Minutes - 02/11/2016 - Hotel Convention and Visitors CommitteeMINUTES OF THE FEBRUARY 11, 2016 MEETING OF THE OAK
BROOK HOTEL, CONVENTION AND VISITORS COMMITTEE OF THE
VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY 12,
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 Village Manager Riccardo Ginex at 10:06 a.m.
PRESENT: Chris Johnson, Simon Fricker, Chuck Fleming, Dr. Abbasy, Steve Mansmith and
Tracy Mulqueen.
ABSENT: Norm Canfield, Marty Schooley, Mort Kouklan, and Tony Marco.
IN ATTENDANCE: Riccardo Ginex Village Manager, Dorma Bettin, Executive Assistant,
Trustee Don Adler, Trustee Mark Moy, Beth Marchetti, DuPage Convention and
Visitors Bureau, Neil Flanders and Rob Grusin, Point B Communications.
DESIGNATION /ELECTION OF MEETING CHAIRMAN
In the absence of Chairman Norm Canfield, Dr. Abbasy motioned, Chuck Fleming seconded to
have Member Chris Johnson as Acting Chairman for this meeting. Voice vote. Motioned carried.
APPROVAL OF MINUTES
A. Chuck Fleming motioned to approve the minutes from the August 20, 2015 Meeting. Tracy
Mulqueen seconded. Voice vote. Motion approved.
B. Chuck Fleming motioned to approve the minutes from the September 10, 2015 Meeting. Dr.
Abbasy seconded. Voice vote. Motion carried.
UNFINISHED BUSINESS
A. Chuck Fleming motioned, Tracy Mulqueen seconded the Ratification of Release of Funds to
the DuPage Convention and Visitors Bureau - 2015 Second Quarter Hotel Tax Receipts -
$21,000.11. Voice Vote. Motion carried.
B. Chuck Fleming motioned, Dr. Abbasy seconded, the Ratification of Release of Funds to the
DuPage Convention and Visitors Bureau - 2015 Third Quarter Hotel Tax Receipts -
$23,785.42. Voice vote. Motion carried.
C. Chuck Fleming motioned, Dr. Abbasy seconded, the Ratification of Release of Funds to the
DuPage Convention and Visitors Bureau - 2015 Fourth Quarter Hotel Tax Receipts -
$26,497.17. Voice vote. Motion carried.
D. 2016 Marketing Plan Update — Rob Grusin and Neil Flanders reviewed the Isr quarter
promotion (5 weeks) that is currently being marketed, additional group exposure that they
secured through some media, and then the summer campaign via a power point presentation.
Point B presented a direct mail poster that was sent out in early January to approximately
5500 meeting and event planners. Eblasts were sent out in late January to 2300 of the same
group as a follow up approach. A second Eblast was sent out this week. Website traffic
showed a big spike in hits around January 22°`x, which is the same week the direct mail hit.
Committee members reported positive results from this campaign. They were also able to
extend this campaign to the group market utilizing the Daily Herald print ads & publication
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 2 Mtg. of Feb. 11, 2016
for January, February and March, also Midwest Meetings in March, and some digital display
ads. This tool is utilized more to hit business leaders than meeting planners.
Temp Chair Chris Johnson mentioned that he has a fairly large group that is a result of this
campaign.
NEW BUSINESS
A. 2016 Polo Update - Manager Ginex reported that the Village is in the process of having a
private organization take over polo. The Village is going to put in some monetary funding in
support of Polo. Discussions are currently looping at five, possibly six polo dates with one
or two rain dates. They are looking to go back to the way it was done years past with
tailgating, allowing picnicking, and some tents for sponsors /special events. Trustee Adler
explained a little bit about the organization the Village is working with for 2016 Polo season.
DU PAGE CONVENTION AND VISITORS BUREAU UPDATE
Beth Marchetti talked a little about Hotel development, and as part of their grant they have to
reach out to all their communities to see what work is currently being built in DuPage. She gave
an update on recent additions to neighboring DuPage communities.
Beth was pleased to report that the DCVB finally received their funding from the State of Illinois.
Moving forward they have two big promotions they are working on; one is with a program called
Multiview. DCVB will provide them with tradeshows they will be attending this year and this
program will serve up mobile ads to people in that building to come to their booth, and two, they
are working with Trip Advisor to have each community have their own page on Trip Advisor.
She continued to explain that May 5t" is their celebration of National Travel and Tourism week.
DCVB will be having a networking event at the new building at Benedictine University in Lisle.
Beth continued to discuss the pilot program that was developed to assist in bringing larger events
to Oak Brook and DuPage County. DCVB currently has 7 municipalities partnered with DCVB
as well as DuPage County. To -date, 4 applications have been received, but not closed yet.
Discussion ensued.
OTHER BUSINESS
ADJOURNMENT
Motion by Dr. Abbasy, seconded by Chuck Fleming to adjourn the meeting of the Hotel
Convention and Visitors Committee at 10:58 am.
Riccardo F. Ginex
Village Manager
DATE
OAK BROOK I IOTEL COMMITTEE Minutes Page 2 of 2 Mtg. of Feb. 11, 2016