Minutes - 07/09/2008 - Hotel Convention and Visitors CommitteeG� Of OA MINUTES OF THE JULY 95 2008 SPECIAL MEETING OF THE OAK
0 BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF
THE VILLAGE OF OAK BROOK UNOFFICIAL UNTIL APPROVED
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1. CALL TO ORDER:
The 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 Dieter Heigl at 9:03 a.m.
2. ROLL CALL:
Dieter Heigl called the roll with the following persons:
PRESENT: Dieter Heigl, John Wagner, Rusty Middleton, Kerry Mickelson, Joanne Cascio
and Ralph Maxson.
ABSENT: Chuck Fleming, Heather Wehlmg.
IN ATTENDANCE: Blaine Wing, Asst. Village Manager, Moin Saiyed, Village Trustee,
Donna Bettin, Village Executive Secretary, Skip Strittmatter, DuPage
Convention & Visitors Bureau, and Krystal Jordan, The Lodge.
3. APPROVAL OF MINUTES
Ralph Maxson motioned to approve the minutes from the July 9, 2008 meeting. Seconded by
John Wagner. Motion passed. Minutes approved.
4. UNFINISHED BUSINESS
A. Release of Funds. John Wagner motioned to approve the release of 20% of 1% of
Oak Brook Hotel Tax Receipts for the second quarter of 2008 to the DuPage
Convention and Visitors Bureau for $22,122.74. Seconded by Ralph Maxson. Motion
passed. Approved.
B. 2009 Marketing Strategy. The Marketing Committee met with two different
marketing firms and reviewed presentation proposals from both firms for the Village
of Oak Brook 2009 Marketing Plan. The two firms were Point b Communications and
Words & Pictures.
Pros and Cons on both firms were discussed. Words & Pictures had some fresh ideas of
and staff would be 100% committed to the Hotels marketing plan for the Village nd
Oak Brook. Downside is we would have to start all over again with another firm
Words & Pictures would also have to subcontract out certain aspects of their
marketing plan, specifically the website. Point b Communications seems to have a
better understanding of what the Committee's needs and wants are, and established
some new ideas. Downside is the accountability factor. The Committee would like
see more accountability on their marketing efforts.
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 Meeting of July 9, 2008
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Some discussion ensued as to whether the Committee should add to their RFP process,
for future marketing quotes, some form of incentive to meet or exceed the standards of
the Committee's goals for the marketing firms selected. Since this was not part of the
current RFP process this idea will hold until the process is reevaluated.
Joanne Cascio motioned to accept the RFP proposal submitted by Point b
Communications as the marketing firm for the 2009 Hotels marketing campaign.
Seconded by Kerry Mickelson. Motion approved.
NEW BUSINESS
Recommendation of 2009 Marketing /Advertising Firm. See item 4.B. A recommendation
was approved by the Committee for the selection of Point b Communications for the 2009
Hotel Marketing Campaign.
DUPAGE CONVENTION AND VISITORS BUREAU UPDATE
Skip Strittmatter reported that the DCVB had a successful "On Magnificent Day" event
which concluded at the top of the Renaissance Hotel in Oak Brook. Looking to the future,
several "booking" events have been scheduled in the upcoming months and several are in the
plans for 2009.
Skip is currently working with the Accommodations Team for the 2016 Olympics. They are
looking for 30,000 — 40,000 rooms to fulfill their bid for the Olympics. There will be a
meeting held on July 17th at the Wyndham Drake regarding their needs and answer any
questions. Hotels are encouraged to send representatives to this meeting to gain first hand
information on the 2016 Olympics room needs.
DCVB is looking for a new look for their booths and meeting planning guides.
The DCVB Annual meeting will be held on September 29, 2008 at the Doubletree Hotel.
OTHER BUSINESS
Blaine Wing discussed the quarterly expenses of the Chamber guide that will be coming out.
This guide will be paid for through funds from the Hotel tax. Blaine also shared information
from the last Village Board meeting. A Cycling Race was approved for August 23, 2008. It
is estimated that there will be approximate 150 participants, some looking for overnight
accommodations in our hotels. The race will last for 8 hours within the Village of Oak Brook
and is sponsored by the Illinois Cyclists Association for their first "Tour of Oak Brook" Road
Race. A request for a portion of the expenses (about $2,500.00) for this road race was made
from the Village Board, which suggested that the money come from the Hotel tax funds.
Dieter Heigl spoke for the committee in their request to have the Village extend the courtesy
of allowing the Committee the opportunity for discussion and input on events /expenses of any
funds being paid out through the portion of the I% of the Hotel Tax funds. The Committee
also made the request to not spend any of those portions of the money without Committee
approval.
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 Meeting of July 9, 2008
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There was some discussion on the Taste of Oak Brook event that was held on July 3, 2008. It
was stated that the Hotels did not see any impact on overnight stays for that event. The Hotel
restaurants that did participate did well and at least broke even with expenses. It was a
positive event for those restaurants that did participate.
ADJOURNMENT:
Motion by Ralph Maxson, seconded by John Wagner to adjourn the meeting of the Hotel
Committee at 9:43 a.m.
ATTEST:
Blaine Wing
Assistant Village Manager
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ate
OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 Meeting of July 9, 2008