Agenda and minutes

The Chairman welcomed those present and introductions were made.

The Chairman welcomed Jayne Oates, Tourism Assistant, to her first meeting.

Apologies for absence were received from:-

Councillor Austen

Councillor Littleboy

Lizzy Alageswaran                            Principal Officer, Community Arts

Keigh Ayling                                      Chesterfield Canal Partnership

Marie Hayes                                      Events & Promotions Service Manager

Julie Roberts                                     Town Centre Manager

Julie Williamson                                DearneValley College

Consideration was given to the minutes of the previous meeting held on 15^th September, 2008.

Reference was made to Minute No. 30 - Heritage Open Days and the following amendments were reported:-

3^rd paragraph – The event had included:-  should read:-  Chesterfield and not Sheffield

4^th paragraph – It was reported that over 500 people had taken part – at the Chapel of Our Lady on the Bridge

Agreed:-   That the minutes, with the above amendments, be agreed.

(i)                 Walking Festival estimated PR coverage

Minute No. 29(3) - Rotherham Walking Festival – evaluation of the value of publicity

Joanne Edley, Tourism Manager, submitted details of the calculated value of publicity that the Walking Festival had attracted.  The evaluation had considered:-

-                      Editorial Coverage:-  Rotherham Advertiser;  Staffordshire Journal;  Midlands Review;  Maltby News

-                      Radio Coverage:-  Rother FM

-                      5 news pieces, website banner and What’s on? Guide

It was reported that the estimated total value equated to £4,534.

In response to Panel Members’ questions Joanne explained that 2008 was the 9^th year of the Festival, and the event was still receiving good coverage from the walking magazines.  Press releases had been issued and articles had been published before, during and after the festival.  However, there was no guarantee that the information would be taken up by the press. Information had also been placed in local post offices.  Quite a lot of people from the Midlands attended events during the festival, although mostly attendees were from the local area.  Unfortunately there was no budget to place specific information in national magazines.

Matthew Beck reported on the following successful events that had been held at MAGNA:-

-                      Business Tourism Awards

-                      Sports Presentations

He added that in the current economic climate the business tourism sector was collapsing.

Joanne Edley, Tourism Manager, to report.

Joanne Edley, Tourism Manager, reported on the following items which had arisen and been discussed at the Tourism Forum meeting held at the Aston Sheffield Rotherham Hotel on 18^th September, 2008:-

(i)  Training Information:-

Attendees had reported that they were not receiving training information, or were unable to access training.

Matthew Beck and Caroline Wilson reported that they were in discussion with Talent Services to put together a total training package under the Yorkshire South banner.  It was hoped that this would be accessible for local smaller companies.  It was thought that as this was being developed in respect of the sub-region it was more likely to attract funding. 

Joanne Edley added that Business link had also sent out information about their seminars and workshops programme.

Reference was made to the value of on-line training e.g. for health and safety;  food hygiene.

Funding sources, including from Business Link, were being explored.

Members of the Panel commented that it was often difficult for smaller companies to release their staff to undertake training.

(ii)  Local Products and contacts:-

Joanne reported that Forum Members had carried out an exercise to compile a list of local products and services which would be useful to the industry. 

Their list included:-

-                      Local artists and crafts people – to work with the hotels to produce items either for decoration or for sale

-                      Local books – hotel copies in room which were then available for purchase

-                      Swinton Lock Activity Centre – a group of artists worked at this Centre and proposed to invite industry representative to their Open Day on 4^th December

-                      Local plumbers and electricians – a list was to be provided by the Chamber

Familiarisation visits:-  these were for hotel staff, reception staff, Tourist Information Centre staff to visit various attractions first hand between November 2008 and April 2009.  To date Magna, Winthrop Park and RSPB Old Moor had offered guided tours.  This information had been sent to hotels and accommodation providers and a good response was being received.

A leaflet setting out details of dates and venues involved in the Accommodation, Attraction and Tourist Information staff free familiarisation visits to local attractions, which included a booking form, was distributed for information at the meeting.

Joanne Edley, Tourism Manager, to report.

Joanne Edley, Tourism Manager, reported on issues arising from the minutes of the meeting of the Yorkshire Tourist Board Tourism Authority Forum held on 3^rd October, 2008 which she and Councillor Walker attended.

Joanne pointed out to the Panel that after the Yorkshire Tourist Board AGM in November 2008 there may not be any further meetings of the Tourism Authority Forum and the Tourism Operators’ Group and a new way of communicating information would be established through the review of Tourism in Yorkshire.

It was also pointed out that the outcome of the review was not yet known.

In addition Caroline Wilson reported that from her understanding there would be a Strategic Board for the Yorkshire Tourist Network, and that board would consist of the 6 area tourism partnerships, including Yorkshire South Tourism and the Yorkshire Tourist Board.  There would be one Business Plan which all the partnerships would work to, and this business plan was being submitted to Yorkshire Forward by the end of November.  It was pointed out that the review was being driven by Yorkshire Forward.

It was further explained that the Executive Team would consist of the Chief Executives of the 6 area tourism partnerships and the new Chief Executive of the Yorkshire Tourist Board.  There would only be one (or two) Local Authority Members who would sit on the strategic board of the Yorkshire Tourist Network.  It was proposed that the LGA Yorkshire and Humber meeting would ask for a nominated representative.

Panel Members commented on:-

-                      the importance of local authorities being represented

-                      the tourism agenda being driven by Yorkshire Forward

-                      the current budget process and budget implications for tourism particularly in respect of the  level of subscription

-                      the importance of tourism as an aspect of regeneration

Agreed:-  (1)  That the information, and minutes, and Panel Members’ comments be noted.

(2)  That the Cabinet Member for Regeneration and Development Services consider nominating a Councillor to attend the Yorkshire Tourist Board  AGM on 26^th November, 2008 in York, in place of Councillor Walker.

Joanne Edley, Tourism Forum, to report.

As detailed in Minute No. 40 above, Joanne Edley, Tourism Manager, explained that the final outcome of the review was not yet known.

Matthew Beck added that the Tourism Operators’ Group was due to meet on 10^th November, 2008, where further information made be made available.

Joanne Edley, Tourism Manager, to report.

Joanne Edley, Tourism Manager, reported on the following aspects of work:-

(i)                 Partnership information

(ii)               Leisure

(iii)             Gardens of South Yorkshire

(iv)              Business tourism, including conferences, exhibitions, press features and on-going campaigns

Agreed:-  That the on-going work be noted.

Caroline Wilson, Yorkshire South Tourism, and Jayne Oates, Tourism Assistant, to report.

Caroline Wilson from Yorkshire South Tourism, and Jayne Oates, Tourism Assistant, reported on on-going work to update the Council’s website in respect of tourism and to “stitch in” to the Destination Management ICT system.

The Panel considered three alternative designs, printed copies of which were provided at the meeting.

Panel Members commented on:-

-                      the need to minimise the amount of script and maximise visuals

-                      simplicity so that people completed their bookings/search using the least number of clicks

-                      ability to check availability

-                      links to information about events

-                      links to attractions (websites within a website)

-                      quality control through Yorkshire South Tourism

-                      the need for consistency

Agreed:-  That the Panel supports the design illustrated at option 1.

Joanne Edley, Tourism Manager, to report.

Joanne Edley, Tourism Manager, reported on the above campaign, and distbributed leaflets which included vouchers/special offers, and a flyer detailing accommodation officers during November, 2008.

Details were given of where and how these leaflets had been distributed.

Natalie Haynes, from the Holiday Inn, reported that they had already received two bookings for November as a result of this campaign.

The following items were reported:-

(i)                 Christmas Events 2008

Dawn Campbell, Events and Promotions Officer, reported on events and activities planned for the town centre in the lead up to Christmas including:-

Christmas Lights Switch-on – Thursday, 20^th November – event commencing at 4.30 p.m.

Real Reindeer –  Saturday, 13^th December

Lantern Making and Procession – this was a joint activity involved the Minster and Community arts and local schools in lantern making with a procession Thursday, 18^th December and songs in the Square followed by a service and nativity play in the Minster

Victorian Craft market – in the Minster at the end of November

Markets events – donkey rides;  Santa’s Grotto; Punch and Judy

Dawn provided details of where the events had been advertised and where people could find out more information.  The Panel’s attention was drawn to the new town centre website www.rotherhamtowncentre.co.uk.

Dawn informed the Panel about the “Clickbacks scheme” which town centre management had developed to assist business and this included offers from 1^st December.  The Chamber had also developed two pages of vouchers to compliment this and to showcase the town centre and events.

(ii)               Information Posts

Joanne Edley, Tourism Manager, reported that a new information board was being installed at Parkgate Retail centre, on attractions and accommodation in the area.  New information was also being placed in the reception at Hellaby Hall Hotel.

MONDAY, 1^ST DECEMBER, 2008 at 2.00 p.m. at the Town Hall, Moorgate Street, Rotherham.

Resolved:-  That the next meeting of the Tourism Panel be held on Monday, 1^st December, 2008 at 2.00 p.m. at the Town Hall, Moorgate Street, Rotherham.