Community Promotion and Tourism

Village Hall Village of Lombard 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Community Promotion and Tourism Trustee Laura Fitzpatrick, Chairperson, President Keith Giagnorio, Alternate Chairperson, Jill Payne, Marguerite Micken, Colleen Whittington, France Langan, Connie Sichrovsky, Robyn M. Pike and Joe Orsolini Ex-Officio Members: Yvonne Invergo - Lombard Chamber of Commerce; Skip Strittmatter - DuPage Convention & Visitors' Bureau; Jerry Cohen - Yorktown Merchants' Association; Mary Eckhoff - Embassy Suites; Mary Kreshpanji - Extended Stay Deluxe; Randy Kline - Stay Inn; Jerry Evans - Hyatt Place; Karen Borris - Marriott Fairfield Inn; Audrey Carillo - Homestead Village; Frank Balisteri - Comfort Suites; Cynthia Ivey - Marriott Residence Inn; Eileen Libb - Towne Place Suites; Mike Feigenbaum - The Westin Hotel Tuesday, January 14, 2014 7:00 PM Community Room 1.0 Call to Order and Pledge of Allegiance The meeting was called to order at 7:02 p.m. by Committee Chairperson Trustee Laura Fitzpatrick. Committee Chairperson Trustee Fitzpatrick led the Committee in the Pledge of Allegiance. 2.0 Roll Call Present 6 - Trustee Laura Fitzpatrick, Jill Payne, Marguerite Micken, Colleen Whittington, France Langan, and Robyn Pike Absent 2 - Connie Sichrovsky, and Joe Orsolini Also present: Nicole Aranas, Assistant Village Manager 3.0 Public Participation None. Village of Lombard Page 1 Community Promotion and Tourism Minutes January 14, 2014 4.0 Approval of Minutes a motion was made by France Langan, seconded by Robyn Pike, to approve the August 13, 2013, Committee Meeting minutes and the minutes of the September 19, 2013, joint meeting between the Village Board and the Community Promotions and Tourism Committee. 5.0 Old Business None. 6.0 New Business 140015 Local Tourism Grant Application (Midwest Meetings Magazine COOP Advertising) Grant request from Embassy Suites Hotel for costs in the amount of $1,500 from Hotel/Motel funds for advertising in Midwest Meetings Magazine for 2014. John D’Astice, Director of Sales and Marketing for the Embassy Suites Hotel, presented an application on behalf of the hotel for a winter sales promotion in Midwest Meetings Magazine. The initiative is a cooperative venture between the Embassy Suites Hotel and other area hotels under common Hilton management, Hilton Suites Oak Brook, Hilton Garden Inn, and Doubletree Downers Grove. Midwest Meetings Magazine is a publication for meeting planners throughout the Midwest. The advertisement would promote the hotel’s Winter Supersaver Meeting Package. A copy of the proposed Advertisement was provided to the group. France Langan inquired about whether it could be confirmed that the money spent on the advertisement would directly result in a proportionate share of revenues and new business for the Embassy Suites vs. the other partnering hotels. Mr. D’Astice replied that it is hard to tell what the proportionate return on investment would be specifically for the Embassy Suites vs. the other hotels. Marguerite Micken inquired as to whether the hotel would follow up and confirm that new business had resulted from the advertisements and inquired about partnerships with other hotels within Lombard. Mr. D’Astice replied that partnering with other hotels under the Hilton flag is much easier than partnering with other Lombard hotels due to the common management. He stated that it was unclear as to whether the Embassy Suites could, for example, partner with the Westin Hotel across brands and differing management. 140016 Local Tourism Grant Application (American Bus Association - Village of Lombard Page 2 Community Promotion and Tourism Minutes January 14, 2014 ABA Membership) Grant request from Embassy Suites Hotel in the amount of $600 from Hotel/Motel funds for costs related to membership to the ABA for 2014. John D’Astice, Director of Sales and Marketing for the Embassy Suites Hotel, presented a second grant application on behalf of the hotel seeking funding towards membership to the American Bus Association (ABA). Membership to the ABA would provide the Embassy Suites sales team with access and information regarding motor coach operators and events. The motor coach groups tend to be seniors and/or student groups. Marguerite Micken inquired about whether the hotel offers food and beverage packages to the groups as part of the accommodation package. Mr. D’Astice confirmed that depending on the group, the hotel does offer complete packages including cocktails and a manager’s reception. Marguerite Micken inquired as to whether the Embassy Suites would be one of only a few hotels in area to work with these types of groups. Mr. D’Astice replied that currently only one hotel in the area does business with these types of groups and that particular hotel does get a lot of business with these groups. Jill Payne inquired as to whether this would be the first year of membership to which Mr. D’Astice replied that it would be the first year of membership for the Embassy Suites. He expects the venture to be successful and is optimistic that the increased business will cover the cost of future memberships. If so, this is anticipated to be only a one-time request for funds. 140009 Local Tourism Grant Application (Taste of Lombard) Grant request from Lombard Jaycees in the amount of $55,000, from Hotel/Motel funds, for costs associated with the Taste of Lombard, to be held July 1 through 5, 2014, at Madison Meadow Park. Jackie West, Chair & President of the Jaycees and Jeff Tarant, Finance Chair, presented their request for grant funding in the amount of $55,000 for the Taste of Lombard. The request would amount to $35,000 for fireworks and $20,000 for a National Act Band. Trustee Fitzpatrick inquired about the caliber of band that could be booked for $20,000. Ms. West replied that the bands that could be booked at that level of funding would be roughly equivalent to the types of bands that are booked for Ribfest annually in Naperville. The Jaycees used to do a hotel package as part of the Taste of Lombard and plan to include such a package as part of their promotions this year. They previously did not track overnight hotel stays but know that with certain bands, people will travel to stay and Village of Lombard Page 3 Community Promotion and Tourism Minutes January 14, 2014 view those acts if the band is a large enough draw. Trustee Fitzpatrick stated that the Jaycees should look towards increasing and maximizing hotel and overnight stays within the Village. Ms. West stated that the Jaycees are seeking additional funding for fireworks this year to make the show bigger and better and to get more people to attend the event. The committee discussed the relative value of additional funding for added fireworks versus a larger band. France Langan inquired as to whether the Jaycees have corporate sponsors. Ms. West stated that the Jaycees do not make money on the event, but rather pay other agencies for their services. They previously had Waste Management donate the trash cans as a sponsor and need to confirm that Waste Management is still committed to supporting the event this year. Ms. West stated that this year the Fireworks will be bid competitively. Fireworks previously had been always contracted using the same vendor. Chairperson Trustee Fitzpatrick commended the Jaycees on their presentation and requested that they provide additional information on a potential list of bands before the next Community Promotions & Tourism Meeting. 140010 Local Tourism Grant Application (Lilac Time 2014) Grant request from the Lombard Park District in the amount of $11,574.50, from Hotel/Motel funds for costs associated with The Lilac Time Festival to be held May 3-18, 2014, at Lilacia Park. Jill Wejman of the Lombard Park District presented the request for grant funding for Lilac Time Advertising. The Park District annually applies for two grants. One grant is received through the State of Illinois DCEO and the second is a matching grant through the Village of Lombard. The grant funding covers advertising for Lilactime within the Village in the form of online commercials and online ads. This year, the advertising package will include digital billboards outside of Milwaukee. France Langan asked about whether the state grant was a matching grant with Village funds. Ms. Wejman advised that yes, the Village funds are used as a match to the funds received through the State of Illinois. Unfortunately in 2013, the Park District did not receive the state funds and did not take the 2013 Village grant funds. Chairperson Trustee Fitzpatrick inquired about what the Park District would do if they did not receive their funding through the State. Ms. Village of Lombard Page 4 Community Promotion and Tourism Minutes January 14, 2014 Wejman advised that they could still proceed with advertising with a more limited scope (e.g., only digital billboards or less online commercials). Jill Payne advised that digital billboards were a good advertising source for this type of event. Chairperson Trustee Fitzpatrick requested that if the State does not authorize funding to the Park District, the Park District should advise the Village and state a plan for moving forward with advertising with a partial budget. France Langan inquired about the mailing done by the Park District. The Park District mails up to 3,000 pamphlets regarding Lilactime and associated events. Mr. Langan stated that the Park District should consider advertising or marketing the event to the residents within neighboring or adjacent communities. Marguerite Micken advised that the Chamber of Commerce may have a mechanism to cast a wider net in terms of advertising throughout the state. Chairperson Trustee Fitzpatrick requested that the Park District prepare a contingency plan for how advertising could be done without State funds. Jill Payne advised that the park district could also solicit local businesses to contribute towards advertising or sponsorship as 140011 Local Tourism Grant Application (Spooktacular) Grant request from Lombard Town Centre in the amount of $1,960, from Hotel/Motel funds, for costs associated with the Spooktacular Fall Festival, to be held on October 19, 2014, in Downtown Lombard. Sarah Richardt, Executive Director of Lombard Town Centre, presented the grant request for the Spooktacular Fall Festival to be held in downtown Lombard on July 25, 2014. The event in 2013 was the first event that received grant funding through the Village and the event was very successful. The zip line was a new attraction and was extremely well received. LTC has developed a number of sponsorships and developed funding for a number of elements of the event but still requires funding for some items that are difficult to gain sponsorship for (e.g., police coverage, trash, port-a-potties, barricades, etc.). France Langan complimented LTC on the number of sponsorships and support that were acquired for the event. Ms. Richardt stated that LTC, specifically Colleen Whittington, did a great job of getting sponsorships for the event last year. In order to raise additional funds, LTC will be looking to change the format to require children to have a wristband that may be purchased for a nominal amount, to play games and offset some costs of the event. 140012 Local Tourism Grant Application (Sweet's Civil War Encampment) Grant request from Lombard Historical Society in the amount of Village of Lombard Page 5 Community Promotion and Tourism Minutes January 14, 2014 $6,000, from Hotel/Motel funds, for costs associated with the Sweet's Civil War Encampment, to be held on July 25, 2014, at Four Seasons Park. Sarah Richardt presented the grant request for the Lombard Historical Society in the amount of $6,000 for the Sweet’s Civil War Encampment to be held on July 25, 2014, at Four Seasons Park. The event has become widely known within the Civil War reenactment community to be one of the best events out there. Attendance and participation is growing and the event has been extremely successful. The Historical Society had previously absorbed some of the costs of this event as part of their general budget and therefore a number of expenses that could have been attributed to the civil war encampment have gone unreported. Ms. Richardt stated that many of the participants to the event do stay in hotels. They are looking to do a deal or promotion with other hotels within the Village. The event works well with the park given that the event takes place between baseball and soccer seasons 140013 Local Tourism Grant Application (Lilac Time Advertising) Grant request from the Lombard Historical Society in the amount of $650-$937.50 from Hotel/Motel funds for costs associated with Lilac Time Advertising to take place from March through May, 2014. The events will be held at Lilacia Park, Victorian Cottage and Sheldon Peck Homestead. No discussion on this item. 140026 Local Tourism Grant Application (Lombard Lilac Festival Parade) Grant request from the Lombard Lilac Festival Parade Committee in the amount of $25,000 from Hotel/Motel funds for costs associated with the Lilac Festival Parade to be held May 18, 2014 at Main and Wilson Streets. No discussion on this item. 7.0 Other Business None. 8.0 Information Only Next month the remainder of grant applicants will present their grant requests. 9.0 Adjournment Village of Lombard Page 6 Community Promotion and Tourism Minutes January 14, 2014 A motion was made by Robyn M. Pike, seconded by France Langan, to adjourn the meeting at 9:10 p.m. The motion passed by an unanimous vote. Village of Lombard Page 7