HomeMy WebLinkAboutTBID_2017-09-25 Special Meeting Agenda PktSPECIAL MEETING NOTICE
ADVISORY BOARD FOR THE
ATASCADERO TOURISM BUSINESS
IMPROVEMENT DISTRICT
Monday, September 25, 2017
11:00 a.m.
City of Atascadero City Hall
6500 Palma Avenue, Room 306
Atascadero, California
NOTICE IS HEREBY GIVEN that a Special Meeting of the Advisory Board
for the Atascadero Tourism Business Improvement District will be held on
Monday, September 25, 2017, at 11:00 a.m. for the purpose of holding a
Meeting to discuss the information described in the attached Agenda.
STATE OF CALIFORNIA )
COUNTY OF SAN LUIS OBISPO )
CITY OF ATASCADERO )
AMANDA MUTHER, being fully sworn, deposes, and says: That she is the Deputy City Clerk of the City of
Atascadero and that on Friday, September 22, 2017, she caused the above Notice to be posted at the Atascadero
City Hall, 6500 Palma Avenue in Atascadero, California.
AMANDA MUTHER
Deputy City Clerk
City of Atascadero
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
SPECIAL MEETING AGENDA
Monday, September 25, 2017 at 11:00 A.M.
Atascadero City Hall - 6500 Palma Avenue, Room 306
Atascadero, California
CALL TO ORDER:
ROLL CALL: Chairperson Amar Sohi, Holiday Inn Express and Suites
Vice-Chairperson Deana Alexander, The Carlton Hotel
Board Member Jacklyn Dawson, SpringHill Suites Marriott
Board Member Tom O’Malley, Portola Inn
Vacant
APPROVAL OF AGENDA:
BUSINESS ITEMS
1.Opportunity for Exposure Through Visit SLO CAL SAVOR Exhibitor Space at
the San Diego Bay Wine & Food Festival
•Recommendation:
1.Board approve reservation of destination presence with Visit SLO CAL for
presence and exposure through Visit SLO CAL SAVOR exhibitor space
at San Diego Bay Wine & Food Festival in the amount of $3,000. [Big Red
Marketing]
2.Board approve expenditure of up to $3,000 in additional costs associated
with participation. [Big Red Marketing]
•Fiscal Impact (GL 2801): Up to $6,000.
BOARD MEMBER COMMENTS
ADJOURNMENT
The Advisory Board for the Atascadero Tourism Business Improvement District will
adjourn to its next Regular Session on October 18, 2017.
Page 1 of 5
ITEM NUMBER: B-1
DATE: 09/25/17
ADVISORY BOARD FOR THE ATASCADERO
TOURISM BUSINESS IMPROVEMENT DISTRICT
Staff Report
Opportunity for Exposure Through Visit SLO CAL SAVOR Exhibitor
Space at the San Diego Bay Wine & Food Festival
RECOMMENDATION:
1.Board approve reservation of destination presence with Visit SLO CAL for
presence and exposure through Visit SLO CAL SAVOR exhibitor space at San
Diego Bay Wine & Food Festival in the amount of $3,000. [Big Red Marketing]
2.Board approve expenditure of up to $3,000 in additional costs associated with
participation. [Big Red Marketing]
DISCUSSION:
The San Diego Bay Wine and Food Festival (SDBWFF) is one of the largest wine and
food festivals in the nation. Visit SLO CAL participates in the event by creating a
SAVOR experience that showcases some of the county’s finest wine, beer, craft spirits
and culinary delicacies with a large destination installation right on the embarcadero. This
immersive, multi-sensory experience engages attendees and inspires them to come taste
and see SLO CAL firsthand.
This year, Visit SLO CAL has expanded their tent to make room for the brand presence
of two additional destinations. As the most visited booth at SDBWFF last year,
participation in the SAVOR experience would offer the City ample exposure to the event’s
5,000 attendees. The festival provides a unique opportunity for SLO CAL as an up-and-
coming food and wine destination. Visit SLO CAL is encouraging participating
destinations to bring a chef or entertainer to engage attendees and add a sensory element
to the brand presence. This opportunity will provide Atascadero a platform to showcase
the destination along with the cider and craft beer scene.
FISCAL IMPACT (GL 2801): Up to $6,000. The cost of participation in Visit SLO
CAL’s SAVOR Event, for destination management organizations (DMO’s), is $3,000.
Additional expenses for travel and event presence are estimated at $3,000. Coordination
and planning for event presence would be included under Big Red Marketing’s current
scope of work.
ATTACHMENT:
1.Visit SLO CAL Partnership Agreement
Page 2 of 5
A
VISIT SLO CAL
EXPERIENCE
Partnership Agreement
San Diego Bay Wine & Food Festival
Thank you for partnering with Visit SLO CAL (VSC) on SAVOR a San Luis Obispo County, CA Experience at San Diego
Bay Wine & Food Festival.
We need your help to ensure that the SAVOR is successful in showcasing the SLO CAL destination
buildout. Outlined below are the partnership agreement terms for this event.
Event Date: Grand Tasting November 18, 2017
Set Up Time: 8AM
Event Time: 11:00PM – 3:00PM
The DMO SAVOR Experience Includes:
•At the Event:
o An 8-foot table with table cloth at the front of the SAVOR tent
o 2 exhibitor badges
o Opportunity to bring a restaurant or entertainer:
§Restaurant would get 4 additional exhibitor badges and brand inclusion
o Opportunity to distribute your visitor guide to attendees
o Inclusion in (and contacts from) an on-site trip giveaway promotion
o Destination imagery included in SLO CAL SAVOR booth design
o Logo incorporated into booth creative elements
o Special requests would be at the discretion of Visit SLO CAL and associated costs would
be the partner DMO’s responsibility.
•Marketing:
o Brand listing in En Bouche, the official SDBWFF magazine program
o Logo and link on SDBWFF website
o Inclusion in (and contacts from) a social media giveaway promotion through SDBWFF
ahead of the event
o Inclusion in SAVOR/VSC direct social media promotions, email blasts, public relations
efforts and other promotions
o Top billing on VSC’s SAVOR landing page – where all SAVOR marketing will be directed!
ITEM NUMBER:
DATE:
ATTACHMENT:
B-1
09/25/17
1
Page 3 of 5
Show Set Up & Booth Space:
•Partner guaranteed set up time at the event is 8:00AM
•Set-up must be complete by 10:30AM
•Partner breakdown time at end of event is 3:00PM
•Breakdown cannot begin until the booth is clear of event attendees
•Guaranteed vendor space at the event is half of a six-foot banquet table for wine/beer/spirit
•Guaranteed vendor space for restaurants is an eight-foot banquet table
•Partners are able to set up the top of their guaranteed space with a branded display of product and a
brand brochure or pamphlet
•To maintain SAVOR brand and consumer experience VSC will provide linens for tables and signage (above
the table) – partner branded table linens may not be used in the experience space
Partner Package Includes:
•Exhibitor Badges: Four exhibitor badges for restaurants, two badges for wineries. breweries, spirits &
experiences
•Brand logo for website listing and in event program/magazine, En Bouche
o High-resolution logo (png or eps preferred) to be provided by Partner*
•Social media campaign inclusion
•Headshot (for Chefs)
o High-resolution photo to be provided by Partner* ;
•Table space
•Ice and ice tub and dump buckets (food and beverage only)
•Electricity (restaurants only)
Serving Guidelines
1.Vendors are asked to supply a minimum of the following:
a.Wine/beer/spirit pours for 4,000 attendees
i.Pour size Wine/Beer 1oz and spirits ¼oz
ii.Do not over-serve attendees
iii.At the event closing, alcohol cannot be given to attendees and must leave with vendors
b.Restaurants/food: product for 4,000 attendees
c.You provide:
i.Copy of health permit certificate/number (see attachment)
ii.Handwashing station required if preparing food on site (see attachment)
*Marketing materials must be received by VSC no later than 4:00PM on Wednesday, September 20
ITEM NUMBER:
DATE:
ATTACHMENT:
B-1
09/25/17
1
Page 4 of 5
Information Needed (as it should appear on marketing materials):
Business Name:
Chef's Name:
We appreciate your partnership to help make SAVOR a success for all of us. Please sign below if you are
in agreement.
Signature_______________________________________________________
ITEM NUMBER:
DATE: ATTACHMENT:
B-1
09/25/17
1
Page 5 of 5