Transcript Information_and_Publicity_Requirements

Information & Publicity Requirements
Lead Partner and Partner Seminar
5-6 February 2009 – Sundsvall, Sweden
Kirsti Mijnhijmer
Background
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European Commission places more emphasis on communication
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Raise awareness among citizens
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Attract more potential project applicants
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Increase transparency
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Information & Publicity Requirements are stipulated in 2 regulations:
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Council Regulation No 1083/2006, Article 69
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Commission Regulation No 1828/2006, Chapter 2, Section 1
 Requirements for projects in Articles 8 and 9 (and Annex 1)
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NPP programme level strategy
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Cooperative
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Projects are both a target group and an actor in the strategy
Project Role
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Projects have a role to play in the NPP communication strategy
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Projects form link between programme and citizens in area
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Projects produce tangible outcomes that impact citizens
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Responsibilities:
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Applicants must provide information on internal and external communication in
the application form
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Projects must comply with EU information & publicity requirements
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Projects are required to follow NPP information & publicity requirements:
 Set of mandatory communication tools
 Budget for attendance at NPP information and training events
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Projects must report on communication efforts through indicators (activity + final
report)
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NPP will provide guidance through Programme Manual, website, information and
training seminars.
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Communication Strategy (1/2)
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Internal communication
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Consider the information flow
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How do you involve associated partners/stakeholders
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Decision making structure
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External communication
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Make a logical connection between your project aim  communication objectives
 target groups  communication measures
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Communication measures should be embedded in a strategy
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Plan for the entire project lifetime
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From start-up to the end of the project and beyond
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Budget accordingly
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Approx. 5% of the budget
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Communication Strategy (2/2)
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Expected outcomes of a successful communication strategy:
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Raised awareness with the general public
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Better project implementation and therefore better achievement of project
objectives
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Better internal communication between project partners and better management
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Attracting more match funding and outside investments from participating
organisations and other stakeholders
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More political support and support from citizens to ensure a longer lasting impact
of the project and more future support.
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Communication is not just a burden or an expense: it can add value
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You do not need to be an expert: use your common sense
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Publicity Requirements – European Commission
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European Information & publicity requirements for projects:
Commission Regulation No 1828/2006, Articles 8 and 9 (and Annex 1)
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Requirements:
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Lead Partners are responsible for informing the public and partnership about
assistance received from ERDF
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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”
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Small promotional objects only need to have the EU flag
Failure to comply can lead to grant cuts!
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Publicity Requirements – European Commission
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European Flag
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Guidance in Annex 1 of Regulation 1828/2006
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Official colours: Pantone Reflex Blue and Pantone
Yellow 2C
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Do not place it upside down!
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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
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More information and downloads on:
http://europa.eu/abc/symbols/emblem/index_en.htm
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Publicity Requirements – NPP 2007-2013
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Programme logo
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To be included on all publications together with EU flag
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Visual Guidelines
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Mandatory communication tools within first 6 months:
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Project website
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Project logo
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Promotional material for conferences, seminars, exhibitions, etc.
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Project presentation in PowerPoint format outlining the project’s objectives
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Completion of a brief project case study based on an NPP template
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Submission of small collection of photos relevant to the project
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Expected attendance at joint activities such as:
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Lead Partner and partner seminars
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One thematic seminar
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One additional training seminar
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Publicity Requirements – Graphical Elements
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Example of correct use of the mandatory graphical elements:
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Graphical elements available on the NPP website.
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Monitoring
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Progress on communication activities is monitored through communication
indicators and questions in the activity and final report
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Why?
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To monitor progress made on the NPP requirements
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The compiled project communication indicators feed into programme
communication indicators, which are reported to the Commission in the
Annual Report
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To identify best practices
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Activity Report
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7.1 Communication indicators
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7.2 Communication tools
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7.3 Analysis of performance on communication activities
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7.4 Certification of compliance with NPP and European publicity
requirements
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Question 7.1
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Communication Indicators
Purpose: to measure
progress on the mandatory
communication measures
and expected attendance
at NPP events
Accumulative
Communication Indicators (accumulative)
N° of websites developed
N° of visitors on website
N° of project logos developed
N° of promotional materials developed
N° of copies of promotional materials distributed or downloaded
N° of PowerPoint presentations developed
N° of project case studies submitted
N° of project picture libraries developed
N° of times the project attended an Annual Conference
N° of times the project attended a Lead Partner & Partner
Seminar
N° of times the project attended a Thematic Event
N° of times the project attended a Training Seminar
N° of times the project attended an event organised by a
Regional Contact Point
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Question 7.2
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List all communication
tools and promotional
materials developed
Purpose: to exemplify
indicators given in question
7.1
Examples:
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Brochure
Website
exhibition roll-up
PowerPoint presentations
Pens
Accumulative: list grows as
project progresses
Do not forget the
mandatory tools
Communication Tools (so far)
Date
Type of
tool/material
Short description
Target
group(s)
15-06-2009
Brochure
General public,
stakeholders,
policy makers
01-08-2009
Website
30-09-2009
Exhibition
materials
…
…
Title: “CoSafe will
change the world”.
This is a general
introduction to the
project, its objectives
and the planned
activities.
Public website about
the project and
intranet for the
project partners
A set of roll-ups to
display the different
work packages.
…
General public,
partnership
Stakeholders,
policy makers,
end users
…
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Questions 7.3 and 7.4
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Question 7.3
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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.
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Purpose: to get a sense of general performance on communication and best
practices
Question 7.4
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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.
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Purpose: to ensure that the project complies with the regulation
 European Commission recommends a 2% flat rate cut
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Case Study Template
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Part of mandatory measures
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At start and end of project
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Soon online access for Lead Partner
Form:
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Project Details
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Lead Partner details, Partnership
Project description
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Title and acronym, Start/end date
Priority and objective
Budget and funding
Synopsis
Aims and objectives
Expected outcomes
Achieved outcomes
Information & Communication
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Logo
Project message
Publications
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Best Practices
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Integrating communications into the overall project aim and strategy
Passing on success stories to programme level
Communicating the message of transnationality! Not just local/regional issues.
Focusing on your target audience whenever you communicate (printed materials,
website, presentations to stakeholders)
Ensuring a wide dissemination (general public, not just regions involved, languages)
Planning your communication strategy for the whole project lifetime (and beyond)
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Start-up: first communication moment
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Target audience: the community affected, stakeholders, policy makers, colleagues at
partner organisations, etc.
Message: “we got funding”, “this is what we plan to do”, “we need your input/support”
Milestones:
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Target audience: stakeholders, end users, policy makers, general public
Message: “this is what we achieved”, “this is what we will do next”, “this is where you can
find our products/services”
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For more information
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Documents
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Programme Manual “Part 1: How to Apply” – communication strategy
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Programme Manual “Part 2: How to Apply an NPP Project” – requirements
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Commission Regulation (EC) No. 1828/2006, articles 8 and 9 and annex 1
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NPP Communication Plan – background information
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Programme website www.northernperiphery.eu
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Downloadable graphical elements: flag and logo
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Contact details
Kirsti Mijnhijmer
Programme Manager for Information & Communication
Tel.: +45 3283 3784
E-mail: [email protected]
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Next Steps
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Programme Website
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Interactive section for Lead Partners: manage online project description
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Training seminar on information and communication
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Handbook for projects on information and communication
Information & Communication Seminar
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When: probably 17-18 June 2009 in connection to next LP Seminar
Where: Finland, location to be confirmed
For whom: project communication officers or project coordinators
Why:
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Capacity building
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To help projects promoting their products and services and the programme (for
the next programme period)
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Better project implementation and impact
How:
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By involving external experts such as the PR company Pinnacle
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By involving projects in shaping the event
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Mix of theory and exercises
Information & Communication Seminar
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Possible topics:
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Developing a message
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How to write a press release
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Creativity and publicity tools
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How to write for the web
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Media relations
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Making project videos
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Internal communication skills
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Defining target groups
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Evaluation of communication measures
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Next steps:
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3 projects to volunteer in shaping event
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Questionnaire needs analysis of communication needs projects
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Keep an eye on the website!
Thank you for listening!