Agenda

• 4pm to 4.20pm: Communications campaign planning
• 4.20pm to 4.30pm: Marketing health checks by BVA
• 4.30pm to 5pm: Round table with attendees

4pm to 4.20pm: Communications campaign planning

Chris, a communications officer at the borough council, presented how to plan and run a communications campaign.

Colin asked about the use of AI. The council doesn’t have a policy for using AI. Chris explained how it can be used to write content, although it needs something to build on, so it would be less useful if you were launching something new. Sustainable Overton has used AI.

Colin also asked about use of emails that the Baughurst repair café had collected. Chris advised that, due to GDPR, people need to know what you are using their personal data for and agree to that purpose before it is used – and so whether the repair cafe could send newsletters to the email addresses it had gathered depended on whether people consented to receiving newsletters from the repair cafe when they gave their email addresses to the organisation. One way organisations can get consent is through an opt in tick box on their website’s contact form.

Alison suggested they could also do a newsletter, which people could opt to receive.

Russ asked about whether paid ads on social media were worthwhile. Chris said that they could be useful to raise awareness, (for example for a new group) but suggested concentrating on organic posts.

Russ commented that the use of name badges or lanyards were very important for building trust, so people know who you are, if you are at an event or going door to door. Gill added that NB has branded polo shirts, which lend credibility. Tabards could also be used.

Russ commented that flyers and posters work well for them in Baughurst.

The team asked about tagging – and how that works. Chris explained that if they tag us (@BasingstokeGov, @SustainableBasingstoke and @LoveBasingstoke) then we get a notification, which means that we should see their post, and can potentially share it (this depends on factors including whether it fits into the social media schedule and if it meets accessibility guidelines – Chris to resend some guidelines to the group on the latter). If not, we may see it but we may miss it.

Russ asked about how to check your communications in social media, and know if they are “best in class”. Chris to send some hints and tips out to the group.

4.20pm to 4.30pm: Marketing health checks with BVA

Ernie, from Basingstoke Voluntary Action, presented the new marketing health check service that has been launched at the end of last year. Both Baughurst and Natural Basingstoke had used this service and found it very useful. 

People just need to contact BVA and explain what their requirements are, and then the comms team at BVA will look at their marketing and produce a report, looking at branding, mission statement, website, and cover areas such as PR, social media.  Then there is a 1:1 call or meeting to discuss and agree how to move forward. Ernie also said that they offer a paid service if groups need a new website or campaigns (My Marketing Tools), at a discounted rate, and that they could offer some free short term support if required. 

4.30pm to 5pm: Round table with attendees

• Jane shared that Calleva’s new solar farm was progressing well, they had planning permission and a grid connection, and some funding. 
• Vanessa shared that Sustainable Silchester was doing a bioblitz and a wildlife art exhibition. 

• Gill shared that NB were doing a wildlife garden for green week. 

• Antonia shared that the green team were doing a series of community hubs in Tadley, and would contact Tony when dates were confirmed, and could they please help promote it. 

• Colin shared that the Baughurst community orchard was going well, with 22 trees planted, many tree whips, and people were engaging and using it for events – e.g. easter egg hunt. 

• Russ shared that they had had some excellent engagement with the Hurst secondary school students on sustainability matters.
• Tony requested that we cover the council’s 2025 target and also the refreshing of the climate strategy. Alison confirmed that one of the team would present on the council target in the November session, and that we could use the July in person session at BCoT to discuss the strategy.