Minutes - 09/04/2014 - Hotel Convention and Visitors Committee
MINUTES OF THE SEPTEMBER 4, 2014 SPECIAL MEETING OF
HOTEL GENERAL MANAGERS OF THE OAK BROOK HOTEL,
CONVENTION AND VISITORS COMMITTEE OF THE VILLAGE OF
OAK BROOK APPROVED AS WRITTEN ON SEPTEMBER 18, 2014.
CALL TO ORDER:
The Special Meeting of the General Managers of the Oak Brook Hotel, Convention & Visitors
Committee of the Village of Oak Brook was held at the Hyatt Lodge and called to order by
Chairman Norm Canfield at 8:18 a.m.
Chairman Norm Canfield welcomed everyone.
PRESENT: Norm Canfield, Tony Marco, Martin Schooley.
ABSENT: Simon Fricker, Chris Johnson
IN ATTENDANCE: Art Osten, Jr, Interim Village Manager, Donna Bettin, Executive Secretary,
Sharon Dangles, Village Finance Director, Trustee Don Adler, Trustee Mark Moy,
Frank Fiumefreddo, Doubletree Hotel and Rob Grusin, from Point B.
2015 BUDGET DISCUSSION
A. Budget Projections & Discussion Items – Sharon Dangles explained the summary memo
and the attachments that were included in the agenda packet. She reported that revenues
came in $70,000 higher than last year. In 2015 she projected a 1.5% increase keeping the
LeMeridien conservative and kept the Drake Hotel at zero because of an uncertain
opening date. Sharon did include the Drake Hotel in the budget for 2016. Discussion
ensued regarding the Drake Hotel.
On the expense side, the Chamber has notified the Village that they will not be requesting
funds from the Village which left $40,000 available in the budget.
Discussion was held regarding the beautification/streetscape projects. Trustee Adler
explained the state code and the Village of Oak Brook policy of the 1% and 2% Hotel Tax
fund. The General Managers would like to know what the 2% projects entail and the
expenses associated with them. Staff will forward an explanation of the most expensive
project.
Polo Sponsorship for 2015 discussion. It seemed positive to the Hotels this year. Trustee
Adler discussed Argentina Day and the possibilities of more overnight stays, more visible
hotel packages and the website directing people to the Hotels of Oak Brook website.
It was recommended by Interim Manager Osten that the General Managers attend the
Polo recap meetings being held on Oct. 21st and Oct. 28th, 2 PM at Village Hall. Perhaps
they can offer additional recommendations for the 2015 polo season.
B. Marketing Budget Options – Chairman Canfield requested that the Village consider
reallocating some of the Chamber funds towards the marketing budget to strengthen the
website. In the last 10 years website use has exploded. The majority of the bookings are
done through websites.
Marty Schooley explained that the Hotels need to hit their numbers in the first quarter of
the year to have a successful year so marketing efforts have to be strong. He suggested
OAK BROOK HOTEL COMMITTEE Minutes Page 1 of 2 Mtg. of September 4, 2014
marketing more events like “Girls Weekend Out”. Items like this would drive more
overnight stays with spa/shopping/dining packages. Marty also mentioned that the
Committee had challenged Point B to produce new excitement and they did a great job.
Rob Grusin suggested that $10,000 from the incentives line item from the 2014 budget
year be used towards advertising as there is not enough time left in the year to put together
incentives for meeting planners. Discussion ensued on billboards. Rob Grusin reported
that the outdoor campaign only runs a couple of months during the summer as that is all
the budget will allow.
Chairman Canfield suggested that Point B make suggestions as to what other options can
be done with the additional money.
Discussion on the website and marketing demographics ensued.
Rob Grusin explained that they have never done any “backyard” marketing to local Oak
Brook businesses. In the 2015 budget they would look at: evaluating existing media, what
new media opportunities are and what the customer wants to see.
C. 2015 Budget Recommendations – The General Managers are recommending an additional
$5,000 be placed in the 2015 in support of Polo. LeMeridien should be added to the
package.
Discussion ensued. Sharon Dangles confirmed the request of $15,000 for Polo
sponsorship and $225,000 to Point B for marketing the Hotels of Oak Brook. She will
make adjustments to the budget for presentation at the September 18, 2014 Hotel
Committee meeting.
General Managers recommended that the Village should really start looking forward to
budgeting 1st quarter marketing efforts in the 4th quarter of the previous year. This would
do away with any gaps in a marketing campaign at year end.
OTHER BUSINESS
Next scheduled Hotel Convention and Visitors Committee meeting is set for Thursday,
September 18, 2014 at Village Hall.
ADJOURNMENT
Meeting was adjourned at 9:56 AM.
Art Osten, Jr.
Art Osten, Jr.
Interim Village Manager
_September 19, 2014__
Date
OAK BROOK HOTEL COMMITTEE Minutes Page 2 of 2 Mtg. of September 4, 2014