Minutes - 12/06/2001 - Hotel Convention and Visitors CommitteeOak Brook Hotel, Convention & Visitors Committee
Minutes of Thursday, December 6, 2001 Meeting
Present: Chairman John Merrill
Laurie Adams (arrived at 2:11 p.m.)
Chuck Fleming
Ralph Maxson
Kerry Mickelson
Tony Mira
Absent: Ted Selogie
Also Present: Assistant Village Manager Michael Crotty
Denise Brownell, Marketing Subcommittee Chair
Skip Stritmatter, DuPage Convention and Visitors Committee
Bob McKinley, Creative Marketing, Inc.
Meeting was called to order at 2:05 p.m.
APPROVAL OF OCTOBER 18, 2001 MEETING MINUTES
Moved by Ralph Maxson and seconded by Kerry Mickelson to approve the
minutes of the October 18, 2001 meeting as submitted. Motion passed 5 -0.
OLD BUSINESS: None.
NEW BUSINESS
Discussion — 2002 Marketing Campaign Proposal: Chairman Merrill
indicated that the Marketing Subcommittee met with Creative
Marketing on Tuesday, December 4 to review and discuss the proposal
from Creative Marketing for the 2002 Marketing Campaign and
related contract. He indicated that the proposal calls for approximately
30% of the total budget to be paid to Creative Marketing either as
retainer or production costs. Bob McKinley distributed the proposal to
the Committee and reviewed the various components. The proposal is
targeted at both the meeting planners market and the leisure travelers
market, and incorporates various media placements in magazines and
newspapers, destination guides and newsletters, and several direct mail
programs. The proposal also provides for tracking, call center
management, fulfillment services for group and leisure brochures, and
web site maintenance and hosting. Payment for services is
accomplished via monthly retainer for planning, coordinating and
placing media, etc., as well as additional costs for creative /production
of media pieces. The total cost for the campaign is proposed at
$318,149.
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Oak Brook Hotel Convention & Visitors Committee
Meeting Minutes: December 6, 2001
Chuck Fleming inquired whether the 90 days cancellation clause was
too restrictive for the Village, and wanted to clarify whether the
contract was a one -year contract or a rolling contract. Assistant
Village Manager Crotty indicated that the Village normally does not
have contracts in excess of one -year since the Village Board
appropriates dollars on an annual basis only. He also indicated that
staff would review these provisions of the agreement to ensure that it
is acceptable to the Village.
Ralph Maxson moved, and Tony Mira seconded that the Village Board
approve the 2002 Marketing Campaign and enter into an agreement
with Creative Marketing, Inc. for the implementation of the 2002
Marketing Campaign, subject to further staff review. Motion passed
6 -0.
OTHER BUSINESS
Kerry Mickelson of the Wyndham Drake indicated that he would be leaving the
Committee, as he has taken a position with the Wyndham in Lisle. His
replacement in Oak Brook is scheduled to begin on January 2, 2002. The
Chairman thanked him for his service, and wished him well.
ADJOURNMENT
Moved by Tony Mira and seconded by Kerry Mickelson to adjourn the meeting at
3:12 p.m. Motion passed 6 -0.
ATTEST:
Michael A. Crotty
Assistant Village Manager
APPROVED:
February 7, 2002
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Oak Brook Hotel Convention & Visitors Committee
Meeting Minutes: December 6, 2001