Hubbardston Cultural Council members agreed Nov. 4 to open the council’s annual community survey earlier in the calendar year—by June 1—to better capture feedback during the summer event season.

Council staff noted the town provides a survey-hosting service included in the town’s tech budget that the council will evaluate as a possible replacement for Google Forms. Members asked staff to test the town platform and report back; if suitable, the council will use it for the 2026 survey.

Why it matters: Opening the survey earlier aims to increase responses from residents attending seasonal events (field day, summer concerts, Hubbardston Fair) and to collect clearer demographic and geographic data so awards favor local needs. Members also discussed where to place promotional materials and how to handle incentives.

Advertising and outreach: The council plans to publicize the survey by placing a table at the pre-meeting area at the town meeting in early June; staff also proposed asking permission to sample at other public events, including field day, summer concerts and Hubbardston Fair. Facebook and the electronic town bulletin board were identified as the social channels that produced the most responses in the previous cycle.

Incentives and compliance: Members discussed promotional items (magnetic bookmarks were highlighted) and raised procurement and minimum-order concerns (examples cited a 500-unit minimum at roughly $0.50 per unit). The council also discussed whether offering promotional items for survey completion could be considered incentivization; members noted that children may fill out surveys, which affects how incentives are offered and documented.

Next steps: Staff will test the town-hosted survey tool and post recommended wording and calendar dates. Councilors agreed to have the survey open by June 1 and to staff a table for town meeting to begin outreach.