Information & Publicity Requirements

Lead Partner Seminar8th September 2010 – Bunratty Co. Clare, Ireland

Kirsti Mijnhijmer

Overview

Project Role NPP expectations for project communication strategies

Internal communication External communication Target audiences Professional standard Benefits of a solid communication Strategy

Publicity Requirements European Commission NPP 2007-2013

Monitoring Next Steps For more information

Project Role

Project Role

NPP communication strategy: cooperative effort Projects form the link between the programme and citizens in the area The programme needs to demonstrate tangible outcomes for the future Programme communication resources limited

For this reason projects are expected to: Promote products and services Feedback (expected) outcomes to the programme level: indicators, examples of

promotional materials, success stories, case study Develop mandatory communication tools within first 6 months Budget for attending programme events Follow EU & NPP publicity requirements

NPP expectations for project communication strategies

Internal communication External communication Target audiences A professional standard Benefits of a solid communication strategy

Internal Communication

Consider the information flow within the partnership Develop a routine/model for keeping track of progress How do you involve associated partners/stakeholders What is the decision making structure

Especially important for Lead Partners: responsible for monitoring Information structure can be part of Partnership Agreement For example, agreement on how to deal with conflicts, delays, etc. Detailed division of tasks and responsibilities.

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External Communication

Projects have a communication strategy, which forms an integral part of project implementation: the communication strategy at the centre.

It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers). A business perspective Attributes are clearly defined (marketing arguments) The operation/cooperation is of secondary importance Project communication measures demonstrate what is under development Project communication measures demonstrate the business potential of

products/services and by that demonstrate their viability

A communication strategy should be in place from the start of the project to reach self sufficiency at the end of the project (exit strategy)

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Target Audiences

It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers).

Define your target audiences Be realistic Define their goals Adjust your communication to meet their expectations and your objectives

Brand, layout, language, information, etc.

Potential target audiences: End users Other stakeholders Policy makers General public Financiers Own organisation

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A Professional Standard

Your project communication measures should demonstrate your project’s right to exist Justify use of tax payers’ money Value for money and ROI: for general public but also for investors such as the

PMC Transparency and accountability

Your project communication measures speak for the programme and for the EU (and Non Member States)

Communication measures are expected to meet a professional standard Similar to other parts of project implementation Get experts where needed Budget accordingly: approx. 5% of the project budget

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Expected outcomes of a successful communication strategy: Raised awareness with the general public Better project implementation and therefore better achievement of project

objectives Better viability of the project outcomes Better internal communication between project partners and better management Attracting more match funding and outside investments from participating

organisations and other stakeholders More political support and support from citizens to ensure a longer lasting impact

of the project and more future support.

Communication is not just a burden or an expense: it can add value

You do not need to be an expert: use your common sense

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Benefits of a Solid Communication Strategy

Publicity Requirements

European Commission NPP 2007-2013

Publicity Requirements – European Commission

European Information & publicity requirements for projects: Commission Regulation No 1828/2006, Articles 8 and 9 (and Annex 1)

Requirements: Lead Partners are responsible for informing the public and partnership about

assistance received from ERDF

All information and publicity measures must include: The European flag (emblem) and a reference to the European Union A reference to the fund: “European Regional Development Fund” Programme statement: “Innovatively investing in Europe’s Northern Periphery

for a sustainable and prosperous future”

Small promotional objects only need to have the EU flag

Failure to comply can lead to grant cuts!12

Publicity Requirements – European Commission

European Flag Guidance in Annex 1 of Regulation 1828/2006 Official colours: Pantone Reflex Blue and Pantone

Yellow 2C Do not place it upside down! Reproduction:

Preferably in colour On a colour background: white rectangular

border White and blue: Reflex blue and stars in white Black and white: black stars on white

background

More information and downloads on: http://europa.eu/abc/symbols/emblem/index_en.htm

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Publicity Requirements – NPP 2007-2013

Programme logo To be included on all publications together with EU flag Visual Guidelines

Mandatory communication tools within first 6 months: Project website Project logo Promotional material for conferences, seminars, exhibitions, etc. Project presentation in PowerPoint format outlining the project’s objectives Completion of a brief project case study based on an NPP template Submission of small collection of photos relevant to the project

Expected attendance at joint activities such as (should be budgeted for): Lead Partner and partner seminars One thematic seminar One additional training seminar

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Publicity Requirements – Graphical Elements

Example of correct use of the mandatory graphical elements:

Graphical elements available on the NPP website.

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Monitoring

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Monitoring

Progress on communication activities is monitored through communication indicators and questions in the activity and final report

Why? To monitor progress made on the NPP requirements The aggregated project communication indicators feed into programme

communication indicators, which are reported to the Commission in the Annual Report

To identify best practices

Activity Report 8.1 Communication indicators 8.2 Communication tools 8.3 Analysis of performance on communication activities 8.4 Certification of compliance with NPP and European publicity

requirements17

Question 8.1Communication Indicators (accumulative)

N° of websites developedN° of visitors on websiteN° of project logos developedN° of promotional materials developed N° of copies of promotional materials distributed or downloadedN° of PowerPoint presentations developedN° of project case studies submittedN° of project picture libraries developedN° of times the project attended an Annual ConferenceN° of times the project attended a Lead Partner & Partner SeminarN° of times the project attended a Thematic EventN° of times the project attended a Training SeminarN° of times the project attended an event organised by a Regional Contact Point

Communication Indicators Purpose: to measure

progress on the mandatory communication measures and expected attendance at NPP events

Accumulative

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Question 8.2Communication Tools (so far)

Date Type of tool/material

Short description Target group(s)

15-06-2009 Brochure Title: “CoSafe will change the world”. This is a general introduction to the project, its objectives and the planned activities.

General public, stakeholders, policy makers

01-08-2009 Website Public website about the project and intranet for the project partners

General public, partnership

30-09-2009 Exhibition materials

A set of roll-ups to display the different work packages.

Stakeholders, policy makers, end users

… … … …

List all communication tools and promotional materials developed

Purpose: to exemplify indicators given in question 8.1

Examples: Brochure Website exhibition roll-up PowerPoint

presentations Pens

Accumulative: list grows as project progresses

Do not forget the mandatory tools

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Questions 8.3 and 8.4

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Question 8.3 Provide an analysis of the internal and external communication activities performed

during this reporting period. What activities worked well, what activities did not work well? How do you see your overall communication performance? Mention any (innovative) steps your project has taken to enhance its

communication performance. Purpose: to get a sense of general performance on communication and best

practices Question 8.4

Certification of compliance with the NPP and European publicity requirements All promotional materials comply with the NPP and European publicity

requirements, which can be found in the Programme Manual and Commission Regulation No 1828/2006, Articles 8 and 9.

Purpose: to ensure that the project complies with the regulation This is a matter of eligibility: European Commission recommends a 2% flat rate

cut

Case Study Template Part of mandatory measures At start and end of project Online case study (Lead Partner) Form: Project Details

Title and acronym, Start/end date Priority and objective Budget and funding

Lead Partner details, Partnership Project description

Synopsis Aims and objectives Expected outcomes Achieved outcomes

Information & Communication Logo Project message Publications

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Next Steps

Next Steps

Social Media presentation How to tell a story How to reach your target audience How to hire a social media expert

Social Media Clinic

For more information

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For more information

Websites Programme website, www.northernperiphery.eu

Downloadable graphical elements: flag and logo Presentations previous events (InfoComm training, project websites

workshop) LinkedIn Group “European Project Communications”,

http://www.linkedin.com/groups?mostPopular=&gid=1984695

Documents Programme Manual “Part 1: How to Apply” – communication strategy Programme Manual “Part 2: How to Apply an NPP Project” – requirements Commission Regulation (EC) No. 1828/2006, articles 8 and 9 and annex 1

Contact details

Kirsti Mijnhijmer, Programme Manager for Information & Communication

Tel.: +45 3283 3784, E-mail: kirsti.mijnhijmer@northernperiphery.eu25

Thank you for listening!