Town of
Provincetown
Visitor
Services Board
Meeting
Minutes of
Friday,
May 19, 2006
Vice Chair Peter Bez convened the meeting at 10:06 AM noting the following
attendees:
VSB members: Peter Bez, Vice Chairman; Kathleen Fitzgerald;
Laurel Guadazno; Michael Peregon; and Hersh Schwartz.
Mick Rudd arrived at 10:40
AM.
Members absent
(excused): Lynne Davies, Chairman.
Other attendees: Bill
Schneider, Administrative Director of Tourism; David Gardner, Administrative
Assistant II.
MOTION: Move to approve the
minutes of the May 5, 2006 VSB meeting as written.
Motion by: Kathleen
Fitzgerald;
Seconded by: Hersh Schwartz; Yea: 5 Nay: 0 Abstain: 0
The ADT will send a letter
of appreciation to the group that organized the Town Beach Clean-up.
The
“Out at the Library” exhibit debuted this past weekend. The opening event drew an impressive crowd
and has received favorable reviews, which reinforces the vital role the Town
plays in our cultural community. The
Office of Tourism is honored that Provincetown was selected as the first stop
of a multi-city tour for this exhibit.
The
ADT and production coordinator from PTV have developed a proposed wish list for
the Video Tour project, which includes the following:
The
proposed concept would showcase Provincetown’s heritage, including the arts and
theatre, featuring locations and venues that illustrate the unique qualities
inherent with Provincetown. The video
will include footage that brings the five senses to life, featuring many of the
annual events that have defined the Town’s heritage.
A
television crew from Cn8 was in Town this week to capture footage for a segment
about Provincetown, which will air on the Comcast Network show “Your Morning”
on Cn8 on Friday, May 26th.
Michael
Blanding and Alex Hall, travel writers from the Boston Globe and Bon
Appetite, arrived in
Town last night for the weekend. Both
of these FAM trips are part of the ongoing effort undertaken by Focus
Communications, which has produced an impressive number of pitches and FAM
trips.
Pink
Planet Television has offered three dates for their production team to visit
and shoot footage for a segment about Provincetown: July 15-23, August 10-25, and September 10th through
the end of October.
The
ADT received an offer from the Jonathan Williams Salon to host travelers who
visit Provincetown. In an effort to add
the spa experience to the growing list of things for tourists to enjoy, the ADT
recommends sending a letter to the 18 licensed massage therapist businesses
requesting they provide a thumbnail sketch to our PR firm, which is the same
process previously implemented for restaurants and innkeepers. Those who respond will be included in the
information provided to travel writers who express interest in covering
Provincetown.
The
current contract with Focus Communications expires at the end of June and may
be additionally considered for FY 2007, subject to approval of the Town
Manager. Based upon the outstanding
performance of Brad Reichard and the Focus team, which has exceeded the
expectations as outlined in the RFP, the ADT recommends the VSB approve the
request for the Board of Selectmen to retain Focus Communications, LLC as the
Town of Provincetown’s public relations firm with a contract to expire on June
30, 2006 not to exceed $20,000 plus expenses.
MOTION: Move
to request the Town Manager approve the recommendation to retain Focus
Communications, LLC as the Town of Provincetown’s public relations firm with a
contract to expire on June 30, 2007 not to exceed $20,000 plus expenses.
Motion by: Laurel Guadazno; Seconded
by: Kathleen
Fitzgerald; Yea: 5; Nay: 0;
Abstain: 0.
The
contract with our graphics designer will expire on June 30th. The ADT recommends the VSB promulgate an RFP
in time for consideration at the June 21st meeting.
Peter Bez recused himself from
the discussion.
MOTION: Move
to promulgate a request for proposals for the contract of graphic design
services to be published in the Banner on June 1st and June 8th,
closing on June 15th.
Motion by: Michael
Peregon;
Seconded by: Hersh Schwartz; Yea: 4;
Nay: 0; Abstain: 1 PB.
Earlier
this week, the ADT met with Chuck Anzalone and Brad Fowler to develop concepts
for new advertisements, which would include leveraging the appearance of some
of our residents, including Norman Mailer, Michael Cunningham and John Waters
as well as visiting celebrities who will be appearing in Provincetown this
summer, including Debra Messing, Paula Poundstone and Joan Rivers.
Laurel
Guadazno reminded the VSB that photographer services should be retained through
an RFP process, unless the photographer is hired as a subcontractor through the
graphic design services contract.
The
ADT recommends the VSB approve placement of a one-half page four-color ad in
the Discover New England 2007 Guide for $3,443 from the FY06 Marketing
Fund. This rate was discounted from the
rack rate of $4,211. Discover New
England 2007 is the official consumer travel guide for the United Kingdom,
with a distribution of 95,000 and a leadership of 173,000 via Essentially
America (the UK’s only consumer magazine dedicated to travel to the U.S.),
electronic download through Discover North America travel directory, and via
Discover New England’s website. The
demographics for this publication include 68% travelers who have been to North
America eight or more times, plan 1.9 trips per year and stay an average of 16
days per vacation. Attached is a comp of
the proposed ad for the Discover New England Guide 2007. The following changes were suggested to the
proposed ad: remove phone number and
add “Massachusetts”.
MOTION: Move
to appropriate $3,443 from the FY06 Marketing Budget for placement of the one-half
page four-color ad, with changes, in the Discover New England 2007 Guide.
Motion by: Hersh
Schwartz ; Seconded by: Michael Peregon; Yea:
5; Nay: 0; Abstain:
0.
The
ADT recommends this same proposed ad be used for the insertion in the fall
issue of Group Tour Magazine.
The
ADT attended the annual Travel Industry Association International Pow Wow in
Orlando last week. Over 1,500 suppliers
and 150 buyers attended, as well as 350 journalists. Thanks to the partnership with Bay State Cruise Company, the ADT
was able to split time between the media marketplace and the trade show. Press kits containing releases regarding the
Out at the Library exhibit, Lipton Cup dedication, and partnership with the
National Seashore were distributed as well as other marketing materials
provided by our cultural institutions.
Unfortunately, both of the mainstream retractable banners were damaged
by UPS while being shipped to Orlando; however, with the assistance of the
convention services staff, the ADT was able to use graphics from both banners
for the trade show. The banners have
been sent to the vendor who is arranging for replacement at no cost as both
banners are under warranty. The shipping
costs will be reimbursed through a damage claim the ADT is processing with UPS.
The ADT read
correspondence regarding the Family Pride event (July 29th through
August 5th). It is
unfortunate that despite the strategic efforts of the PTO to work closely with
this organization, another debacle has erupted which undermines the progress
the ADT has made. In an effort to
reaffirm the commitment of the PTO to welcome the return of the annual Family
Pride event, which does generate a significant amount of revenue for many Town
businesses, the ADT recommends the VSB respond to the concerns raised by the
Executive Director of Family Pride. It
is imperative that Town representatives be consistent in the message that is
conveyed regarding tourism, which is we welcome visitors from all walks of life
at all times of the year. Our economic
survival requires a consistent communication be conveyed in order to prevent
mixed messages being sent.
MOTION: Move to direct the ADT to draft a letter
from the VSB to the Family Pride organization in response to the concerns
raised by the Director and published as a letter to the editor of The Banner. The letter should clarify that comments by
an individual at the recent joint VSB/EDC meeting were not reflective of the
position of the VSB regarding the Family Pride Event.
Motion by: Peter
Bez;
Seconded by: Hersh Schwartz; Yea: 6; Nay: 0; Abstain: 0.
Weekly
meetings with the Library Board of Trustees and Library Director continue as
arrangements for the Lipton Cup dedication ceremony are finalized for
Wednesday, June 14th.
The Board of Selectman will discuss the Town Wide Goals for 2007 on June 12, 2006. In order to ensure the goals of the tourism industry are presented, VSB members should be prepared to discuss their ideas at the June 6th VSB meeting to formulate recommendations to present to the BOS.
TOURISM
OFFICE WEBSITE LINKS
A
discussion regarding the links page ensued
TOURISM
FUND UPDATE
Unencumbered
funds from FY05 are estimated at approximately $60,000.
MOTION: Recommend
funding of $5,000 from the FY 06 marketing budget for a marketing grant for the
Pilgrim monument to be used for the Marketing and Planning of the Centennial
Event.
Motion by: Mick Rudd; Seconded by: Hersh
Schwartz; Yea: 5; Nay: 0; Abstain: 1
LG.
GRANT
UPDATE
The
VSB should consider mobilizing a volunteer effort to do maintenance of public
areas, like beach cleanup or landscape maintenance. The VSB should recommend to the BOS that the waterfront park is
vital to the tourism industry and needs to be cleaned up.
Based on the previous VSB
vote to not have alcohol at the event, both the Chamber and PBG do not want to
sponsor an event that will have little attendance. The VSB concurs that the event should be a thank you at the end
of the year, not a welcome before the season.
It is the responsibility of the business owners to ensure the seasonal
workers are well trained and informed about the town, and that good customer
service is a vital to the tourism industry in Provincetown. The VSB supports direct contact with
business owners reminding them of this and providing their employees with
resources to help make them good ambassadors for the town.
MOTION: Move
to rescind the previous vote to appropriate $3,500 from the FY06 Marketing
Budget to fund the “Welcome Back to Provincetown” event for summer workers.
Motion by: Hersh
Schwartz;
Seconded by: Kathleen Fitzgerald; Yea: 6; Nay: 0; Abstain: 0.
The
meeting was adjourned at 12:00 PM.