[Cc-webedit] minutes from External Comms call

[Jonathan Stevenson]

*External Communications conference call*
16 June 2010

On the call: Brad, Amelia, Jonathan, Alistair
Apologies: Hannah S, Tom B, Robbie

*1. Remit of the call*
The invitation went out to the Media, Outreach, Social Media and Website 
groups to join the call to consider communications together. We're not 
going to be able to take big decisions as there are only a few of us but 
we can list the information we know and come up with some ways to 
kick-start further activity.

*2. What we've got for the RBS/Edinburgh Camp*

*Physical resources:*
- First load of flyers, 10,000, £840 -- Outreach budget
- Newspapers, 13,000, free
- Stickers, 4,800, £200 -- Outreach budget
- Exhibition, £600 - Glasto budget
- all going to Glastonbury

*Events*:
- Teach-in day, 17 July, Leeds
- 3-4 July gathering, Edinburgh
- 30 July-1 August gathering, tbc

*Online:*
- Facebook event
- Website
- Twitter
- Email newsletter

*3. What we need / what work still needs to be done*

- 1) Budget
- 2) Everyone needs to see the resources we've already got
- 3) Neighbourhoods and local groups: need to have a concrete list of 
things for them to do
- 4) Compile a list of events we should be going to: having stalls and 
speaking
- 5) Second flyer
- 6) Mini-overhaul on website and its contents
- 7) Messaging
- 8) Dates

*1) Budget*
- We need more budget for print publicity and the Scotland roadshow
- The Outreach budget is £1,200. Finance can approve requests for up to 
£300 (we think) between gatherings, so we could try and put in separate 
applications for further funds for Scotland roadshow and a second flyer.

*2) Everyone seeing the resources we've got*
* ALISTAIR to put a page of resources up on the website at the weekend
* BRAD to circulate the final flyer
* JONATHAN to contact Mel and Kev re: circulating the final newspaper
* AMELIA to send round the sticker artwork when it's done
* BRAD to circulate PDF version of the exhibition

*3) Neighbourhoods/Groups*
- Crucial thing is helping neighbourhoods to meet and consider how they 
want to be involved. Then outreach etc will follow.
- Find personal contacts who are up for it and help them to get things 
going in their neighbourhood. Ask them if we can help give any context 
for a local meeting. And do you want any of the resources we've got?
- Can neighbourhoods take on individual working groups? Some talk of 
this in Westside and Thames Valley.
- Could distribute a diagram/infosheet of working groups
* JONATHAN to ask Agi
- What are we asking neighbourhoods?
a) Have you had/are you having a meeting?
b) We've got these outreach materials, do you need any
c) Do you need any more information about what's going on
* JONATHAN to ask Natalie re: where we've got to in identifying nhood 
contacts
* JONATHAN to send out the email saying we need to find this out from nhoods

*4) Website*
Level of activity:
- Lots of work coming up, stuff needing adding etc
- We got some response to the callout for extra volunteers
- Would be good to get back to rota system for website@ to encourage 
group to be more active
* ALISTAIR to email the website list re: getting the group going

Priorities:
- content audit? What's out of date etc.
- could do but lot of work
- ask a couple of lists, what four things do you want to see the most on 
the CC site?
- it's quite a centrally based website, through the content editors. 
there's not enough working groups and nhoods putting up their own stuff 
stuff
- most important thing is to signpost the most important content better
* BRAD to speak to Jon re: making tweaks to the layout
- can feed the articles from the newspaper onto the website?

*5) Second flyer*
- Neighbourhoods to produce their own? This is good budget-wise
- need a simple cheap one that we can distribute in large quantities. 
£200 for 10,000 not £800
* JONATHAN to send an email about a A6 postcard simple flyer, text is 
crucial one [read Brad's email re: what else we need to achieve]

*6) Events*
- Need to produce a list of events that we need to make sure we have 
publicity at. Can Hannah set up a crabgrass for people?
- Things like the Transition Towns conference -- we didn't have flyers, 
no-brainer
- Is the Camp listed on the websites of lots of different organisations?
- Need someone to co-ordinate a list of events and identify gaps.
* BRAD to email the Outreach list for volunteer
* JONATHAN to make sure that everyone on the list is invited to the 
crabgrass

*7) Messaging*
- We haven't all mutually agreed the messaging.
- Things have been produced in a hurry for Glastonbury on the basis of 
the steer from the Manchester gathering has been used for exhibition and 
outreach flyer
- we need a timeline for it to get it sorted
- Media team are going to have a meeting on Sunday/Monday and they're 
going to bring draft key messages to Edinburgh gathering
* ANYONE who's doing messaging needs to look at the messaging minutes 
from Manchester

*8) Dates of Camp*
- Communication re: tat up and down has been confusing. Decision at 
Manchester to publicise 21-24 August. Negative response on Outreach 
list. Site meeting have subsequently given the steer that the Swoop 
should be publicised: dates on the flyer have been changed to be 19-25 
August
* BRAD to put the updated dates from the printed materials on the 
Facebook and the website
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