Hotel, Convention & Visitors Committee

HOTEL CONVENTION AND VISITORS COMMITTEE UPPER-LEVEL CONFERENCE ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 Regular Meeting Thursday, August 7, 2025 10:00 AM “Please be advised that any proposed documents attached hereto are in draft form and vary from the final versions which are adopted at the meeting as set forth herein.” 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES A. May 8, 2025, Meeting Minutes 4. UNFINISHED BUSINESS A. Ratification of a Recommendation to Release Funds to the DuPage Convention and Visitors Bureau 2025 Second Quarter, 25% of 1% of Hotel Tax Receipts - $36,684.51 5. PUBLIC COMMENTS 6. ACTIVE BUSINESS A. Financial Report B. Taste of Oak Brook Recap C. Marketing Report - Susan Rose D. DCVB Report - Beth Marchetti E. Greater Oak Brook Chamber of Commerce Report - Dave Carlin 7. ADJOURNMENT In accord with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at this public meeting should contact the Butler Government Center (Village Hall), at 630-368-5010 as soon as possible before the meeting date. Hotel Convention and Visitors Committee Agenda Page 1  MINUTES OF THE MAY 8, 2025 MEETING OF THE HOTEL CONVENTION AND VISITORS COMMITTEE UNOFFICIAL UNTIL APPROVED AS WRITTEN OR AMENDED ON MMDDYYYY Regular Meeting Thursday, May 8, 2025 10:00 AM CALL TO ORDER The May 8, 2025 meeting of the Hotel, Convention, and Visitors Committee was called to order in the Upper-Level Conference Room of the Butler Government Center at 10:05am by Chairman Dick Turner. Those present went around the table and introduced themselves. ROLL CALL Present: Jill Hare, The Drake; Dick Turner, LeMeridien; Adam Henrickson, Hyatt Lodge; Iftikharu Abbasy, Oak Brook Resident; Serge Khalimsky, Oakbrook Center; David Carlin, Oak Brook Chamber; Don Hill, Marriott; Erin Spian, Hyatt House; Brook Delucio, Residence Inn; David Augustine, Hyatt House Absent: Eric Wahrman, Doubletree; Tarique Junejo, Oak Brook Resident; Cynthia Ivey, Residence Inn, In Attendance: Marketing Manager Susan Rose, Connie Reid, Finance Director Marilyn Fumero,Village Trustee Mike Manzo, Beth Marchetti, DCVB APPROVAL OF MINUTES A. February 6, 2025, Meeting Minutes Iftikharu Abbasy moved to approve the February 6, 2025, meeting minutes, seconded by Adam Hendrickson, all in favor, no one opposed. Minutes approved. PUBLIC COMMENTS There are no public comments ACTIVE BUSINESS B. Financial Report FD Fumero explains the financial reports that have been provided to the committee, with a fund balance of just over 5 million dollars. She further explained that the entry for structural improvements was for the engineering on the underpass renovations. There was a brief conversation regarding the underpass and Jorie Blvd beautification. Chairman Turner reminded the committee that the fund balance is available if the right project came along, and he encouraged committee members to bring forth ideas. Conversation shifted to Hinsdale Magazine and what is produced for the $54,000. MM Rose explained what is in the contract and that she gives approval on the ad placement. Each hotel should be highlighted in each issue. Jill Hare asked if the marketing plan for the year could be shared, so that there is no redundancy. C. Marketing Report - Susan Rose Susan Rose began her presentation by thanking the hospitality, travel, and tourism teams because it is National Travel and Tourism Week. She shared that the previous evening, she was part of a co-sponsored fam with DCVB with Chinese Tour Operators focusing on golf, in advance of next year’s President’s Cup at Medinah. She then quickly did an overview of what’s new on the website, which she is updating daily, and the creative that she is creating for the GPS devices on the golf carts at Oak Brook Golf Club. She continued with the B to B group business plan, and shared the digital and print content that she had been working on. She explained the process for purchasing media for the Village and continued with her other ideas for building brand recognition. She is also in the process of updating the Village profile for CVNT, which hadn’t been updated in almost 20 years. Conversation continued regarding selling Oak Brook as a destination, instead of selling/marketing the individual party. MM Rose was looking for guidance on contracting with a Public Relations firm or Social Media specialist. She listed the pros and cons and contracting with an outside firm or freelancer. She explained the process of going out for a Request for Proposals, for either option. The committee debates the strengths and weaknesses of hiring a firm versus a freelancer, and public relations versus social media. There is $60,000 in the 2025 budget for this partnership. MM Rose asks for recommendations for PR/Social Media firms, and expectations, wants, and needs for both. It is agreed that accountability is the most important thing. Susan Rose asks for a consensus on which avenue to take. Adam Henrickson suggested finding a firm that does both. Chairman Turner said that the committee should use the money in reserve if needed. Adam Henrickson puts forth a motion to go out for RFQ for a Public Relations and Social Media firm. Dr. Abbasy seconded. All in favor, no one opposed. D. Taste of Oak Brook/Hotel Promotion MM Rose presented her plan to have a trolley route from the hotels to the Taste of Oak Brook, which would bring hotel guests to and from. Hopefully, it will encourage more overnight hotel stays. The guests will wear color-coded wristbands. She talked about partnering with the Sixteen Candles Band, and creating a hotel package that would be part of a promotional giveaway, either “tag a friend” for an entry, or possibly a radio contest. Another possibility would be packaging a hotel, Taste of Oak Brook, and Cubs Cubs-Cards game. She continued to throw out ideas, maybe radio ads, billboards, advertising at Mayfair Mall, wanting to build the infrastructure for future possibilities. She asked the hotels how they could get on the in-room TV channels or displays throughout the hotels. She asked the hotels to send her ideas and what they are interested in doing via email. E. DCVB Report - Beth Marchetti Beth Marchetti shared that DCVB shot some promotional video at the Great Big Game Show. She then gave an update on the President’s Cup. Lastly, she very quickly goes through the occupancy and revenue reports. She shared that the Visas for 44 of the golf tour operators that were coming in for the fam trip did not get approved. Canadian travel is down 29%. She stressed that sports continued to be a big draw for DuPage County. Beth invited everyone to their open house. F. Greater Oak Brook Chamber of Commerce Report - David Carlin David Carlin passed out flyers to a couple of upcoming events, including the first annual State of The Village event with President Herman speaking. He mentions Fat Rosie’s ribbon cutting. He introduced Emma, the Chamber’s intern. ADJOURNMENT Motion to adjourn made by Iftikharu Abbasy, seconded by Adam Hendrikson. All in favor no one opposed. Meeting adjourned at 11:13 am. ATTEST: ______________________________________ ______________________ Connie Reid Date: Executive Assistant Village of Oak Brook Hotel Convention and Visitors Committee Agenda Page 1 Village of Oak Brook Hotel Motel Tax Fund Accounts Payable For the Period Ending June 30, 2025 Expense Class Date Vendor Amount Electric 2/18/2025 ComEd 46.20 Electric 3/12/2025 ComEd 45.05 Electric 4/10/2025 ComEd 44.98 Electric 5/13/2025 ComEd 42.87 Electric 6/12/2025 ComEd 44.16 Advertising/Promotion 2/6/2025 Icon Enterprises - Website 1,052.00 Advertising/Promotion 2/14/2025 Dupage Conventi - DoubleTree 387.00 Advertising/Promotion 2/14/2025 Dupage Conventi - DoubleTree 939.42 Advertising/Promotion 2/14/2025 Dupage Conventi - Hyatt House 131.35 Advertising/Promotion 3/25/2025 Hinsdale Magazine 9,000.00 Advertising/Promotion 2/6/2025 Hinsdale Magazine 9,000.00 Advertising/Promotion 3/30/2025 Mailchimp 20.00 Advertising/Promotion 3/30/2025 Mailchimp 20.00 Advertising/Promotion 4/25/2025 DuPage Convention & Vistors Bureau 24,707.49 Advertising/Promotion 4/30/2025 Mailchimp 20.00 Advertising/Promotion 5/1/2025 Hinsdale Magazine 9,000.00 Advertising/Promotion 6/2/2025 DuPage Convention & Vistors Bureau 1,195.95 Advertising/Promotion 6/2/2025 DuPage Convention & Vistors Bureau 315.90 Advertising/Promotion 6/2/2025 DuPage Convention & Vistors Bureau 106.43 Advertising/Promotion 6/16/2025 Naylor LLC 1,600.00 Advertising/Promotion 6/16/2025 Ateema Media & Marketing LLC 5,000.00 Advertising/Promotion 6/16/2025 Image Media Advertising Inc. 3,850.00 Advertising/Promotion 6/16/2025 DuPage Convention & Vistors Bureau 2,600.00 Advertising/Promotion 6/20/2025 Hinsdale Magazine 9,000.00 Taste of Oak Brook 2/21/2025 Duff Entertainment Inc 10,000.00 Taste of Oak Brook 3/18/2025 Patinos Music LLC 2,250.00 Taste of Oak Brook 3/18/2025 JK Rentals II LLC 21,058.59 Taste of Oak Brook 3/18/2025 BCI Entertainment LLC Drone Show 8,250.00 Taste of Oak Brook 3/18/2025 House of Rental 2,893.71 Taste of Oak Brook 4/25/2025 Delson Properties Ltd. 575.34 Taste of Oak Brook 4/25/2025 Greenacre Branding LLC 4,501.38 Taste of Oak Brook 5/30/2025 Aries Charter Transportation Inc. 1,707.65 Taste of Oak Brook 6/2/2025 Double D Booking Inc. 29,775.00 Taste of Oak Brook 6/2/2025 Liquor Control Commission 100.00 Taste of Oak Brook 6/12/2025 Greenacre Branding LLC 1,620.00 Taste of Oak Brook 6/12/2025 Greenacre Branding LLC 463.78 Taste of Oak Brook 6/20/2025 Greenacre Branding LLC 632.75 Taste of Oak Brook 6/20/2025 Greenacre Branding LLC 651.68 Taste of Oak Brook 6/26/2025 CPP Events Inc. 8,902.65 Taste of Oak Brook 6/27/2025 MRN Enterprises 7,566.00 Taste of Oak Brook 6/27/2025 Inner Valor Inc. 6,615.35 Taste of Oak Brook 6/27/2025 Backstage Networks Inc. 6,480.00 Reimbursement To Other Funds 1/31/2025 Administrative Exp - General Fund 17,149.00 Reimbursement To Other Funds 2/29/2025 Administrative Exp - General Fund 17,149.00 Reimbursement To Other Funds 3/31/2025 Administrative Exp - General Fund 17,149.00 Reimbursement To Other Funds 4/30/2025 Administrative Exp - General Fund 17,149.00 Reimbursement To Other Funds 5/31/2025 Administrative Exp - General Fund 17,149.00 Reimbursement To Other Funds 6/30/2025 Administrative Exp - General Fund 17,149.00 Structural Improvements 2/18/2025 Civiltech Engineering Inc 18,552.71 Structural Improvements 3/21/2025 Civiltech Engineering Inc 689.64 Structural Improvements 3/21/2025 Civiltech Engineering Inc 875.99 Structural Improvements 3/21/2025 Civiltech Engineering Inc 13,508.09 Structural Improvements 4/10/2025 Civiltech Engineering Inc 4,748.71 Structural Improvements 4/10/2025 Civiltech Engineering Inc 517.23 Structural Improvements 5/13/2025 Civiltech Engineering Inc 176.21 Structural Improvements 6/12/2025 Civiltech Engineering Inc 10,831.73 Structural Improvements 6/12/2025 Civiltech Engineering Inc 352.42 Structural Improvements 6/23/2025 Bollinger, Lach & Associates Inc. 8,182.81 Total Payables 353,542 Village of Oak Brook Hotel Motel Tax Fund Comparative Income Statement For the Period Ending June 30, 2025, 2024, 2023 Revenue 2025 2024 2023 Hotel/Motel Tax Revenue 736,704 707,934 641,285 Interest Revenue 87,578 90,402 36,119 Independence Day/Taste of Oak Brook 108,264 - - Miscellaneous - - - Loan Interest - Park District - 1,000 2,000 Total Revenues 932,546 799,336 679,404 Expenses Full Time Salaries 57,869 4,276 - I.M.R.F. 5,550 368 - F.I.C.A. 4,427 326 - Health Insurance 66 6 - Electric 223 196 153 Adv Promotional 77,946 40,644 52,892 2% Beautification & Projects - - - Transfers Out/In - - - Independence Day/Taste of Oak Brook 114,044 - - Reimbursements to Other Funds* 102,894 121,956 174,743 Structural Improvements 58,436 3,683 - Other - - - Total Expenses 421,455 171,455 227,788 Net Income 511,092 627,880 451,616 Village of Oak Brook Hotel Motel Tax Fund Balance Sheet For the Period Ending June 30, 2025 Assets 2025 Cash 3,439,082 Investments 2,266,713 Investments - Market Adj (17,951) Accrued Interest 14,901 Hotel/Motel Tax Receivable 123,323 Total Assets 5,826,068 Liabilities Accounts Payable (39,129) Accrued Payroll (3,666) Total Liabilities (42,795) {42} Fund Balance Expenditure Control 421,455 Revenue Control (1,099,264) Encumbrance Control 261,761 Fund Balance (5,284,032) Budgetary Fund Balance Res Encumbrance (249,910) Total Fund Balance (5,949,991) Total Liabilities + Fund Balance (5,992,786)