HomeMy WebLinkAbout2008-08-26; Carlsbad Tourism Business Improvement District; 08-08-33; Carlsbad Marathon Follow-up ItemsCARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT
AGENDA BILL
AB# 08-08-33
MTG. 8-26-08
DEPT. AdminServices
Carlsbad Marathon Follow-up Items
CTBID STAFF ( ty}/
GENERAL /£^>
COUNSEL ^\2&-
RECOMMENDED ACTION:
1. Receive report on follow-up items from the Carlsbad Marathon presentation
ITEM EXPLANATION:
At its 7-07-08 meeting, the CTBID board approved a $10,000 grant to In-Motion Events, the
producers of the Carlsbad Marathon, to fund a new marketing program directed at runners and
walkers outside San Diego County but within driving distance of Carlsbad. However, the Board
had several items it wanted brought back at the next meeting which included:
• An overview of the hotel booking process for the Carlsbad Marathon (Exhibit 1)
• A breakdown of the Advanced Reservations Systems (ARES) discount rate for the Carlsbad
Marathon (Exhibit 2)
• A draft of the survey questions to be used by In Motion for the Carlsbad Marathon (Exhibit 3)
These items are included in the attached Exhibits for your information.
FISCAL IMPACT:
None.
ENVIRONMENTAL IMPACT:
This action does not approve any projects that will have a physical adverse affect on the
environment so it falls within the general rule under CEQA that this is not a project (CEQA
Regulation 15738).
EXHIBITS:
1. Overview of Booking Process for the Carlsbad Marathon
2. Breakdown of ARES discount rate for the Carlsbad Marathon
3. Draft survey questions for the Carlsbad Marathon
DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2409, cgerh(o)ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY.
BOARD ACTION: APPROVED D CONTINUED TO DATE SPECIFIC D
DENIED O CONTINUED TO DATE UNKNOWN D
CONTINUED D RETURNED TO STAFF D
WITHDRAWN D OTHER - SEE MINUTES D
AMENDED D
EXHIBIT 1
Following is the contracting process for the Carlsbad Marathon:
1) SDNCVB meets with client to review needs and/or previous year pick-up
history.
2) SDNCVB sends out a sales lead to hotels the client would like to consider
contracting with for the upcoming year.
3) Hotels respond to SDNCVB with their 10% commissionable rates and the
maximum amount of guestrooms they are willing to hold/block for the group.
4) SDNCVB compiles the hotel's availability and rates into a summary report
that is given to the client.
5) Client advises SDNCVB which hotels they would like to contract with.
6) SDNCVB sends the contract/agreement to the selected hotels and facilitates
the contracting process between the hotels and the client
7) SDNCVB forwards the finalized signed agreements to ARES
8) ARES creates a reservation landing page that is accessible through the
client's website for their attendees to make on-line reservations. Contracted
hotel's rates and availability are loaded by ARES
9) ARES manages the blocks and reservations for the groups
Prepared by SDNCVB
EXHIBIT 2
ARES Discount Rate Breakdown.
QUESTION: San Diego North CVB had gotten back to me on the ARES commission
amount which is 10%. Can you tell me how much (either % or $ amount) that ARES
pays In-Motion of the commission?
RESPONSE FROM LYNN FLANAGAN (IN MOTION EVENTS) : I
checked on the ARES question and they confirmed that they get 10% of every
room booked through them from our blocks. The split is 4% to the Marathon,
2.5% to San Diego North CVB and 3.5% to ARES.
EXHIBIT 3
Draft Survey for Carlsbad Marathon
Information/survey needs to be collected prior to giving them their registration information or at the event
check-in.
If you traveled from outside of the Carlsbad and San Diego regions and utilized overnight accommodations
in the area, please complete the following information:
1) Type of Accommodations:
__ Hotel
Vacation Rental
Family & Friends
Motor home
Other:
2) If you stayed in a hotel or vacation rental, provide the information below:
Name on Reservation:
Reservation Method:
Contacted hotel directly
Internet via "Carlsbad Marathon" website
Internet via (name of website)
Travel Agent
Other
Check-in Date: Number of nights:
Hotel Name: (can also list hotels & have them check it - see below
sample)
Host Hotel - Holiday Inn By-the-Sea, Carlsbad
Holiday Inn Express, Encinitas
Other
Room Type: 1 bed 2 bed Suite Vacation Rental Other:
Room Occupancy: 1 2 3 4 5
Satisfaction Rating: (1 being the least favorable, 5 being the best experience)
Accommodations 1 2 3 4 5
Food & beverage 1 2 3 4 5
Guest Service 1 2 3 4 5
Comments or suggestions: