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Home My WebLink About2014-04-14 Tourism PacketCITY OF MISSOURI Upstream from ordinary. TOURISM COMMISSION MEETING RIVERSIDE CITY HALL 2950 NW VIVION ROAD RIVERSIDE, MISSOURI 64150 TENTATIVE AGENDA APRIL 14, 2014 6:00 P.M. 1. Call to order 2. Roll call 3. Motion to approve minutes from February 10, 2014 4. FY 2013-2014 Tourism Fund Budget Update 5. 2014 Funded Projects Review 6. Funding Request — Riverside History Project 7. Adjournment Posted 04/08/14 at 3:45 p.m. Meredith Hauck Director of Administration TOURISM COMMISSION RIVERSIDE, MISSOURI, Monday, February 10, 2014 at 6:00 p.m. At 6:00 p.m. on February 10, 2014, the Tourism Commission for the City of Riverside, Missouri, met in the Board of Aldermen Conference Room at City Hall, 2950 NW Vivion Road, Riverside, Missouri. Answering roll call was Jason Rule, Jerry Pietsch, and Jennifer Goering. Alderman Aaron Thatcher, Mayor Kathy Rose and Meredith Hauck, Director of Administration (recorder) were also present. Motion to Approve Minutes FY 2013-2014 Budget Update 2014 Riverside Riverfest Funding Request Commissioner Rule made a motion to approve the minutes from January 6, 2014. Commissioner Pietsch seconded the motion. All voted in favor. Motion passed. The Commission reviewed its budget for the 2013-2014 fiscal year. The Commission has approved $34,500 in sponsorships to date. There is $140,500 remaining in the budget for this fiscal year. Members of the Riverside Riverfest Committee and O'Neill Communications presented the plan for the 2014 Riverside Riverfest. The full presentation is attached to the minutes. The Riverfest Committee asked the Tourism Commission for feedback on the event. Below is a summary of the comments: - Parking is the biggest issue with have the event in the park. It's challenging to increase the attendance without creating a negative parking experience for the attendees. Riverfest is very similar to other events in the Northland. How can we differentiate this event? - Is there a way to leverage the high school to create more of a community connection and increase attendance? - The layout needs to make it feel like there is a lot going on in the park. It's been too spread out in the past. - The schedule has been light in the afternoon. The event needs to have one or two things going on at all times. The Riverfest Committee asked for $100,000 in Tourism Funding for the 2014 event. This additional funding would help cover the cost of a professional event planner (O'Neill Marketing). The Tourism Commission requested that Riverfest consider bringing on a professional to assist in the 2013 funding cycle. The Tourism Commission and Riverfest Committee also discussed expected outcomes for the 2014 event. These conditions should be met in 2014 in order for Riverfest to continue receiving funding at this level in the future: 7,500 attendees No parking issues A marketing "buzz" about the event Metro -wide Commissioner Pietsch made a motion to approve a $100,000 sponsorship for Riverfest. Commission Goering seconded the motion. All voted in favor. The motion passed. Operation Upstream Hauck briefed the Commission on the City's Operation Upstream initiative. This program will be a grassroots effort to create surprise and delight throughout the City that will result in an engaged and attached community. The City will provide $5,000 in a micro -grant to the initiative and requested that the Tourism Commission provide a matching grant in the same amount. Commissioner Rule made a motion to approve $5,000 in funding for Operation Upstream. Commissioner Pietsch seconded the motion. All voted in favor. The motion passed. 2014 Meeting Schedule The Commission would like to meet every other month moving forward in 2014. They would also like periodic updates via email about the events which received a sponsorship. The next meeting will be in April 2014. Adjournment — 8:18 p,m. Commission was adjourned. iverside Riverfest 2014 Event Planning & Management The 38th Annual Riverside Riverfest What works? • Free • Attracts Riverside Residents • Variety of crowd pleasing entertainment and activities 02/10/2014 Introduction: j JNEILL o Estab'shed 1965 o Fart: ty owned for three generations o Known for vont e and va'uoble mat eemg & event sobfons o Full-service marketing and event management firm Ihol ufiizes sot & creelrve resources that best fA cent specific needs • Mo agency egos. Committed to working with e, sting staff or valunteergroups. o Results focused - awareness, interest AND response o E.pe-fence v.ith event ptann'ng and management includes: o Kauffman Center for the Perforrrdng Ads inn Cps rot o 2012 MAB All Per Game,evt,tvr a'¢ xs_t ca rs-=1 o KC Riverfest Intent Fr,a„c=e I o Pew Bouevordta Croft Beer and Musts Festival pet t neon,t o KC Riverfest lE.nd vod.caI o Kansas City Ireh Fest pee penent o J'gg'e lam Fanfej Music Fest!reason e-de.cnr 0rcducol Full Service Event & Marketing Services We BUILD it, BRAND it and PROMOTE it o EventPlanning&F$anagement. o Ot&&ASer - - - manning Ps*o d stay'. o fees.wwty and aryy o ca•ris. wn.•> r.e. es, en c+w' Pmsawawl P.:amo Wee My :• e eteeteton anal stamen reamers Gse nMSEU Qgtb Dern ..- CCee��ww cnntech& nuaa�ry tc Costs Cortons RSS Orin lee FeelveStcrese1Mod • Event Branding and Image Control • Stakehbideran Committee ' Creation • BudgetDev&oOasentand Management • Vendor Coord Gan • Sponsorship Stlon and Fulfilment • Infrastructure a d logisf s Coordination - • Piogram Devel pment and Staffing • onsite. Hands pn Management How de we grow it? • Increase Branding and Promotion of event • Consider Adding Activities • Create strong energy at event: Shorten to a one day event • Increase quality of attendee experience • Budget Efficiency 1 Branding and Promotion • Rebranding— freshen up look and feel • Update Website • Increase Advertising Budget -to include radio, Yard Signs, billboards, digital and social media focusing on Northland • Create Social Media Plan -- - - • Create PR Pian and Media Partners - - 2013 Advertising Budget $6,424 -_2014 Advertising Budget $15,000 sTtAseae. KC* JULYw-'i BERKLEY RIVERFRONT RIVERFEST PARK ,' Consider Adding Activities ,-- • Face Painting • Strolling Entertainment • BMX Biking Demos • New food vendors Increase quaky of Attendee EXperienge. • Large scale events, layout is critical. • Look at previous layout and possibly shift set up • Ease access to food and drinks • Increase Event Branded signage and consider ways to increase sponsor visibility. 02/10/2014 Branding Examples- - SERVING UP 10 YEARS OF FUNI KC thliNtErchl FEST g� I ® pp J n F A NAT i t s yarn ;'d re•rix.wt Switch to one day event • Keeping the event to one day will build crowds =Strong event energy • A full crowd at an event elevates attendee perspective *Allows budget shifting. By reducing costs from 2 to 1 days (security/entertainment, etc.), savings can be reallocated to other areas (Le promotion, advertising, activities) 2013 Main Stage Budget $29,998 2014 Main Stage Budget $17,000 Budget Efficiency, • Utilize O'Neill's buying power Certain vendors can provide a discount due to volume of orders placed by O'Neil throughout the year. • Evaluate sponsor packages, benefits and assets • Strategic analysis for future and growth • Identify potential sources of income, i.e. beverage sales, parking. etc. • We grow, Yea grow 2 2014 Budge > , zwt moo, I " 423ssw n'1 uw�i feAreI 79b1 02/10/2014 We'd like to get your thoughts and take questions • Advertising and Marketing • Entertainment and Music • Hours and General Information 3 2/19/2014 Explores what makes cities lovable and what motivates citizens to do extraordinary things for their places. N.« Operation Upstream Grassroots effort to create surprise and delight in Riverside that results In an engaged and attached community. • $10,000 micro -grant to the Operation Upstream Team • $5,000 from the City • $5,000 from the Tourism Commission • Next Step: Identify community members to lead the effort and begin recruiting team members "Facilitate neighborly interactions, community Involvement, and celebrate Riverside's community pride" - Riverside Master Plan (S1F Creating Surprise and Delight 1 FY 2013-2014 Tourism Fund Fund Overview Fund Overview Reserve Fund $100,000 Fund Balance $323,886 2013-2014 Budget $175,000 Details Approved Projects Project Budget 2014 Northland Ethnic Fest $2,000 2014 Midwest All Truck Nationals $5,000 2014 Operation Upstream $5,000 2014 Team Shakespeare $10,000 2014 Highland Games $17,500 2014 Riverside Riverfest $100,000 Total Approved $139,500 Total Available $35,500 Italicized = not approved Updated 04/08/2014