FY 2023/24 QUARTERLY REPORT – 4th Quarter Ended June 30, 2024 July 25, 2024
Santa Clara Convention Center FY 2023/24 4th Quarter Report Page 1 of 16
Table of Contents
4th Quarter Highlights ............................................................................................. 2 Strategic Highlights ............................................................................................. 2 Financial Highlights ............................................................................................. 3 Event Highlights ................................................................................................... 3 Operational Highlights ........................................................................................ 4 Other Noteworthy Highlights .............................................................................. 4 Financial Summary ................................................................................................. 6 Financial Results ................................................................................................. 6 Event Statistics .................................................................................................... 8 Event Revenue ..................................................................................................... 8 Partners ................................................................................................................ 8 Indirect Expenses ................................................................................................ 9 Previous Fiscal Year Comparison .................................................................... 10 Other Activities ...................................................................................................... 11 Key Performance Indicators (KPIs) ..................................................................... 12 Forecast ................................................................................................................. 13 FY 2023/24 Capital Improvement Projects (CIP) ................................................. 13 Community Involvement ....................................................................................... 15
Santa Clara Convention Center is strategically located in the heart of Silicon Valley, a prime location for conventions, trade shows and exhibitions. The Santa Clara Convention Center is minutes from hotels, restaurants, Levi’s Stadium, California’s Great America Theme Park, and many of the largest and most influential technology companies in the world, with easy access to freeways and Norman Y. Mineta San Jose International Airport and only 45 miles south of San Francisco. The Convention Center features 100,000 square feet of exhibit space, a 22,400 square foot ballroom, 31 breakout rooms and a 607-seat theater and attracts over 350,000 visitors annually. The facility is an integral economic component of Santa Clara, generating economic benefits through attendee direct and indirect spending and sustaining over 500 local jobs.
For more information, visit www.santaclaraconventioncenter.com .
Santa Clara Convention Center FY 2023/24 4th Quarter Report Page 2 of 16
4th Quarter Highlights
This quarterly report covers fiscal operations of the Santa Clara Convention Center for the fourth quarter ended June 30, 2024. This report is unaudited and, therefore, subject to change.
61,990
Total Attendance
77 Total Events
$5,911,139
Total Revenue
Strategic Highlights
Oak View Group (OVG) maintains active involvement with the Silicon Valley/Santa Clara DMO, Inc., also known as Discover Santa Clara®, and the Santa Clara Tourism Improvement District (SCTID). Serving on the Nominating Committee, the OVG General Manager (GM) participated in an interview to replace the Director of Sales who resigned in May. Additionally, as a Board Member/Officer of the DMO, the OVG GM contributed to various organizational activities, including financial preparations and training for the transition of payroll duties to a new employee of the DMO’s accounting firm.
Throughout the quarter, OVG remained highly engaged in diverse activities, such as partner meetings, contract evaluations, union adjustments, and capital projects.
Vendors selected through a competitive proposal process submitted two new reports for capital projects in the quarter: an assessment of the Convention Center roof, and the second, an assessment of the electrical systems at the Center. The reports, now final, are being shared with the City of Santa Clara to discuss strategies on upgrades in these areas to align with upcoming events in 2026, including Super Bowl LX and the FIFA World Cup.
Collective efforts with partners, including Levy (Food & Beverage), Encore (Audio Visual), and Smart City (IT), focused on exploring event opportunities and refining operational processes to address the ongoing challenges of outside F&B at Center events. Working collaboratively with the DMO, OVG produced rental proposals that assisted in the booking of three P2’s within the quarter. OVG, in coordination with its partners, continued to implement the booking policy while actively pursuing new business ventures to attract significant events to the facility. The dedicated sales efforts of the Center team led to the booking of 46 events during the quarter, 14 of which were identified as new business. OVG continued to monitor event load and potential revenue throughout the quarter. All employees were brought back in accordance with California’s Rehiring and Retention Law.
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Financial Highlights
After a better than anticipated first, second and third quarter, the SCCC saw business continue to trend upward in the final quarter of the fiscal year. Gross revenue, April through June, was $5,911,139 representing 120.15% of the overall budget for revenue. Conversely, expenses totaled $4,961,329, 118.23% of the budgeted expenses for the quarter, resulting in an overall profit of $949,810 for Q4.
Event Highlights
Seventy-seven events took place during the quarter, 19 more than the budgeted number of 58. There were 14 potential events lost in the fourth quarter: two in April, three in May, and nine in June. Only one was canceled and the remaining 13 chose not to move forward with their proposals and are not holding future dates.
In April, over 600 attendees gathered for Cadence CDN Live 2024. Attendees had the opportunity to attend visionary keynotes and innovative peer-to-peer user presentations. May brought the Bill Wilson Center’s (BWC) Golden Anniversary Fundraising Dinner. BWC provides services to more than 5,000 children, youth, young adults and families in Santa Clara County through our various programs.
Capping the quarter, the SCCC held De Anza College’s 57 th Annual
commencement. Over 4,000 friends and family were on hand to watch 1,500 students graduate as part of the Class of 2024.
De Anza College Graduation
June 2024
Bill Wilson Center – Golden Anniversary May 2024 Cadence CDN Live April 2024
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Operational Highlights
As mentioned above, a total of 77 events occurred in the fourth quarter, with 27 in April, 29 in May, and 21 in June.
Throughout the quarter, the GM closely monitored event load and staffing levels at the Center, adapting to fluctuations caused by staff turnover. OVG hired a full- time Event Manager, Event Coordinator, and Sales Coordinator. Additionally, two part-time Security Officers and a Staff Accountant were added. Staffing levels fluctuated between 37 and 38 employees during the quarter. Collaboration between OVG and the Hyatt continued to grow. In addition to the weekly Operations meetings, OVG and the Hyatt produced a new Event Questionnaire to provide vital information of Hyatt events taking place in the Grand Ballroom. This questionnaire has already streamlined operations and communication.
Released an RFP and received four proposals or preferred Audio-Visual Services at the SCCC. OVG GM oversaw the selection committee made up of the facility Directors. Presentations took place and a Best and Final Offer was issued. A final decision of the recommended vendor will be made in Q1 of FY 2024/25.
Received one response to the RFP for the SCCC’s new booking system. The proposal was rejected due to it being out of the budgeted price range. The RFP was re-released, but no vendors submitted. OVG is now conducting interviews with potential companies and will issue a memo to the City with its recommendation in Q1 of the next fiscal year.
Gathered information from multiple convention centers and third-party power suppliers for electrical pricing. Updated SCCC’s electrical pricing to be more competitive within the region and the convention center market. New pricing will be activated in the first quarter. New SCCC Electrical agreements were issued to the Center’s power providers in June.
Other Noteworthy Highlights
OVG hosted 21 site tours for potential future events at the Convention Center. OVG, Levy and the DMO generated 131 new active prospects in the quarter. Hosted the NFL for a site tour of the facility in preparation for Super Bowl 60. In addition, OVG created preliminary pricing for the Bay Area Host Committee for use of the SCCC during both the Super Bowl and the FIFA World Cup. Drafted and submitted a Memorandum of Understanding to the Hyatt for the use of the Mission City Ballroom from the middle of December 2024 to the middle of January 2025 while the Grand Ballroom Airwall project is completed. OVG GM attended a meeting with the DMO and other City leaders as part of Discover Santa Clara’s® Marketing Omnichannel project.
Wrote, presented, and submitted year end Performance Evaluations for all full- time employees at the SCCC.
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Continued our partnership with the Triton Museum and updated the artwork for the Convention Center in the quarter.
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Financial Summary
Financial Results
In FY 2023/24, the fourth quarter mirrored its historical pattern of being the strongest financial quarter of the fiscal year. April was the most lucrative month of the quarter, showing a profit of over $517,000. May was strong as well, with a profit of over $321,000 which was led by rental, food and beverage and AV revenues being higher than anticipated. June, led by higher rental income, better than expected IT revenues and reconciling prior year adjustments showed a profit of over $110,000, in spite of being budgeted for an overall loss. Consequently, OVG and its partners achieved gross revenue of $5,911,139 during the quarter, surpassing the budgeted amount by $991,165. The net income for Q4 amounted to $949,810, in contrast to the anticipated profit of $723,626, thereby exceeding the budgeted income by $226,184.
Financial Summary – 4
th Quarter Ended June 30, 2024
Projected in
Budget
Actual Difference
Gross Revenue $ 4,919,974 $ 5,911,139 $ 991,165 Total Expense 4,196,348 4,961,329 (764,981) Net Income $ 723,626 $ 949,810 $ 226,184
Total expenses for the quarter were $4,961,329 or $764,981 more than the budgeted amount of $4,196,348. There was $379,935 of other revenue recognized in Q4 primarily from cancelation fees and interest income.
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Income Statement
SANTA CLARA CONVENTION CENTER
QUARTERLY GROSS INCOME STATEMENT
For the Twelve Months Ending June 30, 2024
QUARTER 4 YEAR TO DATE
BUDGET ACTUAL VARIANCE BUDGET ACTUAL VARIANCE
Number of Events 58 77 19 220 242 22 Number of Event Days 142 157 15 543 553 10 Attendance 62,892 61,990 (902) 246,196 318,697 72,501
Event Revenue
Rental 999,836 1,118,708 118,872 3,881,511 3,922,594 41,083 Services 60,686 133,975 73,289 175,801 440,474 264,673 IT/Telecom 329,409 526,100 196,691 1,120,579 1,395,551 274,972 Food & Beverage 2,468,318 2,505,658 37,340 7,996,075 8,105,876 109,801 Electrical 562,517 383,656 (178,861) 871,211 1,339,674 468,463 Audio Visual 454,703 863,107 408,404 1,454,823 3,339,211 1,884,388 Total Event Revenue 4,875,469 5,531,204 655,735 15,500,000 18,543,380 3,043,380
Event Expenses
Services - 10,937 (10,937) - 85,538 (85,538) IT/Telecom 243,762 357,748 (113,986) 829,228 948,975 (119,747) Food & Beverage 1,994,673 1,950,040 44,633 6,864,689 6,583,152 281,537 Electrical 393,762 285,597 108,165 609,848 993,768 (383,920) Audio Visual 304,652 598,962 (294,310) 974,732 2,452,566 (1,477,834) Total Event Expenses 2,936,849 3,203,284 (266,435) 9,278,497 11,063,999 (1,785,502)
Net Event Income (Loss) 1,938,620 2,327,920 389,300 6,221,503 7,479,381 1,257,878
Other Revenue 44,505 379,935 335,430 163,770 661,376 497,606
Total Net Event & Other Revenue 1,983,125 2,707,855 724,730 6,385,273 8,140,757 1,755,484
Indirect Expenses
Executive 115,997 175,384 (59,387) 437,636 412,728 24,908 Finance 122,866 136,329 (13,463) 466,447 413,706 52,741 Event Services 141,482 127,970 13,512 547,041 404,499 142,542 Sales/Marketing 123,498 143,395 (19,897) 463,116 405,424 57,692 Operations 745,508 833,158 (87,650) 2,854,867 2,958,274 (103,407) Overhead 10,148 341,809 (331,661) 1,144,146 1,033,805 110,341 Total Indirect Expenses 1,259,499 1,758,045 (498,546) 5,913,253 5,628,436 284,817
Net Operating Income 723,626 949,810 226,184 472,020 2,512,321 2,040,301
Net Income 723,626 949,810 226,184 472,020 2,512,321 2,040,301
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Event Statistics
There were 77 events scheduled in Q4 with $5,531,204 in revenue and $3,203,284 in expenses. ‘Conventions’ and ‘Meetings’ generated the largest amount of revenue in the quarter.
Event Revenue
Event Net Revenue – 4th Quarter Ended June 30, 2024
Event Types Gross Revenue Cost of Sales Net Revenue
Banquets $350,717 $248,790 $101,927
Meetings 1,415,597 921,276 494,321
Consumer Shows 48,452 8,843 39,609
Trade Shows 980,394 587,157 393,237
Conventions 2,048,453 1,224,785 823,668
Special Events 398,990 160,907 238,083
Miscellaneous Events - - -
Sporting Events 288,601 51,526 237,075
Totals $5,531,204 $3,203,284 $2,327,920
This quarter, there was a profit of $2,327,920. Revenues generated were higher than anticipated due to increased Rental, IT and AV activity. Event expenses were also slightly over budget due to the increase in event revenue for the quarter.
Partners
Partner Revenue – 4
th Quarter Ended June 30, 2024
Partner Gross
Revenue
Cost of
Sales
Net
Revenue
Levy Restaurants $2,505,658 $1,950,040 $555,618
Smart City (IT services) 526,100 357,748 168,352
ENCORE-AV (AV services) 863,107 598,962 264,145
Electrical 383,656 285,597 98,059
Totals $4,278,521 $3,192,347 $1,086,174
Partner revenue for Q4 was $4,278,521. The cost of sales was $3,192,347 for a net profit of $1,086,174.
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Indirect Expenses
Total indirect expenses were $1,758,045 for the quarter.
Departments Expense Description Indirect Cost
Executive Senior personnel $175,384
Marketing Sales and marketing related 143,395
Finance Finance and Human Resources 136,329
Events Staffing to manage events 127,970
Operations
Engineering, building services, security, and
all other related expenses to operate the
building
833,158
Overhead Non-departmental expenses 341,809
Transition Costs Costs related to the transition to OVG - Totals $1,758,045
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Previous Fiscal Year Comparison
Compared to the same quarter of the previous fiscal year, the number of actual events in FY 2023/24 was seven fewer than in FY 2022/23. However, FY 2023/24 experienced a reduction of thirty-three event days. This decrease in the number of events led to a decline in overall attendance. Financially, the actual gross revenue for FY 2023/24 was significantly higher than budgeted, though it was less than the revenue posted in FY 2022/23. Expenses in FY 2023/24 also exceeded the budget but were lower than those in FY 2022/23. Net income for the quarter was $949,810, compared to $1,193,568 in the previous year.
Overall, the Center hosted the same number of events (242) in both FY 2023/24 and FY 2022/23. The total number of event days increased by 14 in FY 2023/24, with an attendance increase of 24,504. Financially, the gross revenue budget for FY 2023/24 was over $2 million higher than FY 2022/23. Even with this increase, OVG exceeded the budget by $3,540,986, achieving a gross revenue of $19,204,756 for the year.
Due to the revenue increase, expenses also rose in FY 2023/24. Net income for FY 2023/24 surpassed the previous year’s total by $65,001, resulting in a profit of $2,512,321.
Quarter 4 Comparison
Quarter ended June 30, 2024 Quarter ended June 30, 2023
Projected
in Budget
Actual Budgeted
Overage /
(Underage)
Projected
in Budget
Actual Budgeted
Overage /
(Underage)
Number of Events 58 77 19 104 84 (20)
Number of Event Days 142 157 15 193 190 (3)
Attendance 62,892 61,990 (902) 113,665 85,569 (27,096)
Gross Revenue $4,919,974 $5,911,139 $991,165 $3,886,710 $6,614,989 $2,728,279 Total Expense $4,196,348 $4,961,329 ($764,981) $3,706,492 $5,421,421 ($1,714,929) Net Income $723,626 $949,810 $226,184 $180,218 $1,193,568 $1,013,350
YTD Comparison
YTD ended June 30, 2024 YTD ended June 30, 2023
Projected in
Budget
Actual Budgeted
Overage /
(Underage)
Projected in
Budget
Actual Budgeted
Overage /
(Underage)
Number of Events 220 242 22 374 242 (132)
Number of Event Days 543 553 10 739 539 (200)
Attendance 246,196 318,697 72,501 248,505 294,193 45,688
Gross Revenue $15,663,770 $19,204,756 $3,540,986 $13,603,635 $16,791,629 $3,187,994 Total Expense $15,191,750 $16,692,435 ($1,500,685) $13,821,350 $14,344,309 ($522,959) Net Income $472,020 $2,512,321 $2,040,301 ($217,715) $2,447,320 $2,665,035
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Other Activities
Attended meeting with OVG Corporate as part of the presenting team to the City, in response to an RFP issued for Naming Rights and Sponsorship for the Santa Clara Convention Center.
OVG GM, Director of Sales, Director of Finance and Sales Manager attended Milpitas High School – Academy of Travel and Tourism presentation day as judges.
OVG GM attended a meeting with the City, Levy and Levy United Kingdom (UK) to discuss how Santa Clara conducts business. Levy UK was in Santa Clara in preparation for the opening of a new venue in the UK at the end of August. Started negotiations with the International Union of Operating Engineers – Local 39 on a new Collective Bargaining Agreement for the Santa Clara Convention Center.
Started negotiations with the International Brotherhood of Teamsters – Local 2785 on a new Collective Bargaining Agreement for the Santa Clara Convention Center.
OVG GM started conversations with Levy GM to discuss challenges with outside F&B during Sports Events. Leaders are considering buyouts and other potential solutions.
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Key Performance Indicators (KPIs)
Gross revenue was $5,911,139 and net income was $949,810 for Q4. Through the fourth quarter, the event mix shows the Convention Center hosted twenty-one of its targeted P3’s, thirty-eight of its P4 goal and 182 of its P5 mark.
+City Council approved a budget amendment in April 2024 which changed the net income target from $104,170 to $472,022.
• Priority 1 (P1) event – Large multi-day convention and/or conference that utilizes all venue space at the Convention Center, utilizes significant venue services such as food and beverage, audio-visual and information technology, and draws a substantial number of out-of-town visitors that stay in multiple Santa Clara hotels. Based on projected combined building spend and peak hotel room nights booked, has an 18+ month booking window.
• Priority 2 (P2) event – Primarily large multi-day convention and/or conference that utilizes most of the venue space at the Convention Center, utilizes venue services such as food and beverage, audio-visual and information technology, and draws out of town visitors that stay in multiple Santa Clara hotels. Based on projected combined building spend and peak hotel room nights booked, has a 12 – 18 month booking window.
• Priority 3 (P3) event – Multiple or single day event that utilizes space at the Convention Center. Attendance and out of town visitors are less than for a P1 or P2. Examples of P3 events may include trade shows, consumer shows, smaller conventions/conferences, and sporting events. Based on projected combined building spend and peak hotel room nights booked, has a 9 – 12 month booking window. • Priority 4 (P4) event – Typically a one- or two-day event that utilizes space at the Convention Center.
Attendees are primarily local. Special events (e.g., graduations), smaller meetings and/or smaller trade and consumer shows are examples of P4 events. Based on projected combined building spend and peak hotel room nights booked, has a 6 – 9 month booking window.
• Priority 5 (P5) event – Usually a single day event. Examples of P5 events are banquets, galas, other social type events and meetings. Based on projected combined building spend and peak hotel room nights booked, has a 0 – 6 month booking window.
Performance Measures
2023/24
Target YTD NOTES
$15,663,770 $19,204,756
2. Net Income+ $104,170 $2,512,321
26,591 30,913
4. Economic Impact $24,444,969 $48,159,224
85% 90.83%
Reported at year-end; The City
terminated its contract with the 3rd-
party consultant in May 2024. This
percentage reflects surveys
collected for events thru May 13,
2024
0.5% 0.41%
1 1
1.0% 0.00%
2 0
15.0% 8.68%
33 21
19.5% 15.70%
43 38
64.0% 75.21%
141 182
Total Events 220 242
7. Community Benefit
2 2
60% 64% Reported at year-end
20% 44% Reported at year-end
220 186 Average for the year of P3, P4, P5
OVG Venue Management – Santa Clara Convention Center
8. Number of Prospects (active) (non-cumulative)
Percent of Center employees that volunteer in the community Percent of small, local and M/WBE businesses/vendors
Number of collaborative, community-based events hosted at the Center Percent of P5 Events
Number of P5 Events
6. Event Mix at the Convention Center (consumed)
Percent of P1 Events
Number of P1 Events
Percent of P4 Events
Number of P4 Events
Percent of P3 Events
Number of P3 Events
Percent of P2 Events
Number of P2 Events
5. Customer Service Survey Results (overall satisfaction)
3. Number of Room Nights Consumed
1. Convention Center Gross Revenue
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Forecast
Financials for FY 2023/24 are complete. The forecast for FY 2024/25 will be issued in the first quarter report.
FY 2023/24 Capital Improvement Projects (CIP)
CIP Project Updates
OVG hosted an oral presentation with the finalist of its public RFP for the Grand Ballroom Air Wall replacement project. Following the presentation, OVG generated a memo to the City recommending the finalist for the job. Awarding of this Capital Project is expected to take place early in Q1 of the next fiscal year following approved funding by the City.
Following a public RFP process, OVG selected a vendor to complete an assessment of the Convention Center roof that is over 25-years old. The assessment is being completed to determine repairs or replacement that need to be completed prior to FY 2025/26.
Held multiple meetings with the Signage and Electrical Contractor vendors overseeing the Digital Signage project to discuss scope gaps and challenges with the electrical requirements.
Reviewed and approved the final report submitted by vendor on the Convention Center’s Electrical Assessment project. Shared the information with the City and created a prioritized list of projects.
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CIP Project Budget
Proj. # Project Name Ph ase CITY/OVG 360
REV ISED BUDGET
L EV Y TOTAL BUDGET A ctual Exp. Balance
003 Convention Center HVAC - BMS System Completed FY 2019/20 $ 20,450 $ - $ 20,450 $ 20,450 $ - 004 Convention Center HVAC Portable A/C Units C ompleted FY 2020/21 $ 75,350 $ - $ 75,350 $ 75,350 $ - 005 Convention Center Security System C ompleted FY 2021/22 $ 172,831 $ - $ 172,831 $ 172,831 $ - 006 Convention Center Lobby Roof (Glass
Pyramids) Assessment and R epair
Completed FY 2021/22 $ 479,300 $ - $ 479,300 $ 479,300 $ - 008 Convention Center Interior Digital Signage
and Display System
Implementation $ 1,160,386 $ - $ 1,160,386 $ 831,485 $ 328,901 009 Convention Center Interior Paint C ompleted FY 2021/22 $ 648,052 $ - $ 648,052 $ 648,052 $ - 012 Convention Center Riding Vacuum Purchase C ompleted FY 2019/20 $ 31,238 $ - $ 31,238 $ 31,238 $ - 013 Convention Center Carpet Replacement C ompleted FY 2021/22 $ 1,509,869 $ 241,856 $ 1,751,725 $ 1,751,725 $ - 014 Balance - Contingency (Electrical Completed FY 2023/24 $ 143,556 $ - $ 143,556 $ 87,830 $ 55,726 015 Kitchen/Tech Café/Stand B I mplementation $ - $ 1,756,088 $ 1,756,088 $ 678,894 $ 1,077,194 016 R oof Assessment I mplementation $ 90,000 $ - $ 90,000 $ - $ 90,000 017 R estroom R efresh P lanning $ 200,000 $ 200,000 $ 31,927 $ 168,073 TOTAL $ 4,531,032 $ 1, 997,944 $ 6,528,976 $ 4,809,082 $ 1,719,894
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Community Involvement
In April, the OVG GM, Director of Sales,
Director of Finance and Sales Manager
attended the Milpitas High School
Academy of Travel and Tourism event
where students, interested in the
hospitality industry present their projects
for judging. This is the 4
th year that the
SCCC team has attended this event.
In May, a group of six OVG employees volunteered
for the Cinco De Mayo event to benefit the Opening
Doors organization.
On June 7th, the Center hosted its second June Bloom which attracted 415 attendees. Fifteen local organizations participated, including vendors and non-profits, highlighting local wares and community resources. The event was filled with fun activities for kids, including bounce houses, a balloon animal artist, a face painter, arts & crafts, and an interactive story time for the young audience, presented by the Santa Clara Library. Over 300 attendees participated in a new activity offered this year, the creation of personalized flower bouquets which lead by a former florist and a parent of one of OVG’s staff. Attendees also enjoyed complimentary churros, popcorn, cupcakes, juices, and build-your-own ice cream sundaes.
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Santa Clara Convention Center
5001 Great America Parkway
Santa Clara, CA 95054
Tel: (408) 748-7000
www.santaclaraconventioncenter.com
General Manager: Kelly Carr