Tourism Committee

Tourism Committee Meeting Agenda Tuesday, December 17, 2024 at 7:30 AM Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. APPROVAL OF MINUTES a. Minutes from date 2-4 Tourism Committee - 19 Nov 2024 - Minutes 5. UNFINISHED BUSINESS a. Meeting with New Richmond Area Chamber 5 Memo: Meeting with New Richmond Area Chamber 6. ACTION OF FUNDING REQUESTS 7. NEW BUSINESS a. 2025 Tourism Reimbursement Criteria and Application 6 - 11 Memo: 2025 Tourism Reimbursement Criteria and Application 8. COMMUNICATION AND MISCELLANEOUS 9. ADJOURNMENT  Tourism Committee Meeting Minutes 8:30 AM - Tuesday, November 19, 2024 Conference Room The Tourism Committee of the City of New Richmond was called to order on Tuesday, November 19, 2024, at 8:30 AM, in the Conference Room, with the following members present: PRESENT: Kim Dimick, Brian Meyer, Pete Vrieze, Dawn Jacobson ABSENT: Timothy Sass OTHERS Rae Ann Ailts, Lexi Derrick, Jim Zajkowski PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Brian Meyer made a motion to adopt the Agenda. Dawn Jacobson seconded the motion. Carried unanimously. APPROVAL OF MINUTES MINUTES FROM DATE Brian Meyer made a motion to approve minutes from October 24, 2024. Dawn Jacobson seconded the motion. Carried unanimously. ROOM TAX 3Q24 ROOM TAX COLLECTIONS Lexi Derrick explained how much room tax was collected in third quarter. She also presented a breakdown on reimbursed room tax dollars, as a percentage of marketing expenses compared to operating expenses, from 2001 through 2023 and 2024 year-to-date. The Tourism Committee has the following funds available to allocate for third quarter 2024: Room Tax Collected: $47,735.52 70% of Collections: $31,629.54 Carry Forward: $60,835.69 Total Funds Available: $92,465.23 Tourism Committee Meeting November 19, 2024 BUSINESS 2025 RIVER TRAVEL MEDIA THIRD PARTY EXPENSES The Tourism Committee went through each third party expense and reviewed the pros and cons of each option. They also took into consideration options that might be more suited for future contract years with River Travel Media. Dawn Jacobson made a motion to budget $8,400 in 2025 room tax funds to go towards advertising Visit New Richmond through webmail, digital ads, online streaming or podcasts, Travel Wisconsin Special Offers Email and Out of Home (digital billboards). Brian Meyer seconded the motion. Carried unanimously. FUNDING REQUESTS HALOS OF THE ST. CROIX VALLEY - 14TH ANNUAL MEMORIAL WALK/RUN Lexi Derrick presented the application for Tourism Funding for the 14th Annual Memorial Walk/Run hosted by the Halos of the St. Croix Valley. The committee made comments on how special of an event this is. The expenses that were considered for reimbursement included: Port-a-Potties and Tents. NEW RICHMOND AREA CENTRE - 14TH ANNUAL CORN FEST Lexi Derrick presented the application for Tourism Funding for the Centre's Corn Fest. Marketing expenses were considered for reimbursement. NEW RICHMOND AREA CHAMBER OF COMMERCE FUNDING REQUEST - FUN FEST Lexi Derrick presented the application for Tourism Funding for Fun Fest hosted by the New Richmond Chamber of Commerce. The committee discussed this application at length, mainly focusing on marketing aspects of the event. The expenses that were considered for reimbursement include: marketing, entertainment, garbage, port-a-potties, ice and videography. CITY OF NEW RICHMOND - SHELTER AT WHISPERING HILLS DISC GOLF COURSE Lexi Derrick presented the application for Whispering Hills Disc Golf Course submitted by the Disc Golf Association on behalf of the City of New Richmond. Lexi and Rae Ann Ailts explained the background on this application and how the funding for this project was paid. Mayor Jim Zajkowski was there to provide updates on the course and future plans they have. Expenses that were considered for reimbursement include advertising and building supplies. ACTION OF FUNDING REQUESTS Dawn Jacobson made a motion to recommend 3Q24 Tourism funding of $4,262.00 to Council for Halos of St. Croix County 14th Annual Memorial Walk/Run. Kim Dimick seconded the motion. Carried unanimously. Dawn Jacobson made a motion to recommend 3Q24 Tourism funding of $110.00 to Council for The New Richmond Area Centre for their 14th Annual Corn Fest. Kim Dimick seconded the motion. Carried unanimously. Brian Meyer made a motion to recommend 3Q24 Tourism Funding of $31,105.84 to Council for Fun Fest. There was no second to the motion. Tourism Committee Meeting November 19, 2024 Dawn Jacobson made a motion to table the Fun Fest application until a meeting with The Chamber is had. Brian Meyer seconded the motion. Carried unanimously. Kim Dimick made a motion to recommend 3Q24 Tourism Funding of $7,900.00 to Council for the City of New Richmond building the shelter and multi-use basket. Pete Vrieze seconded the motion. Carried unanimously. COMMUNICATION AND MISCELLANEOUS The Tourism Committee has a tentative meeting date set for December 17th. ADJOURNMENT Dawn Jacobson made a motion to adjourn at 9:59am. Brian Meyer seconded the motion. Carried unanimously. Tourism Committee Meeting November 19, 2024  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 17 Dec 2024 Subject: Meeting with New Richmond Area Chamber BACKGROUND INFORMATION: At the previous meeting, the Tourism Committee received and reviewed the Fun Fest 2024 application. The Committee voted to table the funding decision for the application as they wanted to have a meeting with the Chamber first. During the December 17th meeting, open discussion will take place between the Tourism Committee and the New Richmond Area Chamber.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 17 Dec 2024 Subject: 2025 Tourism Reimbursement Criteria and Application BACKGROUND INFORMATION: Staff have reviewed and made updates to the attached 2025 Reimbursement Criteria and Application. Edits will be reviewed during the meeting. ATTACHMENTS: Tourism Funding Criteria_2025 DRAFT 2025 Tourism Funding Request_DRAFT REDLINE  Tourism Promotion and Development Funding Request Process Objective Since 1996, the City of New Richmond has collected a lodging tax under Wisconsin State Statute 66.0615. Lodging tax receipts are used to stimulate, promote, advertise, develop and publicize tourism and development of the City and hotel and business community. The Tourism Committee is responsible for developing, reviewing and providing funding recommendations to the City Council related to tourism promotion and development. Funding Request Process Tourism Funding is a reimbursement grant. The Tourism Committee reviews applications according to the below calendar and then makes funding recommendations to the City Council. The Tourism Committee makes every attempt to follow the below calendar, but availability of funds may adjust disbursement. Contact City Staff with questions regarding the timing of a specific request. Organizations looking to host a new event may qualify for some advanced funding. Please contact City Staff before filling out an application. The 2024 Funding Schedule Meetings are as follows: • 1Q24: Events that took place in the First Quarter (Jan, Feb, Mar) are due May 1, 2025. • 2Q24: Events that took place in the Second Quarter (Apr, May, June) are due August 1, 2025. • 3Q24: Events that took place in the Third Quarter (July, Aug, Sept) are due November 1, 2025. • 4Q24: Events that took place in the Fourth Quarter (Oct, Nov, Dec) are due February 1, 2026. ** Check the City website for meeting dates. Applicants are encouraged to attend the meeting.** Important Considerations The Tourism Committee considers the following criteria when reviewing applications: 1. How did you INVITE attendees from outside St. Croix County? 2. Did you incorporate the Visit New Richmond Logo (see below)? 3. Did you list your event for free on the Travel Wisconsin website? 4. What percentage of your total expenditures were spent on marketing outside St. Croix County? 5. Were there opportunities for you to partner with other local events/businesses to cross- promote? 2024 Tourism Request Page 2 of 6Criteria Page | 1 Qualified Expenses The following are marketing expenses that the Tourism Committee will consider for reimbursement. • Marketing outside St. Croix County • Trade show booth space and materials • Newspaper Advertising (printed) • Advertising and promotion materials • Television/Radio/ Social Media distributed within St. Croix County Advertising • Signage and Banners at an Event Site • Billboards • Parade Entries • Literature and other printed materials • Expenses involved in obtaining live, distributed at outside-related events remote television/radio broadcasts • Direct mail pieces The following are operational expenses that the Tourism Committee will consider for reimbursement. • Facility Enhancements/Beautification • Tents/Temporary Structures • Porta Potties @ an Event • Utility Charges related to event • Featured Entertainment ***YOUTH CLUB AND SPORTS ASSOCIATIONS – PLEASE READ*** The Tourism Committee will only review applications submitted by local Youth Club/Sports at their 4th Quarter Meeting each year. Applications can be submitted anytime but held until the 4Q meeting. Questions can be directed to Lexi Derrick, 715.243.0404 Completed applications go to City of New Richmond, Attn: Tourism Committee, 156 E 1st Street, New Richmond, WI 54017 or email to lderrick@newrichmondwi.gov. 2025 Tourism Request Page 3 of 6 Criteria Page | 2 Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding how the event/project promoted and/or developed tourism within the City and hotel and business community. Name of Applicant & Organization: Federal ID Number (must include): Tax Status of Applicant Corporation Non-Profit Government Other Mailing Address: Telephone: Email Address(es): Project funding request: $ Total project cost: $ Provide number of attendees with supporting detail if available: Please attach a copy the budget (this includes revenues and expenditures) Application will not be considered without this information. Will applicant receive any additional funds (grants, donations, event fee, etc.) for this event/project? If yes, please outline the sources of funds: Name and address of person responsible for accounting for the funds, if different than the applicant: Please indicate individual responsible for providing feedback/ responding to questions, if different than applicant: Name: Contact Info: I declare that I have read the above application and that it is a true, correct and complete statement of the intended use of the requested funds. I understand all invoices, receipts and marketing information (date and location it was posted) that correspond with the funding request must be turned in to the City of New Richmond with this application in order to be considered complete and for the funding request to be considered by the Tourism Committee. Applicant’s Name: Signature (REQUIRED): Date: 20254 Tourism Application - DRAFT Page | 1 Page 4 of 6  DESCRIPTION OF THE FUNDING REQUEST Describe in detail the event/project (attach additional sheets if necessary): Formatted: Font: 11 pt What marketing and promotion strategies did you utilize to invite attendees outside of St. Croix County? (Must include samples of marketing with dates/locations of postings). What opportunities did you have to partner with other local events/businesses to cross-promote? The City of New Richmond strives to support events and opportunities that highlight our community. Did this project require City resources (road closure, law enforcement, permits, etc.)? If so, please list City resources required and let us know how we did! Did you incorporate the Visit New Richmond Logo? Yes No Did you list your event for free on the Travel Wisconsin website? Yes No Formatted: Space After: 0 pt Did you list your event for free on the Visit New Richmond website? Yes No Formatted: Font: 11 pt Submit application to: Mail: City of New Richmond Attn: Tourism Committee 156 E 1st Street New Richmond, WI 54017 20254 Tourism Application - DRAFT Page | 2 Page 5 of 6  Email: lderrick@newrichmondwi.gov 20254 Tourism Application - DRAFT Page | 3 Page 6 of 6