Leesburg performing-arts commission approves outreach campaign, delegates brochure and survey tasks

Commission members of the Leesburg Performing Arts Commission met in a recorded session (date not specified) and approved an outreach campaign to promote local performing arts, unanimously delegating tasks to produce printed and digital materials and a community survey.

The commission said the effort will include a trifold brochure, physical flyers, a digital version of the survey on the town website, and a public engagement event. Commissioners agreed to assign responsibilities among six members: drafting mission and brochure text, assembling a list that explains what constitutes performing arts, producing graphics and statistics, creating a short public survey, and assembling materials in a shared Canva workspace for printing.

The items matter because the commission plans to use survey data and public outreach to guide short-term programming and to support longer-term funding requests. Commissioners discussed using local photos and infographics from sources such as Americans for the Arts and agreed that physical and digital distribution are both necessary so the campaign reaches residents without reliable internet access.

Key decisions and next steps included: getting print quotes, placing the brochure and survey on the town website (the commission was told it cannot host its own Facebook page but can run digital ads through the town's account), and holding a public meet-and-greet at the library to solicit responses and hand out materials. The commission agreed to offer light refreshments at that event and to invite the public to attend a regular commission meeting to learn more.

Commissioners reviewed budget allocations the group reported during the meeting: $900 was set aside for printing, $500 for digital advertising handled through the town's channels, and about $395 for community engagement (refreshments and incidental items). Members noted lower-cost printing options (for example, basic printing at Staples vs. a higher-end trifold through a print vendor) and discussed a target printing quantity in the low thousands to balance reach and cost.

Haley/Kaylee (Canva lead) was tasked with assembling the brochure layout in Canva and linking to the digital survey; Barbara volunteered to contact the local newspaper about coverage or an ad; another member agreed to pull local statistics and graphics; a member agreed to draft the survey questions for conversion to a Google/Form-style digital survey. The commission placed the content outline and the initial draft survey in a shared brainstorming document for review before finalizing materials for printing.

Formal motions recorded during the session included adopting the agenda, approving the delegation of tasks for the outreach campaign, accepting the invitation to publicize the June town meeting as a recruitment/outreach opportunity, and adjourning the meeting; each motion carried on voice votes with agreement recorded as "Aye." The meeting notes show the delegation motion and the invitation motion passed unanimously; no roll-call tallies were provided in the transcript.

The commission will follow up by obtaining print quotes, confirming the town's process for running paid digital ads and for accepting printed survey drop-offs, and finalizing a short survey (commissioners discussed keeping the survey to roughly five to 10 questions covering preferred event types, frequency, barriers to attendance, preferred times, age groups served, and desired support for local artists). Drafts and feedback will be shared in the commission's brainstorming document and reviewed at an upcoming work session.

The session concluded with members confirming delegation of tasks and plans to reconvene to move design files into Canva and secure printing and distribution logistics.