Tourism Development Commission (Meets on the first Tuesday at 1PM)

TOURISM DEVELOPMENT COMMISSION Agenda Tuesday, May 16th, 2023–4:00 p.m. Government Center Room 204 Virtual Link Meeting ID: 282 850 361 439 Passcode: CWmKru Dial-in option: +1 872-242-8028 ID: 620 223 842# MISSION STATEMENT:“The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” COMMITTEE MEMBERS: Lindsey Graskey (Chair), Pattie Soliday (Vice-Chair), Mark Johnson, Trisha Hecimovich, Shannon Olson (Hotel/Motel Rep), Megan Mcgarvey 1 ROLL CALL 1.1 Select Chair 1.2 Select Vice-Chair 2 APPROVAL OF MINUTES 2.1 Tourism Development Commission (Meeting held April 18th ) 3 OLD BUSINESS 4 NEW BUSINESS 4.1 Presentation from SWIM Creative 4.1.1 Winter 2023 Campaign 4.1.2 Summer Videography 4.1.3 Visitor Guide Production (Printing options, quantity, and displays) 4.1.4 Potential Media Buys 4.1.4a Lavender Magazine 4.1.4b That Wisconsin Couple 4.1.4c Any additional offers received 5 RECURRING BUSINESS 5.1 Financials 5.2 Report from the Chair 5.3 Possible Agenda Items for Future Meeting 5.4 Select regular meeting time 6 ADJOURNMENT TOURISM DEVELOPMENT COMMISSION –5/16/23 Mtg (Meets as needed) Page 1 of 2 Notice is hereby given that a majority of the members of the Common Council may be present at the meeting, and although this may constitute a quorum of the Common Council, the Council will not take any action at this meeting. ********************************************************************************************* Pursuant to the Americans with Disabilities Act of 1990, if you are in need of an accommodation to participate in the public meeting process, please call (715) 395-7200 by 4:30 p.m. on the day prior to the scheduled meeting date (OR dial 711 for Telecommunications Relay Service). The City will attempt to accommodate any request depending on the amount of notice received. ********************************************************************************************* In compliance with Wisconsin Open Meetings Law, this agenda was posted on 5/11/2023 at the following locations: Superior Government Center, Douglas County Courthouse, Superior Public Library, and online at https://www.ci.superior.wi.us/agendacenter. It was also emailed the Superior Telegram. TOURISM DEVELOPMENT COMMISSION –5/16/23 Mtg (Meets as needed) Page 2 of 2 TOURISM DEVELOPMENT COMMISSION Minutes April 18, 2023 Regular Meeting The meeting was called to order by Chair Lindsey Graskey at 4:10 pm on March 27, 2023 in Government Center Room 270. 1 ROLL CALL PRESENT: Lindsey Graskey (Chair), Pattie Soliday (Vice-Chair), Trisha Hecimovich, Mark Johnson VIRTUAL: ABSENT: Shannon Olson CITY STAFF PRESENT: COS Rebecca Scherf OTHERS PRESENT: Shelley Nelson 2 APPROVAL OF MINUTES 2.1 Tourism Development Commission (Meeting held March 27, 2023) MOTION by Johnson to approve. Seconded by Graskey. Minutes filed. 3 OLD BUSINESS 4 NEW BUSINESS 4.1 Presentation from SWIM Creative 4.1a Financials (2022/2023 Budgets) 4.2b Campaign Metrics 4.2 Gotta Be Superior Brand Launch Party MOTION by Hecimovich, Second by Soliday to approve launch party budget of $1000. 4.3 Sponsorship Application 4.3b SLRE National Water Trail Map – St Louis River Alliance – Requesting $1400 MOTION by Chair Graskey, Second by Hecimovich to hold in committee due to no quorum as Councilor Johnson chose to abstain. 5 RECURRING BUSINESS 5.1 Financials Vice Chair Soliday goes over updated financials. No action taken. COS Scherf to reach out to SWIM to get update on Visitor Guide print costs. 5.2 Report from the Chair Chair Graskey discussed wanting to revisit mission statement at future meeting. 5.3 Possible Agenda Items for Future Meeting TOURISM DEVELOPMENT COMMISSION – 4/18/23 Mtg (Meets as needed.) Page 1 of 2 Budget meeting with finance department present. Legal explanation of hotel motel tax from City Attorney Prell. 6 ADJOURNMENT MOTION to adjourn by Chair Graskey at 5:42PM Respectfully submitted by Rebecca Scherf. TOURISM DEVELOPMENT COMMISSION – 4/18/23 Mtg (Meets as needed.) Page 2 of 2 ESTIMATE Gotta Be Superior Winter Campaign March 27, 2023 Scope: This is an estimate for a tourism campaign to promote the winter season and includes budget for agency services, production and media. A marketing plan will be created and presented. Following the creation of the plan, a concept will be presented prior to executing against the plan. Flights will run during a time period in a range that is approximately October 2023 - January 2024. Cost Table: This estimate is for agency services that are listed in this table. If you are interested in services beyond what is included, we will gladly provide you with an estimate for additional services. Agency Services: Services include campaign planning, concepting, creative direction, $50,000 design, writing, production coordination, research, web updates, digital planning and management and project management. Production: Includes production costs associated with the creation of deliverables and $27,500 assets for the campaign (e.g. television videography, recording audio and talent fees) Media: Includes media costs for the campaign (e.g. television, radio, out of home (OOH) $97,500 and digital marketing). TOTAL $175,000 TERMS: An invoice for a 50% installment will be issued at the time of signing of this document. The project will begin following receipt of the installment. Cost of services will be billed at the beginning of the month. Payment is due within 21 business days and is subject to a 1.5% interest charge starting at 30 days past due. This estimate/proposal is for agency services that are listed in this estimate/proposal only. If you are interested in services beyond what is included in this estimate/proposal, an estimate for additional services will be provided and work will begin following client approval of the additional services estimate. Any outside costs that are processed by Swim Creative are subject to a 15% markup. Media is subject to a 15% commission. If production is necessary, production total can vary by 10% depending on final production details. This proposal and its recommendations are the property of Swim Creative, are valid for 60 days and do not include any sales tax where applicable. For all steps that require client approval, this estimate includes two (2) rounds of revisions. Additional rounds of revisions will incur additional cost to the client. Swim Creative is not responsible for trademark or copyright research, and is not liable for infringement on any existing copyrights or trademarks. Final, approved and paid-for names/taglines/logos/artwork are the sole property of the client. Swim Creative recommends copyright and/or trademark research by an outside legal firm. Swim Creative retains rights to use names/taglines/logos/artwork for promotional uses. SIGNATURE_______________________________________________DATE_________________ The above signatory agrees to project scope, terms, disclaimer and total price, and is authorized to do so. CONFIDENTIAL The contents of this estimate are the property of Swim Creative, LLC and are not to be shared with any outside entity including, but not limited to, other marketing or advertising agencies or any third-party vendors, consultants or competitors of Swim Creative in any way, shape or form including, but not limited to, spoken, digital or hard copy form, without the written permission of Patrice Bradley, CEO. Thank you. a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 1 ESTIMATE Gotta Be Superior Visitor Guide Brochure Holder May 3, 2023 Scope: This is an estimate for the production of brochure holders for the visitor guide to promote the City of Superior. This estimate is in addition to the contracted tourism campaign budget as well as any other additional Swim marketing budgets that are approved by the commission. Specs: Below are the recommended specs for 2 different visitor guide brochure holders the client can choose from: 1. Large Brochure Holder a. Size: 27 x 38.9688 b. Paper 20.00 pt C1S Board 2. Small Brochure Holder a. Size: 18.5313 x 17.387 b. Paper: 20.00 pt C1S Board Additional cuts, pockets, and other special specs will require an additional estimate. Swim will inform the client if we recommend adding these at a later date and an estimate will be provided then. Check the box of the desired quantity and size brochure the City of Superior would like printed: Check Brochure Holder Visitor Guide Brochure Holder (large): Includes cost of printing a quantity of 150 $2,399 holders. The client will arrange and pay for distribution. Visitor Guide Brochure Holder (large): Includes cost of printing a quantity of 200 $2,526 holders. The client will arrange and pay for distribution. Visitor Guide Brochure Holder (small): Includes cost of printing a quantity of 150 $2,240 holders. The client will arrange and pay for distribution. Visitor Guide Brochure Holder (small): Includes cost of printing a quantity of 200 $2,345 holders. The client will arrange and pay for distribution. TERMS: An invoice for a 50% installment will be issued at the time of signing of this document. The project will begin following receipt of the installment. Cost of services will be billed at the beginning of the month. Payment is due within 21 business days and is subject to a 1.5% interest charge starting at 30 days past due. This estimate/proposal is for agency services that are listed in this estimate/proposal only. If you are interested in services beyond what is included in this estimate/proposal, an estimate for additional services will be provided and work will begin following client approval of the additional services estimate. Any outside costs that are processed by Swim Creative are subject to a 15% markup. Media is subject to a 15% commission. If production is necessary, production total can vary by 10% depending on final production details. This proposal and its recommendations are the property of Swim Creative, are valid for 60 days and do not include any sales tax where applicable. For all steps that require client approval, this estimate includes two (2) rounds of revisions. Additional rounds of revisions will incur additional cost to the client. Swim Creative is not responsible for trademark or copyright research, and is not liable for infringement on any existing copyrights or trademarks. Final, approved and paid-for names/taglines/logos/artwork are the sole property of the client. Swim Creative recommends copyright and/or trademark research by an outside legal firm. Swim Creative retains rights to use names/taglines/logos/artwork for promotional uses. a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 1 SIGNATURE_______________________________________________DATE_________________ The above signatory agrees to project scope, terms, disclaimer and total price, and is authorized to do so. CONFIDENTIAL The contents of this estimate are the property of Swim Creative, LLC and are not to be shared with any outside entity including, but not limited to, other marketing or advertising agencies or any third-party vendors, consultants or competitors of Swim Creative in any way, shape or form including, but not limited to, spoken, digital or hard copy form, without the written permission of Patrice Bradley, CEO. Thank you. a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 2 ESTIMATE Gotta Be Superior Visitor Guide Production April 19, 2023 Scope: This is an estimate for the production of a visitor guide to promote the City of Superior. This estimate is in addition to the contracted tourism campaign budget as well as any other additional Swim marketing budgets that are approved by the commission. Specs: Below are the recommended specs for the visitor guide. ● 5” by 8” folded ● 28 pages ● Saddle stitched ● Paper stock Additional cuts, pockets, and other special specs will require an additional estimate. Swim will inform the client if we recommend adding these at a later date and an estimate will be provided then. PRODUCTION Visitor Guide Printing: Includes cost of printing a quantity of 15,000 guides. The client will $11,567 arrange and pay for distribution. Visitor Guide Printing: Includes cost of printing a quantity of 20,000 guides. The client will $14,589 arrange and pay for distribution. *Will send separate estimate for POP, colored pencils, and self mailer TERMS: An invoice for a 50% installment will be issued at the time of signing of this document. The project will begin following receipt of the installment. Cost of services will be billed at the beginning of the month. Payment is due within 21 business days and is subject to a 1.5% interest charge starting at 30 days past due. This estimate/proposal is for agency services that are listed in this estimate/proposal only. If you are interested in services beyond what is included in this estimate/proposal, an estimate for additional services will be provided and work will begin following client approval of the additional services estimate. Any outside costs that are processed by Swim Creative are subject to a 15% markup. Media is subject to a 15% commission. If production is necessary, production total can vary by 10% depending on final production details. This proposal and its recommendations are the property of Swim Creative, are valid for 60 days and do not include any sales tax where applicable. For all steps that require client approval, this estimate includes two (2) rounds of revisions. Additional rounds of revisions will incur additional cost to the client. Swim Creative is not responsible for trademark or copyright research, and is not liable for infringement on any existing copyrights or trademarks. Final, approved and paid-for names/taglines/logos/artwork are the sole property of the client. Swim Creative recommends copyright and/or trademark research by an outside legal firm. Swim Creative retains rights to use names/taglines/logos/artwork for promotional uses. SIGNATURE_______________________________________________DATE_________________ The above signatory agrees to project scope, terms, disclaimer and total price, and is authorized to do so. CONFIDENTIAL The contents of this estimate are the property of Swim Creative, LLC and are not to be shared with any outside entity including, but not limited to, other marketing or advertising agencies or any third-party vendors, consultants or competitors of Swim Creative in any way, shape or form including, but not limited to, spoken, digital or hard copy form, without the written permission of Patrice Bradley, CEO. Thank you. a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 1 ESTIMATE Gotta Be Superior Visitor Guide Production April 19, 2023 Scope: This is an estimate for the production of a visitor guide to promote the City of Superior. This estimate is in addition to the contracted tourism campaign budget as well as any other additional Swim marketing budgets that are approved by the commission. Specs: Below are the recommended specs for the visitor guide. ● 5” by 8” folded ● 28 pages ● Map centerfold foldout ● Saddle stitched ● Paper stock Additional cuts, pockets, and other special specs will require an additional estimate. Swim will inform the client if we recommend adding these at a later date and an estimate will be provided then. PRODUCTION Visitor Guide Printing: Includes cost of printing a quantity of 15,000 guides. The client will $14,894 arrange and pay for distribution. Visitor Guide Printing: Includes cost of printing a quantity of 20,000 guides. The client will $18,210 arrange and pay for distribution. *Will send a separate estimate for POP, colored pencils, and self-mailer TERMS: An invoice for a 50% installment will be issued at the time of signing of this document. The project will begin following receipt of the installment. Cost of services will be billed at the beginning of the month. Payment is due within 21 business days and is subject to a 1.5% interest charge starting at 30 days past due. This estimate/proposal is for agency services that are listed in this estimate/proposal only. If you are interested in services beyond what is included in this estimate/proposal, an estimate for additional services will be provided and work will begin following client approval of the additional services estimate. Any outside costs that are processed by Swim Creative are subject to a 15% markup. Media is subject to a 15% commission. If production is necessary, production total can vary by 10% depending on final production details. This proposal and its recommendations are the property of Swim Creative, are valid for 60 days and do not include any sales tax where applicable. For all steps that require client approval, this estimate includes two (2) rounds of revisions. Additional rounds of revisions will incur additional cost to the client. Swim Creative is not responsible for trademark or copyright research, and is not liable for infringement on any existing copyrights or trademarks. Final, approved and paid-for names/taglines/logos/artwork are the sole property of the client. Swim Creative recommends copyright and/or trademark research by an outside legal firm. Swim Creative retains rights to use names/taglines/logos/artwork for promotional uses. SIGNATURE_______________________________________________DATE_________________ The above signatory agrees to project scope, terms, disclaimer and total price, and is authorized to do so. CONFIDENTIAL The contents of this estimate are the property of Swim Creative, LLC and are not to be shared with any outside entity including, but not limited to, other marketing or advertising agencies or any third-party vendors, consultants or competitors of Swim a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 1 Creative in any way, shape or form including, but not limited to, spoken, digital or hard copy form, without the written permission of Patrice Bradley, CEO. Thank you. a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com 2