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Information & Publicity Requirements
Lead Partner Seminar20th January 2011, Friars Carse Hotel, Dumfries, Scotland
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 and reference to the European Union
Failure to comply can lead to grant cuts!
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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
Assessment of the communication plan for Annual Report 2010 Website survey
New web platform for visualising project outcomes
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!
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