Convention and Visitor Bureau Board of Directors Agendas

EL RENO CONVENTION AND VISITORS BUREAU BOARD REGULAR MEETING Thursday – July 18, 2024 – 10:00 A.M. CITY OF EL RENO COUNCIL CHAMBERS 101 N CHOCTAW AVE. – EL RENO, OKLAHOMA The City of El Reno encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at (405) 262-4070 at least 48 hours prior to the scheduled meeting is encouraged to make the necessary accommodations. DRAFT MINUTES A. CALL MEETING TO ORDER The meeting was called to order at 10:01 am B. ROLL CALL PRESENT: Vicki Proctor, Chairman Brooke Robertson, Vice-Chairman David Black, Member Carlee Jones, Member Michael Freeman, Member ABSENT: Sarah Ward, Member STAFF PRESENT: Katie Gore, Administrative Services Director Caitlin Hofen, Public Information & Marketing OTHERS PRESENT: Amy Neathery, Film Commission Member Amanda Meyer, Film Commission Member Victoria Lee, Film Commission Member C. CONSENT AGENDA: The following items are considered to be routine by the El Reno Convention and Visitors Bureau Board and will be enacted with one motion. Should discussion be desired on any item, that item will be removed from the Consent Agenda and considered separately. 1. Approval of the Minutes of the El Reno Convention and Visitors Bureau Board Regular meeting of Thursday, June 20, 2024. Freeman MOVED, SECONDED by Robertson, to approve the June 20, 2024, meeting minutes. AYE: Proctor, Black, Jones, Freeman, Robertson NAY: ABSENT: Ward Motion carried 5 to 0, with 1 absent D. DISCUSSION ITEMS 1. Discussion, consideration, action, and/or possible amendments regarding adding wording to the City of El Reno Tourism Grant Application requesting an attendance report and adding a financial report form. The board would like to see information on the approximate number of people in attendance at events, the approximate number of hotel rooms used, the advertising budget, and where planning to advertise the event is added to the form along with the financial information. It was also discussed having a list of hotels/motels on the city website and having a QR code on the event grant application for the organizations to use. This will be brought back to the board at the next meeting. 2. Discussion and consideration for different advertising opportunities to promote El Reno to further communities. Vicki Proctor announced that someone from Oklahoma Tourism will be coming to the August meeting. It was discussed that we could possibly invite Main Street, Chamber and the film commission to the meeting. The board would like to see more advertising on billboards, attend Route 66 events in other communities, Metro Family, add digital guestbooks to local landmarks. It was discussed looking into advertising on Skordle. 3. Discussion and consideration of marketing “Twisters,” specifically in tourism publications and promotions, using official photos and behind-the-scenes photos. Caitlin is working on social media posts and boosting posts. Highlight the trolley, water tower and Centre Theatre. Request official photos from Universal to use. The OK Film office will release a map of where all the filming took place for people to find while visiting. 4. Introduction of the Film Commission members. Film Commission members Amy Neathery, Amanda Meyer, and Victoria Lee were introduced. Victoria mentioned the possibility of utilizing the alley behind JKM for murals dedicated to movies filmed in El Reno. E. REPORTS After event report submitted by the National Land and Range Judging Contest. F. ADJOURNMENT The meeting was adjourned at 10:55 am.