HomeMy WebLinkAbout2017-10-23; Carlsbad Tourism Business Improvement District; ; AB-10-17-156 Consider an Exception to the Group Incentive GuidelinesCARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT (CTBID)
AGENDA BILL
AB# 10-17-156 CTBID STAFF
MTG. 10-23-17 GENERAL
Consider an Exception to the Group COUNSEL
Incentive Guidelines
RECOMMENDED ACTION:
Consider funding group incentive program requests that are outside guidelines.
ITEM EXPLANATION:
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The Carlsbad Tourism Business Improvement District contracts with Visit Carlsbad to provide
tourism marketing services for Carlsbad. This includes the operation of the visitor center, public
relations, group sales and digital marketing. Included in the group sales portion of Visit Carlsbad's
budget is $50,000 for a group incentive program. This program provides cash incentives for group
business that meets the guidelines of the program. The guidelines, shown at Exhibit 1, were
approved by the CTBID Board and provide the parameters for granting cash incentives. One of
the parameters is that the Visit Carlsbad Group Sales Manager be involved in the process. This
did not happen with either of the following requests. Therefore, Visit Carlsbad is requesting that
the CTBID Board allow an exception to the guidelines and offer the incentive funding to each of the
following requests:
Hotel Requesting: Omni La Costa
Group Name: Pacific Coast Surgical Association
Meeting Name: 89th Annual Meeting
Meeting Dates: February 14-17, 2020
Attendees: 400 people Peak Block: 200 rooms Total Room Nights: 621
Competition: Hyatt Huntington Beach and Hotel Del Coronado
Amount Requested: $4000
Hotel Requesting: Park Hyatt A viara
Group Name: Motorists Insurance
Meeting Name: 2018 Incentive
Meeting Dates: June 10-15, 2018
Attendees: 400 Peak Block: 180 Total Room Nights: 5
Competition: Terranea & Ritz Laguna
Site Decision: 10/20/17
Amount Requested: $6000
Comments: Terranea is on top due to the proximity to LAX. This is a relocation from Cabo.
The CTBID Board should review each of the above requests and consider whether to allow Visit
Carlsbad to make an exception to the group sales guidelines for these requests and allow the
incentive funding.
FISCAL IMPACT:
None. Visit Carlsbad has $50,000 available in its 2017-18 budget for group incentive funding. To
date none of the funding has been used.
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. Visit Carlsbad Group Incentive Program Guidelines
DEPARTMENT CONTACT: Cheryl Gerhardt, 760-602-2425, cheryl.gerhardt@carlsbadca.gov
EXHIBIT 1
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Visit Carlsbad Group Incentive Program
Visit Carlsbad is here to help you connect with the dght hotel and ensure your successful meeting. Our
team can assist you throughout the planning process and will off-set your transportation cost 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 sourced through Visit Carlsbad
Meeting must be held during our off-season, which is from the 1st1· of SEP through the 15it of MAR.
This is valid for meetings happening prior to December 31, 2019.
For multi-year bookings, incentive will be paid for each year provided they are contracted at the
sameUme.
The amount is based on actualized room nights.
Cash incentives are to be paid to transportation company or the contracted hotel within 15 days of
the meeting start date. Payments will be made directly to the vendors 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.