HomeMy WebLinkAbout2013 Huntington Beach Marketing and Visitors Bureau - HBMVB Huntington Beach Marketing and Visitors Bureau
Board of Directors I eeting
Tuesday,January 22, 201X, 3:00 p.m.
The Waterfront Hotel, Cielo Mare Room
21100 Pacific Coast Highway
Huntington Beach, CA 92648
Public Notice Information:In accordance with the Ralph M.Brown Act,HBMVB agendas are available
for public review outside the City of Huntington Beach Council Chambers at 2000 Main Street at least
72 hours prior to each meeting. The agendas are also posted on the HBMVB website at surfcityusa.com.
Questions on agenda items may be directed to Steve Bone,HBMVB President&CEO,at(714)969-3492
or steve@surfcityusa.com
HBMVB Mission: To position Surf City USA®as the preferred California beach destination in
order to maximize overnight visitor spending, destination development and quality of life for all
residents.
AGENDA
1. Call to Order and Antitrust Reminder(see reverse)by Chair Brett Barnes
2. Roll Call:
Ali, Barnes, Beukema, Devitt, Dodge, Gordon, Patel, Perry, Shafer,°Shields, Smith,
Torrence, Townend,Van Voorhis,Vaughan,Wheeler
3. Announcement of Late Communications
4. Public Comments— Chairperson(limited to 3 minutes/person)
The HBMVB welcomes public comments on all items on this agenda or;of community
interest. We respectfully request that this public forum be utilizeeZ:in a positive and/or
,
constructive manner.Please focus your comments on the issue or„concern that you
would like to bring to the attention of the Board
5. Approval of November 27, 2012, Board Meeting Minutes (blue pages)
Approval of January 18, 2013, Executiv Cpmmitte&Meeting Minutes
6. TOT report by City(pink pages) „
7. Financial Report by CFO JD Shafer(green pages)
8. Chairman's Report by Chair Brett�'Barnes
a. HB Surfing Museum Grant an&Visitor Center use
b. Revised AnnualBudget
c. Potential New Board Memliers
9. Sales and Marketing,Update
a. Departure:Marketing Contract -
b. Sim'ple-new`Website Contract
C. Jennifer Barbee Social Media Contract „
HBMVB Board Meeting Agenda 1-22-13 Page 1 of 3
Huntington Beach Marketing and Visitors Bureau
Board of Directors Meeting
Tuesday,January 22, 2013
The Waterfront Hotel, Cielo Mare Room
21100 Pacific Coast Highway
Huntington Beach, CA 92648
ANTITRUST COMPLIANCE POLICY
It is the policy of the Huntington Beach Marketing & Visitors Bureau to comply fully
with the antitrust laws of the United States and the State of California. In order to
assure full compliance, the following policies and procedures are to be followed by all
employees and stakeholders of the Bureau and by representatives of any,stakeholders
of the Bureau.
At any meeting of the directors of the Bureau or any committees of the.Bureau, or at
any meeting where any employee of the Bureau is present or where t-'Bureau is in
any way involved, there shall be no discussion of the following:
A. Prices or rates for hotel or motel rooms, food and beverage,'-transportation,
sightseeing, or other services or facilities of stakeholders;including but not limited
to prices or rates to be charged to convention,-groups, tour groups or tour
operators, including off-season prices or discounts,
B. Changes or proposed changes in the prices or rates_of,lintel or motel rooms,food
and beverage, transportation, sightseeing �,or, other services offered to customers of
the hotel and motel industry;
C. Formulas,procedures, or means for the,establishment and determination of prices,
rates, discounts, terms, and conditions or`rental;
D. Plans of individual stakeholders covering increases or reductions in distribution or
marketing of particular,products or-services.
E. Restrictions on legal.advertising,or promotional activities.
F. Matters relating::°t'o actual'or'potential suppliers or customers that might have the
effect of excluding`them from any market or of influencing others not to deal with
them.
AIunti ngton Beach Marketing and Visitors Bureau
Board of Directors Meeting
Tuesday,January 22, 2013
The Waterfront Hotel, Cielo Mare Room
21100 Pacific Coast Highway
Huntington Beach, CA 92648
d. Video Photo Shoot with Tallgrass
e. International Market
f. Group Sales
-New group sales plan
-Upcoming shows
10. Sports and Film Commissions Update — Briton Saxton
11. PR/Media Update
12. Visitor Services Annual Report and Website Update— Nicole Llido
13. Advocacy Committee Update— Steve Dodge
14. Sustainable Tourism Committee Update—Jerry Wheeler
15. President's Report- Steve Bone
a. Office Space Alternatives
b. Surfing Cultural&Heritage Tourism Committee°- Story telling
c. Wayfinding signage
d. AES Update/ PCH Landscaping
e. CEQA application to permits"
16. New Business
17. Open Discussion/Announcements''' ",,�.
18. Adjournments'
Next Board Meeting: February",19;2013, 3:30 pm
Minutes
Board of Directors Meeting
Huntington Beach Marketing and Visitors Bureau
Tuesday, November 27, 2012
3;3o p.m.
The Hyatt Regency Huntington Beach Resort&Spa
21500 Pacific Coast Hwy.
Huntington Beach, CA 92648
Public Notice Information:In accordance with the Ralph M.Brown Act,HBMVB agendas are available
for public review outside the City of Huntington Beach Council Chambers at 2000 Main Street at least
72 hours prior to each meeting. The agendas are also posted on the HBMVB website at surfcityusa.com.
Questions on agenda items may be directed to Steve Bone,HBMVB President&CEO,at(714)969-3492
or steve@surfcityusa.com
BOARD MEMBERS PRESENT: Michael Ali, Brett Barnes, Suzanne Beukema, Steve Dodge, Sue
Gordon, Marco Perry,JD Shafer, Tom Shields, Mike Van Voorhis, Robert Vaughan,Jerry
Wheeler
GUESTS PRESENT: Tom Domizi, Luis Gomez, Chris De Guzman
1. Meeting Call to Order and Antitrust Reminder(see reverse)at 3:34 p:m.by Chair
Brett Barnes
2. Roll Call:
Ali, Barnes, Beukema, Devitt, Dodge, Gagnet, Gordon, Patel, Perry, Shafer, Shields,
Smith, Torrence, Townend,Van Voorhis,Vaughan,Wheeler' .
3. Announcement of Late Communications-Tree Lighting Ceremony at Hilton
4. Public Comments—None
5. Approval of October 23, 2012, Board Meeting Minutes — Motion/second by
Perry/Wheeler.Ayes unanimous.°1Vlinutes approved.
Approval of October 17 and November 27 2012, Executive Committee
Meeting Minutes- Motion/second by.Perry/Ali.Ayes unanimous. Minutes
approved.
6. TOT report
7. Financial Reportby CFO JD:.Shafer Motion/second by Dodge/Gordon.Ayes
unanimous. Financials approved.
8. Chairman's lZeport by'Chair]Brett Barnes
a. Financial Policy�Amendment—Average 3 year vs. 4 month highest-Motion/second
bylb rdoi%Dodge. Ayes Unanimous. Amendment Approved.
President/CEO Employment Contract-2 years-1st year, 2nd consultant-motion to
approve recommendations of Executive Committee. Motion/second by
Wheeler/Gordon. Ayes Unanimous. Motion Approved.
a. Bylaws amendment for Election of Representative of Lodging Committee and
representation on Executive Committee- Ballot sent out on unanimously decided
Kiran Patel to be on Executive Committee. Motion to approve Kiran to sit on
Board Minutes 11-27-12 Page 1 of 3
Huntington Beach Marketing and Visitors Bureau
Board of Directors Meeting
Tuesday, November 27, 2012
The Hyatt Regency Huntington Beach Resort&Spa
21500 Pacific Coast Highway
Huntington Beach, CA 92648
Executive Committee- Motion/second by Shafer/Gordon. Ayes unanimous. Motion
Approved.
b. Board participation on Committees-Meeting Thursday with City to kick off Sports
Commission/Committee.
C. Resignation of Michael Gagnet by Board of Directors-Motion to follow bylaws and
resign Michael Gagnet from BOD. Motion/second by Perry/Gordon.
9. Sales and Marketing Update — Christopher Anderson
a. Marketing Company RFP responses-2 agencies will present December 18th. New
agency in January.
b. Website RFP's- December 11th. Not efficient for marketing aria website to„be run by
same company.
C. Video Photo Shoot-Tallgrass pictures. Destination video-stills for use'by everyone.
d. Social Media Contract with Jennifer Barbee-Strategy,forsocial�media-Visiting HB in
January to start planning/engagement. —linked in/pinterest.'
e. International Market-talking to reps in UK`sales'and-media mission-July, not going
to Australia-putting money into ads and otherinarkets'=we want to capture.
f. Group Sales
—Upcoming shows
10. Sports and Film Commissions —'Briton,S,axton Film-Printed Collateral update. TV-
Storage Wars, Single Modern Male, I Sur vived;,:Off the Rockers. Sports-meeting with
city for committee.
11. PR/Media Update —Jamila Tahir
12. Visitor Services and Publications Update —Nicole Llido-2 1/2 times more walk ups
during thanksgiving than last'year.'Lengthening hours in March.Annual report. Tear off
Maps. City ParkingLots-Kiosk:'
13. Advocacy Comnaittee.Update— Steve Dodge-US Open-ING
14• Sustainable Tourism Committee Update —Jerry Wheeler-Completing year. How
to expand;U G:G. to next year.Annual Awards Lunch December 6th.
15•' President's``Report- Steve Bone
a. Office Space Alternatives —Board Committee-looking for new space
b. Newv VP of Sales&Marketing-December 3ra to start.
c. PKF Trends report-
d. Cultural&Heritage Tourism Committee — Story telling
e. China opportunities with OCVA- $io,000-Executive Committee approved grant to
OCVA to start relationship with China.
f. Wayfinding signage committee with city
Huntington Beach Marketing and Visitors Bureau
Board of Directors Meeting
Tuesday, November 27, 2012
The Hyatt Regency Huntington Beach Resort&Spa
21500 Pacific Coast Highway
Huntington Beach, CA 92648
g. Annual Report-Advocacy messages
16. New Business -NONE
17. Open Discussion/Announcements
18. Motion to adjourn meeting-Motion/second by.Ayes Unanimous. Meeting adjourned
at 4:55 p.m.
Minutes
Executive Committee Meeting
Huntington Beach Marketing and Visitors Bureau
Friday,January 18, 2013 at 12:00 P.M.
Duke's
317 Pacific Coast Highway
Huntington Beach, CA 92648
Public Notice Information:In accordance with the Ralph M.Brown Act,HBMVB agendas are available for
public review outside the City of Huntington Beach Council Chambers at 2000 Main Street at least 72 hours
prior to each meeting. The agendas are also posted on the HBMVB website at surfcityusa.com. Questions on
agenda items may be directed to Steve Bone,HBMVB President/CEO,at(714)969-3492 or
stevePasurfcituusa.com.
I. Meeting Called to Order at 12:05 p.m. and Antitrust Reminder(see reverse)by Chair Brett
Barnes
II. Directors Present
Barnes, Devitt, Patel, Perry, Shafer
III. Announcement of Late Communications -None
IV. Public Comments — Chairperson(limited to 3 minutes/person): -None
The HBMVB welcomes public comments on all items on this agenda or'of community interest.
We respectfully request that this public forum be utilized in a positive and;constructive
manner.Please focus your comments on the issue or concern that you would like to bring to
the attention of the Executive Committee.
V. Approval of November 27, 2012, Meeting Minutes Motion/secondby JD/Paul—With note
to change chair to Brett Barnes
VI. Financial Report by J.D. Shafer and Steve;Bone
VII. Chairman's Report
a. HB Surfing Museum grant Visitor'Center'use
b. Revised Annual`Budget Approved unanimously to present to Board at its January 22"d
meeting
c. Discussion of possible New Board member Candidates
VIII. Sales and Marketing,Update
a. Marketing Update
Departure contract—reviewed and approved
- Simpleview contract—reviewed and approved
-'OK summer sales mission—reviewed
Video Photo shoot with Tallgrass- was discussed
Social Media contract with Jennifer Barbee—reviewed and approved
b Group Sales
Revised Group Sales Plan—discussed with alternatives to incentive plan
Minutes
Huntington Beach Marketing and Visitors Bureau
Executive Committee Meeting
Friday, January 18, 2013 at 12 P.M.
ANTITR UST COMPLIANCE POLICY
Fisit
the policy of the Huntington Beach Marketing& Visitors Bureau to comply fully with the
antitrust laws of the United States and the State of California. In order to assure full
compliance, the following policies and procedures are to be followed by all employees and
stakeholders of the Bureau and by representatives of any stakeholders of the Bureau.
At any meeting of the directors of the Bureau or any committees of the Bureau, or at any
meeting where any employee of the Bureau is present or where the Bureau is in any way
involved, there shall be no discussion of the following:
A. Prices or rates for hotel or motel rooms,food and beverage, transportation, sightseeing,
or other services or facilities of stakeholders, including but not limited to prices or rates
to be charged to convention groups, tour groups or tour operators, including off-season
prices or discounts.-
B. Changes or proposed changes in the prices or rates of hotel or motel rooms,food and
beverage, transportation, sightseeing, or other services offered to customers of the hotel
and motel industry;
C. Formulas,procedures, or means for the establishment and determination of prices, rates,
discounts, terms, and conditions or rental;
D. Plans of individual stakeholders covering increases or reductions in distribution or
marketing of particular products or services.
E. Restrictions on legal advertising or promotional activities.
F. Matters relating to actual or potential suppliers or customers that might have the effect
of excluding them from any market or of influencing others not to deal with them.
Page 2
Minutes
Huntington Beach Marketing and Visitors Bureau
Executive Committee Meeting
Friday, January 18, 2013 at 12 P.M.
IX. Film and Sports Commission
- Meeting with City Staff regarding Coordination
X. Advocacy
a. CEQA issues regarding environmental review permits
b. Prop 26 and BID review
XI. President's Report by Steve Bone
a. Office space alternatives
b. Storytelling- Surfing Cultural & Heritage Committee
c. Way finding signage
d. Associate Bonus plan
e. Annual Report
f FPPC complaint status
g. AES Plant update/PCH landscaping
h. TOT percentage issues
XII. New Business -None
XIII. Next Executive Committee Meeting: February l5, 2013, at 12 P.M. at Duke's
XIV. Adjourn—2:15 p.m.
Page 3
City of Huntington Beach
Transient Occupancy Tax Receipts Report
Fiscal Year 2012/13
Huntington Beach Hotels
10%Transient Occupancy Tax Receipts Reflecting October Occupancies
Current Month - October 2012 * Year to Date - October 2012
Last Year This Year Change %Change IL Last Year This Year Chanae %Chan e
$544,346 $607,823 63,477 11.7% $544,346 $607,823 $63,477 11.7%
*Excludes audit
Monthly TOT Comparison to Prior Years vTD
*Annual (in thousands)
$1.000,000 - 52,900
$900,000 $7,050 -
$800,000 13 Pdw Year Yearl, r, e (y J029 $2,500
�Curtent Year $6,050 7[a$6,488
$600,000 $5,050 --.. - .....--
$500,000 $4,050 $1,700
$400,000 $3,050 - -_ $1,300
$300,000 $2,050 ._ - __..-$608--;i $900
$200,000 $442 $411
$100.000 $1,050 $500
$0 _ _
$50 $100
04`ooe`,e�,o �,oe}$9oJod 06�a�o PQ �01 ,Ja ��Ayo�.oe` 2008/09 2009/10 2010111 2011112 2012113
i �o Qm Q
Fiscal Year 2009110 Fiscal Year 2010111 Fiscal Year 2011112 Fiscal Year 2012113
%Change Chan a %Chanae %Chance
Actual Prior Yr Actual Prior Yr Actual Prior Yr Actual Prior Yr
October $411,281 (6.9%) $482,256 17,3% $544,346 12.9% $607,823 11.7%
November $291,335 (27.1%) $371,225 27.4% $398,760 7.4%
December $266,439 (4.2%) $317.068 19.0% $322,930 1.9%
January $365,195 4.5% $411,586 12.7% $448,939 9.1%
February $369,754 3.1% $435,213 17.7% $512,707 17.8%
March $487,182 25.1% $597,227 22.6% $587,651 (1.6%)
April $438,887 2.1% $498,193 13.5% $581,908 16.8%
May $521,685 21.4% $542,793 4.0% $593,606 9.4%
June $585,841 13.0% $599,228 2.30/6 $700,200 16.9%
July $797,084 13.0% $896,914 12.5% $927,425 3.4%
August $770.659 15.0% $794,534 3.1% $834,583 5.0%
September $505,027 13.0% $541,630 7.2% $576,252 6.4°/a
Total: $5,810,369 7.3% $6AST.867 11.7% $7,029,308 8.4% $607,823 11.7%
Budget $5,400,000 (28.0%) $5,535,000 2.5% $6,500,000 17.4% $7,000,000 7.7%
City of Huntington Beach
Transient Occupancy Tax Receipts Report
Fiscal Year 2012/13
Huntington Beach Hotels
2% Business Improvement Assessment District Reflecting October Occupancies
Current Month - October 2012 *Year to Date - October 2012
Last Year This Year Chanae %Change Last Year This Year Change %Change
$108,869 $121,565 $12,696 11.7% $108,869 1 $121,565 $12,696 1 11.7
`Ezcludes audit and includes rate change from 1%to 2%
Month) BID P"o Yaar Comparison to Prior Years
y ®3Year Menge *Annual (in thousands) YTO
$200,000 - +Current Year
$190,000 --
$180,000 $1,soo $1 406 $280
$170,000
$160,000 •- " S1.296
$160,000 $1,300
$140.000
$130.000 $230
$120,000 1b -i 100
$110,000
$100,000
$90,000 S900 $180
$80.000
$70,000
$60,006
1
$50,000 $542 $00' $109 $130
$40.000 5500 _ $96
$30,000
$20.000
$10,000 $300
$0 $44 $41
ova* oa° tfl'� �ak aA a�S pQA
$100 $30
boa p� )a Qa P SaQ� 2008109 2009110 2010111 2011112 2012/13
Fiscal Year 2009/10 Fiscal Year 2010111 Fiscal Year 2011/12 Fiscal Year 2012113
Change %Charing %Change Prior Chan e
Actual Prior Yr Actual Prior Yr Actual Yr Actual Prior Yr
October $41,114 (21.6%) $96,960 133.4% $108,869 13.5% $121,565 11.7%
November $29,110 (4.9%) $74,181 154.8% $79.752 7.5%
December $26,619 (17.5%) $63,221 137.5% $64,586 2.2%
January $36,508 (29.7%) $82,281 125.4% $89,788 9.1%
February $36.975 (30.0%) $87,032 135.4% $102,541 17.8%
March $48,694 (34.0%) $119,446 145.3% $117.530 (1.6%)
April $43,889 (9.9%) $99,638 127.0% $116,382 16.8%
May $52,106 (22.0%) $108,555 108.3% $118,721 9.4%
June $58,565 (9.6%) $119,567 104.2% $140,040 17.1%
July $79,662 (11.6%) $179.383 125.2% $185.485 3.4%
August $77,048 (13.7%) $158,758 106.1% $166,917 5.1%
September $50,494 (9.5%) $108,326 114.5% $115,251 6.4%
Total: $580,773 (17.8%) $1,296,341 123.2% $1,405,861 8.4% $121,565 11.7%
City of Huntington Beach
Transient Occupancy Tax Receipts Report
Fiscal Year 2012113
Huntington Beach Hotels
10%Transient Occu anc Tax Receipts Reflecting October Occupancies
Hotels Over 151 Rooms Hotels Under 150 Rooms
Current Month - October 2012 Current Month - October 2012
Last Year This Year Chance %Change Last Year ThlsYear Chance %Change
$469,428 $521,538 $52,110 11.1% $74,918 $86,285 $11,367 15.2%
Monthly TOT Receipts Under
Over 151 150
aa�Over 151 Rooms -•-Under 150 Rooms Receipts
$800,000 ..- $210,000
$700,000 ---- -- $180,000
$600,000 - -
$150,000
$500,000 --
$120,000
$400,000 --
$300,000 - _ $90,000
$200,000 -- $60,000
$100,000 --- ---- $30,000
$0 $0
October November December January February March Amd May June July August September
All
Fiscal Year 2011112 Fiscal Year 2012/13
City Fiscal I Over 151 %Change Under 150 %Change Over 151 %Chance Under 150 %Change
Period Rooms Prior Yr Rooms Prior Yr Rooms Prior Yr Rooms Prior Yr
October $469,428 19.1% $74,918 7.6% $521,538 11.1% $86,285 15.2%
November $343,622 30.0% $55,138 15.5% (100.0%)
December $261,631 21.3% $61,300 9.2% (100.0%)
January $385,545 10.4% $63,395 28.5% (100.0%)
February $440,738 21.1% $71,969 0.4% (100.0%)
March $498,757 24.6% $88,894 10.9% (100.0%)
April $495,737 13.7% $86,171 12.8% (100.0%)
May $505,601 2.4% $88,006 13.9% (100.0%)
June $589,488 1.2% $110,712 8.1% (100.0%)
July $776,663 12.1% $150,763 14.6% (100.0%)
August $705,803 2.3% $128,780 7.4% (100.0%)
September $483,676 6.8% $92,576 9.7% (100.0%)
Total: $5,956,688 22.4% $1,072,619 21.6% $521,538 11.1% $86,285 15.2%
City of Huntington Beach
Transient Occupancy Tax Receipts Report
Fiscal Year 2012/13
Sunset Beach Hotels
71011,Transient Occupancy Tax Receipts Reflecting October Occupancies
Current Month - October 2012 *Year to Date - October 2012
Last Yea This Year Chance %Chanoe Last Year ThlsYeer Chame %Chance
$8,671 11,862 3,190 36.8% $8,671 $11,862 3,190 36.8%
Comparison to Prior Year
(in thousands)
$25,000
$20,000 •$22
$20
$15.000
$16
■
$10,000 $12 $13 $14 $14
$5,000 $9 $8 $7 $7 $8
$0
O4\m�ea e� e` aaJacl z'Osaa� �aicr PQi� �a'� )°cm ���4 leee� `m ems
o ca
—1 Fiscal Year 2011/12 i—Fiscal Year 2012/13
Fiscal Year Fiscal Year %Chance
2011/12 2012M3 Prior Yr
October $8,671 $11,862 36.8%
November $7,713
December $7,164
January $6.576
February $7,592
March $12,001
April $13,254
May $13.600
June $16,482
July $22,410
August $19,711
September $13,632
Total: $148,806 $11,862 36.8%
'Some declines are due to long-term stay exemptions.
H.B. Conference&Visitors Bureau
Statement of Financial Position
As of December 31,2012
ASSETS
Current Assets
Checking/Savings
Business Checking-City Grant $ (949.02)
Business Checking-B.I.D. 23,503.27
Money Market-Bureau Generated 67,910.34
Money Market-City Grant 66,449.90
Money Market-B.I.D. 614,245.27
CD-City Grant 101,981.06
CD-BID 150,271.58
Less: Reserves for expenditures (550,000.00)
Petty Cash 505.77
Total Checking/Savings 473,918.17
Accounts Receivable 228,630.30
Deposits 1,815.00
Prepaid Expenses 54,930.61
Total Current Assets 759,294.08
Fixed Assets
Furniture&Fixtures 39,346.05
Accum. Depr.-Furniture&Fix. (12,985.30)
Total Furniture& Fixtures 26,360.75
Equipment 54,381.34
Accum. Depr.-Equipment (28,416.77)
Total Equipment 25,964.57
Leasehold Improvements 21,784.59
Accum. Depr.-Leasehold Impr. (9,140.77)
Total Leasehold Improvements 12,643.82
Intangible Assets 53,300.00
Accum.Amort. - Intangibles (17,766.61)
Total Intangible Assets 35,533.39
Total Fixed Assets 100,502.53
TOTAL ASSETS $ 859,796.61
LIABILITIES&EQUITY
Liabilities
Current Liabilities
Accounts Payable $ 78,600.47
Accts Payable-Personnel 58,490.24
Capital Lease Payable 13,573.00
Total Current Liabilities 150,663.71
Total Liabilities 150,663.71
Equity
General Unrestricted Net Assets 1,290,472.14
Less: Reserves for Expenditures (550,000.00)
Net Income (31,339.24)
Total Equity 709,132.90
TOTAL LIABILITIES&EQUITY $ 859,796.61
• BID receivable of$ 152,658.33
• TOT receivable of$75,971.97
H.B. Conference&Visitors Bureau
Statement of Activities by Line Item
December 2012
' Annual
Month Actual Month Budget YTD Actual YTD Budget Budget
REVENUE
Public Sources(TOT)
Transient Occupancy Tax $ 33,925.91 $ 33,925.91 $ 137,782.47 $ 132,988.28 $ 746,830.00
Interest Income 4.34 27.78 22.36 83.34 333.33
Total Public Sources 33,930.25 33,953.69 137,804.83 133,071.62 747,163.33
Quasi-Private Sources(BID)
BID Assessment 67,851.83 $ 67,851.83 $ 273,192.96 $ 265,976.59 $ 1,467,707.00
City Grant - - - - -
Interest Income 53.47 27.78 154.22 83.34 333.33
Total Quasi-Private Sources 67,905.30 67,879.61 273,347.18 266,059.93 1,468,040.33
Private Sources
Advertising:Website - - - -
Promotional Participation - - - - -
Licensing Income - 41.67 - 125.01 500.00
Booking Engine Commissions - 83.33 245.38 249.99 1,000.00
Interest Income 5.75 27.77 19.06 83.31 333.34
Total Private Sources 5.75 152.77 264.44 458.31 1,833.34
TOTAL REVENUE 101,841.30 101,986.07 411,416.45 399,589.86 2,217,037.00
EXPENSE
Personnel
Salary-Base 66,357.51 55,642.92 151,622.66 166,928.76 667,715.00
Salary-Vacation Accrual 155.96 833.33 2,610.03 2,499.99- 10,000.00
FICA Tax 5,819.22 3,842.31 10,880.86 11,526.93 46,107.70
FUTA Tax 60.19 50.00 75.46 150.00 600.00
SUTA Tax 621.89 416.67 779.68 1,250.01 5,000.00
Pension Expense 4,521.51 2,009.05 9,808.99 6,027.15 24,108.60
Health Insurance 6,515.88 3,166.67 17,546.45 9,500.01 38,000.00
Dental Insurance 1,128.00 958.33 2,928.00 2,874.99 11,500.00
Worker's Comp Insurance 943.66 541.67 1,830.26 1,625.01 61500.00
Staff Training& Development 102.50 1,250.00 658.20 3,750.00 15,000.00
Other Personnel Costs - - - - -
Contract Labor 94.71 1,416.67 15,269.71 4,250.01 17,000.00
Total Personnel $ 86,321.03 $ 70,127.62 $ 214,010.30 $ 210,382.86 $ 841,531.30
Page 1 of 2
H.B. Conference & Visitors Bureau
Statement of Activities by Line Item
December 2012
Annual
Month Actual Month Budget YTD Actual YTD Budget Budget
Marketing/Promotion
Travel&Entertainment $ 837.41 $ 2,791.67 $ 5,548.65 $ 8,375.01 $ 33,500.00
Trade Show Participation 2,975.20 13,495.83 12,951.63 40,487.49 161,950.00
Event Hosting 1,638.34 5,833.33 5,941.71 17,499.99 70,000.00
FAM Tours/Site Visits 722.85 5,541.67 12,310.79 16,625.01 66,500.00
Advertising/Marketing: _ _ -
Media 10,784.59 28,500.00 46,751.77 85,500.00 342,000.00
Online/Website 1,926.32 6,375.00 2,586.30 19,125.00 76,500.00
Printed Marketing Collateral 19,109.05 8,875.00 35,524.22 26,625.00 106,500.00
Public Relations 24,107.92 5,750.00 29,784.62 17,250.00 69,000.00
Travel Trade - 6,833.33 16,463.75 20,499.99 82,000.00
Research - 416.67 - 1,250.01 5,000.00
Film&Sports Commission 3,546.00 2,500.00 5,921.00 7,500.00 30,000.00
Fulfillment 1,911.22 4,283.33 7,363.40 12,849.99 51,400.00
Other
Total Marketing/Promotion 67,558.90 91,195.83 181,147.84 273,587.49 1,094,350.00
Administrative Operations
Accounting&Legal 2,177.62 2,500.00 7,671.68 7,500.00 30,000.00
Bank Fees - 91.67 173.00 275.01 1,100.00
Dues &Subscriptions 750.00 2,666.67 775.00 8,000.01 32,000.00
Depreciation/Amortization 1,788.62 1,800.00 5,365.86 5,400.00 21,600.00
Insurance - 916.67 3,213.00 2,750.01 11,000.00
Interest
Data Processing/Computers 1,213.29 2,125.00 4,656.91 6,375.00 25,500.00
Rent 2,993.43 4,909.17 9,430.13 14;727.51 58,910.00
Telecommunications 1,558.82 1,458.33 4,655.13 4,374.99 17,500.00
Office Supplies 4,111.91 2,700.00 7,607.40 8,100.00 32,400.00
Miscellaneous 3,010.42 208.33 4,049.44 624.99 2,500.00
Total Admin.Operations 17,604.11 19,375.84 47,597.55 58,127.52 232,510.00
TOTAL EXPENSE 171,484.04 180,699.29 442,755.69 542,097.87 2,168,391.30
EXCESS REVENUE $ (69,642.74) $ (78,713.22) $ (31,339.24) $ (142,i 508.01) $ 48,645.70
;7
Page 2 of 2
FY 2012-2013 Draft Budget
Budget Budget Difference
Approved Proposed Draft IApproved to
1 Budget FY 11.12 FY 12-13 FY 12.13 Proposed Notes
2 Revenue
3 TOT $667,023.00 $746,830.00 $746,830.00 0.00 Increase of 4%over projected actual FY11-12
4 BID $1.326.635.001 $1,467,707.00 $1467.707.00 0.00 Increase of 4%over Projectedactual FYI 1-12
5 Total: $1,993,658.00 $2,214,537,00 $2,214,537.00 0.00
6 _
7 City Grant $25,000.00 _ $0.00 $0.00 0.00 Loss of Film Commission gram
8 Interest $1,000.00 $1,000.00 $1,000.00 0.00
9 Licensing-Surf Ciry USA® $0.00 $500.00 $500.00 0.00 ,
10 Book in En ine 0.00 1 000.00 1 _.00 0.00
11 Total: $26,000.00 $2,500.00 $2,500OO1 0,00
12
13 _ Total Revenue: $2,019,658.00 $2,217,037.00 $2,217,037.00 0.00 _
14
Budget Budget Difference
Approved Proposed Draft Approved to
15 Budget FY 11-12 FY 12-13 FY 12-13 Proposed Notes
16 Expense
17 Advertising _ --
118 9 Media Advertising $230,975.00 $342,000.0_0 $401,000.00 59,000 00 IDeparture agency fee;Moved funds to marketing from cancelled Australia sales trip
20 Printed Marketing Collateral $97,000.00 $106,500.00 $84,000.00 No new Visitors Map/Dining Guide;Funds for contingincy reprint available;new Group Sales
(22,50000 rack brochure
Public Relations $176,467.00 $69 000.00 $121,500.00 52,500 00 Social media agency fees and ad buys;Departure marketing_projects
21 Travel Trade $0.00 $82,000.00 $82,000.00 0.00 _
22 Websile $96.g00.00 _ 76500.00 $188.000.00 111,500.00 New Sim__pleview website _
23 Total: $601,342.00 $676,000.00 $876,500.00 200,500.00
24
25 Bank Fees _ $1,240.001 $1,100.00 $1,100.00, 0.00
26 Data Processing $31,782.001 $25,500.00, $22,800.00 (2,90110) Moved group sales CRM_into Simpleview fees _
27 Depreciation $7,750'00� $21,600.00 $21,600.00 0.00
28 ndustrySales Event Hosting $0.00 $45,000.00 $45.000.00 0.00
2ME
cal Member/Community $11,000.00 $25,000.00 $65,000.00 40,000.00 Gram for International Surfing Museum/new Welcome Center
3Facility
cili Costs $45,947.00 $58,910.00 $58,910.00 0.00
3M Tours/Site Visits $80,000.00 $66.500.00 $66,500.0000.00
lfillment $49,000.00 $51.400.00 $51,400.00 0.00
33 Insurance(NorvPe_rsonnel $14,000.00 $11,000.00 $11,000.00 0.00
34 Office Expense _ $35,000.00 $32,400.00. $32,400.00 0.00
35 Personnel Costs $773,521.00 $841,531.30 $857.422.70 15,891.40 Pension budget increased per accountant recommedation due to new hire
36 Professional FeeesA #VAocountin $36,000.00, $30,000.00 $30,000.00 0.00
37 Research $25,000.001' __ $5,000.00 $5,000.00 0.00
38 Telecommunications $19,100.001 $17,500.00 $19,500.00 2,000.00 Cell phone budget increased due to new hire
39 Trade Show Participation $81,000.00 $161,950.00 $128,000.00 (33.950.00) Change in trade show participation schedule due_to new Group Sales Plan
40 Travel and Entertainment $82,000.00 $33,500.00 $42.000.00 8,500.00 Increased due to new hire for group sales travel
41 Film&Sports Commission $0.00 $30,000.00 $36,500.00, 6,500.00 Increased to add trade show booth at sports Commission events
_ -
42 Other-Marketing&Promotion $5,000.00 _ $0.00 _ $0.00 0.00 _
44 Interest $1,000.00 $0.00 $0.00 0.00
45i Dues&Subscriptions $12,000.00. $32,000.00 $42,000.00 10,000.00 China initiative _
46 Reserves $91,976.00 $0.00 $0.00 0.00
47 Miscellaneous W.000.0 $2,500.00 $2.500.00 0.00
48 Total: $1.412,316,00. $1.492,391.30 $1,538,432.70 46,041.40
�49
501 Total Expense: $2,013,658.001 $2,168,391.301 $2p14,932.70 i Total additional for FY 12.13:$197,895.70
t
a '
t
f
1
I
fs
R
URE
i)
Date: January 9,2013
f
AGENCY OF RECORD CONTRACT f
I
We,Huntington Beach Marketing&Visitors Bureau("Advertiser"),hereby appoint Departure
Agency, Inc.("Agency")as our exclusive advertising agency in accordance with the provisions
hereof, and Agency accepts such appointment. The appointment and compensation terms are
effective,January 9,2013 and shall continue unless terminated as provided by its terms.
s
i. COMMITMENTS:
No commitments to media,suppliers or other outside parties will be made by Agency on
behalf of Advertiser unless authorized in writing by Advertiser.
lf. AGENCY SERVICES:
Services regularly provided by Agency:
I
• Analyze Advertiser's current and proposed products and services and present ;
potential markets for those products and services.
• Create,prepare and submit to Advertiser for its prior approval marketing
strategies and programs.
• Design and prepare marketing campaigns.
• Media planning, negotiation and buying'. '
• Check and verify insertions,displays,broadcasts or other means used,to such
degree as is usually performed by agencies.
• Audit production invoices for time,material preparation and charges.
Media vendors to bill Advertiser direct. Departure wail not be responsible for auditing and
payment of media invoices.
Y
4
Specific scope of work deliverables include:
e Strategic planning and implementation of the Fiscal Year 2012-2013 creative
campaign and various other promotional campaigns for each target segment.
Creative elements may include:
o Print ads
o Outdoor
o Online banners
o Emails
o Newsletters
o Collateral(brochures,flyers,etc.)
o Radio
o Promotional items
Advertiser and Agency to review the scope of work in July of each year and agreement to
be updated as needed.Contract will be in effect for work to be commenced on October 1,
the beginning of each new fiscal year,
€f!. AGENCY COMPENSATION:
Advertiser will pay Agency for all space,time and materials and services purchased or
performed for Advertisers written authorization.Advertiser will compensate Agency for its
services in accordance with the following billing practices:
Strategy/Creative Fee: Advertiser agrees to pay Agency an initial one-time fee of
$30,000 for the strategy and creative concepting of the FY2012-2013 campaign. The
$30,000 fee will be invoiced in January 2013,
Monthly Retainer Beginning February 2013,the Advertiser agrees to pay Agency a
monthly service fee of$5,000. The monthly retainer will cover agency manpower
attributed to Advertisers account for all Agency services except as described below,
Agency will provide the services using an adequate number of appropriately trained
and qualified employees under adequate supervision. Agency warrants that it will
perform the services in a good, prompt and workmanlike manner with reasonable
care and in compliance with industry standards and applicable laws and regulations.
The retainer will be evaluated on a quarterly basis to ensure its fairness to both the
Agency and Advertiser.
Art Work,Talent. and Production for Space and Time:The following items will be
billed to Advertiser at Agency's out of pocket cost,based on written project cost
estimates provided to and approved in writing by Advertiser prior to implementation,
Art work and production such as photography, illustration,separation
film material and proofs, printing, heavy/technical retouching, and any
other items related to the production of print advertisements,
• Talent and production for online video, radio and television commercials.
(Talent payments will be made by an outside supplier retained by Agency.)
• Expenditures incident to the securing of testimonials and the right to use
names and/or likenesses of individuals or copyrighted material.
Packing Shiooinct Delivery Communications and Travel:Expenses incurred by
Agency on Advertiser's account for the following items will be billed to Advertiser at
Agency's out of pocket costs without commission:
• Packing, shipping and delivery.
• Traveling,at Advertiser's request,in connection with Advertiser's account.
_5oecial Services:
Specialized marketing communication services,including research/focus groups,
website development,public relations,social media management I implementation,
email deployment, and direct mail service will be performed on an individual project
or continuing retainer basis and will be billed to Advertiser and Agency or between
Advertiser and Agency's affiliates.
IV. PAYMENTS:
Agency's invoices are payable within thirty(30)days of Advertiser's receipt thereof or
any later date specified thereon to the address noted on the invoice.Payments not
received within 30 days of the invoice date will trigger a 2.5%interest charge,
All details of billing and payment procedures will be worked out by representatives of
Advertiser and Agency for their mutual convenience and in accordance with the generally
recognized principle that Agency will not be required to finance the advertising program
of Advertiser.
Advertiser shall have no responsibility for costs or expenses incurred by Agency unless
incurred in accordance with the approval procedures required by this Agreement,
Agency shall use its best efforts not to exceed estimated amounts and shall advise
Advertiser at the earliest time practicable of the likelihood that costs may exceed the
Agency's estimate. Agency must obtain Advertiser's written approval if incurred
expenses are anticipated to exceed ten percent(10%)of an approved estimate.
Upon receipt of payment,Advertiser will have copyright privileges to any content,
collateral,promotions,designs,and all materials developed by the Agency.
V. RESPONSIBILITIES OF AGENCY AND ADVERTISER:
1. Agency will obtain those releases, licenses, permits or other authorizations
reasonably necessary for the lawful use of photographs and other copyrighted
materials belonging to third parties obtained by Agency for use in performing
services for Advertiser,
2. Advertiser shall provide accurate and complete information concerning its products
and services to Agency,Advertiser represents and warrants that all such information
will be accurate and complete.Agency shall rely on the accuracy and completeness
of all such information provided to it by Advertiser,
3. Agency shall follow Advertiser's written instructions or authorizations with respect to
the lawful and proper use of its patents,trademarks,trade names,and copyrights.
Agency shall notify Advertiser of any material produced for Advertisers by or under
the supervision of Agency which may be appropriate for protection as a trademark,
service mark, trade name or copyrighted material, and shall exercise such effort as
is reasonably necessary to preserve such protection for Agency pending such notice
and Advertiser's response,and consistent with the protection obtained by or for the
benefit of Advertiser. So long as Agency has so acted,Agency shall not be held
liable or responsible to Advertiser for any failure by Agency or by any third party,
Including but not limited to any media, to property preserve such protection or to
designate any patents,trademarks,trade names or copyrights of Advertiser.Agency
shall not be liable for any such loss to Advertiser resulting from the failure of proper
performance of any third party, unless Agency acted negligently or in willful
disregard of Advertiser's rights with regard to such performance.
4. Agency will exercise due care to safeguard any property of Advertiser entrusted to
Agency custody or control and to maintain the confidentiality of any trade secrets or
any other confidential research, financial or other commercial information of
Advertiser.Agency shall not be held liable or responsible for any loss,damage,
destruction or unauthorized use of any such property,trade secrets or confidential
information unless Agency acts negligently or in Wilful disregard of Advertiser's
rights with respect to such property.
5. Nothing in this Agreement shall be construed as requiring Agency to violate any
lawful contractual commitments to third parties or as requiring Agency to undertake
any campaign, prepare any advertising material or publicity,cause publication of
any advertisement or article,or engage in any other conduct, that in Agency's sole
judgment,would be misleading,indecent, libelous, unlawful, or otherwise prejudicial
to Advertiser or Agency's interests,
6. Agency and Advertiser unit establish policies regarding Agency's contact with
members of Advertiser.Agency shall not contact members of Advertiser, or provide
advertising materials, services or,advise to Agency's members except as permitted
by such policy.
VI, INDEMNIFICATION:
The advertiser agrees to defend,indemnify and hold harmless Departure Agency, Inc.,its
officers,agents,and employees from and against all claims,damages,liability, loss on
expenses(including reasonable attorney's fees) regarding use of all information
approved or created by the Advertiser, The Agency agrees to defend,indemnify and
hold harmless the Advertiser against all claims,damages,liability, loss on expenses
(including reasonable attorney's fees)regarding(a)any dealings between Agency and
third parties, (b)Agency's performance of,or failure to perform, its obligations under this
Agreement,'including but not limited to the use by Agency of any information not
approved by the Advertiser. The provisions of this section shall survive the termination of
this agreement.
VII. CANCELLATION:
Advertiser may cancel any work in progress at any time upon written notice to Agency,
provided Advertiser shall reimburse Agency for all work performed and materials
procured to the date of cancellation and for any non-cancellable charges,
Vlll. TERMINATION-
Either party may terminate this Agreement upon sixty(60)days prior written notice
without cause or upon thirty(30)days prior written notice if the non-terminating party has
breached any of its obligations under this Agreement. The respective rights and
responsibilities of the parties hereto will continue in force during the notice period. In the
event of termination of this Agreement by Advertiser without cause,Agency will receive
the monthly retainer through the sixty(60)day termination period. Upon any termination
by Advertiser,Agency will bill Advertiser as provided herein for all advertising materials
and services authorized by Advertiser, and procured or performed by Agency. Unused
advertising plans and ideas prepared by Agency shall remain Agency property.
Upon the expiration of the period of notice,the Agreement will be terminated. Upon such
termination,to the extent that third parties in interest refuse to release Agency from its
obligations,Agency shall be reimbursed for any costs incurred by Agency in connection
with written non-cancelable contracts made on Advertiser's authorization, and Advertiser
shall assume responsibility for all non-cancellable contracts. Agency shall use its best
efforts to enter into only cancelable contracts related to Advertiser. Additionally, upon
termination,Agency will ship or deliver to Advertiser(or at Advertiser's direction,to any
successor agency), at Advertiser's expense, all materials belonging to Advertiser that are
in the possession or control of Agency.
IX. MISCELLANEOUS:
t. This Agreement shall be constructed in accordance with California law.
2. This Agreement may not be assigned by Agency in whole or in party without the prior
written consent of Advertiser. Any purported transfer or assignment by Agency
without Advertiser's prior written consent shall be null and void and of no force or
effect. Advertiser may assign this Agreement to any wholly-owned subsidiary or
affiliate without Agency's consent.
3. If any section,provision, or other portion of this Agreement is held to be illegal,
invalid, or otherwise unenforceable by a court of competent jurisdiction("Invalid
Portion"),the parties hereto shall exercise best efforts to agree on legal,valid,and
enforceable substitute of language that is as similar in effect to the invalid Portion as
possible. The remaining portion of this Agreement not declared illegal, invalid, or
otherwise enforceable shall,in any event,remain valid and effective for the reminder
of the term of this Agreement unless the Invalid Portion goes to the essence of this
Agreement.
4. In the event it becomes necessary for either party at any time to Institute legal action
or proceedings of any nature for the enforcement of this Agreement,or any of the
provisions contained within, or to employ an attorney at law therefore,the parties
agree that the losing party shall pay to the prevailing party all costs,including
reasonable attorney's fees incurred by the prevailing party in such action or
proceedings or settlement of the dispute.
5. A failure of either party to insist upon or enforce any term or provision or to exercise
any right, option, or remedy of the Agreement, or to require at any time performance
of any provision hereof, shall not be construed as a waiver of any such term or
provision. No waiver by either party of any term or provision hereof shall be binding
unless made in writing and sfgned by such party.
6. This agreement contains the entire understanding of the parties hereto relating to the
subject matter hereof and cannot be amended, modified or terminated except by a
written document signed by both parties.
7. All notices which are required or permitted to be given under the terms of this
Agreement shall be given in writing to:
AGENCY:
Departure Agency, Inc_
427 C Street,Suite 406
San Diego, CA 92101
Attn: Emily Rex
emily.rex@dptr,co
ADVERTISER:
Huntington Beach Marketing&Visitors Bureau
301 Main Street, Suite 208
Huntington Beach,CA 92648
Attn: Steve Bone
steve@surfcityusa.com
1
Accepted:
Departure Agency, Inc. Huntington Beach Marketing&Visitors Bureau
gep Advertiser
—• mil Rex Steve Bone
pal President/CEO
Date: � . � ,t �,� Date: f/ j � f
's
i
t
f
s
simple
' h
WEB SITE CONSULTING,DEVELOPMENT AND CUSTOMER RELATIONSHIP MANAGEMENT AGREEMENT
This AGREEMENT(the"Agreement")is made and entered into as of the 8th day of January,2013(the"Effective Date"),
by and between simpleview,Inc.,an Arizona corporation with offices at 7458 N.La Cholla Blvd.,Suite 100,Tucson,
Arizona,85741("simpleview")and the Huntington Beach Marketing&Visitors Bureau,a California corporation with
offices at 301 Main St.,Suite 208,Huntington Beach,CA 92648-5171("Client").
RECITALS
A.WHEREAS,simpleview offers certain consulting,development and hosting services and web-based
applications for use on the World Wide Web,including a customer relationship management application
("CRM");
B.WHEREAS,Client desires that simpleview develop and host a Client Web site(the"Site"),provide an Interface
design for the Site,implement CRM,provide Search Engine Marketing consulting services and Pay-Per-Click
management services,and provide certain other services and applications useful in the design,programming,
and maintenance of the Site;
C.WHEREAS,Client desires to engage simpleview,and simpleview desires to be engaged by Client,to provide
Internet services and products on the terms and subject to the conditions set forth below;
NOW THEREFORE,in consideration of the mutual promises set forth herein,simpleview and Client(collectively,
the"Parties")hereby agree as follows:
1.simpleview Services
1.1 simpleview agrees to provide Client with services for development and hosting of the Site on the World Wide Web
as set forth or described in Exhibit A hereto(the"Web Site Services")and to provide Client with additional services,if
any,set forth or described in Exhibit 8 hereto(the"Additional Services"),which exhibits may be amended from time to
time by mutual written agreement of the Parties.Obligations of simpleview,if any,to provide ongoing maintenance
tasks for the Web Site shall be set forth and included as part of Additional Services on Exhibit B hereto("Maintenance")
(the Web Site Services and the Additional Services are hereinafter referred to collectively as the"Services").Client
agrees that simpleview is responsible only for providing the Services specifically set forth in Exhibit A and Exhibit B
hereto.simpleview shall deliver the modules listed in Exhibit A in working order and free of material defects.
1.2 If at any time client elects not to have simpleview host the Site,simpleview shall deliver to Client,in a file format
specified and accessible by Client,a complete copy of all code,documentation,graphics,contents,flow charts,and
other material developed by simpleview in connection with the Site,excluding any third-party software,hardware,and
materials.
2.Web Site Development and Hosting
2.1 Delivery of Client Content
"Client Content"shall mean any materials provided by Client for incorporation into the Site,including,but not
limited to,any Images,photographs,illustrations,graphics,audio clips,video clips or text.Client shall deliver the Client
Content to simpleview in an electronic file format specified and accessible by simpleview(e.g.,.txt,.gif)or as otherwise
specified in Exhibit A.Any services required to convert or input Client Content not set forth in Exhibit A as Web Site
r
Services shall be charged as Additional Services.Client shall promptly deliver all Client Content to simpleview as required
by simpleview.The pricing in Exhibit A allows for two(2)days of training for CRM at the Client's facilities.Costs
associated for airfare,lodging and travel incidentals will be subject to Client's Prior written approval and billed
separately. Upon request by Client simpleview shall Provide copies of documentation for such expenses If additional
training is required,a separate workorder(see section 2.2)will be generated based on our hourly rates and associated
travel expenses.Training for CMS modules is done online.
2.2 Work Orders
If Client wishes to implement upgrades or revisions to the Site that differ materially from the Services in Exhibits
A and B,Client shall submit to simpleview a written change order containing(j)such revisions in detail and(11)a request
for a price quote for such change(collectively,the"Change Order").simpleview shall promptly evaluate the Change
Order and submit to Client for its written acceptance a proposal for undertaking the applicable tasks and a price quote
reflecting all associated fees associated with Client's Change Order.Client shall have ten(10)business days from receipt
of such proposal to accept or reject simpleview's proposal in writing.If Client accepts simpleview's proposal to
undertake the work necessitated by the Change Order,then the Change Order,as supplemented and/or modified by
simpleview's proposal,shall amend and become a part of Exhibit A and Exhibit C hereto(Fee Schedule).Routine updates
and"fixes"shall be performed according to the Fee Schedule in Exhibit C.
2.3 Hosting
2.3.1 System Availability.simpleview warrants at least 99.9%System Availability during each calendar month."System
Availability"will be calculated monthly during the Term using the following formula,System Availability=f(Base Time—
Unscheduled Downtime/(Base Time)]x 100 "Base Time"equals _. `-he
the site is fully aecproduct of the number of days in the applicable month multiplied by twenty-four(241 hours
multiplied by sixty(601 minutes less downtime resulting from a-� ''+scheduled 0.tawttrnanreand CvnergPney
Maiaiei,i a _and any loss or interruption due to causes beyond the control of simpleview."Unscheduled Downtime"
eguals the time(in minutesl during which the Site is not operational including Emergency Maintenance but excludm
Scheduled Downtime." "Emergency Maintenance"means downtime of the Site due to the application of urgent patches
or fixes,or other urgent maintenance,recommended by simpleview vendors to be applied as soon as possible,that is
performed outside of Scheduled Downtime hours."Scheduled Maintenance"means downtime of the Site during preset,
scheduled maintenance windows.Scheduled Maintenance typically is performed during off-peak hours which are
deflned as between 67 P.M.and 34 A.M.MST Standard Time.simpleview will provide Client with notice of any
scheduled maintenance at a minimum of2472 hours prior to the scheduled outage.Times for Scheduled Maintenance
may be changed with reasonable prior written notice to Client(which may be via email).
Should simpleview fail to achieve 99.9%System Availability in any calendar months,Client shall receive a prerated credit
towards future hosting services egual to one-twelfth(1/12)of the sum of the fees provided in Exhibit C Sections II III
IV,and VI,
Should simpleview fail to achieve 99.9%System Availability in each of two consecutive calendar months or any three(31
or more non-consecutive months in any twelve(12)month Period Client shall have the right to terminate this
Agreement for cause(and without having to give simpleview any cure period),in which case simpleview will refund to
Client any prepaid fees for the remainder of the Term after the date of termination.Claims under this service level
warranty must be made in good faith and by submitting a support case within 20 business days after the end of the
relevant period.
Client is not required to host the Web Site and associated CMS applications with simpleview.If Client selects an
alternative vendor to host the site,simpleview server requirements include MS SQL Server 2008 or higher,ColdFusion 9
or higher,Remote Access via SQL Enterprise Manager and FTP.
Client is not permitted to select another vendor to host the Customer Relationship Management("CRM")application.
2.3.2 Updates to the Site.simpleview shall provide Client with a system and the necessary software to allow Client to
transmit revisions,updates,deletions,enhancements or modifications(the"Updates")to the Site.
2.3.3 Disaster Recovery.simpleview shall maintain a disaster recovery plan(a"DRP")for all technology required to
provide the Services,together with the capacity to execute the DRP.Upon request by Client,Supplier shall provide
Company with an executive summary of Suppliers then-current version of the DRP.Supplier shall Promptly perform
disaster recovery tests at least annually.Supplier shall provide Company a written description of all DRP test results in
sufficient detail to allow Company to assess the success of each test. The DRP shall maintain a six(6)hour recovery time
obiective. "Recovery time objective"means the Period of time within which the Site will be recovered following
implementation of the DRP.
2.3.4 Security.simpleview shall provide all reasonable physical,anti-virus and password related security for the
simpleview system and/or services,and will make all reasonable security procedures available to protect Client Data
from unauthorized access.simpleview shall have and adhere to commercially reasonable written information security
guidelines for maintaining security controls which guidelines include without limitation,physical,administrative and
technological controls
2.3.5 Backup Procedures.Data will be backed up on at least a daily basis.In the event that a data restore is required as a
result of equipment failure,simpleview will bear the costs of such restore.simpleview shall provide Client aquacterly
monthly back-up of data either by CD-rom or by FTP access.Client may request a back-up of data at any time atnno
additional cost.
3.service Fees
Client shall pay the fees set forth in the Fee Schedule in Exhibit C hereto.simpleview expressly reserves the right
to change the rates charged hereunder for the Services during any Renewal Term;provided,however,that the annual
increase for any fee shall not exceed fwethree percent(53%)of the fee paid during the immediately preceding 12-
month term.Client shall pay,or promptly reimburse simpleview for,any out-of-pocket expenses,including,without
limitation,travel and travel-related expenses,incurred by simpleview in connection with the performance of the
Services,provided however,that the travel and related expenses shall be approved in advance by an officer of Client's
company.Upon request by Client,simpleview shall provide copies of documentation for such expenses. Client shall pay
to simpleview all undisputed fees within thirty(30)days of Ehe4a4eLM6pt of the applicable simpleview invoice which
is Presumed to be within 45 days of the date of the invoice).Implementation of certain applications may require two or
three days of onsite training.
4.Proprietary Rights
4.1 Proprietary Rights of Client
Client Content,Client Data and User Information shall remain the sole and exclusive property of Client,
including,without limitation,all copyrights,trademarks,patents,trade secrets,and any other proprietary rights.Nothing
in this Agreement shall be construed to grant simpleview any ownership right in the Client Content,Client Data or User
Information.Any and all work produced by simpleview in the course of simpleview s performance of this Agreement,
including,without limitation all underlying intellectual property rights(the"Work Product"1 or the like shall be the sole
and exclusive Property of Client and simpleview shall have no rights to retain or use any of the Work Product
simpleview shall disclose oromotly in writing to Client all inventions improvements and developments and materials
All Work Products of the categories identified in Section 101 of the federal Copyright Act of 1976(the"Copyright
Act')shall be considered"works made for hire"a defined in Section 101. Client shall own the copyright,the right to
mister and renew the copyright the right of first publication the reproduction right the Performance right and all
other rights Provided by the Copyright Act in each"work made for hire."
simpleview assigns to Client all common law and statutory copyrights all rights to register and renew the
copyright all rights of first Publication all reproduction rights all Performance rights and all rights provided by the
Copyright Act and by the laws of all foreign countries in all Work Product that is not described above simpleview shall
execute a written assignment and other documents required by Client for each Work Product described in this Section
"Client Data"means all data and information about Client's businesses,customers(current,former or prospective),
employees,operations,facilities,products,markets,assets or finances that simpleview obtains,creates,generates,
collects or processes in connection with this Agreement,and all intellectual property rights in that data and information.
"User Information"means all information about users,and Client members and personnel and Internet browsers
(whether or not users),that Client provides to simpleview hereunder,or that simpleview otherwise collects,compiles,
creates or stores in connection with the access and use of CRM and,including without limitation(i)name,address,email
address,password information,account numbers,financial information,demographic data,marketing data,credit data,
any other identification data;(ii)any other user data submitted in the course of the access or use of the CRM any Web
Site Service;and(iii)any information about an identifiable individual that constitutes"personal information"under
applicable law.
On Client's written request or upon termination of this Agreement for any reason,simpleview will promptly and at no
additional cost to Client return or destroy, .cPt!fi all originals and copies of all documents and materials containing
Client Content,Client Data and User Information.
4.2 Proprietary Rights of simpleview
Subject to Client's ownership interest in Client Content,Client Data and User Information,and further subject to
Section 1.2 of this Agreement,all preexisting materials,including,but not limited,to any computer software(in object
code and source code form),script,programming code,data,information or HTML script
(with the exception of original elements of audiovisual displays created
hereunder specifically for Client,which shall be deemed to be part of Client Content),and any trade secrets,know-how,
methodologies and processes related to simpleview's products or services,shall remain the sole and exclusive property
of simpleview or its suppliers,including,without limitation,all copyrights,trademarks,patents,trade secrets,and any
other proprietary rights inherent therein and appurtenant thereto(collectively"simpleview Materials").Client
acknowledges and agrees that simpleview is in the business of designing and hosting Web sites,and that simpleview
shall have the right to provide to third parties services which are the same or similar to the Services,and to use or
otherwise exploit any simpleview Materials in providing such services.
4.3 simpleview Notices
Unless otherwise agreed to in writing by the Parties,simpleview shall have the right to place proprietary notices
of simpleview and its suppliers(including hypertext links related thereto)on the simpleview Materials and on the Site,
including developer attribution and hypertext links to simpleview's web sites,and to change or update such notices
from time to time upon notice to Client.The size and location of these notices shall be subject to Client's approval,
which approval shall not be unreasonably withheld.In no event may Client remove or alter any simpleview proprietary
notice from the simpleview Materials or the Site without simpleview's prior written consent.For the Term of this
Agreement,simpleview may use the name of and identify Client as a simpleview client,in advertising,publicity,or
similar materials distributed or displayed to prospective clients.
S.License
5.1 Grant of License-Client
Client hereby grants to simpleview a non-exclusive,worldwide,royalty free license for the Initial Term and any
Renewal Term(as those terms are hereinafter defined)to edit,modify,adapt,exhibit,publish,transmit,perform,
display,and otherwise use Client Content solely as necessary to render the Services to Client under this Agreement.
5.2 Grant of License-simpleview
simpleview hereby grants to Client a limited,non-exclusive,nontransferable license solely for the Initial Term
and any Renewal Term(as those terms are hereinafter defined)to make use of simpleview Materials that are
incorporated in the Site and that are required for the operation of the Site.Client cannot use the simpleview Materials
for any other purpose,including selling,copying or transferring any portions to third parties,or providing Web site
development or hosting services for others.simpleview hereby reserves for itself all rights in and to the simpleview
Materials not expressly granted to Client in the immediately foregoing sentence.In no event shall Client use any
trademarks or service marks of simpleview without simpleview's prior written consent.
6.Warranties
6.1 simpleview Warranties
simpleview warrants:(1)that simpleview has the right and authority to enter into and perform its obligations
under this Agreement;(ii)that simpleview shall perform the Services in a professional and workmanlike manner and(iii)
none of the simpleview Materials,any other materials used by simpleview or any actions of simpleview in connection
with the Services will infringe or violate any right of any third party.
6.2 Client Warranties
Client warrants that:(a)it has all authorization(s)necessary for hypertext links to third party Web sites;and;and
(b)that the Client Content does not infringe or violate any right of any third party.Client shall provide all necessary
Client Content,including database files,reports and other materials for implementation of the CRM.
7.Indemnification
7.1 Indemnification by Client
Client agrees to indemnify,defend,and hold harmless simpleview,its directors,officers,employees and agents,
and defend any action brought against same with respect to any claim,demand,cause of action,debt or liability,
including reasonable attorneys'fees,to the extent that such action is based upon a claim that:(i)would constitute a
breach of any of Client's warranties,hereunder;(ii)arises out of the negligence or willful misconduct of Client;or(III)any
of the Client Content to be provided by Client hereunder or other material on the Site provided by Client infringes or
violates any rights of third parties,including,without limitation,rights of publicity,rights of privacy,patents,copyrights,
trademarks,trade secrets and/or licenses,except to the extent that simpleview has modified or otherwise altered anv
Client Content without the prior written consent of Client.
7.2 Indemnification by simpleview
simpleview agrees to indemnify,defend,and hold harmless Client,its directors,officers,employees and agents,
and defend any action brought against same with respect to any claim,demand,cause of action,debt or liability,
including reasonable attorneys'fees,to the extent that such action is based upon a claim that:(1)would constitute a
breach of any of simpleview's warranties hereunder;or(ii)arises out of the negligence or willful misconduct of
simpleview;or(iii)Client's use of,or simpleview's use of,simpleview Materials or any other materials used by
simpleview in connection with the Services,infringes or violates any rights of third parties,including,without limitation,
rights of publicity,rights of privacy,patents,copyrights,trademarks,trade secrets and/or licenses
J.Warranty Disclaimer and Limitation of Uabilit
EXCEPT FOR THE LIMITED WARRANTY SET FORTH IN SECTION 6 AND SECTION 2.3.1 simpleview MAKES NO
WARRANTIES HEREUNDER,AND simpleview EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES,EXPRESS OR IMPLIED,
INCLUDING,WITHOUT LIMITATION,WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,
AND WARRANTIES AGAINST INFRINGEMENT.
EXCEPT FOR A CLAIM FOR INDEMNIFICATION UNDER SECTION 7,THE TOTAL LIABILITY OF simpleview
HEREUNDER FOR ANY SERVICES NOT PROPERLY PERFORMED(INCLUDING ANY LIABILITY FOR NEGLIGENCE)SHALL BE
LIMITED,AT THE SOLE DISCRETION OF simpleview,TO(a)PERFORMING THOSE SERVICES CORRECTLY,OR(b)IF SUCH
PERFORMANCE IS IMPOSSIBLE,TO THE AMOUNT'S PAID TO simpleview FOR THE SERVICES THAT WERE IMPROPERLY
PERFORMED.IN NO EVENT SHALL simpleview OR CLIENT BE LIABLE FOR INDIRECT,INCIDENTAL,CONSEQUENTIAL,
PUNITIVE,RELIANCE OR SPECIAL DAMAGES,INCLUDING WITHOUT LIMITATION,DAMAGES FOR LOST PROFITS,
ADVANTAGE,SAVINGS OR REVENUES OF ANY KIND OR INCREASED COST OF OPERATIONS,EVEN IF THAT PARTY HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.EXCEPT FOR A CLAIM ARISING OUT A BREACH OF SECTION 10
OR A CLAIM FOR INDEMNIFICATION UNDER SECTION 7,IN ANY EVENT SHALL,THE LIABILITY OF simpleview TO CLIENT
FOR ANY REASON AND UPON ANY CAUSE OF ACTION SHALL BE LIMITED TO THE AMOUNT ACTUALLY PAID TO
simpleview BY CLIENT UNDER THIS AGREEMENT.
9.Term and Termination
This Agreement shall be effective when signed by the Parties and thereafter shall remain in effect for three(3)
years,unless earlier terminated as otherwise provided in this Agreement(the"Initial Term").This Agreement shall
automatically be renewed beyond the Initial Term for additional one(1)year terms(each,a"Renewal Term")unless
Client provides simpleview with a written notice of termination at least sixty(60)days prior to the expiration of the
Initial Term or the then-current Renewal Term.
Either party may terminate this Agreement if the other party materially breaches any of its representations,
warranties or obligations under this Agreement,and such breach is not cured within thirty(30)days of receipt of written
notice specifying the breach. Upon termination of this Agreement by Client simpleview shall advise Client of the extent
to which Performance has been completed through the termination notice date and collect and deliver to Client all
deliverables.including,without limitation all work in progress
10.Confidential[ri
Each party agrees that during the course of this Agreement,information that is identified as confidential or
proprietary may be disclosed to the other party,including,but not limited to software,technical processes and
formulas,source codes,product designs,sales,cost and other unpublished financial information,product and business
plans,advertising revenues,usage rates,advertising relationships,projections,and marketing data("Confidential
Information").The obligations with respect to any particular portion of Confidential Information shall terminate or shall
not attach,as the case may be,when receiving party can demonstrate such information(a)is,as of the time of its
disclosure,or thereafter becomes part of the public domain through a source other than the receiving party,(b)was
known to the receiving party as of the time of its disclosure,(c)is independently developed by individuals of the
receiving party without access to the Confidential Information,or(d)is subsequently learned from a third party not
under a confidentiality obligation to the providing party.Except as provided for in this Agreement,each parry shall not
make any disclosure of the Confidential Information to anyone other than its employees who have a need to know in
connection with this Agreement.Each party shall notify its employees of their confidentiality obligations with respect to
the Confidential Information and shall require its employees to comply with these obligations.The confidentiality
obligations of each party and its employees shall survive the expiration or termination of this Agreement.
Each of the Parties shall use at least those precautions to protect such information and other property that it
uses to protect its own information and other property,in no event less than those precautions generally required by
industry standards.
Client shall not use any simpleview Materials to compete with simpleview or in any way that would diminish
simplevievds rights therein.
11.Miscellaneous
11.1 Entire Agreement
This Agreement and attached Exhibits constitute the entire agreement between Client and simpleview with
respect to the subject matter hereof and there are no representations,understandings or agreements which are not
fully expressed in this Agreement.No amendment,change,waiver,or discharge hereof shall be valid unless in writing
and signed by the party against which such amendment,change,waiver,or discharge is sought to be enforced.
11.2 Governing Law
This Agreement shall be construed in accordance with the laws of the State of Arizona.
11.3 Independent Contractors
The Parties agree that simpleview and its personnel,in performance of this Agreement,are acting as
independent contractors and that this Agreement shall not create any agency between the Parties.
11.4 Gheice Of ;Attorneys Fees and Costs
All claims,disputes 9F causes Gf aetien relatiRg W OF aFiSiRg OUt of this AgFeemeAt shall be biteught,heaFd Bfid
.If a dispute arises
between the parties as a result of which an action is commenced to interpret or enforce any of the terms of this
Agreement,the losing party shall pay to the prevailing party reasonable out-of-pocket attorneys'fees,costs and
expenses incurred in connection with the prosecution or defense of such action.
11.5 Force Majeure
Neither parry shall be liable for delays or failure in performance thereunder caused by acts of God,war,strike,
riot,labor dispute,work stoppage,fire,judicial or governmental action,or any other cause,whether similar or dissimilar,
beyond reasonable control of that party.
11.6 Waiver
The waiver or failure of either party to exercise any right in any respect provided for herein shall not be deemed
a waiver of any further right hereunder.
12.7 Severabiliry
If any provision of this Agreement is determined to be invalid under any applicable statute or rule of law,it is to
that extent to be deemed omitted,and the balance of the Agreement shall remain enforceable.
11.8 Survival
All provisions of this Agreement relating to warranties,confidentiality,non-disclosure,proprietary rights,
limitation of liability,indemnification obligations and payment obligations shall survive the termination or expiration of
this Agreement.
IN WITNESS WHEREOF,the Parties have caused this agreement to be executed by their respective duly
authorized officers on the date written below.
Authorized Signature Authorized Signature
simpleview,Inc. Hurnin non Beach Marketing&viskors Bureau
7458 N La Cholla Blvd.,Suite 100 301 Main St.,Suite 208
Tucson,AZ 85741 Huntington Beach,CA 92648-5171
By Date: By, Date
Exhibits
A-simpleview Services
B-Additional Services
C-Fee Schedule
D-Process Details and Schedule . - Comment[NLi]:vi.aaa m�wde,n agreement
EXHIBIT A
simpleview SERVICES
SIMPLEVIEW CRM—"LITE"LEVEL PRICING(UP TO 15 CONCURRENT USERS)
Lite Comments
Users 6-15
Implementation(One time fee) $19,000 Includes data migration,system
configurations,standard and
customized reports and MINT
integration
Licensing&Annual Support $12,000 Annual fee includes technical
support,updates,version
upgrades,report building,template
creation,shared hosting,ticketing
system access codes,etc.
Data Migration/Import Included
Support Hours 120/year•
Onsite Training Days 2 Two days on-site training;travel
expenses billed separately to
Client.
Follow-up Training Days TBD On site:$2,000 per trainer per day.
Two day minimum;travel expenses
billed separately to Client.At
simpleview:$1,000 per trainer per
day.No minimum;travel expenses
are the responsibility of the Client.
Annual Shared Hosting INCLUDED
Meeting Sales INCLUDED
-MINT Integration INCLUDED FREE DMAI MINT Integration
-Meeting Broker Integration INCLUDED Meeting Broker Integration to
push/pull leads and responses
Consumer INCLUDED
Member/Partner INCLUDED
Group Tour INCLUDED
Partner Services INCLUDED
Member/Partner Login INCLUDED
Invoicing INCLUDED
Press/PR INCLUDED
Form Builder INCLUDED
Inventory INCLUDED
Events&Marketing INCLUDED
Microsoft Outlook Integration $5,000 per Year
Distribion EMP Integration $500 Set-up/$3,600 per Year Includes up to 300,000 entails per
year.
-As part of this agreement,Customer is allotted 120 support hours provided by development and project management staff in the
maintenance and hosting of CRM per year not to exceed 360 hours over a three-year term.If Year One support requirements exceed
120 hours,Client has the option of utilizing Year Two and Year Three support hours during the term of the agreement.Hours from
one year to the next cannot be carried-forward.Any overages over the three year term will be billed at 5115/hour,or client may
upgrade to the next CRM support level.Standard system maintenance and updates initiated by simpleview,such as version
upgrades,bug fixes or new feature updates,shall not be charged against the allotted support hours.Client initiated requests,such as
customizations,custom reports or templates,shall be charged against the allotted hours.
WESSITE RECOMMENDATIONS—PRICING
DESIGNRESEARCH,PLANNING,CREATIVE SERVICES,
Site Map Consultation&Creative Brief $6,000
Creative Strategy and Design Development(One Site with sections/themes for Meetings,Film,Sports) $12,000
Design Implementation&Execution $10,000
Project Management and Administration(15%of section subtotal) $4,200
TOTALrf
DEVELOPMENTWEBSITE INTEGRATIONS, O
simpleview CMS Navigation&Content Management System $17,000
Member Listings Application(integrated with simpleview CRM) $6,000
Webforms Creation(integrated with simpleview CRM) $4,500
Google Maps Integration with Listings,Calendar,"What's Nearby"Listings Explorer $6,500
Multimedia Gallery(Photo Tours,Streaming Video,Hi-res Image Request Fulfillment) $5,500
Calendar of Events Application $5,000
Booking Engine Integration(ARE$,Travelocity,Regatta,Expedia,Priceline or Jackrabbit Book Direct) $2,500
Special Offers&Coupons Module $2,500
Mobile Website-Multi Device Smartphone Version integrated with CMS/CRM platform with Listings, $14,000
Calendar,Search,Weather,Google Maps,What's Nearby Geo-Location,Special Offers,Photo Tour
($14,000+$300/mo)
Google Translate Integration $1,000
Social Media Integration(display feeds from HMVB Facebook,Twitter,YouTube,Pinterest&Instagram $7,500
accounts)
simpleview Blog Module $4,500
Weather Feed Integration $1,000
Microsite Builder Module $6,500
TripAdvisor Integration with Partner Listings(ratings and reviews) $3,500
Yelp Integration $2,500
Homepage Highlights Module $3,OOp
Special Alert Control Module $1,000
"Share This"Social Bookmarking integration(Twitter,Facebook,Digg,Delicious,Google Buzz,Etc.) Included
Facebook"Like",Tweet and Google+buttons for site pages Included
Social Media Icons/links Included
RFP Submission Form for Meeting Planners(with email delivery) Included
Press Center(Press Releases,Articles,Story Ideas,Etc.) Included
Advanced Site Search Included
Homepage Slideshow and Interior Header Image Management Included
Landing Pages and Meta Tag Management Modules Included
CMS Media Asset Library(images,videos,audio,documents) Included
RSS Feeds Included
Embed or link to existing Vtour(http;//vtour.govtour.com/Vtour.php?tid=9628) Included
SurRine Forecast Widget Implementation Inno9/w .s•Mm•.com/widonsy"onteod•d:wid•.t,.rfm1 Included
Project Management and Administration(15%of section subtotal) $14,100
TOTAL r• fr
MIGRATION .SEARCH ENGINE MARKETING SERVICES COST
Content Migration and Page Creation $7,500
Site Transition SEO Program(301 redirects,XML sitemap,404 page,txt file,search engine submissions) $7,500
One time SEO setup(Conduct keyword research,develop and implement meta titles and descriptions $9,000
for top 50 site pages,implement meta tags)
Full Service Pay Per Click Strategy&Management Program Account Setup(See recurring fees section $750
for ongoing services)
Training Included
Google Analytics Configuration Included
CIA Testing Included
Access to Client Portal(Ticketing System,Documentation,Webinar Library,User Forum,etc.) Included
Project Management and Administration(15%of section subtotal) $3,713
TOTAL $28,463
TOTAL COST
RESEARCH,PLANNING,CREATIVE SERVICES,DESIGN $32,200
EXECUTION
WEBSITE DEVELOPMENT-CMS,UTILITIES, $108,100
INTEGRATIONS,MOBILE
IMPLEMENTATION AND MIGRATION SERVICES $28,463
I I"Dedicated Hosting"$399/month I I"Shared Hosting►ro"$189/month
❑Dedicated hosting environment c Shored hosting environment
❑ 100 GB Storage -2 GB Storage
❑2 Static IP Addresses E I Static IP Address
D Unlimited Email Accounts 7 Unlimited Email Accounts
❑Unlimited FTP Accounts ❑Unlimited FfP Accounts
Add-ons Add-ons
[I$25/month per additional static IP ❑11$20/month per additional I GB storage
❑11$25/month per additional static IP
I)4"Shared Hosting Standard"$149/monitr [I"Shared Hosting tits"$99/month
11 Shared hosting environment ❑Shared hosting environment
❑ 1 GB Storage 500 MB Storage
❑1 Static IP Address ❑ 1 Static IP Address
50 Email Accounts ❑25 Email Accounts
❑3 FTP Accounts c I FTP Account
Add-ons Add-ons
❑11$20/month per additional I GB storage I I$10/month per additional 100 MB storage
❑11$10/month per additional 10 email accounts c 11$101month per additional 10 email accounts
I1$25/month per additional static IP ❑I I$25/month per additional static IP
$5/month per additional FTP account [];5/month per additional FTP account
Additional Services
[]$20/month for Postini spam services
[XI$300/month for Multi-Device Mobile Site hosting and code/design updotes with GEO Location services
35/month tot streaming media services(may change to be tiered levels .-. Formatted:Font:Nat Sold
simp[eSupport Plan
Included Hours per Month $' - This line Item rovers the cost of online
creauve,development,day-to-day project
management.trainin antl su ort.
Bonus Hours par Month .25
Total Hours perMonth 5.25 Quarterly Strategic Strategic Planning Call Included These calls are mn by our Business
Development Team,may Include several
members of our staff,and are not counted
against your allotment of support hours.
Chile Consulting Days TBD On site:$2,000 per day if desired.Two day
minimum;includes travel expenses-
regamless of location.Al simpleview:
$1,000 per day.No minimum:travel
expenses are the responability of the
customer.
Access to Ticketin S stem Included
Access to User Forum Included
cro ii
Search Engine Optimization Scope of Services
Project Launch
At the beginning of new SEO engagement,simpleview gathers all members of the search engine marketing
team,developers and account managers to review the project scope,goals and objectives in an Internal
Strategy Session.Once this has taken place,the simpleview account manager will schedule a Kick-Off Meeting
with the client to introduce the team,review marketing strategies and Key Performance Indicators that will be
set up and tracked in Google Analytics.Once this meeting has taken place,a full site review will commence
and a Technical Barrier Analysis Report will be delivered to the client documenting the technical banters on the
website,which will provide a guideline for early optimization activities.
Organic Activities
Website marketing is an ongoing process that only begins when your site is launched.From that point on,our
job is to continually refine and evolve your site,building on strengths and correcting weaknesses to constantly
improve your traffic quality and volume,increase bookings,build your databases and meet other goals.
Our website analytics services start with correctly installing Google Analytics throughout your site to provide
detailed information on visitors and their behaviors on your site.Each month,we study the search wads and
websites that brought visitors to your site,traffic patterns,bounce rates and other information,recommending
site refinements and marketing initiatives to increase yourwebsite returns.Our Organic Optimization activities
will be customized due to the specific needs of your company,including the following organic activities:
- Google Analytics Installation/Continued Optimization:Our team will properly install and test Google
Analyfics on your new website if necessary.We will also be the administrators on this account-we will
assist in setting up additional profiles and new users.
- Webstie Reporting:We will provide monthly reports that detail your website traffic,engagement
statistics,search engine rankings and more.
- Constant Monitoring:Our Search Engine Marketing Specialists are vigilant in completing checks of your
website,ranking analysis,Google Analytics and Webmoster Tools accounts to find and correct any
crawl errors that occur on an ongoing basis.This is all behind-the-scenes maintenance that takes place
that you never have to worn/about-we've got you covered!
- Competitive Analysis:Our team reviews competitor websites for targeted keyword phrases and
analyzes a number of factors;including domain age,backlinks,PageRank,on-page optimization,for
your website and competitor websites.Based on this information we establish recommendations in
areas where the client website is not the top ranked domain for specific terms and deliver a
comprehensive report that outlines actionable items to increase rankings for targeted keywords.
- Keyword Research and Analysis:We will develop a comprehensive keyword list specific to your
company based on a thorough analysis of your current website and our proprietary keyword database.
We will utilize this list to monitor your monthly rankings.We will provide a monthly report based on 25 of
your main keywords.
Identify and Correct Technical Barriers:At the beginning of any new engagement,our SEO team will do
a thorough analysis of your website and identify any technical barriers the search engines may
encounter(i.e.header tags,duplicate content issues,html sitemop(.This information is provided in the
Barrier Analysis Report and will act as a guideline for organic activity for the first 46 months of your
campaign.
- Meta Tag Creation and Implementation:We will customize the meta titles and meta descriptions on your
website to ensure that the search engines are finding the proper pages on your website,increase
search rankings and making sure that visitors are finding the information that they are looking for.
- On-Page Optimization:Our team of experts will analyze the top landing pages,content pages and
campaign landing pages on your website and make recommendations for updating content,new
content,him]tags,along with updates to meta tags.Proper linking strategies will also be
recommended to help pass PageRank to interior pages on your website.
SRemop Architecture:Whether you are doing a full redesign or your navigation is just in need of some
updating,our SEO Analysts will make recommendations based on historical data of how visitors interact
with your website.Recommendations will be based on our process of discovery,audience needs
analysis,collaboration,research and best practices to ensure ease of navigation,well-organized
content,engagement/interaction and conversion.
- Unk Building:Popularity plays an important role in today's sophisticated search algorithms,so one of the
most effective ways to optimize your DMO site's performance is by ensuring that other sites link to it.It's
important to note,however,that some sites will carry more"link weight"or PageRank,than others.
simpleview helps DMOs identify the most effective and appropriate sites and secures links on your
behalf to steadily boost quality traffic and search engine rankings over time.Note:Link building does not
usually begin until the end of the first year of a contract so that more important,on-page optimization
activities can be completed first.
- Redirects and Friendly URLs:The SEO team will make recommendations for friendly URLs that make
pages more accessible to both search engines as well as to visitors.Our developers can set up these
redirects properly,as well as ensuring that any existing redirects on the website have been set up
correctly.Our team can also set up redirects for any alternate domains that you may own.
- Tracking for Marketing Initiatives:Our SEO Analysts will set up campaign URLs so that your marketing
campaign can be properly tracked and reported on.We will also review any campaign landing pages
to ensure that they are property optimized for the best performance.
Administrative Access
Client agrees to provide simpleview with administrative access to the website if simpleview does not currently
manage their website.Organic SEO activities cannot commence until simpleview has full FTP access to website
and CMS(if applicable).If client has an existing Google Analyfics account,simpleview will need to be added
to that account as an administrator.
Service Fees
This Statement of Work("SOW")is subject to,and governed by the SOW sets for the fees associated with the
services to be provided by simpleview to the Client.The term of this agreement is for a period of twelve(12)
months effective upon launch of the live site.This statement of work will renew at the
end of the defined term for another twelve(12) months unless written notice is provided to simpleview no later
than 30-days prior to the effective end date.
The fee for Search Engine Optimization for the 12 month period is$24.000,with a payment plan as follows:
Organic SEO and Reporting($2,000/month for a 12 month term) $24,000
Total Annual Organic Search Engine Optimization Budget $24,000
-Additional development and design,including the cost of creative resources(banner creation,video production,Flash programming,
etc),which are not designated in the scope of work will be billed at our normal billable rate of$100 per hour plus 15%project
monagement fee if necessary.
Paid Search Management Scope of Services
Simpleview specializes in managing custom pay-per-click(PPC)accounts for destinations and attractions within the
travel and tourism industry.Our PPC philosophy revolves around having consistent human,non-automated analysis and
optimization of all our PPC accounts.
Simpleview can improve Huntington Beach's average Cost-Per-Click(CPC)and increase Click-Through-Rates(CTR).
Simpleview campaigns focus on delivering the most traffic at the lowest price,while monitoring via analytic to
eliminate PPC traffic that doesn't perform well once on-site.We consider the actions of the traffic purchased pre and
post-click rather than deliver traffic without monitoring engagement metrics.
PPC Setup:
- Introductory call with Huntington Beach to review account goals,overall marketing strategy and key metric.
- simpleview will research keywords based on your account goals and determine the appropriate keywords to utilize
in your Google Adwords Account.Keywords will be structured into themed campaigns to ensure optimal
performance of each keyword subset,or ad group.
- simpleview will develop customized ad copy incorporating the selected keywords as well as brand your organization.
simpleview will utilize dynamic keyword insertion where appropriate and a/b test ad copy,utilizing the best-
performing ad copy to optimize performance account-wide.
- Client will review and approve account launch plan,including all ad copy.Account and campaigns will launch 24-48
hours upon approval.
Ongoing Account Optimization,Management and Reporting:
- Throughout the duration of your PPC engagement,simpleview will regularly review and optimize the performance
of keywords and ad copy,which are based upon information provided by the Client.Underperforming keywords and
ad copy will be paused in order to capitalize on successful ad copy and keyword sets.simpleview will also continually
optimize,researching additional keywords and expanding the keyword subsets contained in your campaigns to
expand the exposure of your pay-per-click campaign.simpleview will provide campaign data to you on a monthly
basis.PPC reports will be submitted as part of your monthly SEO report the following month,and will contain data
such as clicks,impressions,average cost-per-click and click-through-rate.
PPC Account and Management Fees:
- Below are the minimum monthly management fees and campaign setup costs based on an annual budget range.
Pricing may vary based on client setup and customization needs.
Annual PPC Budget Monthly Campaign Setup(one
Management time fee)
<$24,000 $500 $750(billed as ran of
Implementationand
migration services for web)
$24,001-$48,000 $700 $1,000
$48,001-$72,000 $900 $1,250
$72,001-$96,000 $1,200 $1,500
$96,001-$120,000 $1,500 $1,750
$120,001-$150,000 $1,750 $2,000
>$150,000 Call for Pricing Call for Pricing
EXHIBIT B
ADDITIONAL SERVICES
No Additional Services as of January B,2013
EXHIBIT C
FEE SCHEDULE
1. $19,500.00 for Customer Relationship Management licensing and implementation($19,000.00),Microsoft
Outlook Integration Set-up($0.00)and Distribion's Email Marketing Platform Integration($500.00).
I. Payment terms for the above items are as follows;$9,750.00 deposit and$9,750.00 due upon
approval of design for the new website.
ii. Travel expenses related to the initial training will be billed separately.
It. $20,600.00 for Customer Relationship Management annual hosting,technical support and application
upgrades($12,000.00),Microsoft Outlook Integration annual fee($5,000.00)and annual licensing for
Distribion's Email Marketing Platform for up to 300,000 emails per year($3,600.00);
I. Payment terms for Customer Relationship Management annual hosting,technical support and
application upgrades are as follows;$20,600.00 due upon launch of the live application AND the
following will be due on each subsequent anniversary date of the original launch date of the
application:
1. $20,600.00 for Year 2 annual hosting,technical support and application upgrades.
2. $20,600.00 for Year 3 annual hosting,technical support and application upgrades.
I. As part of this agreement,Customer Is allotted 120 support hours per year not to exceed 360 hours
over a three-year term.If Year One support requirements exceed 120 hours,Client has the option of
utilizing Year Two and Year Three support hours during the term of the agreement.Hours from one
year to the next cannot be caned-forward.Any overages over the three year term will be billed at
$115/hour,or Client may upgrade to the next CRM support level at that additional cost.Standard
system maintenance and updates initiated by simpleview,such as version upgrades,bug fixes or
new feature updates,shall not be charged against the allotted support hours.Client initiated
requests,such as customizations,custom reports or templates,shall be charged against the allotted
hours.Client will have access to time entries of developers related to their CRM application on a
real-time basis.As of April I,2006,our hourly fee for significant modifications to the CRM application
is$115 per hour.Client will be notified prior to work starting for significant modifications to the CRM
application.
iii. Overages for email usage are billed at$.02 per email.
111. $168,763.00 for CMS Core Modules and Services listed in Exhibit A;
I. Payment terms for the above are as follows;
I
I. $31,879.00 deposit;
2. $31,880.00 due upon approval of design;
3. $41,666.00 due upon launch of the live site;
4. $10,558.00 due on October 15,2013;
5. $10,556.00 due on December 15,2013;
6. $10,556.00 due on February 15,2014;
7. $10,556.00 due on April 15,2014;
8. $10,556.00 due on June 15,2014;
9. $10,556.00 due on August 15,2014.
ii. "Live site"means the Site is accessible in a live environment and includes all the functionality
provided in the Aareement. As of July 1,2009,our hourly fee for routine fixes and maintenance of
the Web Site is$100 per hour.Upon launch of the live site,the client will have thk*y,hree-hundred
and sixty-five(3Q�Q days to review the site and provide a written change list to simpleview for
minor modifications within the scope of the original proposal.Any modifications requested after the
20365 day period will be billed as part of the simpleSupport Plan.
IV. Web site shared hosting fees are$149.00 per month,plus$300.00 per month for Multi-Device mobile site
hosting with GEO Location services, for a total of
$494442.00 per month and will be billed on a quarterly basis.The first quarterly hosting fee of$44521 347 00
will be due upon launch of the Client Web site.The initial invoice will be adjusted to coincide with January
1,April 1,July I or October 1 quarterly payment schedule.For example,should the site launch on August 1 sr,
the initial invoice will be for the time period of August 1,2013 through September 30,2013 for$968$9$.00,
with the next invoice being for$1;4521 47.00 for the time period of October 1,2013 through December 31,
2013,and$4,4521 347.00 every subsequent quarter thereafter.
V. The simpleSupport Plan-5 will be billed monthly starting the first day of the month after the launch of the
live site for$500.00,with subsequent monthly billings of$500.00 for a total of twelve 112)months.simpleview
will provide monthly time logs and a reconciliation of total hours utilized during the term of the Support
agreement.Unused hours will be carried forward to future months.Overages will be applied to future
months.Support hours can be applied to new work orders as requested by Client.Should Client utilize all
support hours,a separate invoice will be generated at our prevailing hourly rates,or the Client can be
move to the next level of support.At the end of a 12 month period,a new Support agreement can be
negotiated.If Client elects to not continue the Support agreement,the unused balance can be applied to
unpaid invoices.
VI. Search optimization fees are$2,000.00 per month,with the initial invoice going out on the first of the
subsequent month from launch of the new Site for twelve(12)consecutive months.Client may terminate
the search engine marketing portion of the engagement with thirty(301 days written notice prior to the end
of the twelve(12) month period.If written notice is not provided in a timely fashion,the search engine
marketing portion of this agreement shall automatically renew for an additional twelve(12) months.
VII.Paid Media Management fees are$500.00 per month,plus the pro-rata share of annual paid media spend
to be determined after set-up procedures are completed.The initial invoice will go out on the first of the
month that is subsequent to the launch of the new Site for twelve(12)consecutive months.At the end of
twelve months,Client and simpleview shall negotiate terms for a new statement of work,or Client may
cancel services at their discretion.
Huntington Beach Marketing & Visitors Bureau
Monthly Retainer Services
November 6, 2012
Surf City USA c/Huntington Beach Marketing & Visitors Bureau
Monthly Retainer — Social Media Marketing Scope of Work
Prepared by Jennifer Barbee & Kristen Cruz
11.15.12
In this Scope of Work;
• Social Media Marketing Strategy
• Social Media Management
• Social Media Paid Advertising
i
Huntington Beach Marketing & Visitors Bureau
Monthly Retainer Services
November 6, 2012
Social Media Strategy Retainer Per Month Includes:
Social media strategy and tracking of progress for:
c Facebook
o Twitter
o Pinterest
o Instagram
o Linkedin for Meetings
c YouTube Video Optimization
o Enhanced GeoLocation Profiles(Yelp,Foursquare)
• Set up of tracking and monitoring software
• Strategy Plan to be Approved by HB Prior to Starting/inclusion of SM Goals
• Benchmark Metrics Report to Track Progress
• Full Report to HB team each month of social media metrics
Monthly Retainer Cost _ _ _ _ $2 750 a Monthf$33K Annual
Social Media PPC Budget/Management Per Month Includes:
Facebook Advertising($1,500 Monthly Budget)
• Ad Group Interest Targeting(based on seasonal message)
• Coordination of Ads Increasing Clicks to Web Site and Likes to FB Page
• Manage Bids& Budget Daily to ensure the lowest Cost Per Click is Achieved
• Manage Target Market and Optimize based on Seasonal Campaign Goals
• Report Results Monthly with Key Observations and Next Steps
Linkedin Advertising($750 Monthly Budget)
• Meetings Market Targeting.
• Develop specific ads based on meetings messages(seasons,venues,services,etc.)
• Coordination of Ads Increasing Clicks to Web Site
• Manage Bids&Budget Daily to ensure the lowest Cost Per Click is Achieved
• Manage Targets(Demo&Geo)and Optimize based on Goals
• Report Results Monthly with Key Observations and Next Steps
Monthly Retainer Cost_ _ _ $2,250 a Month $27K Annual
Social Media Services Total _ SS,000 per month
2
Huntington Beach Marketing &Visitors Bureau
Monthly Retainer Services
November 6, 2012
i
Fees:
• Social Media Strategy-$2,750 per month
• Social Media PPC Budget/Management-$2,250 per month
Terms: Services agreed to by both parties for a twelve months starting November Sth,2012.30-Day
notice required from Huntington Beach prior to suspending any service pertaining to this scope of
work.Services to be billed on the 1"of each month.
Total Monthly Retainer Fee $5,000 per month
Agreed:
2m=arbee,Inc. nn
i arbee oa e
adlson fisher,Directo of Ma sting&Communications,Huntington Beach Marketing&Visitors Bureau
Madison Fisher ate
C_ teve one,President&CEO,Huntington Beach Marketing&Visitors Bure u
Steve Bone Date
3
HUNTINGTON TM
BEAC ' '
CALIFORNIA
MARKETING & VISITORS BUREAU
SurfCityUSA. COLT
FY 12-13: October 2012 — September 2013
Group Plan
Updated January 1, 2013
J
Moyint For
The Huntington Beach Marketing&Visitors Bureau is aggressively retooling its group sales
plan for the remainder of Fiscal Year 2012/2013. With a new website on the horizon, a new
marketing company and new group sales direction with the addition of John Ehlenfeldt,Vice
President of Sales&Marketing, the Bureau's compass is set to true north and we will achieve
the organization's overall strategy of growth in both group and leisure markets based upon
comprehensive research on industry trends.
The mission of the group sales team is to actively market, advertise and promote the full range of
destination assets for recreational, cultural, environmental and corporate/association/incentive
group business travel that are available in Huntington Beach, and thereby support the hotels and
the travel and tourism industry of Huntington Beach.
2013 Meetings Industry forecast
Corporate executives are planning to make sales and training meetings a budgetary priority in
2013, according to a November 2012 survey of 382 Successful Meetings readers.
Asked how the number of meetings they are planning to manage in 2013 compares with those in
2012, nearly 23 percent of the respondents said they were planning more sales meetings,
compared to about 18 percent planning fewer. And more than a quarter intend to increase the
number of training meetings they hold this year, while just 18 percent are cutting them.
Association meetings, trade shows,consumer/marketing events, and incentives all showed more
companies planning reductions than increases. Incentives are taking the biggest hit,with twice as
many eliminating these motivational events (30 percent) as are increasing them(15 percent).
Projected attendance numbers bear out these trends. Nearly twice as many respondents say their
sales meetings will have more attendees (33 percent)as say they will have fewer(16 percent).
For training meetings, the numbers were 34 percent compared to 17 percent.
As for overall meetings budgets, about the same number of companies will be increasing
meetings spending as are cutting it-31 percent and 29 percent,respectively. Budgets will remain
unchanged in 40 percent of respondents'companies. The most popular area in which to cut
budgets was food and beverage(reduced by 53 percent of respondents with decreased budgets),
followed by offering fewer optional activities(41 percent), lower-tier hotels(31 percent), and
avoiding beach/resort fee charges at hotels(29 percent).
Meetings More Online
One way in which many companies plan to mitigate the effects of reduced meetings budgets and
fewer meetings is by replacing live events with virtual meetings,or by combining a smaller live
meeting with virtual technology for a hybrid event.
Fully half of the respondents said they are increasing both the overall number and attendees of
their virtual meetings, compared to less than 10 percent who are cutting them. For hybrid
meetings, the ratio is three to one.
The Internet is also having a major effect on the way meetings are managed,planned, and
executed. More than 63 percent of the respondents said online request-for-proposal (RFP) tools
were growing "somewhat" to 'very much"more important in 2013,versus 37 percent who did
not consider them important. It was roughly the same for mobile apps, with 65 percent calling
them important. But roughly three-fifths of the respondents said that third-party planning
companies and site selection companies were not important.
Understanding Huntington Beach Marketing & Visitors Bureau
Group Sales Mix
The below chart showcases the 2011/2012 Lead Market Mix of the 52 leads generated by
HBMVB.
i
Huntington Beach Group Market
i
Northeast
8% �_�---
Southeast
17% &1 1 i
alifornia
MldWest- 50%
8%
Western US
(non-CA)
17%
Current 2012/2013 HBMVB lead production for the first fiscal quarter is 32 leads showing a
similar market mix as above.
With 50% of our leads from California based companies/organizations,the focus of our group
sales budget will be to maintain and continue to grow this vital market share as industry trends
show more regional meetings with less travel distance involved for attendees.
• The Western U.S. (non-California states) and the Southeast both make u 17%each in marke
ting
etmg
share. These growth markets have shown promise and interest for Huntington Beach and will
have increased efforts on behalf of our sales efforts.
The Mid West and Northeast, although low on overall percentages(8% each) in leads,produced
the highest number of group sales total rooms per meeting--averaging 633 rooms. This market
has great potential for Huntington Beach, especially with focus on key winter months for Mid-
West and Northeast attendees to escape the cold weather in favor of our mild beach
temperatures.
Group Sales efforts through tradeshows/ planner appointment shows/industry meetings/CYO
reps/Sales Missions:
October 2012
IMEX America—Chris and John attending
Las Vegas, NV
• Attended in partnership with AOCVCB.
• 9,000 attendees over the course of 4 days.
• The must attend tradeshow for our industry. Excellent exposure for destination. 3 leads
thus far from event.
• Budget amount: $4,300
November 2012
Luxury Meeting Summit—Chris attending
Texas—Dallas, Houston, San Antonio, Austin.
• New exposure to the Texas market. Average number of appts:25
• Budget amount: $1,200 for each location
December 2012
Luxury Meeting Summit—Chris attending
Orange County, Los Angeles, San Diego
• Average number of planner appts: 25
• Budget amount$500 for each location(1 complimentary-San Diego)
Site SoCal Holiday Event-John attending
3 day event held in Palm Springs this year
• 700 attendees, 350 meeting planners
• 1 lead coming thus far from event. (CA Realtors Assn 2015 mtg)
• HBMVB will have a table at 2013 event with HB partners
0 Budget amount: $160 (comp registration fee for Chapter President)
January 2013
Smart Mart&Luxury Meeting Summit-John and Chris attending
San Francisco(John and Chris to attend, 1 each)
• Sales calls to SF meeting planners,pre and post
• Average number of planner appts: 25 each
• Budget amount: $4,500
February 204
Austin/Dallas,Texas(NEW)-John attending
• Sunbelt CVB luncheons/sales calls
• 5 destinations(CVB's) sponsor lunch and educational topic for 35 planners at each
luncheon.
• Captive audience
• Excellent planner turnout as they can meet and network with 5 different destinations.
• Sales calls done pre and post luncheons.
• Previous Sunbelt CVB luncheons/sales calls have yielded 5 leads per trip.
• Budget amount: $1,000
March 2013
DMAI Destination Showcase— Chris and John attending
Washington DC
• 3,000 expected attendees
• Sales calls pre and post (John and Chris attending)
• A must to attend. Only CVB's are exhibitors. East coast corporate and association
meeting planners
• Budget amount: $8,000
April 2013
MPI SoCal/Orange County/San Diego joint tradeshow and educational day(NEW)-John
attending.
• Local corporate/association meeting planners from Southern California
• Rotating joint tradeshow. This year will be held in San Diego.
• Exposure for HB from past President of chapter(John)
• Budget amount: $1,300
HelmsBriscoe Annual Partner Fair (NEW)-Chris attending
Orlando, FL
0 Over 900 HelmsBriscoe associates from throughout the U.S. attend
• 30%of meetings in California are sourced through Yd parties like HB.
• amount:Budget 4 g $ ,900
Collaborate Marketplace-John and Chris attending
Denver, CO
• Last year's attendance was 300 with corporate planners and national audience. 3 leads
achieved last year.
• Budget: $5,000
May 2013
Arizona Sales Mission/MPI/Site luncheon (NEW) -John attending
Phoenix, AZ
• Attend MPI/Site luncheon for networking with key planners
• Sales calls pre and post
• Previous sales to AZ have yielded 5 leads for John
• Budget amount: $900
Luxury Meetings Summit—Chris attending
Silicon Valley/San Jose, CA
• Average number of planner appts: 25
• Quality of planners, leads achieved from attending
• Budget amount: $1,350
Meetings Focus Live—John attending
Los Angeles, CA/West side
• Average number of planner appts: 25
• Quality of planners has yielded 3 leads from last year's show
• Budget amount: $4,000
June 2013
Smart Mart-Chris attending
Seattle, WA
• Average number of planner appts: 25
• West coast market that needs further development
• Budget amount: $4,700
Jam
MPI World Education Congress(NEW)-John attending
Las Vegas, NV
• 4,000 expected attendees
• Networking with corporate meeting planners from throughout the U.S.
• John sits on International RISE Awards judging panel-exposure for HB
• Previous participation by John has yielded 5 leads
• Budget amount: $2,500
August 2013
Connect Marketplace(NEW) -Chris attending
Milwaukee, WI
• National associations, sports events, Canadian planners.
• Very large attendance-2,500 over 2 day period
• Last year's event yielded leads for Huntington Beach
• Event held in key mid-west market, sales calls to Chicago as well
• Budget amount: $6,500
Luxury Meeting Summit- Chris attending
Los Angeles, Orange County, San Diego
• Average number of planner appts: 25
• Local market will yield important California planner clients for leads
• Budget amount: $1,800 ($600 for each show in each location)
September 2013
MPI Weekend Educational Summit(NEW) -John attending
Lake Las Vegas, NV
• Southern California chapter annual 3-day event.
• 250 in attendance/John past president of chapter
• SoCal based meeting planners in attendance
• Budget amount: $950
Meetings Focus Live (NEW)-John attending
Portland, OR
• Average number of planner appts: 25
• Important western U.S. market
• Previous shows have yielded 2 to 3 leads
• Budget amount: $4,700
Ongoing monthly efforts:
• NEW-Attend local MPI meetings(Southern California and Orange County) -John
• NEW-Attend local Site SoCal meetings(currently on board of directors) -John
• NEW- Sales calls to local drive markets-Chris and John
• NEW-Participate in industry blog/chat meetings -Chris and John
• Social media exposure/participation on Linkedln, Facebook,Twitter
• NEW- Sales missions with Huntington Beach hotel partners to select markets.
• NEW-AOCVCB breakfast meetings—John and Chris to rotate attendance
• NEW-Coffee with MPI local meeting-John
Solidifying partnerships:
• Presentation to San Diego/Orange County team of HelmsBriscoe associates on February
19d'. 50 associates in attendance at their quarterly meeting. No cost to present. (NEW)
Continually strengthen relationships with all HelmsBriscoe local associates which
represent 30% of their global force. (NEW)
• Strengthen relationship with AOCVCB through regular meetings with Mindy Abel and
her sales team to keep Huntington Beach top of mind and sourced on potential leads.
(NEW)
• Ongoing communication with key hotel partners in Huntington Beach to remain closely
tied to their specific group needs and critical dates that need to be filled at hotels.
• Research, communicate and implement any changes necessary to keep group sales efforts
relevant and accountable while remaining in budget parameters. (NEW)
• Negotiate bulk discounts on tradeshows and appointment shows in conjunction with our
advertising efforts.
• Continue to elevate Huntington Beach's destination exposure through CVENT
• Group Sales Rack Brochure development. Tri-fold brochure specific to group sales that
address key attributes of Huntington Beach, meeting space, hotel rooms,proximity to
local airports and the one-stop service that HBMVB provides to meeting planners.
(NEW)
• Client updates to partners. This new feature will be a monthly email that keeps our
partners on the pulse of what is happening with meeting planners in our region(marriage,
promotion, birth of child, etc.) so they can forge stronger business relationships with
them. (NEW)
Final overview
Recession has brought fundamental change to the way organizations perceive the value of
meetings. Companies may now view meetings &events as a productivity tool, community
builder, even as a form of marketing. Meetings are now linked even more strategically to brand
and bottom line. Companies have become more creative in identifying unconventional but cost-
effective venues. More meetings are being held closer to home and closer to airports. Urban
venues and unique hotel product offerings are more popular.
Huntington Beach Marketing&Visitors Bureau will continue to position the wide range of
assets our destination offers while pursuing group sales efforts that meet the needs of our
partners on room rate, attendance and range of meeting dates. Our goal will continue to be the
ultimate travel resource to our valuable stakeholders while driving business to Huntington
Beach.