Minutes of the Meeting
Brazil Tour Operators Association
September 10, 2007 at the Sheraton New York Hotel
Participants:
Miriam Amado, Chanteclair Travel
João D’Andrade, Abreu Tours
Adam Carter, Brazil Nuts
Ted Evangelatos, Freegate Tourism
Jose Gherardi, Hotur Tour Operator
Liberal Lopes, Skyline Travel
Geraldo Marques, Brazil On Line
Kevin Martier, Travel Impressions
João de Matos, Brazilian Vacation Center
Ernesto Tesco, Pacific Holidays
Guest Participants:
Janine Pires and Miguel Geronimo, Embratur
====================================
The meeting was lightly opened at 10:05AM with Mrs. Pires’s presentation of the new Advertising Plan and a briefing explanation of the promotion and public relations actions that Embratur has been taken. She also emphasized that the plan budget, estimated in 6 million, is considered for the year of 2007, which means from September through December. She explained the PR plan briefly mentioned they are segmenting the investments and introduced Mariana…. from the PR company who was also a guest for the meeting. She, again, noted that they will still invest part of the budget in online advertising and promotion and in booking engines, but always showed favorable of using part of the budget as coop-advertising with BTOA. The present members in this part of the meeting were Miriam Amado, Adam Carter, Geraldo Marques, Jose Gherardi and Ernesto Tesco. Mrs. Pires had to leave for a business trip at 10:30AM.
More members arrived after Mrs. Pires left and Mr. Geronimo’s still made some announcements; he mentioned some actions that may be on schedule with Expedia; Mr. Martier questioned brought up that if they cannot invest Advertising budget in the private sector, how are they considering doing it with Expedia?
Other points were taken and questioned: Visa issue, remains the same; there is not a way to get the visa waiver unless the US Government also review their Visa Waiver Program.
The advertising actions are responded by the call center in Washington. Mr. Liberal suggested that the callers are inquired if they have booked their trips yet and that the BTOA have access to the database so it sends a BTOA kit to them.
Mr. Geronimo also mentioned a Trade/Road Show agenda from September 2007 to July 2008 and said that this is being translated before he can send it to us, for which he estimated another week or so. Mr. Geronimo then left and all participant members of BTOA annual meeting were then present.
The official meeting started at 10:45AM.
Mr. Liberal Lopes, then the President noted some confirmed members who could not make, Mr. Jose Cabada and Mr. Yannis Papaidannou. He also confirmed the total of 17 paid members of the Association. He was questioned why he designed 7 directors for the Association Board and he answered that theoretically it was designed with the purpose of having more people to help, being that BTOA has no employees. He emphasized the importance of corresponding via email and how effective this has been during his term. There is a pending decision involving the hiring of an Executive Secretary, which would cost about $1,000.00 for 30 hours of work, but Mr. Lopes noted again that the only source of income of the Association is membership dues.He also defended the idea of bringing allied members in order to strengthen the finance of the Association.
Mr. Lopes mentioned the election and noted that the Board needs to commit to service BTOA. He was questioned if there is a description of each role and he mentioned the By Laws as suggested that all read it. But he briefly described the role of the President: The President represents the interest of the Association, he communicates in behalf of the Association and after elected he nominates the Vice President, the Treasurer and the Secretary. Mr. Lopes founded and managed the Association since 2003 and he was the one to create most rules, obviously with other members and directors participation. After being questioned he explained that the By Laws is based on the one generated by USTOA and adjusted to our needs and proposals.
The election was then opened. The proposal was the one with more votes and who accepted his nomination would be voted for President. And the seven first voted members would be part of the Board of Directors. After all votes had been collected Mr. Lopes added two additional votes by Proxy. The counting was done by Mr. Lopes and Ms. Amado. The results are as follows:
Liberal Lopes, 12
Adam Carter, 12
João de Matos, 10
Ted Evangelatos, 9
Jose Gherardi, 9
Kevin Martier, 9
Miriam Amado, 7
The names voted are the official members of the Board of Directors of the Brazil Tour Operators Association
After Board being elected, Mr. Lopes indicated Mr. Adam Carter to be the President, which was agreed by all members. Mr. Adam Carter is now the official President of the Brazil Tour Operator Association.
As the President, Mr. Adam Carter nominated Mr. Jose Gherardi for Vice President, Mr. Ted Evangelatos for Treasurer and Ms. Miriam Amado for Secretary. All nominations were accepted by all members.
It was also suggested that Mr. Liberal Lopes, being that he did not accept any nomination, would be considered the President Emeritus of the Association.
After a short break the meeting agenda went on.
Co-op Advertising Campaign:
Mr. Lopes initial plan was brought up for the Co-op Advertising Campaign and mentioned that it was already shared with and accepted by Embratur. The budget is modest but the Association still has to decide who is willing to invest in the coop advertising. The Association will have to show half of what Embratur will provide. BTOA has to identify among members who wants to participate; who wants print, who prefer online. It was suggested that members are inquired about it but the best way is to create a few selected plans, which will be introduced to members and they will need to commit to one of them. If it’s to be given to the member the right not to contribute, then it’s better get the them individually, not as an Association.
Mr. Evangelatos asked if there was the commitment of Brazil for all media and Mr. Lopes said yes. Then, Mr. Lopes presented an example of a full page featuring institutional article and a few advertising displays of several suppliers. That is the suggestion for an Advertorial, and the displays would be divided and sold to advertisers, which Mrs. Pires has approved and said it’s consistent with the Brazilian Law, where they buy 3/3 of the page. Mr. de Matos questioned what the advantage was of then buying the full page and it was explained that the price of the full page is more convenient than buying the small displays individually from the media. João also mentioned that we need to set a clear scenario of what the members are expecting and the advantages they want in return.
It was then decided to create the plans with costs and they will be presented to members. Mr. Carter invited Mr. Kevin Martier to lead this committee but he did not accept. Mr. Lopes then suggested the Mr. Adam Carter chair the committee and count on Mr. Kevin Martier, Mr. Liberal Lopes and Mr. Geraldo Marques to assist in the projects and share the responsabilites. It was then determined that the Co-op Advertising committee is Mr. Kevin Martier, Mr. Liberal Lopes and Mr. Geraldo Marques chaired by Mr. Adam Carter. Members were asked to outline priority list. Mr. Lopes emphasized that it’s imperative whatever the rotation is, that all members participate equally. Also, since in the Ad insertions will be placed the BTOA website, it was suggested that the Ad direct it to a landing page with the links to participant members only. The priority list for present members is: Internet, Consumer, Trade.
Mr. Carter established that the proposal has to be out in no more than three weeks.
BTOA website:
Mr. Carter brought up that there were three companies considered and only one proposal came true. He said that it’s very important to define what will be the website, what to display, what to expect from it and many opinions were outlined:
Mr. Evangelatos defended it to be a marketing and informational tool
Mr. Lopes mentioned that the current function is only to drive people to each individual member’s websites. He opposed it to be a marketing tool because he thinks it should not show products. Mr. de Matos suggested it to be more informational and no products, but maybe use products from allied members.
Mr. Carter said that it’s not necessary to have information about the country, only display profiles of the members but no products at all. What could be dynamic is the allied members and maybe a monthly special that all members will honor.
Mr. Lopes defends that the profiles have to be standard but thinks the information we have now is boring. One purpose of the website is to generate business to all.
Mr. de Matos suggested a request form which would be responded by all members. Discussion was raised about people complaining of receiving to many email responses. Mr. Carter suggested that the user chooses who they want to receive quote from.
Mr. Evangelatos was invited to chair this committee. The website/internet/online committee is then Mr. João de Matos and assistant Donald….., chaired by Mr. Ted Evangelatos.
Mr. Evangelatos will need the URL and all operational information of the Domain and website, which will be provided by Mr. Jose Cabada. Two additional proposals are expected from Mr. Donald… and Ms. Miriam Amado.
The dead line is 7 weeks from the meeting date.
Sponsored Sales Promotion:
Mr. Lopes was asked to outline the subject and he exemplified actions taken during his previous experiences:
Workshops in selected locations lead by BTOA, getting local tourism boards to help and support financially. It means, BTOA will do the business of educating the travel agents.
Mr. Evangelatos raised the issue that when the States come they bring their own suppliers. Mr. de Matos agreed and so Mr. Carter, who also added that this is not a threat. Mr. Lopes mentioned that the hotels are more of threat than the States as they try to sell directly. Mr. de Matos came up with the question of how many members would participate and how often this would happen. The idea would be 8-9 members per show. Get the person to organize it and estimated costs for the event. Uses Embratur’s database to invite guest participants.
How does the event fit with Embratur’s Road Shows? De we compete with them? Mr. Lopes said that we complement the events, with the seminars.
Mr. Liberal Lopes accepted to chair the Promotions and Events committee, with participation of Mr. Jose Gherardi and Mr. Joao D.Andrade (possibly with the Executive Secretary). Mr. Martier suggested that we review Embratur’s Schedules promised by Mr. Miguel Geronimo in order to create BTOA’s one. Mr. Evangelatos suggested to get a list of the graduated participants of the Brazil Specialist Certificate Program.
Membership and Allied Membership:
Mr. Jose Gherardi will chair this committee. Some issues were raised: how much for membership next year? It was decided that Membership will be due in January of every year and that a note must be sent to current and prospect members before the due date. New member until the end of 2007 will pay $300.00; Membership annual fee for 2008 will be $500.00.
Mr. Lopes defended the allied members and said that names of heavy weight will enhance the name of the Association. Potential allied members are:
- Airlines
- Car Rentals
- Hotels
- Jewelry and retail stores
- Restaurants
- Transportation Companies
- Attractions
- Convention Bureaus
- Credit Card Companies
- States
It’s still to be determined: what to charge them and what to offer them. Mr. Gherardi suggested some item as First seminar positions, and in the directory, but no links to their commercial websites.
How to attract them? Offer the secretary a commission to get members; Mr. Lopes suggested that we work with a low membership fee in order to get them, until we have more to offer them; maybe a free ride until the end of 2007 and they will commit to renew in 2008. He also suggested to divide membership in categories, example ELITE, etc… and design what it’s offered for each one. It was suggested to look at TIA program. Mr. Gherardi will provide a proposal.
The summary of the meeting:
Co-op Advertising Committee, chaired by Mr. Adam Carter, assisted by Mr. Geraldo Marques and Mr. Kevin Martier, will deliver proposal within 2-3 weeks.
Website Committee, chaired by Mr. Ted Evangelatos, assisted by Mr. João D’Andrade and Mr. João de Matos represented by Mr. Donald…
Sales Promotions and Events Committee, chaired by Mr. Liberal Lopes, assisted by Mr. João D’Andrade, Mr. Jose Gherardi and the Executive Secretary.
Membership Committee, chaired by Mr. Jose Gherardi, assisted by Mr. João de Matos and Mr. Kevin Martier (how to charge and how to attract members and allied members).
Mr. João de Matos informed that the Tax Return for 2007 was filed, but it’s not in the right place yet. Mr. Evangelatos will need to address this issue with Mr. de Matos.
Mr. Adam Carter will become the signatory for the BTOA. Two signatures are mandatory. It was determined that we should have ONE official meeting a year and Mr. Lopes suggested we keep the on going communication via email. He also suggested that the chairs of each committee would keep the thread of email for follow up.
It was mentioned that the possible secretary Mrs. Gerber won’t be available until January of 2008. So Mr. Carter will search for another option. He also called Ernesto Tesco to help and Mr. Carter’s wife will also help with the flier.
The meeting ended at 2:12PM.
Brazil Tour Operators Association
September 10, 2007 at the Sheraton New York Hotel
Participants:
Miriam Amado, Chanteclair Travel
João D’Andrade, Abreu Tours
Adam Carter, Brazil Nuts
Ted Evangelatos, Freegate Tourism
Jose Gherardi, Hotur Tour Operator
Liberal Lopes, Skyline Travel
Geraldo Marques, Brazil On Line
Kevin Martier, Travel Impressions
João de Matos, Brazilian Vacation Center
Ernesto Tesco, Pacific Holidays
Guest Participants:
Janine Pires and Miguel Geronimo, Embratur
====================================
The meeting was lightly opened at 10:05AM with Mrs. Pires’s presentation of the new Advertising Plan and a briefing explanation of the promotion and public relations actions that Embratur has been taken. She also emphasized that the plan budget, estimated in 6 million, is considered for the year of 2007, which means from September through December. She explained the PR plan briefly mentioned they are segmenting the investments and introduced Mariana…. from the PR company who was also a guest for the meeting. She, again, noted that they will still invest part of the budget in online advertising and promotion and in booking engines, but always showed favorable of using part of the budget as coop-advertising with BTOA. The present members in this part of the meeting were Miriam Amado, Adam Carter, Geraldo Marques, Jose Gherardi and Ernesto Tesco. Mrs. Pires had to leave for a business trip at 10:30AM.
More members arrived after Mrs. Pires left and Mr. Geronimo’s still made some announcements; he mentioned some actions that may be on schedule with Expedia; Mr. Martier questioned brought up that if they cannot invest Advertising budget in the private sector, how are they considering doing it with Expedia?
Other points were taken and questioned: Visa issue, remains the same; there is not a way to get the visa waiver unless the US Government also review their Visa Waiver Program.
The advertising actions are responded by the call center in Washington. Mr. Liberal suggested that the callers are inquired if they have booked their trips yet and that the BTOA have access to the database so it sends a BTOA kit to them.
Mr. Geronimo also mentioned a Trade/Road Show agenda from September 2007 to July 2008 and said that this is being translated before he can send it to us, for which he estimated another week or so. Mr. Geronimo then left and all participant members of BTOA annual meeting were then present.
The official meeting started at 10:45AM.
Mr. Liberal Lopes, then the President noted some confirmed members who could not make, Mr. Jose Cabada and Mr. Yannis Papaidannou. He also confirmed the total of 17 paid members of the Association. He was questioned why he designed 7 directors for the Association Board and he answered that theoretically it was designed with the purpose of having more people to help, being that BTOA has no employees. He emphasized the importance of corresponding via email and how effective this has been during his term. There is a pending decision involving the hiring of an Executive Secretary, which would cost about $1,000.00 for 30 hours of work, but Mr. Lopes noted again that the only source of income of the Association is membership dues.He also defended the idea of bringing allied members in order to strengthen the finance of the Association.
Mr. Lopes mentioned the election and noted that the Board needs to commit to service BTOA. He was questioned if there is a description of each role and he mentioned the By Laws as suggested that all read it. But he briefly described the role of the President: The President represents the interest of the Association, he communicates in behalf of the Association and after elected he nominates the Vice President, the Treasurer and the Secretary. Mr. Lopes founded and managed the Association since 2003 and he was the one to create most rules, obviously with other members and directors participation. After being questioned he explained that the By Laws is based on the one generated by USTOA and adjusted to our needs and proposals.
The election was then opened. The proposal was the one with more votes and who accepted his nomination would be voted for President. And the seven first voted members would be part of the Board of Directors. After all votes had been collected Mr. Lopes added two additional votes by Proxy. The counting was done by Mr. Lopes and Ms. Amado. The results are as follows:
Liberal Lopes, 12
Adam Carter, 12
João de Matos, 10
Ted Evangelatos, 9
Jose Gherardi, 9
Kevin Martier, 9
Miriam Amado, 7
The names voted are the official members of the Board of Directors of the Brazil Tour Operators Association
After Board being elected, Mr. Lopes indicated Mr. Adam Carter to be the President, which was agreed by all members. Mr. Adam Carter is now the official President of the Brazil Tour Operator Association.
As the President, Mr. Adam Carter nominated Mr. Jose Gherardi for Vice President, Mr. Ted Evangelatos for Treasurer and Ms. Miriam Amado for Secretary. All nominations were accepted by all members.
It was also suggested that Mr. Liberal Lopes, being that he did not accept any nomination, would be considered the President Emeritus of the Association.
After a short break the meeting agenda went on.
Co-op Advertising Campaign:
Mr. Lopes initial plan was brought up for the Co-op Advertising Campaign and mentioned that it was already shared with and accepted by Embratur. The budget is modest but the Association still has to decide who is willing to invest in the coop advertising. The Association will have to show half of what Embratur will provide. BTOA has to identify among members who wants to participate; who wants print, who prefer online. It was suggested that members are inquired about it but the best way is to create a few selected plans, which will be introduced to members and they will need to commit to one of them. If it’s to be given to the member the right not to contribute, then it’s better get the them individually, not as an Association.
Mr. Evangelatos asked if there was the commitment of Brazil for all media and Mr. Lopes said yes. Then, Mr. Lopes presented an example of a full page featuring institutional article and a few advertising displays of several suppliers. That is the suggestion for an Advertorial, and the displays would be divided and sold to advertisers, which Mrs. Pires has approved and said it’s consistent with the Brazilian Law, where they buy 3/3 of the page. Mr. de Matos questioned what the advantage was of then buying the full page and it was explained that the price of the full page is more convenient than buying the small displays individually from the media. João also mentioned that we need to set a clear scenario of what the members are expecting and the advantages they want in return.
It was then decided to create the plans with costs and they will be presented to members. Mr. Carter invited Mr. Kevin Martier to lead this committee but he did not accept. Mr. Lopes then suggested the Mr. Adam Carter chair the committee and count on Mr. Kevin Martier, Mr. Liberal Lopes and Mr. Geraldo Marques to assist in the projects and share the responsabilites. It was then determined that the Co-op Advertising committee is Mr. Kevin Martier, Mr. Liberal Lopes and Mr. Geraldo Marques chaired by Mr. Adam Carter. Members were asked to outline priority list. Mr. Lopes emphasized that it’s imperative whatever the rotation is, that all members participate equally. Also, since in the Ad insertions will be placed the BTOA website, it was suggested that the Ad direct it to a landing page with the links to participant members only. The priority list for present members is: Internet, Consumer, Trade.
Mr. Carter established that the proposal has to be out in no more than three weeks.
BTOA website:
Mr. Carter brought up that there were three companies considered and only one proposal came true. He said that it’s very important to define what will be the website, what to display, what to expect from it and many opinions were outlined:
Mr. Evangelatos defended it to be a marketing and informational tool
Mr. Lopes mentioned that the current function is only to drive people to each individual member’s websites. He opposed it to be a marketing tool because he thinks it should not show products. Mr. de Matos suggested it to be more informational and no products, but maybe use products from allied members.
Mr. Carter said that it’s not necessary to have information about the country, only display profiles of the members but no products at all. What could be dynamic is the allied members and maybe a monthly special that all members will honor.
Mr. Lopes defends that the profiles have to be standard but thinks the information we have now is boring. One purpose of the website is to generate business to all.
Mr. de Matos suggested a request form which would be responded by all members. Discussion was raised about people complaining of receiving to many email responses. Mr. Carter suggested that the user chooses who they want to receive quote from.
Mr. Evangelatos was invited to chair this committee. The website/internet/online committee is then Mr. João de Matos and assistant Donald….., chaired by Mr. Ted Evangelatos.
Mr. Evangelatos will need the URL and all operational information of the Domain and website, which will be provided by Mr. Jose Cabada. Two additional proposals are expected from Mr. Donald… and Ms. Miriam Amado.
The dead line is 7 weeks from the meeting date.
Sponsored Sales Promotion:
Mr. Lopes was asked to outline the subject and he exemplified actions taken during his previous experiences:
Workshops in selected locations lead by BTOA, getting local tourism boards to help and support financially. It means, BTOA will do the business of educating the travel agents.
Mr. Evangelatos raised the issue that when the States come they bring their own suppliers. Mr. de Matos agreed and so Mr. Carter, who also added that this is not a threat. Mr. Lopes mentioned that the hotels are more of threat than the States as they try to sell directly. Mr. de Matos came up with the question of how many members would participate and how often this would happen. The idea would be 8-9 members per show. Get the person to organize it and estimated costs for the event. Uses Embratur’s database to invite guest participants.
How does the event fit with Embratur’s Road Shows? De we compete with them? Mr. Lopes said that we complement the events, with the seminars.
Mr. Liberal Lopes accepted to chair the Promotions and Events committee, with participation of Mr. Jose Gherardi and Mr. Joao D.Andrade (possibly with the Executive Secretary). Mr. Martier suggested that we review Embratur’s Schedules promised by Mr. Miguel Geronimo in order to create BTOA’s one. Mr. Evangelatos suggested to get a list of the graduated participants of the Brazil Specialist Certificate Program.
Membership and Allied Membership:
Mr. Jose Gherardi will chair this committee. Some issues were raised: how much for membership next year? It was decided that Membership will be due in January of every year and that a note must be sent to current and prospect members before the due date. New member until the end of 2007 will pay $300.00; Membership annual fee for 2008 will be $500.00.
Mr. Lopes defended the allied members and said that names of heavy weight will enhance the name of the Association. Potential allied members are:
- Airlines
- Car Rentals
- Hotels
- Jewelry and retail stores
- Restaurants
- Transportation Companies
- Attractions
- Convention Bureaus
- Credit Card Companies
- States
It’s still to be determined: what to charge them and what to offer them. Mr. Gherardi suggested some item as First seminar positions, and in the directory, but no links to their commercial websites.
How to attract them? Offer the secretary a commission to get members; Mr. Lopes suggested that we work with a low membership fee in order to get them, until we have more to offer them; maybe a free ride until the end of 2007 and they will commit to renew in 2008. He also suggested to divide membership in categories, example ELITE, etc… and design what it’s offered for each one. It was suggested to look at TIA program. Mr. Gherardi will provide a proposal.
The summary of the meeting:
Co-op Advertising Committee, chaired by Mr. Adam Carter, assisted by Mr. Geraldo Marques and Mr. Kevin Martier, will deliver proposal within 2-3 weeks.
Website Committee, chaired by Mr. Ted Evangelatos, assisted by Mr. João D’Andrade and Mr. João de Matos represented by Mr. Donald…
Sales Promotions and Events Committee, chaired by Mr. Liberal Lopes, assisted by Mr. João D’Andrade, Mr. Jose Gherardi and the Executive Secretary.
Membership Committee, chaired by Mr. Jose Gherardi, assisted by Mr. João de Matos and Mr. Kevin Martier (how to charge and how to attract members and allied members).
Mr. João de Matos informed that the Tax Return for 2007 was filed, but it’s not in the right place yet. Mr. Evangelatos will need to address this issue with Mr. de Matos.
Mr. Adam Carter will become the signatory for the BTOA. Two signatures are mandatory. It was determined that we should have ONE official meeting a year and Mr. Lopes suggested we keep the on going communication via email. He also suggested that the chairs of each committee would keep the thread of email for follow up.
It was mentioned that the possible secretary Mrs. Gerber won’t be available until January of 2008. So Mr. Carter will search for another option. He also called Ernesto Tesco to help and Mr. Carter’s wife will also help with the flier.
The meeting ended at 2:12PM.
