Minutes - 08/20/2015 - Hotel Convention and Visitors CommitteeMINUTES OF THE AUGUST 20, 2015 MEETING OF THE OAK BROOK
HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON FEBRUARY
11, 2016.
CALL TO ORDER:
The Regular Meeting of the Oak Brook Hotel, Convention & Visitors Committee of the Village
of Oak Brook was held in the Upper Level Conference Room of the Butler Government Center
and called to order by Chairman Norm Canfield at 10:04 a.m.
Chairman Norm Canfield had everyone introduce themselves.
PRESENT: Norm Canfield, Tony Marco, Mort Kouklan, Chris Johnson, Marty Schooley and
Jesse Mercado.
ABSENT: Chuck Fleming, Dr. Abbasy, Tracy Mulqueen and Simon Fricker.
IN ATTENDANCE: Riccardo Ginex, Village Manager, Donna Bettin, Executive Assistant,
Trustee Don Adler, Beth Marchetti, DuPage Convention and Visitors Bureau,
Craig Harvey, Hyatt Lodge, Jim Nagel, Drake Hotel and Neil Flanders, Point B
Communications.
APPROVAL OF MINUTES
A. May 14, 2015 Meeting - A motion was made by M. Schooley, seconded by C. Johnson, to
approve the May 14, 2015 meeting minutes of the Hotel Committee. Voice vote. Motion
approved.
UNFINISHED BUSINESS
A. 2015 Marketing Plan lan Update —Neil Flanders passed around a copy and explained the fall
meeting planner's incentive direct mail that will be out the first week of September. He then
displayed a power point presentation showing the summer campaign creative. Marketing
efforts was done on billboards, cards on Metra trains, flash banners, two placements in
Chicago Parent, eblasts and printed material, the Village newsletter and website. Neil
presented the results to -date of the summer campaign. Neil explained that flash banners will
change significantly in 2016. They have a couple of things they will be doing that will
significantly improve flash banner results. They are going to start TrayDesk, enabling them
to buy directly, control where the flash banner is going and better track the results. Neil then
discussed website summer campaign results (May to August) with approximately 6,750
visitors and over 10,000 page views. He called up the Hotels of Oak Brook website and
reviewed the different pages as well as explained the various page view numbers. Discussion
ensued.
B. 2015 Polo Events Update —Manager Ginex gave a recap of time Polo season to -date. There
were large attendance numbers at the August 16'1' International Day Polo event and the last
match is August 23`d' British Day. Discussion ensued.
NEW BUSINESS
A. 2015 Budget Discussion —
Chairman Canfield explained to the Committee that the next meeting is scheduled for 8:00 AM
on September 10'11 at the Hyatt Lodge. This is the annual budget meeting but there is also a
conflict with a Chamber of Commerce meeting. He asked the Committee for feedback regarding
an 8:00 AM meeting time or should the time change. Consensus of the Committee was to keep it
OAK BROOK HOTEL COMMITTEE Minutes Page t of 2 Mtg. of August 20, 2015
at 8:00 AM as scheduled. Discussion ensued about possible budget projections and 2016
marketing plan.
DU PAGE CONVENTION AND VISITORS BUREAU UPDATE
Beth Marchetti thanked the Village of Oak Brook and Chris Johnson and his team for all their
support and assistance with the USBC Bowling tournament. Preliminary reports from the
rooming block shows 7000 booked room nights. That was possible due to a $30,000 grant that
was matched by the bowling centers and some from DCVB. Going forward, these grants have
been completely eliminated by the State. DCVB would love to have that bowling tournament
back plus other major events but they will have to be creative in their funding source since they
are funded through the State. Beth reported that she will be meeting with the State Travel
Director and both of them will be meeting with the appropriations person at the Governor's office
and hopefully the Governor. The message they wish to deliver is, out of the $250 + million
dollars generated in state tax, half comes from Chicago, but the other 38% comes from the
Chicago suburbs. In the meantime, DCVB has cut back in all areas they can without losing
services to their members. Discussion ensued.
For the future, DCVB is looking at creating a pilot program where they would put dollars back
into the bidding process for hotels Sales Managers bidding on larger events. The municipality
could also put dollars towards gaining events as well as the individual businesses. Events would
have stipulations placed on them regarding number of room nights, hotels would have input in the
process, etc. The plan is to have this program successfully grow to where DCVB can then try and
get the County to assist in funding as well. Beth also explained Senate Bill 508 currently
proposed, dealing with municipal owned convention centers. It does not apply to DuPage County
but it would be additional competition.
DCVB has their annual meeting breakfast on September 22"'. Manager Ginex has agreed to
serve on their Board and will be recognized at this meeting. She continued to update the
Committee on the DCVB activities moving forward.
OTHER BUSINESS
Manager Ginex reported that the Village had a great Taste of Oak Brook event. Record numbers
for the restaurants, beverages and children's activities. The Village ran out of tickets and ended
up using tickets from another town's past event. Parked about 3400 cars this year.
Discussion ensued regarding new /renovated hotels in neighboring communities and the affect on
Oak Brook Hotels.
ADJOURNMENT
Motion by M. Schooley, seconded by C. Johnson to adjourn the meeting of the Hotel Convention
and Visitors Committee at 11:22 am.
ATTEST: ?
onna LL Betttn
Executive Assistant
of
DATE
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 2 Mtg. of August 20, 2015