HomeMy WebLinkAbout2018-02-20; Carlsbad Tourism Business Improvement District; ; AB-18-161 Consider Approving Revised Group Incentive GuidelinesAB#
MTG.
CARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT (CTBID)
AGENDA BILL
02-18-161 CTBID STAFF
2-20-18 Consider Approving Revised Group GENERAL
Incentive Guidelines COUNSEL
RECOMMENDED ACTION:
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(~/
CTBID Board consider adopting Resolution 2018-2 revising the Group Incentive Guidelines for
Visit Carlsbad.
ITEM EXPLANATION:
The Carlsbad Tourism Business Improvement District (CTBID) contracts with Carlsbad Convention
and Visitors Bureau, a not for profit public benefit corporation ("Visit Carlsbad") to provide tourism
marketing services for Carlsbad. This includes the operation of the visitor center, public relations,
digital marketing, and group sales. Included in the 2017-18 contract between Visit Carlsbad and
the CTBID is $50,000 in funding for a group incentive program. This program provides funding for
new group business that meets the terms of the Group Incentive Guidelines that were approved by
the CTBID Board. For the first 6 months of the program, a total of $26,000 in group incentive
funding has been awarded. However, the CTBID Board was asked on two separate occasions to
make exceptions to one or more of the terms in the guidelines. As a result of this, the CTBID Board
formed a subcommittee of Visit Carlsbad Board members and a CTBID Board member to review
the guidelines and recommend revisions to these guidelines so that no further exceptions would
be requested.
The subcommittee met several times over the last couple months and based on their review of
other agencies guidelines, feedback from the City Attorney's office and consideration of the original
intent of the program, they are recommending that the CTBID board approve the revised guidelines
shown at Exhibit A.
If the CTBID Board chooses to approve these revised guidelines, they would need to adopt the
attached Resolution approving the revised Group Incentive Guidelines.
FISCAL IMPACT:
None. The CTBID has approved $50,000 in funding for the 2017-18 Group Incentive Program.
No additional funding is being requested at this time.
ENVIRONMENTAL IMPACT:
This action does not qualify as a project under the California Environment Quality Act ("CEQA")
and will not have a physical adverse effect on the environment. (CEQA Regulation 15378(b).)
EXHIBITS:
1. Resolution 2018-2 approving the revised Group Incentive Guidelines.
A. Revised Group Incentive Guidelines
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RESOLUTION NO. 2018-2
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT,
APPROVING THE REVISED GROUP INCENTIVE
GUIDELINES
EXHIBIT 1
WHEREAS, on June 28, 2017, the Board the Carlsbad Tourism Business Improvement
District (CTBID) entered into an agreement with Carlsbad Convention and Visitors Bureau, a not
for profit public benefit corporation ("Visit Carlsbad") to provide tourism marketing services for
Carlsbad for FY 2018; and
WHEREAS, as part of the Visit Carlsbad contract with the CTBID, the CTBID Board
approved the funding and guidelines for a Group Incentive Program; and
WHEREAS, the CTBID formed a subcommittee of Visit Carlsbad Board members and a
CTBID Board member to review the guidelines of the Group Incentive Progam and recommend
revisions to the guidelines; and
WHEREAS, the subcommittee is recommending the revised guidelines shown at Exhibit
A.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad
Tourism Business Improvement District, as follows:
Ill
Ill
Ill
Ill
Ill
I I I
Ill
Ill
1. That the above recitations are true and correct.
2. That the CTBID Board approves the Visit Carlsbad Group Incentive Program
Guidelines shown at Exhibit A.
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the Board of
Directors of the Carlsbad Tourism Business Improvement District on the .2.Q__day of
_F_e_b_r_u_a_r~y~---2018, by the following vote to wit:
AYES: Stripe, Canepa, Samietz, Rauch, Malaspina
NOES:None
ABSENT: Sims, Idris
ATTEST:
Pro Tern Clerk of the
Carlsbad Tourism Business Improvement District
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i4s/r.. ~carlsbad
Visit Carlsbad Group Incentive Program
EXHIBIT A
Visit Carlsbad is here to help connect you with the right hotel and ensure your successful meeting. Our team
can assist you throughout the planning process and will off-set your transportation with La Costa Limo or other
transportation company or credit your hotel master account in the following amounts:
$1,000 for 50-100 actualized room nights
$2,000 for 101-200 actualized room nights
$3,000 for 201-300 actualized room nights
$4,000 for 301+ actualized room nights
$2,000 bonus additional to the amounts listed above will be given to events that actualize 750+ room nights.
Terms & Conditions
For new meetings with RFPs directly sourced through or qualified* by Visit Carlsbad
Meeting to be held any month of the year.
This is valid for meetings happening prior to December 31, 2020.
For multi-year bookings, incentive will be paid for each year provided they are contracted at the same
time.
The amount is based on actualized room nights.
Cash incentives are to be paid to a transportation company or the contracted hotel within 15 days of
the final meeting date. Payments will be made directly to the vendor only.
Incentives will be offered if budgeted funds are available and program is subject to change.
Does not apply to already contracted meetings.
Leads will be distributed to all eligible Carlsbad hotel properties based on lead parameters.
Visit Carlsbad reserves the right to end this incentive program at any time without prior notice.
*The Visit Carlsbad Board of Directors agrees that Tamara McGiboney, Director of Sales, has expertise in Carlsbad as
a destination, as well as expertise in other popular destinations, and that her ability to leverage this expertise during
the sales process, can often make a difference between a Carlsbad property being awarded a contract over a
competing destination. Therefore, a qualified RFP not directly sourced through Visit Carlsbad is one in which:
1) The decision is between one or more eligible Carlsbad properties and any other non-Carlsbad destination;
and
2) The expertise by Visit Carlsbad could help result in the decision being awarded to a Carlsbad destination
versus a non-Carlsbad destination; and
3) Via Board-approved email format and before a contract is requested or sent from any perspective Carlsbad
property or properties, Visit Carlsbad confirms participation in RFP process with proposed Carlsbad property
or properties.