HomeMy WebLinkAbout2017-12-06; Carlsbad Tourism Business Improvement District; ; AB 12-17-157 Consider an Exception to the Group Incentive GuidelinesAB#
MTG.
CARLSBAD TOURISM
BUSINESS IMPROVEMENT DISTRICT {CTBID)
AGENDA BILL
12-17-157 CTBID STAFF
12-6-17 GENERAL
Consider an Exception to the Group COUNSEL
Incentive Guidelines
RECOMMENDED ACTION:
Consider funding group incentive program request that is 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 meet 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 the following request. Therefore, Visit Carlsbad is requesting that the CTBID
Board allow an exception to the guidelines and offer the incentive funding for the following request:
Hotel Requesting: Sheraton Carlsbad
Group Name: Gallo Business Media
Meeting Name: The Jewelers Summit
Meeting Dates: February 23-28, 2018
Attendees: 125 people Peak Block: 130 rooms Total Room Nights: 295
Competition: Estancia La Jolla
Amount Requested: $3000
The CTBID Board should review the above request and consider whether to allow Visit Carlsbad
to make an exception to the group sales guidelines for this request 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 to following funding has been committed:
Group Dates Hotel Amount
Nordson Global Sales Sept 24-29, 2017 Cape Rey $ 4,000
First Tennessee Feb 28-Mar 3, 2018 Omni $ 8,000
Transdigm Management Meeting November 12-17, 2018 Omni $ 4,000
Health Centers ofthe Future October 31-Nov 6, 2018 Sheraton $ 4,000
$20,000
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
Visit Carlsbad Group Incentive Program
Visit Carlsbad is here to help you connect with the right 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 151' of SEP through the 151" 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
same time.
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. Payrnents 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 prograrn at any time without prior notice.