Advocacy Working Group Meeting Minutes 

Present: Genein Cox (LSE), Máire Lanigan (St. Mary's & Chair), Mary Nixon (Goldsmiths), Frances Norton (Wellcome Library), Catherine Walsh (London Metropolitan University)

Apologies: Apologies were received from Liz Hunwick (Middlesex), Janet Percival (UCL), Barbara Spina (SOAS).

NOTE: The following minutes were approved 

1. Minutes and Matters Arising from Previous Meeting 2nd November 2006.

The minutes were agreed as accurate and true record of the meeting.

2.Communications and marketing plan

The draft marketing plan was discussed and a number of changes made.  It was agreed that the Group should concentrate on principal areas: internal and external communications, and marketing.  It was decided that the Group could not reliably carry out its function without more members and noted that in future the Steering Group would ask for volunteers for working groups every three months.  It was agreed that continuity was important, especially as the Chair would be retiring in July.

Communications.

It was agreed that the annual report should in future be in A4 format, and that the ownership of the images used in it needed to be clarified.  There was a need to replace the welcome pack for new members and new heads of service.  It was agreed that the pack should contain: the annual report; the top ten facts (in A5 format); a letter from the Chair; information about the working groups; the user guide to InforM25; the CPD25 programme; a list of members and representatives, and a bookmark.  For press releases, there was a need for generic content describing the Consortium and a mailing list.  The e-bulletin should contain: news from the Steering Group; minutes of working groups; training events; information about new members, and collaboration.  The editorial should be eye-catching and it should be produced three or four times a year.

Marketing.

There was some discussion as to whether carrier bags were useful and the suggestion was made that lightweight back packs might be a better marketing tool.  It was felt that a prize might also stimulate interest, but that the Steering Group should take a decision on this.  It was agreed that the poster for InforM25 should contain images from the web site, the map, URL and a slogan.

• Action 2.1 – FN to produce chart of workflow and written spec for annual report for the next meeting.
• Action 2.2 – GC to produce top ten facts and list of members and representatives
• Action 2.3 – FN to produce the information about working groups
• Action 2.4 – CW to produce the user guide to InforM25 (see next item)
• Action 2.5 – GC to circulate draft e-bulletin to group
• Action 2.6 – ML to talk to 529 about the poster
• Action 2.7 – ML to revise marketing plan

3. Update on InforM25 web launch

CW reported that she and John Gilby had made good progress in producing a user guide to InforM25, which could be produced as a folded A4 sheet.  It was agreed that it could be tested for usability by students and staff of members’ institutions.  30,000 would be produced.

• Action 3.1 – CW to circulate text and design brief.

4. Future activities

It was agreed that MN and CW would be responsible for the 2007 annual report and that FN would co-ordinate press releases.

5. 2007 Meetings

Thu 15 Mar, 10.00, St Mary's
Thu 17 May, 15.00, SOAS
Thu 19 July, 10.00, Goldsmiths
Thu 20 Sept, 15.00, UCL
Thu 15 Nov, 15.00, t.b.a.

Minutes by MN