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Communication and Information Maira Jēgere State LLC “Vides projekti” BalticClimate Communication manager Part-financed by the European Union (European Regional Development Fund) Topics of today Introduction to “Vides projekti” Programme communication requirements Communication Plan Internal communication Project corporate identity Part-financed by the European Union (European Regional Development Fund) WP2 – Communication and Information Vides projekti – State LLC “Environmental Projects” A state enterprise supervised by the Ministry of the Environment of the Republic of Latvia. “Vides projekti” attracts resources from different organizations and financial institutions to solve the environmental problems that are important to Latvia. Part-financed by the European Union (European Regional Development Fund) WP2 – Communication and Information Vides projekti – State LLC “Environmental Projects” Within the framework of the enterprise a film production studio – the first film production studio in the Baltic States specializing in the production of movies and TV programs about the environment and nature was established. The Film production studio makes a weekly informative analytical television program entitled “Environmental Facts” about the current environmental problems, processes in nature and the human environment. Part-financed by the European Union (European Regional Development Fund) WP2 – Communication and Information Vides projekti – State LLC “Environmental Projects” Responsibilities within BalticClimate – WP2 leaders Assignment of a full-time project communication manager Elaboration, implementation and monitoring of a communication plan Project corporate identity creation (procurement procedure implementation, supervising the work of designers, website programmers, etc.) Coordination of project internal and external communication Production an distribution of project dissemination materials Organization of a final conference Part-financed by the European Union (European Regional Development Fund) Programme communication requirements Logos Reference Disclaimer Part-financed by the European Union (European Regional Development Fund) Programme communication requirements Logos On all project materials produced following three logos should be visible: Programme logo European Union logo Project logo Part-financed by the European Union (European Regional Development Fund) Programme communication requirements Reference In addition to the logos the following reference should be used: Part-financed by the European Union (European Regional Development Fund and European Neighbourhood and Partnership Instrument) This reference must be reproduced and well visible on all media produced by the project – website, documents (reports, invitations, etc.), publications, promotion materials (T-shirts, bags, cups, umbrellas, etc.), press releases, newsletters, billboards, signs, etc. If appropriate the reference can also be published in the applicable nation language. Part-financed by the European Union (European Regional Development Fund) Programme communication requirements Disclaimer In publications (hard copies & e-versions) the following disclaimer should be included: This <publication/portal/leaflet> has been produced with the assistance of the European Union (in electronic version provide link to http://europa.eu). The content of this publication is the sole responsibility of <name of the author/project> and can no way be taken to reflect the views of the European Union. According to EU Visibility Guidelines the ENPI partners have to use a disclaimer in all cases. For EU & Norway partners this is voluntary. Part-financed by the European Union (European Regional Development Fund) Programme communication requirements Fact sheet Within the following weeks all project partners will be provided with a communication and information factsheet about the use of Programme logo EU logo Project logo References and disclaimer Part-financed by the European Union (European Regional Development Fund) Communication plan All the approved projects in the first call have to prepare a communication plan and submit to the Joint Technical Secretariat by July 31st, 2009 Responsibility: Communication manager Part-financed by the European Union (European Regional Development Fund) Communication plan Strategy – transparent and awareness rising What is the message Where is it going Who needs it How aims and targets will be reached Part-financed by the European Union (European Regional Development Fund) Communication plan Main elements of the communication plan Aim and objectives Target groups Main project messages Communication tools Responsibility Timeframe Evaluation and indicators Budget Part-financed by the European Union (European Regional Development Fund) Communication plan Aim The aim of the communication plan is to support timely and accurate information to all identified target groups to ensure widespread involvement and successful implementation of project activities Part-financed by the European Union (European Regional Development Fund) Communication plan Objectives Communication objectives should be in line with project aims and measurable • Communicate our project to business community through good coverage in press and other media • Inform the decision makers and stakeholders through regular issuing of a project newsletter • Disseminate the project results through TV broadcasting in order to raise the public awareness • … Part-financed by the European Union (European Regional Development Fund) Communication plan Main project messages BalticClimate works to make the climate change phenomenon understood as challenge as well as a chance for local and regional overall and sustainable development 23 partners from 8 countries around the Baltic Sea have come together to enable BSR municipalities, regions and local actors to deal with climate change issue in a cooperative, integrated and sustainable way BalticClimate is making BSR municipalities and regions more competitive for future challenges to maintain and enhance the common existing BSR identity Part-financed by the European Union (European Regional Development Fund) Communication plan Target groups Internal External Communication tools Web-based communication platform for internal communication Newsletters (printed/e-versions) Articles in press, web portals, press releases TV broadcasting, radio interviews Website Etc. Part-financed by the European Union (European Regional Development Fund) Communication plan Evaluation and indicators Evaluation of the communication plan helps to determine the success of project communication activities. Indicators Number of email addresses emailed to Number of participants at the events Number of website visitors Number of newsletters downloaded online Etc. Part-financed by the European Union (European Regional Development Fund) Communication plan Target audience Primary message Tool/vehicle Frequency Responsibility Indicator Project partners Project progress update Internal communication platform, emails As needed Project manager/ coordinator Number of emails addressed … … … Media … … General public … … Part-financed by the European Union (European Regional Development Fund) Communication plan Budget The overall budget of WP2 is 805 389.00 EUR This includes: Staff costs (WP2 leader) Website programming Corporate identity Dissemination material production and dissemination (printed, DVD, etc.) Final dissemination material production and dissemination (printed, DVD, etc.) Project promotion (TV broadcasting, publications, give-aways) Final conference Etc. Part-financed by the European Union (European Regional Development Fund) Internal communication Communication platform Why? Organization of the internal communication of our project through web-based communication platform to ensure widespread and simultaneous involvement of all project partners Part-financed by the European Union (European Regional Development Fund) Internal communication Communication platform Main features Worldwide access Document storage and sharing To-do lists Message boards Opinion polls, Etc. Part-financed by the European Union (European Regional Development Fund) Internal communication Communication platform Weboffice Zoho Basecamp Google Docs Microsoft Live Workspace Microsfot SharePoint Services 3.0 Part-financed by the European Union (European Regional Development Fund) Internal communication Communication platform Microsfot SharePoint Services 3.0 Free User “ intuitive” - great possibilities for customization Unlimited storage space - Sharepoint specialist needed Part-financed by the European Union (European Regional Development Fund) Internal communication Communication platform – how we start to use it Within next week all partners will receive a list of preferable features of the communication platform and everybody will be invited to comment or add to this list Testing among WP leaders/all partners Commentaries, opinions collected from everybody for further improvements of the platform and if necessary – a special training Part-financed by the European Union (European Regional Development Fund) Project corporate identity Main components Name Logo Colors Fonts Website Graphic style (envelopes, business cards, conference folders, fax/letter headers, e-signature templates, etc.) Part-financed by the European Union (European Regional Development Fund) Project corporate identity Logo A cycle principle dominates in the nature and the responsibility of a human being as an intelligent creation of a nature who uses its resources is to look after that this cycle will always retain continuity and evolution 8 dots in circle symbolize 8 partner countries of BalticClimate Part-financed by the European Union (European Regional Development Fund) Project corporate identity Logo Climate depends on various and mutually linked factors and so the process of the investigation of it is multilayered where each layer is equally essential – this is symbolized by plates that are placed one after another. Also this symbol embraces the idea that not only the climate change factors should be interlinked but also all the activities related to the dealing with climate change –representing the Work Packages of BalticClimate Part-financed by the European Union (European Regional Development Fund) Project corporate identity Colors Part-financed by the European Union (European Regional Development Fund) Project corporate identity Website Time schedule: Ongoing procurement procedure - deadline for submission of the tenders: April 17th, 2009 Planned date for contracting: April 30th, 2009 Web design finalized – May 29th Web page published – July 6th Maintenance of the web page – till April 2012 Part-financed by the European Union (European Regional Development Fund) Project corporate identity Website Structure Part-financed by the European Union (European Regional Development Fund) Project corporate identity Promotion ideas Imaginative, phantasmal heroes – brand symbols Ronald McDonald Duracell rabbit Michelin tire man Part-financed by the European Union (European Regional Development Fund) Project corporate identity Promotion ideas Climey, EU citizen Part-financed by the European Union (European Regional Development Fund) Project corporate identity Promotion ideas Reverse graffiti Moose is the pseudonym of Paul Curtis, a British graffiti artist. Instead of the typical methods of graffiti, Moose works by cleaning dirt and grime off surfaces to create his art Reverse graffiti project, San Francisco Part-financed by the European Union (European Regional Development Fund) Thank you for your attention! For further information: [email protected] +371 67215051, +371 26441273 Part-financed by the European Union (European Regional Development Fund)