2014-500-Minutes for Meeting January 23,2014 Recorded 10/20/2014 January 23,2014
Deschutes County Fair& Expo
Presentation to:
Board of County Commissioners
2014—2019 Business Plan
Attending:
County Commissioners; Tammy Baney,Tony Debone&Alan Unger
County Administrator; Tom Anderson
Deschutes County Fair& Expo Staff; Dan Despotopulos, Kathy Glidewell, Maarten
Leunen, Roxia Thornton Todoroff, Ross Rogers
Dan introduced entire Operations staff; Andrew Ingallinera, Randy Bennett, Henry
Washburn, Carol Dolf and Miguel Leon. Contracted Services for AV; Grover Earp and
Temp staff Sarah Staples.
All Commissioners thanked the staff for their support and how well run the facility is,
their excellent customer service and a jobs well done.
The Deschutes Fair& Expo Center 2014—2019 Business Plan also with the slide
presentation of the 2014- 2019 Plan was distributed.
A short video production of the Facility, Grounds& Events was played followed by Dan
Despotopulos, Fair Director's, overview of the Facility's -
Mission Statement
To provide and operate a premier multi-purpose facility,offering exceptional customer
service, an environment offun while maximizing the economic potential of the facilities
as well as the economic impact for Deschutes County
And
Princilples for Financial Sustainability
"HOME TO AMERICA'S GREATEST COUNTY FAIR"
Unparalleled Nationally
Seize Business Opportunities
Outstanding Customer Experience
Maximize Long-term Viability
Entrepreneurial Spirit to Self-sustaining Business
Cover Costs With Dedicated Fees &Taxes
Support Community
Local Economic Vitality & Economic Impact
DESCHUTES COUNTY CLERK
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COMMISSIONERS' JOURNAL 10/20/2014 03:48:51 PM
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Maarten Leunen, Operations Manager, presented the Operations plan Looking to the
Future; planned projects, future/wish list projects and green projects along with Ag&
Equipment Expos and Auctions that he plans to achieve and attend.
Planned Projects
Power&Water to Sagebrush $12,000
Light Middle sister $100,000
Flooring South Sister $80,000
Equipment Inventory $3,000
Room Dividers tbd
Paved Parking tbd
Loader Tires/Tractor Tires $7,400
New Riding Lawn Mowers $7,200
New Arena Drag $1,000
New Cone Fertilizer Spreader $450
$211,050
Future Projects
EIectricaI hookups for RV Rallies tbd
AC in Bank of the Cascades Center $500,000
Electrical Upgrade to Carnival Lawn $1 00,000
New Water Truck $40,000
Replace Staefa Controls (est.) $150,000
Replace Hustler Mower $24,000
Rebuild Forklift Motor $3,000
Replace John Deer Tractor $40,000
$884,000
Green Projects
Lighting $80,000
Pave Lots (grass areas) tbd
Solar Energy $150,000
Conventions $10,000
AG Equipment Expo
Equipment Expo
Heavy Equipment Auctions
Total $240,000
Commissioner Alan Unger pointed out how well maintained our facility is and nice it
looks. He has noticed pavement that is showing ware and will need paving in the future.
Roxia Thornton Todoroff, Director of Expo Sales & Marketing, overviewed the target
Expo Sales & Marketing Market Segments; Sporting Events, Associations,
Corporations, Government, SMERF, Non Profits, Event Planner/Families. Roxia
overviewed the Strategies with Relationships and Collaborative Partnerships and
Memberships to maximize sales,budgets and opportunities to drive business.
Roxia presented Sales & Marketing Strategies and Iine items budgeted:
Brand Marketing Strategy
New Web Site $20,000
Fair—Expo- RV Park
New Marketing Materials $25,000
Trade Show Booth Display $10,000
Photography Video $25,000
Convention Strategy
MPI Cascadia Conference $2,992
Governors Conference on Tourism $ 987
HSMAI-s Meet West $2,862
Meetings Focus Magazine West $1,040
Smart Meetings $2,400
RCMA--Religious Conf. Mgmt.Assoc. $2,645
FMCA—Family Motor Coach Assoc. $1,138
RV IA—RV Industry Assoc. $6,000
Livestock & Equestrian Strategy
AQHA._American Quarter Horse Assoc. $2,125
APHA American Paint Horse Assoc. $1,125
NCHA National Cutting Horse Assoc. $1,100
NRHA---National Reining Horse Assoc. $1,000
Sporting Industry Strategy
NASC $2,412
National Assoc. Sporting Commissions
TEAMS -- $1,834
Travel, Events & Management in Sports
Sports Travel $3,250
Sports Destination Management $8,100
Sports Development Fund $30,000
Maintain current advertising $12,995
Total $165,945
Commissioner Tony Debone asked how we will Brand our advertising? It will be
specific to each Event Segment and our Slogan is -'We Really Can Do It All!"
Kathy Glidewell,Assistant Director and RV Park Manager presented the Expo RV Park
overview and line items;
Good Sam
RV Travel Guide &Campground Directory $13,000
Bigger Sign on 19th Street $4,000
GPS /address change completed
Billboard $16,000
RV Park Flyer update $5,000
New Website inc. F&E
On Site Management tbd
Horse Corrals tbd
Cable tbd
Total $38,000
Ross Rogers, Fair Marketing Director, presented the Fair&Rodeo "America's greatest
County Fair'highlights and budget. He also shared the past 10 year free concert series
entertainers and how many have made#1 on the charts.
Billboard 3 locations $10,000
Major Entertainment $125,000
Promote Off-Season Event $80,000
Attend Conference&Tradeshow $10,000
IAFE,.. International Assoc. Fairs & Expositions
WFA—Western Fairs Assoc.
IAAM— International Assoc. of Arena Managers
Total $225,000
Dan summarized all department budgets and how the plan for the increased dollars.
Operations
Operations Planned Projects $ 211,050
Operations Future Projects $ 884,000
Operations Green Projects S 240,000
$ 1,335,050
Marketing
Expo Sales& Marketing $ 165,945
Expo RV Park $ 38,000
Deschutes Fair& Rodeo S 000
$ 428,945
Dan opened the floor for questions and answers.
Tom Anderson asked how we plan to track new monies spent, success of new business
and the return on investment at years end. Dan explained that our Event Management
system will produce reports that each Commissioner will receive that will show not only
the increased business also the amounts of discounts for community service events.
Commissioner Tammy Baney asked about the Food & Beverage Contact. Dan
Despotopulos shared that at the last Fair Board Meeting he was given authorization to
renegotiate the current Catering Contract with Premier Service Group. The current
contract will be renegotiated through August 31, 2014. A new contract will be in place by
September 1, 2014. The plan is to look at everything in the interim; exclusive catering,
alcohol,concessions. Knowing that we need to change the perception and work towards
what is best for our business at Deschutes Fair& Expo.
Keys for Success are:
Staff and Excellent Customer Service
Facility has no comparison
Food/Beverage need changes
Implement and DELIVER
DATED this day of Pelt-f/` 2014 for the
Deschutes County Board of Commissioners.
7-,
_ di a i-
TAMMY TAN EY, i s r
d/461110/11—
ANTHONY DEBONE, Vice Chair
61.a 44_ 01 -—
ALAN UNGER, Commissioner
ATTEST:
Recording Secretary