/or Vice Chair.
Board Action
Board Member Brandi Burkhalter makes a motion to keep Josh
Massey as Chair and move
John Akers to Vice Chair. The motion passed.
B. Receive a report, hold a discussion and take action on the
minutes from the meeting held March 19, 2020.
Board Action
On a motion made by Board Member Brandi Burkhalter, the board
moved to approve the
minutes. The motion passed.
C. Receive a report and hold a discussion on the Boards and
Commission Policy Manual.
Board Action
The board discussed the clarification between an advisory and
decision-making board.
D. Receive a report, hold a discussion, and vote to adopt they
budget for FY 2021.
Board Action
Board Member Marshall Giasson moved to adopt the budget. The
motion passed.
E. Receive a report, hold a discussion, and consider options for
implementing a grant program.
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Board Action
The board discussed the grant program and potential
restrictions. Rebecca suggested she
meet separately with Brandi and CJ to come up with a more
cohesive plan.
F. Receive a report, hold a discussion, and consider options for
developing a strategic plan.
Board Action
The board liked the idea of bringing Bob Phillips in as a
consultant to help facilitate the
discussion.
2. DIRECTOR’S REPORT
A. Marketing and Tourism Coordinator Report
Rebecca updated the board on the Red River Railroad Museum and
the idea to form
a committee to work with the museum become more self-sufficient
and attract more
visitors. She also updated the board on the digital marketing
campaign and social
media marketing efforts.
B. Denison Main Street Director Report
Donna updated the board on Music on Main and the Fourth of July
celebration with
what changes would be made due to COVID-19. She also said that
they were
looking at ideas on what to do for Fall Fest.
C. Denison Area Chamber of Commerce Report
Diana had to leave the meeting early to attend a Chamber event
before giving an
update.
3. ADJOURNMENT
The meeting adjourned at 11:37am.
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JOSH MASSEY; CVB Board Chair
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Attest:
______________________________
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REQUEST FOR PROPOSAL
NAME OF GROUP/ORGANIZATION:
_______________________________________________________________
HOW MANY PEOPLE ARE EXPECTED TO ATTEND:
________________________________________________
HOW MANY OVERNIGHT STAYS DO YOU EXPECT:
________________________________________________
DATES & TIMES OF THE EVENT:
__________________________________________________________________
APPLICANT NAME:
_______________________________________________________________________________
WHERE THEY ARE FROM:
________________________________________________________________________
Please return this completed form by email at
[email protected].
EMAIL ADDRESS:
_________________________________________________________________________________
CONTACT NUMBER:
______________________________________________________________________________
TITLE:
____________________________________________________________________________________________
MAILING
ADDRESS:_______________________________________________________________________________
WHAT DOES THE ORGANIZATION DO:
____________________________________________________________
HAVE YOU HELD THIS EVENT BEFORE:
TYPE OF EVENT:
_________________________________________________________________________________
WHERE WILL THE PRIMARY LOCATION BE:
_______________________________________________________
PLEASE GIVE ANY OTHER DETAILS ABOUT THE EVENT AND HOW FUNDS WILL
BE USED:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
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GRANT LETTER OF AGREEMENT
Events, Tournaments and Conventions will be evaluated based on
projected hotel room night revenue100% of the hotel block must be
in DenisonGroup will select Host Hotel. Once host hotel is
full, overflow hotels may be added to event websiteParticipating
hotels will submit pick-up numbers 90 Days / 60 Days / 30 Days / 21
days prior to event start dateReservations received by cut-off date
(21 days) will be used to calculate anticipated incentiveHotels
will continue to submit pick-up to CVB 14 Days & 7 days prior
to anticipated start date to ensure accuracyFinal Pick-up will be
collected 2 days post departure to determine final pick upCVB will
issue credit to primary Denison business on behalf of the
organizationApplicant is responsible for balance of amounts dueA
hotel contract must be written with an “underwriting paragraph” to
allow the event to run smoothlyDiscover Denison must be listed as a
sponsor
Events must be new to DenisonEvents that are approved will have
to go through the Special Event Permitting Process50% of marketing
efforts must be in our drive markets (2-3 hours)
A fund has been established to bring new events to Denison that
specifically attract out of town visitors, generatingadditional
economic impact into the city.
An application must be submitted to the Marketing and Tourism
Coordinator for Discover Denison. Post event, ifapproved, by the
Discover Denison staff, the CVB Advisory Board will then have final
approval.
Additional Requirements for External Events :
Completed RFP ApplicationCurrent W-9 for paymentMarketing
planAny additional information which allow for better understanding
of the scope of the eventSigned Grant Letter of AgreementCopy of
IRA determination letter as to 501(c)(3) statusList of current
Board of Directors and OfficersIRS Form 990 (most current
available)
For consideration, please submit the following that apply:
To submit an application or inquire about event funding, please
contact:
Rebecca [email protected] Ext.
2520
Evaluation and Reimbursement Request:Marketing materials showing
Discover Denison as a sponsor of the eventProof of at least 50% of
marketing efforts were made outside of Denison (external events
only)Any research conductedWrap Up ReportProfit and Loss Report
Applicant Signature: __________________________________________
Date: ________________
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EVENT WRAP UP REPORT
NAME OF GROUP/ORGANIZATION:
_______________________________________________________________
NAME OF EVENT:
_________________________________________________________________________________
DATES OF EVENT:
_________________________________________________________________________________
NUMBER IN ATTENDANCE:
_______________________________________________________________________
NUMBER OF DENISON ROOM NIGHTS:
___________________________________________________________
DENISON HOTEL(S) USED:
________________________________________________________________________
DESCRIBE THE GENERAL IMPACT THIS EVENT HAD ON THE DENISON
COMMUNITY:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
DESCRIBE THE OVERALL SUCCESS OF THE EVENT:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
IF DENISON HOTELS/MOTELS SOLD OUT, LIST OTHER
ACCOMMODATIONS:
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
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EVENT PROFIT AND LOSS REPORT
INCOME
Rental of Booths: _______________________
Entry Fees/Tickets: ______________________
Sponsorships/Donations: ______________________
T-shirts & Souvenirs: ______________________
Food, Drinks, etc: ______________________
Other (Explain):
_______________________________________________________
EXPENSES
Advertising: _______________________
T-shirts & Souvenirs: _______________________
Food, Drinks, etc: _______________________
Labor Costs: _______________________
Permitting Costs: _______________________
Entertainment: _______________________
Supplies: ________________________
Postage: ________________________
Rentals: ________________________
Insurance: _________________________
Other (Explain):
________________________________________________________
TOTAL INCOME: _________________________
TOTAL EXPENSES: ____________________________
Attach Paid Invoices
Event Name:
_______________________________________________________
Applicant Signature: __________________________________________
Date: ________________
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Denison, TXExported on
July 13, 2020Owner
MM Laura Kurtz
Page 1 of 7
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Denison, TX
Campaign Overview
Monthly Top Ad Group Monthly Top Keywords
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Denison, TX
Campaign StatisticsTotal Clicks Total Impressions
% New Users Bounce Rate Pages/Session
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Denison, TX
SEM20,252Clicks 20,252Clicks
Google Analytics Metrics 4.55 %Average CTR
Bounce Rate vs. Site Avg Pages / Session vs. Site Avg
Page 4 of 7
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Denison, TX
Google SEM - Ad Groups4,437Clicks Google Analytics Metrics - Ad
Groups
4,437Clicks
Page 5 of 7
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Denison, TX
Google SEM - Keywords4,437Clicks 4,437Clicks
Page 6 of 7
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Denison, TX
Amplified Storytelling18,045Clicks
Google Analytics Metrics 18,045Clicks
Bounce Rate vs. Site Avg
Avg Time On Page vs. Site Avg
Page 7 of 7
TopA.minutesMINUTES June 2020
B.railroad museumC.grant programREQUEST FOR PROPOSAL (1)
D.stratgic planmarketing and tourism reportDenison, TX Mon Jul
13 13_12_10 UTC 2020
B.main street reportC.chamber updateBottom
