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B <br /> Sherburne explained that firms such as the Hyland typically work with Bureaus for$3500 <br /> retainer fees but they had agreed to work with Orange County for$1800 a month and that <br /> the Bureau's budget covered this amount. <br /> Staff talked with many firms and individuals in DC and decided on the Hyland Group for <br /> the following reasons: <br /> • The Hyland Group is being recommended for these reasons: <br /> • Ties to Orange County <br /> • Strong reputation in national market <br /> • Experience with college towns <br /> • Wide reaching rolodex of clients <br /> • Willingness to cut rate in half for market our size <br /> • High level of references from state and national clients <br /> • Knowledge with state and UNC system <br /> • Working relationships with Ram's Club in DC <br /> • Have met with area hotels and received strong approval rating <br /> The Visitors Bureau has allocated the budget. The staff and board are ready to move on <br /> this partnership. The Visitor's Bureau Board unanimously passed the recommendation <br /> and asked that we now forward to BOCC for contract approval. <br /> Sherburne opened the call to questions. <br /> Dave Gephart asked how we would know if they were successful. Sherburne explained <br /> that we would give them an opportunity to scour their database for 100 top accounts that <br /> make sense for Chapel Hill and then we would ask them to pursue this business in <br /> conjunction with area hotels. Sherburne said that because groups were booking closer-in <br /> (as opposed to two years out anymore)we'd know pretty quickly if they were working. <br /> Jim Ward suggested that we might not know of their success for a few years and how <br /> would we gauge this in the first year. Sherburne explained that we would have a strong <br /> indication of how they were working this first year, based on the leads they generated and <br /> that we were able to convert into definite business. But yes, in fact, it would take a few <br /> years to determine the outcome of much of these leads. <br /> Bob Ward asked if the Bureau should enter a one year or two year contract with the <br /> Hyland Group. Sherburne said that based on the newness of the contract and tenuous <br /> economic times,we were asking for a one-year contract with the right to renew at the <br /> same rate for a second year. <br /> Greg Overbeck asked if the $1800 a month was all-inclusive or if we would be required <br /> to add more dollars for travel, tradeshows and marketing. Laurie Paolicelli explained that <br /> she had discussed this in depth with the firm and they assured that they would not require <br /> extra dollars in pursuit of business for Orange County unless the Bureau made a special <br /> request such as hosting the National Association of Botanical Garden Executives (as an <br /> example) for a special dinner or event to solicit their group meetings business. Most—if <br />