Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting

TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT SPECIAL MEETING AGENDA 6136 Adobe Road Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org TELECONFERENCE Mehta Residence 13080 Norcia Drive, Rancho Cucamonga, CA 91739 Tuesday, December 6, 2022. SPECIAL MEETING AGENDA 3:30 P. M. CALL TO ORDER Pledge of Allegiance. Roll Call. CHANGES TO THE AGENDA PRESENTATIONS BUSINESS PUBLIC COMMENTS DISCUSSION AND POTENTIAL ACTION ITEMS 1 Community Event Subcommittee Meeting Notes & Budget Planning Recommendations 3-8 Community Event Subcommittee Notes & Budget Planning Recommendations 2 Downtown Business Association Event Proposal - Weekend Concert Series 9 - 11 Go Back to 29 Concert Series Proposal 3 760 Events Proposal - 1st Saturday Event Series 13 760 Events BID for 2023 Events 4 Desert General Event Proposal - Romance in the Desert Event Series 15 - 17 Romance in the Desert Proposal and Budget Page 1 of 17 BOARDMEMBER COMMENTS DIRECTOR OF MARKETING COMMENTS FUTURE BOARDMEMBER INITIATED ITEMS 1 Transition to 5-year reauthorization under the Property Business Improvement District Law of 1994 2 FAMS - Events, Retreats, Music, Film ADJOURNMENT It is the intention of the City of Twentynine Palms to comply with the Americans with Disabilities Act in all respects. If you are a person with a disability who requires a disability-related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, please request such modification or accommodation from the City Clerk at (760) 367- 4890 (facsimile). Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. Please advise us at the time whether you will require accommodations to participate in meetings on a regular basis. Any person affected by any application on this agenda may submit their concerns in writing prior to the meeting or appear in person and be heard in support or opposition to the proposal at the time the matter is considered on the agenda. The staff reports, applications and environmental documents may be viewed at either the office of Community Development or the office of the City Clerk, 6136 Adobe Road, from 7:00 a.m. until 6:00 p.m. Monday through Thursday, except legal holidays. The Invocation is given per Policy 10-01, and does not reflect the views of the City but rather is an expression of speech by a private citizen making the presentation. Telephone inquiries may be made at (760) 367-6799. If you challenge any agenda issue in court, you may be limited to raising only those issues that you or someone else raised at the public meeting described in this notice, or in written correspondence delivered to the City of Twentynine Palms at, or prior to, the public meeting. This notice of agenda is hereby certified to have been posted on or before 3:30 p.m., December 5, 2022. Cindy Villescas CMC, City Clerk Time/Date Page 2 of 17  Tourism Business Improvement District Special Meeting December 6, 2022. Page 3 of 17  12/5/2022 AGENDA & DISCUSSION ITEMS Community Events Subcommittee Meeting Updates An expanded community events subcommittee has now been established, with the purpose of increasing city-wide, cross-organizational event coordination and communication. Two community meetings have taken place, on November 16 and November 17, where TBID Advisory Board Members and City staff were joined by representatives from the National Park Service, National Park Association, Sky’s The Limit, Downtown Business Association, Theatre 29, Desert General, Farmers Market, and 29 Palms Art Gallery. Discussion topics from meetings: • Review of Visit 29 Palms event guidelines and how to submit proposals. • Current limitations of hosting large scale events at Freedom Plaza’s community center, plaza, and stage. • Urgency to continue building on the momentum happening in 29 Palms, with continued awareness of what’s going on in competitive neighboring communities. • Increasing collaboration and cross promotion of existing community events, encouraging special packages and promotions, B2B marketing for corporate retreats. • Seasonal themes for events and targeting the traditionally slower periods of the year for new event development. Page 4 of 17  12/5/2022 RECAP OF FY 21-22 SPONSORED EVENTS Visit 29 Palms FY 21-22 Event Sponsorship Budget: $20,000 Visit 29 Palms FY 21-22 Event Sponsorship Actual: $18,244.44 Night Sky Festival - September 2022 $2,000 Hwy 62 Open Studio Art Tours - October 2022 $0 ($2,000 credit from prior year) Fall Season Joshua Tree Music Festival - October 2022 $375 Vacation Races Joshua Tree Half Marathon - November 2022 $2,000 Winter Season Climb Smart - December $400 Party at the Plaza / Freedom Plaza Grand Opening - March 2022 $12,344.44 Spring Season Joshua Tree 55 - April 2022 $750 Joshua Tree Music Festival - May 2022 $375 *The totals above reflect the dollar amount given to the hosting event organization and do not include the additional Visit 29 Palms marketing resources put towards supporting these events such as digital and broadcast advertising campaigns and spotlight video features. Page 5 of 17  12/5/2022 FY 22-23 ANNUAL SIGNATURE EVENTS Current FY 22-23 Event Sponsorship Budget: $10,000 Annual signature events to plan for in FY 22-23: $750 Joshua Tree 55 (April 2023) $750 Joshua Tree Music Festival (May 2023 & October 2023) $2,000 Hwy 62 Open Studio Art Tours (October 2023) $2,000 Night Sky Festival (November 2023) $2,000 Vacation Races Joshua Tree Half Marathon (November 2023) $400 Climb Smart (December 2023) $7,900 TBID Board Events Subcommittee Recommendation: Increase FY 22-23 event sponsorship budget to $20,000, by transferring $10,000 in funds allocated for special projects. Further review of event sponsorship funding can be done at mid-year budget review in the late spring, early summer. Page 6 of 17  12/5/2022 EVENT SPONSORSHIP PROPOSALS Go Back to 29 Weekend Concert Series January 13 – 15, 2022. Submitted by Downtown Business Association Food Truck & Live Music Events Hosted on the 1st Saturday of each month Submitted by 760 Events Romance in the Desert Event Series February 2, 9, 16, 23, 2022. Submitted by Desert General LLC Page 7 of 17  • Boardmember comments • City Manager comments • Director of Marketing comments • Future Boardmember initiated items • Scheduling of next meeting • Adjournment Page 8 of 17 Date: November 22, 2022 Michael Usher President Rediscover 29 PO Box 1253 Twentynine Palms, CA 92277 Dear TBID Board Members, Rediscover 29 (downtown business association) is a non-profit membership organization that represents 24 businesses in downtown 29 Palms and beyond. We seek to foster a thriving downtown economy based on cooperation between local businesses, governmental agencies, and the residential community. We are committed to achieving pragmatic growth and lasting opportunity. Rediscover 29 is formulated by like-minded business owners and supporters who have a concentrated vision and work collaboratively to make Twentynine Palms a beautiful, safe, viable, and profitable location for the community to shop, dine, and attend sponsored events. We encourage economic growth and success while supporting fellow members through peer referrals, shared ideas, and best practices resulting in community awareness and professional development to make our downtown a better place. This proposal is intended to be the first of a series of weekend long events hosted by Rediscover 29 and it’s participating members, and is seeking financial support from TBID and the City of 29 Palms to make it a reality. The “Go Back To 29!” weekend concert series is intended to be a monthly collection of weekend-long activities and events intended to bring tourists and visitors to 29 Palms, and to keep them here. In cooperation and at the request of the TBID, we are gearing these events on the second Saturday of each month, beginning January 14th (this proposal), and continuing monthly thereafter through April/May (future proposals). At this point Rediscover 29, TBID, and other cooperating organizations will come together to make a plan for the summer months, as well as for FY2023-24. We look forward to working with TBID and the City of Twentynine Palms to foster tourism and economic growth benefiting all 29 Palms businesses and residents.. If you have questions on this proposal, feel free to contact me at your convenience by email at grnd.sqrl.taphouse@gmail.com or by phone at (800) 760-1275. Thank you for your consideration. Michael Usher DBA President & Owner of Grnd Sqrl PO Box 1253, Twentynine Palms, CA 92277 • DBA29Palms@gmail.com • info@rediscover29.com • ww.residcover29.com Page 9 of 17 Go Back To 29! The following table details the pricing for delivery of the event services outlined in this proposal. TBID Contribution Price Musical Entertainment (3 Bands) $3000 Partial Silent Disco Equipment Cost $1000 Marketing on Visit29.com and other platforms TBID Distribution of weekend event flyers in participating lodging facilities TBID City of 29 Palms Contribution Price Equipment Rental + Audio Video Tech $3500 $2,000.00 Facility Use City City Employee time + permitting City Marketing on City website and other platforms City Rediscover 29 Contribution Price Event Planning 40 hours (4x members 10 hrs each) Rediscover Day of Event Staffing (6x members 8 hrs each) Rediscover Partial Silent Disco Equipment Cost $2000 Audio Equipment Rental + Audio Video Tech $1500 discounted Main Event Band Lodging Accommodations (Desert Beacon) Rediscover Marketing on Rediscover 29 Website and other platforms Rediscover Total $9,500 Disclaimer: The prices listed in the preceding table are an estimate for the services discussed. The summary is not a warranty of final price. Estimates are subject to change if project specifications are changed or costs for outsourced services change before a contract agreement is executed. Total funding request: $4000 TBID , $2000 City of 29 Palms PO Box 1253, Twentynine Palms, CA 92277 • DBA29Palms@gmail.com • info@rediscover29.com • ww.residcover29.com Page 10 of 17 SPONSORSHIP PROPOSAL EVENT NAME DATE TIMES Go Back to 29! Weekend Concert Series Friday January 13th - Sunday January 15th 3pm - 8pm All above mentioned events are weather permitting, with the goal of moving inside the multi purpose room in the case of inclement weather. Rediscover 29, in cooperation and partnership with Visit 29, The City of 29 Palms, and other local businesses and community members are pleased to offer the second “Go Back To 29!” Concert series. The “Go Back To 29!” concert series is designed to be a weekend itinerary of activities and events designed to bring and keep people in 29 Palms by offering them a curated experience hosted by local businesses, artists, and organizations. Working with all partners and sponsors, Rediscover 29 will coordinate and organize the weekend’s events, and in cooperation with The City and TBID, produce a printable itinerary for dissemination through all possible avenues and outlets. The itinerary will also be designed to be easily accessible via all parties websites and social medias, and will be designed in a way to be easily updated with the desire and expectation to make this a monthly concert series. The following funding request is for the delivery of the events outlined above in this proposal. Total funding request TBID: $ 4,000.00 Total funding request City of 29 Palms: $2,000.00 If accepted, please return this signed agreement By Visit 29 Palms: ______________________________ ____________________ (Signature) (Date) ______________________________ ____________________ (Print Name) (Title) By Rediscover 29: ______________________________ _____________________ (Signature) (Date) ______________________________ _____________________ (Print Name) (Title) PO Box 1253, Twentynine Palms, CA 92277 • DBA29Palms@gmail.com • info@rediscover29.com • ww.residcover29.com Page 11 of 17 Page 12 of 17  November 17, 2022 To: Frank Luckino, City Manager, City of Twentynine Palms From: Roger Thomas, Owner, 760 Events 760-401-0028 Rog29ga|ms@gmai|.com 760 Events, owned and operated by Roger Thomas would like to be considered for the following events — from January 1 December 31, 2023. Sixteen (16) food truck and concerts, ”The Best Things in Life are 2023" series on the first Saturday of each month with the exception ofJanuary and July which will be held the third Saturday of the month. An additional event will be held on the third Saturday of the month during peak dessert times of April, May, September and October. Each event will consist of 10-35 food vendors, staged concert or other entertainment, free face painting — and kids’ activities, and a beer garden from 5 10 pm at Freedom Plaza, 73551 Twentynine Palms Hwy, Twentynine Palms, CA 92277. Event Dates: 1/21/23, 2/4/23, 3/4/23, 4/1/23, 4/15/23, 5/6/23, 5/20/23, 6/3/23, 7/15/23, 8/5/23, . 8/19/23, 9/2/23, 9/16/23, 10/7/23, 11/4/23, 12/2/23 — Additionally, 760 Events will host Trunk or Treat on Saturday, October 28, 2023 from 5 10 pm with a concert, food trucks and free family activities for a total of seventeen (17) events in 2023. 760 Events will provide all entertainment, stage equipment, necessary health permits, an insurance policy of $2M naming ”City of Twentynine Palms and all City employees and officials additionally insured”, trash haul away and cleanup plus security during the events. 760 Events will be free to the public, advertised throughout the Morongo Basin as well as in Southern California. We will contact area travel, tour bus companies and agencies in California that we work with and request to be added to their event calendars. 760 Events will provide the City of Twentynine Palms digital flyers for use on the City's social media and website fourteen days prior to each event. Cost to the City of Twentynine Palms is $60,000.00, 20% of the total cost to implement these seventeen events which will help cover staff, advertising, insurance, permits, music and sound equipment. A 50% deposit ($30,000.00) is required a minimum of 30 days prior to scheduling the first event, January Page 13 of 17 events 760 Events August 31, our for 2023. looks residents to tourists forwardand working in coming withethe year. City of Twentynine Thank you your for to /I Palms l createO fabulous ‘\ consideration. Cvt? 0 1., l ‘/l“ll‘»7- oexperiential Vrvo ax/Lao ‘/“W L( Page 14 of 17  “ROMANCE IN THE DESERT” Following up on our meeting at the GRND SQRL last week, please find below Desert General’s plan to build greater awareness for Downtown Twentynine Palms amongst high-desert communities during the month of February – and especially during weekdays. Following ‘Sorry, You Missed the Sixties’, our next pop-up event is dubbed ‘Romance in the Desert’. The event will combine a variety of unique photographs using the Mojave Desert as a background and the unveiling of a special store section dedicated to romance fiction. To promote this new section, our objective is to also stage four ‘mini’ consumer-facing events during the month of February and invite a best-selling romance novelist each week of the month, during a weekday (Wednesday or Thursday). So far, our idea is to suggest holding these ‘mini- events’ in Corner 62’s patio and target up to 30/35 persons maximum due to seating capacity. However, this idea could be easily expanded if the talks with the authors are planned inside the Gymnasium. A ‘Special Package’ could then be offered to high-desert romance fiction lovers:  Invitation to the talks  Diner for two in one of Twentynine Palms Downtown Restaurants  Two drinks in one of Twentynine Palms Bars We could also plan a simple sweepstake that would allow winners to be invited to a VIP dinner with the author. DESERT GENERAL LLC 73552 Twentynine Palms Highway Twentynine Palms, CA 92277 Page 15 of 17 Resources needed include for each talk:  Rental of the Gymnasium  Set-up of a stage, seating arrangements and audio equipment  VIP diner for 10 guests and a complimentary hotel night for the author + one  Moderator’s fees Should this ‘experience’ be successful, our suggestion is to then consider anchoring an annual festival in Twentynine Palms dedicated to romance fiction. During a weekend-long event, readers and library-lovers will be invited to hear bestselling romance novelists representing various genres from sweet to spicy, contemporary to historical, and laid-back to packed with suspense. They will be able to rub shoulders with them, take part in Q & A panel discussions and author signings, and walk through a mini-fair featuring a vast selection of romance fiction from popular and lesser-known authors. Aspiring romance writers could have to opportunity to pitch their novel ideas to publishers and agents invited to the festival and looking for more diverse stories and voices to publish. More about Romance Fiction While many readers and writers have long dismissed romance as a pulpy, disposable, and non- serious genre of fiction, the truth is that it's a billion-dollar industry that consistently produces bestselling authors and has been the most popular book category for a long, long time. Romance novels outsell every other type of book, and their fans are voracious consumers. 15 percent of romance readers buy a new book or two at least once a week. It is also the most popular audiobook genre and close to 45% of all e-books sold are romance novels. The romance industry is big -- which means there are a lot of readers, who may or may not fit the stereotype. While 70% of romance readers discover the genre between the ages of 11 and 18, most romance readers tend to be older. The average age for romance readers is 42. According to Nielsen, 16 percent of romance readers are men. Younger generations influenced by television are also becoming avid romance fans and many recent popular titles have welcomed new readers to the genre in the past few years. DESERT GENERAL LLC 73552 Twentynine Palms Highway Twentynine Palms, CA 92277 Page 16 of 17 ROMANCE IN THE DESERT | Budget V1 for four talks 2-Dec Thursday 2 February Thursday 9 February Thursday 16 February Thursday 23 February GYMNASIUM EXPENSES UNIT X TOTAL RENTAL | First two hours $ 350 1 $ 350 RENTAL | Five additional hours $ 91 5 $ 455 SOUND EQUIPMENT + Tech assistance | To be validated $ 750 1 $ 750 STAGE RENTAL | To be validated $ 250 1 $ 250 CLEANING | Flat fee $ 150 1 $ 150 STAGE DECORATION | 1 X backrop + 2 chairs $ 450 1 $ 450 CERTIFICATE OF INSURANCE | $1,000,000 $ 250 1 $ 250 MODERATOR | Flat fee $ 250 1 $ 250 USHERS | 3 X persons X 4 hours X 16.50$ per hour $ 16.50 12 $ 198 PHOTOGRAPHER | 6 hours $ 35 6 $ 210 ONE NIGHT HOTEL STAY for author + one $ 150 2 $ 300 AUTHOR'S TRAVEL COSTS reimbursement $ 250 1 $ 250 VIP DINNER | 20 persons $ 35 20 $ 700 FLYERS | 5,000 flyers to be distributed across Hi-Desert $ 500 1 $ 500 FLYERS | Distribution costs 20 X 16.5$ per hour $ 16.50 20 $ 330 SOCIAL MEDIA MANAGEMENT | Flat fee $ 250 1 $ 250 UNFORESEEN EXPENSES $ 350 1 $ 350 TOTAL $ 5,993 PROJECT COORDINATOR 10% $ 599 GRAND TOTAL $ 6,592 TOTAL FOR FOUR TALKS 4 $ 26,369 Amount paid to the City 4 $ 7,220 Additional cash needed $ 19,149 Page 17 of 17