Minutes - 09/13/2007 - Hotel Convention and Visitors CommitteePGA OF �QK a9 MINUTES OF THE SEPTEMBER 13, 2007 OAK BROOK HOTEL,
CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF
OAK BROOK UNOFFICIAL UNTIL APPROVED AS WRITTEN OR
AMENDED ON NOVEMBER 8, 2007
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1. CALL TO ORDER:
The Oak Brook Hotel, Convention & Visitors Committee of the Village of Oak Brook was
called to order by Village of Oak Brook Staff Liaison, Donna Bettin at 9:08 a.m.
2. ROLL CALL:
Donna Bettin called the roll with the following persons:
PRESENT: Moin Saiyed, Rusty Middleton, Tracy Mulqueen, Heather Wehling, Michael
Yaneck and John Wagner
ABSENT: Chuck Fleming, Ralph Maxson and Lisa LaPiana, Dieter Heigl arrived late.
IN ATTENDANCE: Donna Bettie, Executive Secretary, Village of Oak Brook, Krystal
Jordan, Hyatt Lodge, Sandy Dispensa and Beth Marchetti of the DuPage
Convention and Visitors Bureau, Stacey Hughes, Cindy Davis and Jason
Kallen and Rob Grusin, Point b Communications.
3. APPROVAL OF MINUTES: May 10, 2007
Moved by Tracey Mulqueen, seconded by Rusty Middleton to approve the minutes of
May 10, 2007 as presented. Motion passed. Minutes approved
4. UNFINISHED BUSINESS
A. Report on Activities
Donna Bettin reported that the Village Board of Trustees has officially named Mr. David
Niemeyer as Village Manager. Donna also introduced Moin Saiyed and the Trustee Liaison
for the Hotel Convention and Visitors Committee.
Release of Funds - 20% of 1% of Oak Brook Hotel Tax Receipts for the
Second quarter of 2007 were released to the DuPage Convention and Visitors Bureau -
$18,833.10
B. 2007 Fall Marketing Campaign — Point B Communications
Point b Communications presented the marketing campaign and expenditures from January
2007 through to year end. Point b indicated they were asked to present plans to the
Committee for an additional $50,000 in marketing and advertising plans for the 2007 year.
Additional market and advertising plans were presented to the Committee for their input.
After discussion, it was concluded that Point b's contract was approved by the Village Board
for $300,000; any request for additional funds would have to be presented and approved by
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 3 May 10, 2007
the Village Board of Trustees at a Village Board meeting. It was requested by Point b to try
and get this approved as soon as possible as they would like to begin the new marketing
initiatives as soon as possible. Donna Bettiri requested to have a written proposal forwarded
for review of the 2007 budget and will forward their request to the Village Manager for input.
After some discussion it was determined that the Committee will meet to discuss current
financial status and marketing /advertising needs.
5. NEW BUSINESS
A. Oak Brook Chamber of Commerce Support
Tracey Mulqueen presented handouts to the Committee and want the Hotels to be aware of
the Chambers efforts in building local relations. The Chamber is looking for input from the
Hotels as to how to build on the current relations the Hotels have with the Chamber and the
business community. The Chamber is also looking for funding assistance with some of their
publication materials and advertising and hope to add the Hotels on basic tours of both Oa
Brook and Oakbrook Terrace for recruitment of new business and retention of existing
businesses. Tracey requested when considering the financial situation of the Committee that
the Committee consider supporting the Chamber.
Deiter Heigl arrived. 9:26 am
B. 2008 Marketing Firm Presentation — Point b Communications
Point b Communications did a recap of 2007 via power point presentation highlighting the
Group marketing up by 103 leads and the Leisure market at 9521 leads. Both strong
packages to continue for 2008.
Point b presented goals for the 2008 year. Those goals include: Increase Group and Leisure
leads by 5 %; Continue to evolve overall Brand and increase awareness; continue to garner
customer information and build database for future marketing efforts, and extend beyond the
back yard groups. Point b's total proposal marketing package for 2008 is $375,019.00.
The Committee discussed the option of going out to bid or to continue to utilize the services
of Point b Communications and how much money is available to spend. It was determined
that another meeting should take place to discuss the budget to determine what funds are
available for marketing purposes. The Committee decided a special meeting will be held at
the Doubletree Hotel on September 19, 2007 at 11:30 am for purposes of discussing the
budget and the Committee's purpose.
John Wagner moved to retain the services of Point b Communications. Rusty Middleton
seconded. Motion carried.
C. 2008 Independence Day Taste of Oak Brook
Dieter Heigl mentioned the Independence Day Taste event with the Chamber
Hospitality Alliance to have local restaurant's work with the Village to serve and
showcase their food at the Independence Day Fireworks event. The Committee will need
to determine how involved should the hotels be with this event as the Hotels will not
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 3 May 10, 2007
benefit from the one -day event. It was determined that more information was required to
determine how the Hotels can be of assistance. It was requested that Trustee Manofsky be
in attendance at the next meeting to provide more insight of the upcoming event.
6. DU PAGE CONVENTION AND VISITORS BUREAU UPDATE
A. 2008 Financial, Arrangements — DuPage Convention & Visitors Bureau
Dieter Heigl questioned the DuPage Convention and Visitors Bureau on how and where the
marketing /advertising for the Hotels of Oak Brook is currently being conducted.
Beth Marchetti and Sandy Dispensa both spoke on the topic of the marketing/advertising that
the DuPage and Convention and Visitors Bureau (DCVB) does for the Hotels of Oak Brook.
DCVB receives 20% of 1 % of the Hotel Sales Tax to cover the costs of trade shows, web
sites and publications that are dispersed in high traffic areas for exposure throughout the
State. This tax rate is the same for all communities that they serve.
Annual Meeting will be held at the Westin Hotel on September 27, 2007. Marketing plans
will be presented.
7. OTHER BUSINESS:
Donna Bettin invited all the members of the Hotel Committee to attend the next meeting of
the Beautification Committee to be held on September 20, 2007 at 3:00 PM here at Village
Hall.
Village Trustee Moin Saiyed would like to encourage the Hotel Committee to participate with
staff and the Beautification Committee and stated that the Village Board is moving in the
right direction and looking forward to a future of working together with the Hotel Committee.
8. ADJOURNMENT.
Motion by Dieter Heigl, seconded by Rusty Middleton to adjourn the regular Meeting of the
Hotel Committee at 10:50 a.m.
ATTEST:
~`7' L
Donna L Bettin
Executive Secretary
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Date
OAK BROOK HOTEL COMMITTEE Minutes Page 3 of 3 May 10, 2007