Publicity Plan

Publicity Plan

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This plan was discussed and agreed by the Council at its meeting held on 24th March 2021, Minute Ref. 21/50b. For review annually.

Publicity Officer

  • This role was originally created in May 2020 to promote the work of the Parish Council to publicise events and activities to residents and the wider community.
  • The full use of communication channels should be used to inform, with social media playing an important part of this role.
  • Reference should also be made to the Parish Council’s Community Engagement Policy.

Obtaining information

  • Parish Council
    • Parish Staff  
    • all Councillors & Committees             
    • be proactive in feeding items to Publicity Officer
  • Clubs
    • Encouragement given to the various Clubs within the community to update their website pages and make full use of the village bulletin and social media channels.
  • Residents
    • Invite residents to engage with the social media channels and the website news (not business advertising).
  • Village organisations & institutions
  • City Councillors
  • Colchester City Council
  • Essex County Council
  • Dave Kingaby
  • EALC/RCCE and other advisory organisations

Areas to publicise information/events

Social Media

  • West Bergholt Hub Facebook page
    • This should be seen as a key area to publicise due to the number of followers.
    • Since the appointment of the Assistant Clerk the number of posts has increased significantly and are now posted regularly a minimum of 2/3 times a week.
      The webmaster posts some items. These tend to be links to larger articles on the website. 
  • West Bergholt Parish Council Facebook page
    • Since the appointment of the Assistant Clerk the number of posts has increased significantly and are now regularly posted a minimum of 2/3 times a week (aiming for daily) and link to the Hub. The Publicity Office also has access to post.
    • The Webmaster also posts occasionally and adds to the website which also links to the Hub.
    • Followers have increased over the past two years (previous figures 800) and although it may not be seen as the go to place for information it is still needed as an official page and is also the only way the Webmaster can post PC items to the Hub.
  • West Bergholt Instagram
    • Again, since the arrival of the Assistant Clerk there has been an increase in the number of posts (weekly) however as there is such a small number of followers there remains an opportunity to develop this channel further for a wider reach.

Website

  • This should be the ‘Go To’ place for people looking for information on West Bergholt.
  • It covers/includes a full range of information about village life, the Parish Council and also includes access to booking halls. It fulfils one of the key requirements for holding an archive of news & documents for the Parish Council.
  • The website is running on old and outdated technology and needs a full review to advise on a strategy going forward to ensure that it is futureproofed.

Bulletin

  • The bulletin is a magazine that is delivered to all properties in the village. It provides a useful source of information for those that are not so technically adept. A review was undertaken in 2023 including a residents’ survey which resulted in changes to the format and printers to help minimise costs. The magazine is A4 in size with the front cover printed in full colour and black & white inside pages. It attracts advertising from local businesses which covers some of the costs, a drive to increase advertisers has been successful.
  • The residents’ survey also highlighted new opportunities for forward-looking articles and has resulted in some positive changes to the format.

Other

  • Posters – should be used as and when to support events and projects
  • Leaflet drops – as appropriate for key engagement activities
  • Parish Council Noticeboards by the Co-op & Orpen Hall 
  • Local paper newspapers for features and events
  • Monthly precis of Parish Council Activities to be disseminated via communication channels
  • Creation of “Youth Parish Councillor” role(s) to sit on Full Council to encourage younger members of the village to take an interest in the work and ensure that the views of the young people are considered. NB This role would not have voting rights
  • Use of technology (voting and survey tools) to engage the residents on key matters affecting the village 
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