HomeMy WebLinkAbout19 - Conference & Visitors BureauCITY OF NEWPORT BEACH
AGENDA ITEM NO. 19
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: Homer L. Bludau, City Manager
DATE: August 8, 2000
RE: CONFERENCE & VISITORS BUREAU
Henry Schielein, Chairman of the Board of the Newport Beach Conference &
Visitors Bureau, will review the FY00 -01 budget in order to provide the City
Council and the public with how its allocation of the Transient Occupancy Tax
is budgeted to be spent. No Council action is necessary but to accept and file
the budget report.
City Hall • 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach, California 92659 -1768
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Sales and Marketing Plan of Action
2000 -2001
06/12/00
Table of Contents
I.
Introduction
Page 1
II.
Board of Directors
Page 2
III.
Bureau Staff
Page 3
IV.
Indicators and Trends
Page 4, 5
V.
Positioning Newport Beach
Page 6
VI.
Executive Summary
Pages 7 -10
VII.
Plan of Work
Pages 11 -17
VIII.
Tradeshow Schedules
Pages 18, 19
IX.
Budget
Pages 20 -22
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Introduction
The Newport Beach Conference & Visitors Bureau is proud to share the 2000 -2001 Sales
and Marketing Plan enclosed herein.
This Sales and Marketing Plan is a working Plan of Action that integrates all the sales,
marketing, services, membership and administrative elements required to achieve results
for the Board of Directors, hospitality community, membership and the City of Newport
Beach.
The Plan was developed and prepared by the staff, with oversight and approval from the
Bureau's Marketing Committee and the Board of Directors.
We believe that the strategies we propose to employ for the selling and marketing of
Newport Beach reflect the diverse needs and expectations of our membership and
community. This being the case, we hope that every citizen, organization, and entity in
Newport Beach can find in this Plan at lease one strategy and/or audience that helps create
and maintain thriving partnerships and productive coalitions for all of us throughout the
next year.
06/12/00
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Newport Beach Conference and Visitors Bureau
2000 -2001 Board of Directors
I
Mark Bolton
Newport Beach Marriott Suites
Bruce Brainerd
Hyatt Newporter
Paul Cahill
Newport Beach Marriott Hotel & Tennis Club
John Cassady
American Airlines
Mehdi Eftekari
Four Seasons Hotel
Rush Hill
Newport Internet Services
Skip Johnson
Orange Coast Magazine
Tom Johnson
The Daily Pilot
Russ Kline
American Express
Mike Lichty
Tustin Ranch Golf Club
Jean Pierre Lortal
The Sutton Place Hotel
Dan Marcheano
The Arches Restaurant
Margie Mills
PGI
Linda Mongno
Hornblower Cruises & Events
Nina Robinson
Fashion Island Management
Joe Rothman
West Coast Jazz Party
Dave Salisbury
Newport Beach Restaurant Association
John Santaniello
Doryman's Oceanfront Inn
Henry Schielein
The Balboa Bay Club
Scott Tanner
Walt Disney Attractions
Andy Theodorou
Newport Dunes Resort
Michelle Waters
Southwest Airlines
Mark Zovic
Sheraton Newport Beach
Rob Bekken (ex- officio)
Fisher & Phillips
Tom Clark (ex- officio)
Thomas G. Clark & Associates
John Noyes (ex- officio)
Mayor, City of Newport Beach
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Indicators and Trends
Situation Analysis
The start of the new century begins the seventh year of continuous growth in gross hotel sales for
Newport Beach. After declines in the early 1990s, gross hotel sales and transient occupancy tax
stagnated before increases began in 1994 and continues through 2000. While hotel properties
expect similar continued growth in gross hotel sales, it is anticipated that hotels will balance
recent increases in average daily rate with increasing occupancy in 2000 -2001.
Economic Indicators
The California economy is projected to grow at a 7.6% pace in 2000 -2001 according to the
UCLA economic forecast. The world economy is expected to fall short of that, particularly in
Asia and South America. There will continue to be a growth in employment in California, the
greatest ever since 1978, and of course, carries with it, the associated growth in wages. The stock
market continues to be bullish but investors wonder how much longer it will last.
Hospitality Indicators
Group bookings by the CVB and area hotels remain strong for 2000. With the hype and
optimism usually associated with the millennium, the CVB expects at least a 5 percent growth is
number of room sales during 2000. 2001 is still in question for a number of reasons, however.
First, the national economy's expansion, while still healthy, will be entering a record - breaking
period of expansion and it is questionable as to how long it can be sustained. There are already
signs that the US economy is beginning to weaken. Second, the outcome of the presidential
election in 2000 may have some effects on market conditions and interest rates may continue to
climb depending on inflationary pressures. Cautious optimism continues to be the mantra for
2001.
Newport Beach hotels experienced an increase of 1% in occupancy in 1999 -2000, with an
accompanying rate increase of 3 %. Further optimism comes from Anaheim, where, in the Fall of
2000 the new and expanded convention center will be unveiled and in February of 2001 the long
awaited Disney Resort will open, offering Newport Beach more opportunities for citywides, as
well as, leisure travel. Never content with status quo, the Bureau will budget a sales increase of
2.5% for the period July 1, 2000 to June 30, 2001,
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*Key Trends
• In order to experience the repeat traveler, Newport Beach must reinvent itself, continuing to
offer new and interesting product.
• More leisure time will be added to business trips, as will family members.
• Consumers continue to be of a positive mind economically.
• A strong interest in outdoor activities on the part of the consumer positions Newport Beach as
a likely choice for the leisure traveler and the business traveler.
• Short term planning (30 days) seems to be the rule rather than exception.
• Group business will be strong but the groups will be smaller than in the past.
• Three -hour drive/fly time seems to be the length travelers are willing to put up with due to
"time stravation" in the marketplace.
• New product coming on line in Orange County will add to the competitiveness for business,
while at the same time, allow for a greater opportunity for visitor solicitation. Numerous
resorts are in the process of development up and down the coast, ensuring the customer base
will be more widely spread, while at the same time, enhancing the concept that a rising tide
floats all boats.
• Technology (the Internet) will continue to expand the opportunity of distribution of industry
products.
'Yankelovich Travel Monitor
06/11!00
Positioning Newport Beach
Strengths
The community of Newport Beach is located on the Pacific Coast, forty -five minutes from Los
Angeles and one hour, fifteen minutes from San Diego. The resort conununity is upscale,
affluent, and enjoys mild weather year round.
Amenities offered to residents and visitors alike include excellent multiple dining choices, state of
the art hotel facilities, unparalleled shopping and numerous recreational options including a
multitude of the finest golf courses in California. The aspect of Newport Beach that creates its
uniqueness is its harbor and pristine beaches, voted this year as the fifth cleanest beach in
America by the Surfrider Foundation, an environmentally aware organization. The fact that it is
one of the safest cities in America is equally attractive. The relatively short drive from Newport
Beach to the mother of attractions, Disneyland, perpetuates the appeal of the destination to a
broader family market. Hotel proximity to John Wayne Airport is a plus.
Weaknesses
Newport Beach is virtually unknown outside of California, as is the county within which we are
located, Orange County. Through extensive advertising, aggressive sales and the help of the TV
series Baywatch, other competitive California destinations come to the forefront of travelers'
minds more readily than does Newport Beach. John Wayne is a regional airport requiring
transfers and layovers from the East Coast, as well as increased fares. There is not a conference
center and hotel meeting space is limited, therefore restricting the size and number of meetings
the destination can attract.
Opportunities
With an average occupancy of 7 1. 1 % in 1999 -2000, Newport Beach has the ability to increase its
occupancy in 2000 -2001. Although the perception is that Newport Beach is expensive, there is
actually an opportunity to increase the rates when compared to other destinations, evidenced by
an average rate achievement of $142.02 during 1999 -2000, an increase of $4.27 over the prior
period.
Threats
Shrinking budgets for cooperative advertising dollars among the partners precludes the ability to
expand the marketing efforts on behalf of the destination to the extent needed to compete with
those destinations with larger budgets from multiple partners. Additionally, being able to offer
multiple venues to the client always makes a destination more attractive and viable.
6
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NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
Executive Summary
2000 -2001
MISSION STATEMENT
To gain and retain clients, thereby contributing to the economic fabric of the community, through visitor
servicing, solicitation of conferences, tour groups, and other related group business; and to engage in
visitor promotions which generate overnight stays and increase visitors' spend.
MEETINGS MARKETING
Goals:
• To generate 216 leads involving 41,217 delegates, 90,716 room - nights valued at $40 million.
• To confirm 37 conference bookings, involving 7,127 delegates, 19,210 room - nights, and valued at
$3.7 million to the community.
• To focus the sales and marketing activities seeking penetration in the Western United States
meetings market while attending to other regional and national trade and professional accounts.
• To provide conference services as requested by meeting planners.
Strategies:
• To continue database marketing, identification of new prospects, tracking of existing accounts and
utilization of established Bureau accounts for the marketing of Newport Beach.
• To attend the following tradeshows in concert with Newport Beach partners: (See attached
schedule)
• To conduct 13 sales blitzes/trips (outbound) and 4 meeting planner Fam tours (inbound) in concert
with the Newport beach partners as follows:
Sales Blitzes/Trips:
Fam Tours:
• To conduct 20 site inspections.
Chicago Washington DC
Sacramento San Francisco
Silicone Valley /San Jose Los Angeles
New York City
National and Regional Corporate Meeting Planners
National and Regional Association Meeting Planners
• Augment advertising schedule with on -going press releases and media alerts to the trade and planner
directed publications.
• Explore the potential for cooperative advertising with Newport Beach hotels for specific, focused
publications that will support other marketing activities.
• Proactively provide conference servicing support to groups who have selected Newport Beach as a
meetings venue (cooperative endeavor with the Newport Beach partners).
• Continue to market pre /post visits to the Anaheim/Orange County Convention and Visitors Bureau
convention calendar.
• Consider specific campaign to the identified niche markets.
• Conduct a FAM trip for David Green sales reps to increase already brisk lead generation.
• Coordinate marketing efforts with the Golf Marketing Consortium to identify meeting planners with
a golf component.
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Executive Summary
Page Two
GROUP TOUR MARKETING
Goals:
• To generate 24 leads for tourism business.
• To contact 153 prospects/clients in person.
• To generate 15 bookings of 5,126 room nights valued at $1.6M.
• Grow group/FIT sales from UK and German markets by securing seven (7) new brochure inclusions.
• Conduct 12 site inspections for new contacts.
• Host 6 tour /receptive operator Fams.
• Attend 5 industry tradeshows in concert with Newport Beach partners.
• To increase incentive business by 20 %.
Strategies:
• Identify and proactively develop relationships with the major UK and German operators through
direct sales calls and program inclusions.
• Maintain existing Japanese relationships during the down turn through direct sales.
• Respond to inquiries for information by tour operators, planners, and international tour wholesalers
from secondary destinations.
• Seek new opportunities for the tour market though a coordinated effort with travel partners,
including Anaheim/Orange County CVB, Palm Springs CVB, Phoenix CVB, as well as local
strategic partners who actively pursue the market.
• Pursue Los Angeles based tour and receptive operators based in Los Angeles with monthly sales
calls.
• Host a Fam for incentive planners and conduct direct sales calls in the mid -west.
COMMUNICATIONS
LEISURE MARKETING
Goals:
• To develop exposure and awareness in new programs for Newport Beach as a vacation venue.
• To generate published editorial stories on Newport Beach.
• To increase the number of over night stays.
Strategies:
• With the assistance of the public relations firm:
a. Develop news articles on Newport Beach.
b. Develop additional press releases on activities including announcing the calendar of
events.
c. Update the Bureau's media kit.
d. Augment slides and prints for media and other related purposes.
• Respond to all media inquiries in a timely manner with appropriate information on Newport Beach.
• Update Newport Beach information in various travel directories and guides.
• Continue to distribute Newport Beach information to the concierges in Southern California.
• Host 2 media Fams or several individual site tours.
• Explore cooperative placements of ads that encourage visitors to call the Bureau's 800 number and
website for visitor information.
• Develop exposure opportunities for Newport Beach on local and national television stations.
s
06/17/00
1a
Executive Summary
Page Three
LEISURE MARKETING (cont.)
• Investigate cooperative sales and advertising opportunities with other Orange County interest, i.e.
other cities, Orange County Tourism Council and ANA/OC Bureau, and the Palm Springs Bureau.
• Continually monitor presence on the Internet.
• Develop strategic alliances with partners such as American Express.
• Capitalize on nationally televised events such as the Toshiba Senior PGA and the Masters Golf
Tournaments.
• Coordinate marketing efforts with the Golf Marketing Consortium to raise the level of awareness of
the Newport Beach area as an excellent golf vacation destination.
VISITOR INFORMATIONSERVICES
Goals:
• To provide potential and current visitors with updated information on Newport Beach activities.
• To consistently respond to request for tourist information in a timely manner with appropriate
materials:
• To seek feedback from visitor information recipients on value, quality, timeliness and effectiveness
of material sent.
• To track the number of requests, analyze data for travel patterns and/or points of origins, and to
make recommendations on how the distribution of information could increase travel/visits to
Newport Beach.
Strategies:
• To send a "response card" semi - annually to a sampling of those who sought visitor information to
obtain feedback on the materials sent and whether they visited Newport Beach.
• Develop an annual Visitor's Guide and quarterly Calendar of Events.
• Revamp the website, launching a new and improved site by August 31.
MEMBERSHIP PROGRAM
Goals:
• Membership Development To focus on building and increasing the Bureau's current membership to
a total membership base exceeding 237 with annual income of $100,000 to include trade.
• Membership Retention To target an 85% retention rate for the Bureau's annual membership.
• Membership Mana eg ment To improve and create business opportunities which will contribute to a
successful membership program
Strategies:
• Coordinate an annual sales drive involving membership subcommittee and referrals from the Board
of Directors.
• Identify membership prospects utilizing area publications as a resource (e.g., Daily Pilot, OC
Register, OC METRO, Chamber Lookout, The Coaster, Chamber Directory, OC Magazine, MPI /OC
• Directory, Orange County Business Journal, and City of Newport Beach new business license
report).
• Increase membership program ideas through networking with neighboring bureaus (e.g., Anaheim,
Long Beach, San Diego, Los Angeles). 9
06/12/00
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Executive Summary
Page Four
MEMBERSHIP PROGRAM (cont.)
• Working with the Membership Committee, assist with the coordination and hosting of quarterly
membership events.
• Edit and publish the Bureau's quarterly newsletter Newport Beach Style, including articles to
distribute to clients.
• Plan and host Holiday "Open House" at the Bureau office in December.
• Organize the staff/Executive Board Holiday dinner.
• Send a monthly report to Bureau members that includes leads and bookings, public relations and
advertising activities, membership information, or current informational items as deemed
appropriate.
• Design and develop a semi- annual membership services directory for conference servicing
fulfillment.
PUBLIC RELATIONS
• Continue a public relations program on behalf of Newport Beach
• Update media kit to include stories, fact sheets, slides and photographs
• Distribute media kit to select travel/business /food and wine writers
• Identify media contacts and compile media mailing lists
• Identify editorial calendars and work with select media
• Publish a quarterly newsletter that is sent to media, meeting planners, tour operators and consumers
• Develop a monthly press release program in coordination with the public relations firm.
• Conduct Fam tours for media writers
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06/12/00
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Newport Beach Conference & Visitors Bureau
Plan of Work 2000 - 2001
July
Tradeshows: MPI —WEC — Los Angeles
Successful Meetings Market Place — Ojai
Big Ten Kickoff Luncheon
Sales Calls LA Receptive Operators
Communications: Mail Spring /Summer Newsletter
Develop email program for travel agents and tour operators
Website update in progress
Tourism: Evaluate Rose Bowl business opportunity
Bureau opens for weekend hours
Fulfill all visitors' requests /staff reception
Rollout Research Project
Events: Bureau Annual Dinner
Bureau Sales Meets with Hotel Sales
August
Tradeshows: ASAE — Orlando
Sales Calls: LA Receptive Operators
Fam: David Green staff Fam
Membership: Conduct survey to assess wants/needs of membership base
Communications: New website completed
Events: Marketing Committee Meets August 4
NBCVB Board Meeting August 17
11
NBCVB Plan of Work
Fiscal Year 2000 -2001
Page Two
September
Tradeshows:
Affordable Meetings — Baltimore
La Cumbre - Anaheim
Sales Calls: LA Client Luncheon
Washington DC Area Association Planners
San Francisco Sales Blitz/Luncheon
Fams: LA Receptive operators to Taste of Newport
La Cumbre Post Fam
Public Relations: UK Press Trip with State of California
Evaluate quarterly plan
Events: New Member Educational Seminar
Taste of Newport
October
Tradeshows: IT &ME - Chicago
Sales Calls: Incentive Houses in Chicago
Fams: National Meeting Planners
Joint Fam with Sutton Place Hotel
Communications: Mail Fall Newsletter
Christmas Card preparation
Collateral: Member services directory out
Events: WACVB — Long Beach
Marketing Committee Meets October 6
TIA Market Outlook
NBCVB Board of Directors Meeting October 19
12
NBCVB Plan of Work
Fiscal Year 2000 -2001
Page Three
November
Tradeshows: ICPA — Colorado Springs
Sales Calls: San Jose /Santa Clara
LA Receptive Operators
Fam: Incentive Planners
Visitors Guide: Sales Begin
Events: Luncheon for New York meeting planners with David Green office
December
Tradeshows: Association Forum— Chicago
CSAE — Sacramento
Sales Calls: Chicago Association Planners
Sacramento Association Planners
Holiday calls with gifts and invitation to attend Christmas Boat Parade
to LA Receptive Operators
Public Relations: Christmas Boat Parade Press Trip
Evaluate Quarterly Plan
Events: SCSAE Holiday Luncheon
Bureau Holiday Open House
Bureau Staff/Board Holiday Party
Southern California Visitor Industry Conference
Christmas Boat Parade
Rose Bowl
Masters Golf Tournament at Pelican Hill
Marketing Committee Meets December 1
Corporate Meeting Planners Event in New York City (David Green Office)
13
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NBCVB Plan of Work
Fiscal Year 2000 -2001
Page Four
January
Tradeshows: PCMA — Miami
MPI — New Orleans
Sales Calls: LA Receptives
LA Meeting Planners/Tour Operators Luncheon
Communications: Mail Winter Newsletter
Membership: Member committee meets to launch annual membership drive
Events: Board Planning Session/luncheon January 18
AOCVCB Receptive Operators Luncheon — Los Angeles
February
Tradeshows: IACVB Destination Showcase — DC
California Travel Market — Palm Springs
Sales Calls: Washington, DC Association Planners
LA Receptive Operators
San Jose Corporate Planners
Fams: Post California Travel Market Fam Tour
Events: Marketing Committee Meets February 4
14
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NBCVB Plan of Work
Fiscal Year 2000 -2001
Page Five
March
Sales Calls: LA Planners and Tour Operators Luncheon
AAA Travel Offices
Fam: LA Meeting Planners Toshiba Fain
LA Receptive Operators Toshiba Fam
March Press Fam
Public Relations: Evaluate Quarterly Plan
Visitors Guide preparation
Events: State Conference on Tourism — Newport Beach
Member Educational Seminar
Toshiba Sr. PGA Classic Event
AOCVCB Receptive Operator Event
Newport Beach Film Festival
Newport Beach Boat Show
NBCVB Board Meets March 16
April
Tradeshows:
Tradeshow on the Potomac (David Green DC office)
Affordable Meetings Mid - America — Chicago
MILO — Anaheim, CA
Sales Calls:
Phoenix Event — sales calls /reception/direct mailer to meeting planners
LA Receptive Operators
Chicago Corporate Planners
Farns:
National Meeting Planners
Four Seasons Super Fam
Tourism:
Implement Visitors Survey
Collateral:
Membership Services Directory Due
Public Relations:
Newport Beach/Ensenada Race Press Trip
Evaluate quarterly plan
Events:
Newport Beach/Ensenada Race
AOCVCB Shootout, Japanese Tour Operator Golf Tournament
Marketing Committee Meets April 6
Communications:
Mail Spring Newsletter
15
11
NBCVB Plan of Work
Fiscal Year 2000 -2001 '
Page Six
May
Tradeshow: Pow Wow — Orlando
GWSAE Springtime in the Park — Washington DC
Sales Calls: LA Receptive Operators
Washington DC Association Planners
Public Relations: State Media Event in New York City
Visitor Guide: Completion/Distribution
Collateral: Print new rack brochure
Events: National Tourism Week
NBCVB Board Meets May 17
Jwre
Tradeshows: IACVB /Destination Showcase /Chicago
Affordable Meetings West — San Jose
Sales Calls: LA Meetings Planners & Tour Receptors Luncheon
San Jose Meeting Planners
Chicago Corporate Planners
LA Receptive Operators
Fams: Golf Writers Fam
Public Relations: Re- evaluate quarterly plan
Events: International Waterpolo Tournament
New member orientation
16
NBCVB Plan of Work
Fiscal Year 2000 -2001
Page Seven
Ongoing:
• Monthly Executive Committee
• Month -end report distributed to membership
• Bi- monthly Marketing Committee meeting
• Monthly EDC Executive Committee meeting
• Monthly EDC Board meeting
• Bi- monthly NBRA meeting
• Weekly staff meeting minutes to Chairman
• Bi- Monthly SCCMPI meeting
• Bi- Monthly SCSAE meeting
• Monthly Orange County Tourism Council Meeting
• Quarterly Small Inns Meeting
• Daily fulfillment of inquiries
• Monthly financials prepared
• Daily telemarketing calls
• Weekly pre /post letters to Anaheim booked conventions.
• Staff Outings
17
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NEWPORT BEACH TRADESHOWS, FAMS AND SALES BLITZ SCHEDULE 2000 -2001
NRrvni RRf I FC Int 1NF I u I unu I aunn
MPI -World Education Congress, Los Angeles
X
X
X
X
X
PGI F
July10,2000
3 allowed /Approx. cost $960.50 ea.
DAVID GREEN ASSOCIATES FAM TOUR
X
X
X
X
X
X
F.I.
August TBD, 2000
Sponsor an event during the FAM
ASAE - Orlando, FL
X
X
August 12 -15, 2000
3 allowed /Approx. cost - $2,436 for 2 ppl.
LA CUMBRE - Anaheim, CA
X
X
X
X
F.I.
September 5.8, 2000
3 allowed /Approx. cost - $1,500 ea.
LA CUMBRE - Post Fam
X
X
X
December 14, 2000
September 8 -9 2000
AFFORDABLE MEETINGS - BaltJmore, MD
X
X
X
X
X
C.D.
September 6 -7, 2000
2 Booths- 6 per booth /Approx.cost $1,105 for 6 ppl.
LA LUNCHEON SPAGOS- Beverly Hills
X
X
X
X
X
X
X
F.I.
MM
September 14 ,2000
SAN FRANCISCO BLITZ
X
X
X
X
X
X
MM
September ,2000 (Dates TBD)
5 participants /Approx. cost - $1,066
ITME - Chicago
X
X
X
X
PGI F
October 9.13, 2000
3 allowed Approx. cost $2,200 ea.
NAT'L. MTG. PLANNERS FAM
X
X
X
X
F.I.
October TBD 2000
Sponsor an event during the FAM
INCENTIVE PLANNER - Fam
X
November 2000 (TBD)
CSAE - Sacramento
X
X
X
X
December TBD, 2000
6 allowed - Approx. cost. $791 for 4 ppl.
ASSN FORUM OF CHICAGO
X
X
X
December 14, 2000
3 allowed - Approx. cost. $1930 ea.
MPI, New Orleans, LA
X
X
X
X
January 25 -27, 2001
3 allowed - Approx.cost $1,145 ea.
LOS ANGELES CLIENT LUNCHEON
X
X
X
X
X
X
X
F.I.
MM
January 2001
Approx. Cost w /30 participants $546 each event.
DESTINATION SHOWCASE - DC
X
X
X
X
February 10, 2001
2 Booths - 6 allowed - Approx. cost $1,431 for 4 ppl.
CA TRAVEL MARKET -Palm Springs, CA
X
X
X
X
February 19 -22, 2001
3 allowed - Approx. cost: w/3 $1745 ; w /2: 12515 ea.
NEWPORT BEACH TRADESHOWS, FAMS AND SALES BLITZ SCHEDULE 2000 -2001
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CA TRAVEL MARKET -Post Fam
X
February 23 -24, 2001
LA MEETING PLANNERS FAM W /Toshiba
X
X
X
X
X
X
X
March , 2001
Sponsor an event during the FAM
AFFORDABLE MEETINGS - Mid America/Chicago - -
, X
X
April 4 -5, 2001
3 allowed - Approx. cost $1,300 ea.
NAT'L.MTG.PLANNERS FAM
X
X
X
X
X
April 25 -28, 2001 "Ensanada Race FAM"
Sponsor an event during the FAM
PHOENIX EVENT - for Travel Trade
X
April 2001 (TBD)
POW WOW - Orlando
X
X
May S -9, 2001
3 allowed - Armax. Cost $3,000 ea.
GWSAE - Springtime In The Park - DC
X
X
X
X
May 23, 2001
2 booths -4 allowed - Approx. cost $1,956
LOS ANGELES CLIENT LUNCHEON
X
X
X
X
X
X
X
F.I.
MM
June, 2001
Approx. Cost w /30 participants $546 each event.
AFFORDABLE MEETINGS WEST - San Jose
X
X
X
it
X
X
C.D.
June 27.28, 2001
3 allowed in booth - Approx. cost $1,112
DESTINATION SHOWCASE - Chicago
X
X
June TBD, 2001
3 allowed - Arrrox. Cost $1.634 for 2 ppl.
BUREAU ONLY
SUCCESSFUL MTGS.CA. MARKETPLACE - Ojai, Ca
X
July 16 -18, 2000
ICPA - Colorado Springs, CO (The Broadmoor)
X
November 6- 10 +A35, 2000 +A36
PCMA - Miami
X
January 12 -1S, 2001
NEW YORK CORP. PLANNERS EVENT w/ David Green Office
X
November 1,2000
SALES CALLS -San Jose
X
February 2001
CA. CON. ON TOURISM - Newport Beach
X
March 26.29. 2001
TRADESHOW ON THE POTOMIC - Daivd Green DC Office
X
Apn12001
MILO- Anaheim
X
Aonl 23 -24, 2001
A
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
Line Item /Chart of Accounts
Budget 99/00
Estimated Year End
99/00
Proposed
Budget 00 /01
REVENUE
Hotel TOT /400
1,055,000
1,348,085
1,200,000
Membership/402
77,516
75,347
85,268
Merchandise /406
500
360
500
Miscellaneous /435
0
67
0
TOTAL (REVENUE)
$1,133,016
$1,423,858
$1,285,768
TOTAL (EXPENSES)
$1,372,080
$1,334,426 $1,377,17 -A
6/16/00 q
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
Line Item /Chart of Accounts
Budget 99100
Estimated Year End
99100
Proposed
Budget 00/01
PERSONNEL EXPENSES
Salaries /225
463,400
407,204
474,600
Personnel/Temp. Services /505
1,000
336
11,000
Personnel /Pa roll Taxes /230
39,657
32,040
41,057
Personnel Benefits /508
52,800
43,886
43,680
Workers Com .1510
1 3,2001
3,3861
3,220
TOTAL PERSONNEL
$560,057
1 $486,852
$573,557
OPERATIONS
Rent/522
61,155
61,827
81,906
Legal/Account./526
10,110
9,895
11,010
Bank Charges/527
775
675
800
Comp. Consult. /528
6,300
12,106
9,180
Re air /Maint. /530
1,000
210
1,000
Maint. Contracts /532
6,130
5,540
6,449
Office Supplies/534
9,500
8,651
8,696
Insurance /536
4,534
4,496
4,499
Mt . /Events /Local /538
9,665
10,385
10,826
E ui ment/540
3,500
0
0
Equipment Lease /542
12,604
11,368
11,366
Miscellaneous /548
500
0
500
Outside Services/554
3,400
8,611
22,720
Taxes /Licenses /556
1,117
902
1,300
TOTAL OPERATIONS
$130,290
$134,665
$170,252
I
6/16/00
0
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
t
Line Item/Chart of Accounts
Budget 99/00
Estimated Year End
99100
Proposed
Budget 00/01
MARKETING
Travel /Entert. /602
8,866
6,363
8,714
Trade Shows /604
57,077
56,517
49,258
Publications /606
35,248
22,345
5,200
Visitors Guide /607
7,500
0
0
Printing/608
13,5151
18,500
15,740
Advertise -Mtgs. /610
120,0001
158,123
120,000
Advertise- Consumer /611
84,0001
82,386
84,000
Advertise- Tourism/612
50,0001
50,000
48,095
Fam /Site Tours /614
24,180
11,492
25,184
Sales Blitz/615
18,664
23,410
27,382
Newsletter /616
12,400
9,050
12,40"
Com t. Database /618
14,200
14,030
12,T.
Telemarketing/620
18,000
13,065
16,&-
IPosVDir. Mail /622
39,142
63,773
56,598
Media /Photo /PR/624
56,300
58,416
51,300
Community Relat/626
75,000
44,694
65,000
Prof. Memb /Subs /628
9,054
7,134
8,412
Research /630
3,000
45,967
3,000
Education/Training/631
9,697
8,747
9,530
Gen. Marketing/632
10,000
3,730
5,000
Spec. Promotions /634
15,8901
15,166
10,355
TOTAL MARKETING
$681,733
$712,909
$633,368
TOTAL EXPENSES
$1,372,080
$1,334,426
$1,377,177
as
Newport Beach Conference & Visitors Bureau
Budget for Fiscal Year 2000 - 2001
REVENUE
400 HOTEL TRANSIENT OCCUPANCY TAX:
Service Fee $1,200,000
TOTAL 400 Sl 200,000
402 MEMBERSHIP INVESTMENTS:
Renewals & New Members $85,268
TOTAL 402 $85.268
406 MERCHANDISE SALES: $500
TOTAL 406 $500
435 MISCELLANEOUS: -0-
TOTAL REVENUE $1,285,768
PERSONNEL EXPENSE
225 ACCRUED SALARY EXPENSE:
Staff $400,000
Bonus (CEO, Sales, Membership, Staff) $50,000
Performance Increase (6 1/4) $24,600
TOTAL 225 $474.600
505 PERSONNEL /TEMP. SERVICES:
Personnel/Temporary Services 1 $11,000
TOTAL 505 $11.000
I
06/16/00
�,5
230 PAYROLL EXPENSE:
FICA (7.65 9/6) Deducted for the $62,000 top
FUTA (8 1/6 OF FIRST $7,000 per employee = $56 /employee)
SUI (7.0% of first $7,000 per employee = $490 /employee)
508 EMPLOYEE BENEFITS:
Blue Cross Health Insurance
$28,000
ACCE (LTD & Life Insurance)
$5,000
Car Allowance
$4,800
401 K Plan
EmpioJrrMattbing
$4,800
Quarter#Administradon Far
$1,080
510 WORKER'S COMPENSATION:
Blue Cross /Fremont Worker's Compensation Ins.
TOTAL PERSONNEL
OPERATIONS
522 RENT:
$6,561.90 X 12
CAM expense $263.58 X 12
526 ACCOUNTING:
Tom Clark
Monthly Accounting ($500 X 12 months)
Personal Property Tax Return
Fedetal & State Tax Returns
Preparation of year end forms 1099
Preparation of analysis and reports in preparation for annual audit
Review of Audit report
Lesley & Thomas (Audit)
$3,220
$78,743
$3,163
$6,000
$200
$500
$180
$180
$150
$3,800
1. 1 i
06/16/00
527 BANK CHARGES:
Service Fees, Etc
Merchant fee for M/C $565
Annual Pisa Fees (5 cards) 2 Qa $35, 3 Q$25 = $75 $145
American Express (2.95% of submissions x $3,000) $90
TOTAL 527 $800
528 COMPUTER CONSULTANTS:
NET (emergency monthly service charge $215 /mo X 12) $2,580
Additional Mist Service $6,600
530 REPAIRS /MAINTENANCE:
532 MAINTENANCE CONTRACTS:
IKON Maintenance
(Copier, includes all supplies but paper, $758.42 /qtr)
$3,034
Pitney Bowes Maintenance Agreements
Inside Meter
$1,466
Postage Scales
$149
Main Meter
$820
TJ's Commercial awning cleaning ($30 /mo)
$360
Office Alarm ($105 /quarter)
$420
Miscellaneous
$200
TOTAL 532 $6A49
534 OFFICE SUPPLIES:
Staples (supplies, paper, ink crtdg, etc) $5,800
MVP (booklet envelopes) ($900/10,000) $1,800
Pitney Bowes Supplies (mail machine) $300
Intuit (Quicken checks) $181
Miscellaneous (frames, books, name badges) $615
TOTAL 534 $8.696
536 INSURANCE:
Commercial Liability Insurance (Commercial Union) $875
Professional Liability Insurance (Albert H. Wohler) $3,624
TOTAL 536 $4.499
06/16/00
,1
538 MEETINGS, EVENTS, RETREATS:
Community Events
$2,550
Mayor's Dinner (underwriter table of 10)
$750
NHACC Christmas Boat Parade Awards Dinner & Auction
$175
Police Breakfast (table for 10 = $250)
$250
Fire & Marine Beach Parry
$300
Commodores Ball (2 tickets)
$200
OCCA Bi- Monthly Luncheons
$60
Subtotal $1,735
Bureau Events:
Annual Dinner
$2,550
Holiday Open House
$1,000
Quarterly Membership Orientation /Seminar
$400
Christmas Staff Dinner
$1,500
Quarterly Luncheons
$2,000
Subtotal $7,450
Industry Events:
MPI Monthly Meetings
12 x $35 — SCCMPI $420
SCSAE Meetings
June Installation - Luncheon $221 [
December Holiday Event $275
AOC VCB
March — Receptive Operator Event $125
April — Shootout (golf tournament) $350
Mist Tour /Travel $250
Subtotal $1,641
540 EQUIPMENT:
542 EQUIPMENT LEASE:
Sharp Copier ($411 /month) $4,932
PBCC Postage Machine & Scale (3536.11 /month) $6,434
TOTAL 542 $11366
06/16/00
9
548 MISCELLANEOUS:
554 OUTSIDE SERVICES:
Paychex (Approximately $210 /month) $2,520
Membership Contract $18,000
Membership Commission $1,200
Miscellaneous (newspaper ads for employment) $1,000
556 TAXES/LICENSES:
Orange County Personal Property Tax
$475
Sharp Leasing Copier Property Tax
$115
PBCC Personal Prop. Tax (postage equipment)
$220
City of NB Municipal Services
$50
Secretary of the State (Non -profit filing fee)
$20
Franchise Tax Board (Corp Tax Return filing fee)
$10
City of Newport Beach (Alarm Fine)
$200
City of Newport Beach (Business License)
$210
TOTAL OPERATIONS $170,252
602 TRAVEL AND ENTERTAINMENT:
Anticipated Mileage Reimbursement
Gail: $30 /month x 12
$360
Recep. $20 /month x 12
$240
Association: $30 /month x 12
$360
Laura: $30 /month x 12
$360
Bridget: $50 /month x 12
$600
Jennifer. $12 /month x 12
$144
Rosalind: $50 /month x 12
$600
Entertainment
$5,600
Staff Christmas Gifts
$450
06/16/00
0'
604 TRADESHOWS:
SUCCESSFUL MEETINGS /CALIFORNIA MARKETPLACE — Ojai, CA
July 16-18,2000
Cost Partner Bureau
Booth Space $0
Exposition Services $0
Shipping $0
Total cost of trade show $0 $0
TRAVEL EXPENSES: Air
$0
Hotel
$339
Meals
$60
Transportation (tar, taxi, parking)
$100
Misc.
$0
Total travel expenses
$499
Newport Beach Conference & Visitors Bureau Total Cost- $499
TRAVEL EXPENSES: Air $25
Hotel $562
Meals $100
Transportation (car,taxi,parkingmileage) $126
Misc. $50
Total travel expenses $863
Newport Beach Conference & Visitors Bureau Total Cost: $3,862
06/16/00
I
(ASAE) AMERICAN SOCIETY OF
ASSOCIATION EXECUTIVES — Orlando, FL
August 12 -15, 2000
Cost
Partner
Bureau
Booth Space (2 participants)
$2,888
$1,444
$1,444
Individual Educational Registration
$562
$562
Exposition Services
$488
$244
$244
Slipping
$413
$206
$207
Pre - trailers
$398
$199
$199
Mailing labels
$131
$65
$66
Postage
$555
$278
$277
Total cost of trade show
$5,435
$2,436
$2,999
TRAVEL EXPENSES: Air $25
Hotel $562
Meals $100
Transportation (car,taxi,parkingmileage) $126
Misc. $50
Total travel expenses $863
Newport Beach Conference & Visitors Bureau Total Cost: $3,862
06/16/00
I
AFFORDABLE MEETINGS — Baltimore, MD
September 6-7, 2000
LA CUMBRE — Anaheim, CA
September 5-8,2000
Cost Partner
Bureau
2 Booth Spaces (6 participants)
$4,578
$1,350
Exposition Services
$300
$750
Shipping
$413
$300
Pre- mailers (1,700)
$675
$45
Mailing labels
$132
$2,445
Postage (1,700)
$528
Pre- mailers, printing, label order
Total cost of trade show
$6,626 $1,104
$1,104
TRAVEL EXPENSES:
Air
$25 (voucher)
$300
Hotel (3 Nights)
$560
$400
Meals
$50
$6,000
Transportation (car, taxi, panting)
$58
Mist
$77
Entertainment
$100
Total travel expenses
$870
Newport Beach Conference & Visitors Bureau Total Cost:
$1,974
LA CUMBRE — Anaheim, CA
September 5-8,2000
IT &ME — Chicago
October 9 -13, 2000
Cost Partner
Bureau
Registration ($2250 + $450 /addtnl)
$2,700 $1,350
$1,350
Pre - mailing and follow up
$750
$750
Misc.
$300
$300
Transportation
$40
$45
Total cost of trade show
$3,790 $1,350
$2,445
Newport Beach Conference & Visitors Bureau Total Cost:
$2,445
IT &ME — Chicago
October 9 -13, 2000
Air (included)
Hotel
Meals
Transportation
Mist
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
$450
$750
$150
$125
$50
$1,525
$3,925
06/16/00
3�
Cost
Partner
Bureau
Registration
$1,850
$617
$617
Exposition Services
$1,500
$500
$500
Freight, tax, handling, labor
$300
$100
$100
Booth Shipment
$450
$150
$150
Pre- mailers, printing, label order
$1,000
$333
$333
Follow Up Postage
$300
$300
Tradeshow Give Away
$1,200
$400
$400
Total cost of trade show
$6,000
$2,100
$2,400
Air (included)
Hotel
Meals
Transportation
Mist
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
$450
$750
$150
$125
$50
$1,525
$3,925
06/16/00
3�
USA FAIR — Tokyo, Japan
BROCHURE DISTRIBUTION
October 2000
Newport Beach Conference & Visitors Bureau Total Cost: $350
INSURANCE CONFERENCE PLANNERS ASSOCIATION (ICPA) — Colorado Springs, CO
November 6-10,2000
Cost Partner Bureau
Admin Fee for Lottery Drawing $150
Registration Fee $1,350
Exposition Services $150
Shipping $150
Total cost of trade show $1,800 $1,800
TRAVEL EXPENSES:
Air
Hotel
Meals
Car /Taxi /Parking
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
CALIFORNIA SOC. OF ASSN. EXEC. (CSAE) — Sacramento, CA
"SEASONAL SPECTACULAR"
December 2000
TRAVEL EXPENSES:
Air
Hotel
Meals
Cat /Taxi /Parking
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
$475
$820
$126
$21
$21
$1,463
$3,263
Bureau
$791
$108
$601
$150
$86
$25
$970
$1,761
06/16/00
Cost Partner
2 Booth Spaces (4 participants)
$1,312
Exposition Services
$248
Shipping
$615
Pre - mailers
$0
Mailing labels
$0
Postage
$0
Client Gift
$987
Total cost of trade show
$3,162 $791
TRAVEL EXPENSES:
Air
Hotel
Meals
Cat /Taxi /Parking
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
$475
$820
$126
$21
$21
$1,463
$3,263
Bureau
$791
$108
$601
$150
$86
$25
$970
$1,761
06/16/00
ASSOCIATION FORUM OF CHICAGO
Cost Partner Bureau
"HOLIDAY SHOWCASE"
$1,444
Registration Fee
December 14, 2000
Exposition Services
$315
Shipping
Cost Partner
Bureau
Booth Space (3 participants)
$2,195
$231
Exposition Services
$123
Total cost of trade show
Shipping
$523
Pre - mailers
$655
Mailing labels
$175
Postage
$665
Joint advertising w /CA cities
$222
Client Gift
$1,234
Total cost of trade show
$5,792 $1,930
$1,930
TRAVEL EXPENSES:
Air
$25 (voucher)
Hotel
$402
Meals
$150
Car /Taxi/Packing
$140
Misc.
$35
Total travel expenses
$752
Newport Beach Conference & Visitors
Bureau Total Cost
$2,682
MPI — New Orleans, IA
January 25- 27,2001
06 XXV:irf�►:47Si�T.i3.91
Air
Hotel
Meals
Car/Taxi/Pairing
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
$306
$538
$68
$24
$31
$967
$2,112
06116100
53
Cost Partner Bureau
Booth Space (3 participants)
$1,444
Registration Fee
$500
Exposition Services
$315
Shipping
$315
Pre- mailers ( #653)
$390
Mailing Labels
$231
Postage
$241
Total cost of trade show
$3,436 $1,145 $1,145
06 XXV:irf�►:47Si�T.i3.91
Air
Hotel
Meals
Car/Taxi/Pairing
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
$306
$538
$68
$24
$31
$967
$2,112
06116100
53
DESTINATIONS SHOWCASE (IACVB) (AND SALES CALLS) —Washington, DC
February 10, 2001
TRAVEL EXPENSES:
Partner Bureau
$1,431
Air
Hotel
Meals
Car/Taxi /Parking
Mist
Entertainment
Total travel expenses
C
$684 ($747.50 credit applied)
$25 (voucher)
$794
$200
$160
$115
$0
$1,294
Newport Beach Conference & Visitors Bureau Total Cost: $1,978
INTERNATIONAL TRAVEL BOURSE (ITB) - Berlin, Germany
March 2001
Brochure representation with California state $500
Newport Beach Conference & Visitors Bureau Total Cost: $500
CALIFORNIA TRAVEL MARKET — Palm Springs and Los Angeles, CA
Match 19 -22, 2001 (5- days /4 nights)
Cost
2 Booth Spaces (4 participants)
$4,690
Exposition Services
$455
Shipping
$405
Pre - mailers (300 at 25¢ ea.)
$75
Mailing labels
$0
Postage
$99
Total cost of trade show
$5,724
TRAVEL EXPENSES:
Partner Bureau
$1,431
Air
Hotel
Meals
Car/Taxi /Parking
Mist
Entertainment
Total travel expenses
C
$684 ($747.50 credit applied)
$25 (voucher)
$794
$200
$160
$115
$0
$1,294
Newport Beach Conference & Visitors Bureau Total Cost: $1,978
INTERNATIONAL TRAVEL BOURSE (ITB) - Berlin, Germany
March 2001
Brochure representation with California state $500
Newport Beach Conference & Visitors Bureau Total Cost: $500
CALIFORNIA TRAVEL MARKET — Palm Springs and Los Angeles, CA
Match 19 -22, 2001 (5- days /4 nights)
.kl
Cost
Partner
Bureau
Registration (each delegate for 2 participants) $850
$475
$375
Booth
$1,350
$675
$675
Booth shipment
$600
$300
$300
Exposition Services
$750
$375
$375
Event Sponsorship
$1,000
$500
$500
Pre - mailer — International Postage
$375
$188
$188
Follow UP — International Postage
$300
$300
Total cost of trade show
$5,225
$2,513
$2,713
TRAVEL EXPENSES:
Hotel
$750
Meals
$150
Transportation
$200
Mist
$50
Total travel expenses
$1,150
Newport Beach Conference & Visitors Bureau Total Cost:
$3,863
10
06116/00
.kl
CALIFORNIA CONFERENCE ON TOURISM — Newport Beach, CA
Mini Tradeshow on the Potomac
March 26 -29, 2001(3- days /2 nights)
April 2001
Cost Partner
Bureau
Registration (2 delegates) $600 N/A
$600
California Tourism Awards Nomination $100
$100
Total cost of trade show $700
$700
Newport Beach Conference & Visitors Bureau Total Cost:
$700
DAVID GREEN ORGANIZATION — Washington, DC (Bureau Only)
Mini Tradeshow on the Potomac
April 2001
Cost Partner
Booth Space
$500
Exposition Services
$50
Total cost of trade show
$550
TRAVEL EXPENSES:
Air
Hotel
Meals
Car /Taxi/Parkmg
Misc.
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
HSMAI's AFFORDABLE MEETINGS MID AMERICA - Chicago, IL
April 4-5, 2001
Booth Fee (3 allowed per booth)
Exposition Services
Shipping
Pre - mailer (1600)
Mailing Labels
Postage
Total cost of trade show
TRAVEL EXPENSES:
Cost
$1,850
$300
$413
$675
$132
$528
$3,898
Partner
$1,299
Air
Hotel
Meals
Car, taxi, parking
Mist
Entertainment
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
11
Bureau
$550
$25 (voucher)
$615
$200
$150
$50
$1,040
$1,590
Bureau
$1,299
$25 (voucher)
$900
$250
$150
$50
$100
$1,475
$2,774
06/16/00
�S
POW WOW — Orlando, FL
May 2001 (6 days /5 nights)
TRAVEL EXPENSES:
Air
Hotel
Meals
Entertainment
Transportation
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost•.
GREATER WASHINGTON SOC. OF ASSN. EXECUTIVES (GWSAE)
May 23,2001 — "SPRINGTIME IN THE PARK'— WASHINGTON, DC
Cost
Partner
Bureau
Registration (each delegate)
$1,650
$550
$550
Booth w/3 participants (single booth)
$2,800
$933
$933
Exposition Services
$2,000
$667
$667
Booth Shipment
$500
$166
$166
Contact USA
$565
$188
$188
Media Marketplace
$450
$450
Pre -mailer — int7 postage
$550
$550
Follow Up — int'I postage
$550
$550
Total cost of trade show
$9,065
$2,504
$4,054
TRAVEL EXPENSES:
Air
Hotel
Meals
Entertainment
Transportation
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost•.
GREATER WASHINGTON SOC. OF ASSN. EXECUTIVES (GWSAE)
May 23,2001 — "SPRINGTIME IN THE PARK'— WASHINGTON, DC
TRAVEL EXPENSES:
Air
Hotel
Meals
Car, Taxi, Parking
Misc.
Entertainment
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
12
$650
$925
$200
$150
$150
$2,075
$6,129
Bureau
$1,956
$25 (voucher)
$861
$200
$153
$50
$50
$1,339
$3,295
06/16/00
Cost Partner
2 Booth Spaces (4 participants)
$5,776
Exposition Services
$405
Shipping
$405
Pre - mailers
$350
Mailing labels
$341
Postage
$545
Total cost of trade show
$7,822 $1,956
TRAVEL EXPENSES:
Air
Hotel
Meals
Car, Taxi, Parking
Misc.
Entertainment
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
12
$650
$925
$200
$150
$150
$2,075
$6,129
Bureau
$1,956
$25 (voucher)
$861
$200
$153
$50
$50
$1,339
$3,295
06/16/00
DESTINATIONS SHOWCASE (IACVB) — Chicago, IL
June 2001
Booth Fee (3 allowed per booth)
Exposition Services
Shipping
Pre-mailer
Mailing Labels
Postage
Total cost of trade show
TRAVEL EXPENSES:
Cost
$1,885
$462
$404
$250
$100
$168
$3,269
Air
Hotel
Meals
Car, taxi, parking
Misc.
Entertainment
Partner
$1,090
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
HSMAI's AFFORDABLE MEETINGS WEST — San Jose, CA
June 27-28,2001
TRAVEL EXPENSES:
Air
Hotel
Meals
Car, Taxi, Parking
MISG
Entertainment (Client Lunch)
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
13
Bureau
$1,090
$735
$739
$231
$605
$52
$TBD
$2,362
$3,452
Bureau
$1,113
$0
$606
$129
$230
$26
$o
$991
$2,104
06/16/00
Cost Partner
Booth Fee (3 allowed per booth)
$1,943
Exposition Services
$532
Shipping
$312
Pre -mailer ( #600)
$224
Mailing Labels
$105
Postage
$222
Total cost of trade show
$3,338 $1,113
TRAVEL EXPENSES:
Air
Hotel
Meals
Car, Taxi, Parking
MISG
Entertainment (Client Lunch)
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost
13
Bureau
$1,090
$735
$739
$231
$605
$52
$TBD
$2,362
$3,452
Bureau
$1,113
$0
$606
$129
$230
$26
$o
$991
$2,104
06/16/00
606 PUBLICATIONS:
International Collateral
Translation and type setting
607 VISITORS GUIDE:
Includes design and printing
of Visitors Guide plus
miscellaneous production expense.
608 PRINTING:
Letterhead and Envelopes:
$2,200
$3,000
$0
4 -color letterhead $2,800
1 -color letterhead $2,000
Envelopes $2,000
2nd page letterhead (approx.) $775
Subtotal $7,575
Business Cards:
MK, BL & LV 1,000 cards each thvo times per year $400
RW 500 cards two times per year $60
JC, TC, j & GO 500 cards each once a year $150
Reprint master business cards 1 time per year $500
Subtotal $1,110
Misc. Items
Christmas Cards (Dec)
$1,000
Membership Directory (twice per year)
$2,000
Membership Applications
$300
Month End Report
$2,280
Note Pads (100 tablets, 50 sheets each)
$475
Subtotal $7,055
610 ADVERTISING MEETINGS:
Includes Phoenix Mailer (3,000) $120,000
TOTAL 610 $120.000
14
06/16/00
I
611 ADVERTISING CONSUMER:
:• off
K01 CUM 0
612 ADVERTISING TOURISM:
Anaheim/CC VCB Visitors Guide $6,300
State of California $18,895
International Travel Guides and Tariffs $20,000
Active America $900
Tour Itineraries on Web $2,000
614 FAMILARIZATION TOURS /SITE INSPECTIONS:
Bridget FAME (3 @ $1,500 each)
$4,500
August - David Green Organization
$2,384
November - Fall Into Newport Beach (National)
$1,260
March - Toshiba -LA Meeting Planners
$1,240
April - Spring Into Newport Beach (National)
$6,000
Media I= Trips and Misc. Bureau Projects
$3,000
April - MILO Fam ( sponsorship)
$5,300
March - CTM Fam
$1,500
klfwt7l= _
615 SALES BLITZ:
Sales Blitz - San Francisco, CA
September 2000 (5 participants)
Luncheon
Car Rental
Postage - 250 invitations
Printing - 250 invitations
Slipping
Giveaways
Total cost
TRAVEL EXPENSES:
(For 3)
Cost
$4,365
$0
$113
$306
$202
$344
$5,330
Partner
$1,066
Air
Hotel
Meals
Car/Taxi/Panting
Misr-
Total travel expenses
Newport Beach Conference & Visitors Bureau Total Cost:
15
Bureau
$1,066
$0
$886
$173
$100
$60
$1,219
06/16/00
3q
Sales Blitz — Los Angeles, CA
September 2000 and June 2001 (10 participants) Luncheon Only
Sales Mission to New York — David Green Organization, Inc. Function
December 2000
Newport Beach Conference & Visitors Bureau Total Cost: $10,000
Media Trips — New York, United Kingdom
Newport Beach Conference & Visitors Bureau Total Cost: $8,000
Phoenix Reception
April 2001
Newport Beach Conference & Visitors Bureau Total Cost: $4,000
San Jose and San Francisco Sales Calls (Fall & Spring)
September 2000 and February 2001
TRAVEL EXPENSES:
Air
Cost Partner
Bureau
Luncheon
$3351
$150
Printing — 250 pre- mailers
$294
Misc.
Postage
$138
$75
Audio /Visual
$1,145
Giveaways /Duffel Bags
$216
Flowers
$324
Total cost
$5,468 (X2) $1,094
$1,094
TRAVEL EXPENSES:
Travel /Mileage
$210
Mist
$53
Total travel expenses
$263
Newport Beach Conference & Visitors Bureau Total Cost:
$1,357
Sales Mission to New York — David Green Organization, Inc. Function
December 2000
Newport Beach Conference & Visitors Bureau Total Cost: $10,000
Media Trips — New York, United Kingdom
Newport Beach Conference & Visitors Bureau Total Cost: $8,000
Phoenix Reception
April 2001
Newport Beach Conference & Visitors Bureau Total Cost: $4,000
San Jose and San Francisco Sales Calls (Fall & Spring)
September 2000 and February 2001
TRAVEL EXPENSES:
Air
$0
Hotel
$375
Meals
$150
Car /Taxi /Parting
$220
Misc.
$50
Entertainment
$75
Total travel expenses
$870
Newport Beach Conference & Visitors Bureau Total Cost: $1,740 ($870 X 2)
16 06/16/00
I
0-
616 NEWSLETTER:
Production and Printing: $12,400
Eight page quarterly publication
TOTAL 616 $12.400
618 COMPUTER /DATABASE:
Professional Convention Mgmt Assn. (PCMA) $2,200
Database Research $12,000
TOTAL 618 $14,20
620 TELEMARKETING: $16,000
TOTAL 620 $16,000
622 POSTAGE /DIRECT MAIL-
Membership Monthly Communication
Monthly packet sent to membership
$1.20 X 250 = $300 X 12
Quarterly Newsletters
400 x .55 x 4 issues
Christmas Cards (December)
700 x.33
Annual Dinner Invitations (300 X.33)
Certified Folder Display
Misc. Sales Packets, Inquiry Responses and
$3,888
$880
$231
$99
$6,500
General Mail $40,000
International $5,000
TOTAL 622 $56,598
17
06/16/00
a�
624 PUBLIC RELATIONS /PHOTOGRAPHY /MEDIA:
Victoria King Retainer ($3,000 X 12) $36,000
Victoria King Expenses (approx. $300 X 12) $3,600
Bacons Clipping Service (approx. $350 X 12) $4,200
Update Photography /Framing $1,500
UK Media Trip $3,000
New York City Trip $3,000
626 COMMUNITY RELATIONS:
Rose Bowl Marketing
$10,000
Misc.
$10,000
Toshiba
$30,000
La Cumbre Sponsorship
$5,000
ICPA Sponsorship
$5,000
CA Conference on Tourism Sponsorship
$5,000
TOTAL 626
$65,000
628 PROFESSIONAL MEMBERSHIP /AFFILIATIONS:
Amer. Soc. of Assn. EXec.(ASAE)
$330
Anaheim /Orange County Convention & Visitors Bureau
$750
Association Forum of Chicagoland
$305
Ca. Soc. of Assn. Exec. (CSAE)
$158
California Travel Industry Assoc. of America(Ca1TIA)
$500
Chicago MPI
$55
Greater Washington Soc. of Assn. Exec.(GWSAE)
$310
Hospitality Sales & Marketing Assoc.(HSMAI)
$279
IACVB Bureau Membership
$750
ICPA
$490
Japan Assoc. of Travel AgentsQATA)
$100
Meeting Professionals International (SCCMPI)
$55
Meeting Planner International (OCCMPI)
$314
New York Soc of Assn. Exec.(NYSAE)
$179
Newport Harbor Nautical Museum
$35
NHACC Bureau Membership
$275
Northern Ca. Soc. of Assn. Exec(NCSAE)
$169
Orange County Tourism Council
$125
Professional Convention Management Assn. (PCMA)
$452
Southern Ca. Soc. of Assn. Exec.(SCSAE)
$126
Subscriber Membership (NCCMPI)
$55
Travel Industry Assoc of America(M)
$850
WACVB
$800
Misc.
$950
18 06/16/00
630 RESEARCH: $3,000
TOTAL 630 53,000
631 EDUCATION AND TRAINING:
MPI -WEC /WORLD EDUCATION CONGRESS — Los Angeles, CA
July 10, 2000
TRAVEL F—X TENSES:
Air
Hotel
Meals
Transportation (ta:ti)
Mist
Total travel expenses
Newport Beach Conference & Visitors Bureau. Total Cost:
WACVB Annual Convention — Long Beach, CA
Fall 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
So Cal Visitor Industry Conference
November 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
TIA Market Outlook— Anaheim, CA
October 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
19
Bureau
$1,460
$0
$0
$0
$100
$15
$115
$1,575
$1,000
$1,000
$300
$300
$500
$500
06/16/00
Cost Partner
Booth Space (3 participants)
$1,750
Educational Registration Fee
$500
Exposition Services
$335
Shipping
$0
Pre- mailers ( #653)
$367
Mailing Labels
$210
Postage
$219
Total cost of trade show
$3,381 $960
TRAVEL F—X TENSES:
Air
Hotel
Meals
Transportation (ta:ti)
Mist
Total travel expenses
Newport Beach Conference & Visitors Bureau. Total Cost:
WACVB Annual Convention — Long Beach, CA
Fall 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
So Cal Visitor Industry Conference
November 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
TIA Market Outlook— Anaheim, CA
October 2000
Registration
Newport Beach Conference & Visitors Bureau Total Cost:
19
Bureau
$1,460
$0
$0
$0
$100
$15
$115
$1,575
$1,000
$1,000
$300
$300
$500
$500
06/16/00
PROFESSIONAL CONVENTION MANAGEMENT ASSN. (PCMA)
January 12-15,2001 - Miami, FL
Nylon Beach Bags w /NB logo (2500 X $5.40)
Registration
$657
Hotel
$733
Meals
$150
Air
$25 (voucher)
Transportation
$120
Misc.
$50
Newport Beach Conference & Visitors Bureau Total Cost: $1,735
WACVB EDUCATION PROGRAM /SEMINAR
Spring 2001
Bureau Staff Registration $1,000
Newport Beach Conference & Visitors Bureau Total Cost. $1,000
Misc.
One Day Seminars $1,000
Additional Computer Training Time $2,420
Subtotal — Misc. $3,420
TOTAL 631 $9.530
632 GENERAL MARKETING:
634 SPECIAL PROMOTION:
$5,000
TOTAL 632 $5.000
Custom Cameras w /NB Logo (100 X $7.45)
$745
Nylon Beach Bags w /NB logo (2500 X $5.40)
$1,350
Tissue Paper /Gift Bags
$100
Wrapping Paper
$20
Confetti for Trade Shows
$30
Polo Shirts w /NB logo (100 X $30.00)
$3,000
Sweatshirts w /NB logo (50 X $30.00)
$1,500
Pens w /NB Logo (500 X 82�)
$410
Chocolates w /NB Logo (100 X $2)
$200
Misc. Bulk order for Tradeshow giveaway (1,000 X $3.00)
$3,000
TOTAL 634 $10.355
TOTAL MARKETING $633,368
20
06/16/00
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
Line Item/Chart of Accounts
Budget 99/00
Estimated Year End
99100
Proposed
Budget 00/01
REVENUE
Hotel TOT /400
1,055,000
1,276,085
1,200,000
Membershi /402
77,516
75,347
85,268
Merchandise /406
500
360
500
Miscellaneous /435
0
67
0
TOTAL (REVENUE)
$1,133,016
$1,351,859
$1,285,768
TOTAL (EXPENSES)
$1,372,080
$1,334,426
$1,377,177
6/12/00
�S
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
Line Item /Chart of Accounts
Budget 99100
Estimated Year End
99100
Proposed
Budget 00101
MARKETING
Travel /Entert. /602
8,866
6,363
8,714
Trade Shows /604
57,077
56,517
49,258
Publications /606
35,248
22,345
5,200
Visitors Guide /607
7,500
0
0
Printing/608
13,515
18,500
15,740
Advertise-Mtgs./610
120,000
158,123
120,000
Advertise - Consumer /611
84,000
82,386
84,000
Advertise - Tourism /612
50,000
50,000
48,095
Fam /Site Tours /614
24,180
11,492
25,184
Sales Blitz/615
18,664
23,410
27,382
Newsletter /616
12,400
9,050
12,4C"
Com t. Database /618
14,200
14,030
12,
Telemarketin /620
18,000
13,065
16, ut
Post/Dir. Mail /622
39,142
63,773
56,598
Media /Photo /PR /624
56,300
58,416
51,300
Community Relat/626
75,000
44,694
65,000
Prof. Memb /Subs /628
9,054
7,134
8,412
Research /630
3,000
45,967
3,000
EducationlTrainin /631
9,697
8,747
9,530
Gen. Marketin /632
10,000
3,730
5,000
Spec. Promotions /634
15,890
15,1661
10,355
TOTAL MARKETING
$681,733
$712,909
$633,368
TOTAL EXPENSES
$1,372,080
$1,334,426
$1,377,177
NEWPORT BEACH CONFERENCE AND VISITORS BUREAU
2000 - 2001 BUDGET
Line Item /Chart of Accounts
Budget 99100
Estimated Year End
99100
Proposed
Budget 00101
PERSONNEL EXPENSES
Salaries /225
463,400
407,204
474,600
Personnel/Temp. Services /505
1,000
336
11200
Personnel /Pa roll Taxes /230
39,657
32,040
41,057
Personnel Benefits /508
52,800
43,886
43,680
Workers Comp./510
3,2001
3,386
3,220
TOTAL PERSONNEL
$560,057
$486,852
$573,557
OPERATIONS
Rent/522
61,155
61,827
81,906
Legal/Account./526
10,110
9,895
11,010
Bank Charges/527
775
675
800
Comp. Consult. /528
6,300
12,106
9,180
Repair /Maint. /530
1,000
210
1,000
Maint. Contracts /532
6,130
5,540
6,449
Office Supplies/534
9,500
8,651
8,696
Insurance /536
4,534
4,496
4,499
Mtg./Events/Local/538
9,665
10,385
10,826
E ui menU540
3,500
0
0
Equipment Lease /542
12,604
11,368
11,366
Miscellaneous /548
500
0
500
Outside Services /554
3,400
8,611
22,720
Taxes /Licenses /556
1,117
902
1,300
TOTAL OPERATIONS
$130,290
$134,665
$170,252
6 /12/00
�l