AGENDA Lodging Tax Advisory Committee

Transcription

1 AGENDA Lodging Tax Advisory Committee 4:00 PM - Thursday, June 1, 2017 Baxter Room, th Avenue NW, Issaquah WA Page 3 1. CALL TO ORDER 4:00 PM a) Committee Membership AGENDA ITEMS a) Welcome and Orientation, (I) Presented by: Paul Winterstein, Chair b) LTAC 2017 Budget Review, (I) Presented by: Paul Winterstein, Chair c) Funding Allocation Request, Association Volleyball Professionals Community Kick-off Event, (A) Presented by: Jen Davis Hayes, Economic Development Manager d) LTAC Vacancy Next Steps, (D) Presented by: Jen Davis Hayes, Economic Development Manager [15 min.] [10 min.] [30 min.] [10 min.] 3. ADJOURNMENT The next meeting date to be determined. INQUIRIES Please contact Jen Davis Hayes at (425) or jenh@issaquahwa.gov Meeting room is wheelchair accessible. American Disability Act (ADA) accommodations available upon request. Page 1 of 8

2 Please phone at least two business days in advance. Note: Times listed for meetings topics are approximate and items are subject to being shifted from the original order. (I) Informational, (A) Action Needed, (D) Discussion Page 2 of 8

3 CALL TO ORDER a) Lodging Tax Advisory Committee About Established in 1998, this committee oversees the City's share of lodging tax. Currently, hotels, motels, and bed-and-breakfast inns collect the City's 1 percent share of the tax to pay all or any part of the cost of tourism promotion, acquisition of tourism-related facilities or the operation of tourismrelated facilities. Membership Under state law, the committee's members consist of members from businesses that collect the tax, members involved in activities eligible for lodging tax revenue, and an elected City official, who leads the committee. Staff Liaison Jen Davis Hayes, Economic Development Manager Members Erica Maniez, Issaquah History Museums Joe Deutschman, Marriott Springhill Suites Will Parkinson, Hilton Garden Inn Hamilton McCulloh, Greater Issaquah Chamber of Commerce Paul Winterstein, Councilmember Meetings Meetings are scheduled as necessary. Page 3 of 8

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5 AGENDA ITEMS c) 2017 AVP Kick-Off Event Proposal In 2016, LTAC supported a community welcome/kick-off event for AVP and community members at Hilton Garden Inn. LTAC voiced support for making this an annual event and moving it to the State Park. LTAC Commissioner Hamilton McCullouh volunteered to lead efforts to explore opportunities for the event. Several meetings were held with Seattle Sports Commission, AVP, City staff and an event planner to discuss options. AVP is very interested in partnering with LTAC/City to assist but with the amount of time and the fact there are pre-qualifiers on Thursday at the park, the event components had to be adjusted. Basic Details for Event Event Date: Thursday, June 22 Event Time: 4-7pm (They can t have the event go until 9pm like we had originally planned) Capacity: 175 people This event will be more of a Networking Reception for Business Stake Holders vs. Family Night. We will also have a bit more flexibility next year to build on the event and make it more family friendly, host movie night, etc. AVP strongly suggests having adults vs. kids at this event. Utilize the AVP s VIP area that is already staged with tables, chairs, couches, sky box seating for free. We can make announcements throughout our event but would need to work with AVP on timing. We would work with their caterer to determine food & beverage needs. (Have to use their caterer, could explore sponsorship to provide free or reduce admission.) We can have our team try to secure Beer or Wine vendors to donate alcohol so it s a hosted bar. AVP mentioned they have a partnership with a water sponsor so he can approach them to see if they d provide the water. We will work with AVP to see if we can have some of the Professional Players make an appearance at the event. We can utilize their Step & Repeat banner in our event space for people to take pictures. During our event, we will be able to watch the Qualifier Rounds so there will be activity taking place. Their Jump Zone will be available for anyone brave enough to jump off 3 stories into a pit. They would need to sign a waiver but it is definitely great entertainment and something people can do. Page 5 of 8

6 AGENDA ITEMS c) EVENT EXPENSES Coordination, Marketing, Some Expenses: $9, (Estimate details provided in separate document) Flexible Costs If we are allowed to utilize AVP s DJ & Equipment, we will still need to pay for his services but it should be cheaper than bringing in a new vendor and gear. We included $ for a Welcome branded sign for the City of Issaquah but we can also delete this if you don t feel it s necessary. Again, our estimate is based on projected # of hours it will take us to complete each task but you will only be billed for actual hours. Page 6 of 8

7 AGENDA ITEMS c) th Ave NE, #S-701 Bellevue, WA phone JOB ESTIMATE v2 Client: Date: Event: AVP Issaquah Pre-Day Event Event Dates: Wednesday, June 21, 2017 Location: Lake Sammamish State Park - Issaquah, WA Contact: Hamilton McCulloh, HamiltonM@greenrubino.com, Event(s) Estimate 1- Client Partnership, Communication & Administration $ Regular meetings w/clients, and phone correspondence Pre-event research and logistical management Budget management and payment processing to 3 rd party vendors Management of Daily Schedules and Client communication Assist with Guest invitations & manage RSVP s and onsite registration 2- Venue Management $ 1, Meetings and site tours as needed Determine all Equipment needs Manage Food & Beverage needs Plan, coordinate and manage overall event flow and activities 3- Marketing Coordination & Signage $ Graphic design and management of all approvals. Creation of all directional and event signage & branding Materials and expenses 4- Pre-Logistical Management $ 2, Manage overall event logistics Creation of Event Manual to include all event details and logistical information Creation and management of timeline Plan, coordinate and manage Athlete appearances, photo ops and signings Manage Entertainment (Live/DJ) Manage Sponsor & Vendors Create Sponsor/Vendor Info for Set-up, event and tear down 5- Onsite Event Day Staffing $ 1, Event Day - Wed. 6/21 Sr. Mgr for (2) hours + (5) Staff for (8) hours 6- Expenses $ 3, DJ & Audio Visual Equipment Photography Decor Staff Meals for Shifts exceeding 5+ hours Page 7 of 8

8 Estimate v2 AVP Issaquah Pre-Day Event AGENDA ITEMS c) Total Estimate $ 9, It is TOKITA BETHUNE, INC. s policy to provide an estimate based upon the Client s explanation of the project. TOKITA BETHUNE, INC. reserves the right to revise this estimate, with Client s approval, as the scope of the project changes. In addition, should work not total estimated amount, Client will be billed for actual work performed. Terms: 50% Deposit upon agreement; balance owed post event Net 30 days Late payments over (30) days subject to a 2% late payment fee every (30) days If approved, please sign and back to Kara Tokita, kara@tokitabethune.com Client Approval: Date: 2 Page 8 of 8