From marketing support application timeline to tax collection reporting, the City Advertising and Promotion Commission covered a range of proposed guideline changes in their May 11 workshop.
The biggest discussion centered when marketing support applications need to be given to Tourism Director Madison Dawson. Dawson said applications must be made six months in advance.
Chair Jeff Carter voiced concern that in a “post-covid world” that it may be hard for organizers to plan six months in advance saying that things may still change when it comes to pandemic guidelines. Dawson explained that six months was the starting point of the conversation and that she wanted to have the request into the office early. She said when applications that don’t fit marketing support guidelines come in shortly before the event is held, she has to scramble to inform those applying that they need their request modified to get them on the next CAPC meeting agenda.
The commission generally agreed on a timeline of marketing requests be given to Dawson with 45 – 60 days to review the application and then the commission would have 90 days to approve or disapprove.
Continuing with event timeline discussions included an additional guideline that should the CAPC cancel a meeting where an application was set to be voted on, that application would be placed in the agenda of the next meeting.
Dawson also said there was an issue if a marketing request comes for an event that is in the next fiscal year. She used the example of if the Mardi Gras Krewes ask for marketing support in October for use in January, without a complete budget there would be an issue of allocating funds. Commissioners passed back and forth ideas and Dawson said staff would investigate how other cities handle the issue.
Advertisement guidelines defined
When an event receives marketing support, that support may be used for advertising purposes and Dawson gave an updated guideline that said 50% of advertising must be done at least two hours from Eureka Springs. She said this so they are “attracting visitors that are actually tourists” and would stay in Eureka Springs at least a night.
Commissioners talked about whether local advertising should be allowed, referencing radio stations and newspapers that help visitors be informed of events they may not have known about. It was generally agreed, though, that the job of the CAPC is to attract more distant visitors and it would be up to locals to advertise events in closer areas.
Other Items
- A limit on amount of total monetary support for any one organization was discussed to be set at $7,500
- Dawson mentioned a guideline that is in place but has not been followed in the past requires advertisements made with marketing support need to be approved by the tourism director.
- Staff has received a contract to review from VRBO to receive remitted sales tax from lodgings that use the service as well as monthly sales tax reports.
- Finance Director Scott Bardin suggested a change to sales tax reports from businesses. If multiple businesses with different addresses are owned by the same parent corporation or owner, a sales tax report for each separate business must be made.
- And finally, new guidelines were added that require organizers who received marketing support to give a report 30 days after the event.