Project communication

Lelia Rotaru

Communication Manager

• “Communicationworks for thosewho work at it!”

John Powell

Contents

• Information and Publicity Requirements

• Communication from A to M: theessentials

• Communication between the projects andthe Programme

Information and Publicity Requirements

Emphasis on communication…(Regulation (EC) No 1828/2006 and more!!!)

• Applicants

– provide information on internal and external communication in theapplication form – show there is a plan !

– integrate communication in the project and show strategic approach

– show commitment towards communicating about the project– demonstrate capacity to do it

• Projects

– Develop a comprehensive communication plan

– Systematically and professionally communicate about theiractivities and results

– Comply with EU information & publicity requirements ;follow the SEE information & publicity guidelines

Essential documents

• Subsidy contract – article 7: Information andPublicity

• Partnership agreement – article 12: Informationand Publicity

• Implementation Manual – chapter 6 – Informationand Publicity

Theory

• The LP shall ensure that: all project officialcommunications specify that the project has receivedfunding from the EU, within the framework of theSouth East Europe Transnational CooperationProgramme, by proper display of:

o the EU logo

o the name of the funds concerned

o the SEE programme logo and slogan

Practice (i)• EU logo

and

A general reference to EU funding

- in case the financing comes frommore than one fund (ERDF + IPA+ ENPI) and

- in case of small promotionalobjects and publications,

or+ A reference to the specific EU

fund concerned (e.g.ERDF) incase the financing comes fromonly one fund (ERDF or IPA orENPI)

Practice (ii)

• SEE Programme logo (model 1) and

• SEE Programme slogan

•SEE Programme logo (model 2 – whichintegrates the slogan) – for small surfaces

Overview

• Q: “Where can I find the visual identity elements?”

• A: the logos and the slogan are available for downloading on the SEEwebsite - http://www.southeast-europe.net/en/downloads_section/communication_tools/

• SEE Programme has developed its own set of visual identity rules,based on the EC Regulation 1828/2006. These rules are explained in thevisual identity guidelines of the Programme - http://www.southeast-europe.net/en/downloads_section/project_management_documents/

•N.B. : not all the elements found in the visual identity manual areapplicable to projects !!! chapter two is the one describing the elementsto be used by the beneficiaries.

Visual identity in practice:

press release

Q : We are launching the kick off and we would like to organise a pressconference. What should the press release look like?

A: in the header of the press release you should insert the following:

- SEE Programme logo (model 1 + slogan or model 2 – which integratesthe slogan)

- EU logo

- Project logo

The rest of the contents are the responsibility of the projects.

Visual identity in practice:

project brochuresQ : We would like to produce a brochure about our project. What shouldthe it look like?

A: there is no specific brochure model. Each project can develop its owntemplate. Don not forget, however, to insert on the brochure cover thefollowing:

- SEE Programme logo (model 1 + slogan or model 2 – which integratesthe slogan)

- EU logo

- Project logo

The rest of the contents are the responsibility of the projects.

Communication: from A to M – the essentials

Theory

The LP shall develop and implement a communicationplan which includes the realization of at least thefollowing:

• project logo

• project website (online for at least 2 years afterproject closure)

• project brochure presenting the results

• public event at project closure

The Communication Plan

• Very important tool – compulsory!

• To be submitted in the first reporting period!

• Shows how you plan to go from A to M

The Communication Essentials:from A to M

A. Your project has been Approved!B. you are happyC. you tell the people about itD. people become interested in your projectE. people understand what you are doingF. people like what you are doingG. people maintain interest in your projectH. people talk about itI. You can evaluate and demonstrate D,E,F,G,H and the project valueJ. the Partner States and the Commission hear about it, too

If I,J then

K. The Programme demonstrates its valueL. The Commission maintains interest in funding similar projects

M. You could get (more) Money next time and develop a better project

Tell the world about it

Identify the project correctly!Link to EU, to SEE ProgrammeProject visual identity

Develop project information “gateways”Project kick offProject websiteProject information in the projects database :http://www.southeast-europe.net/en/projects/approved_projects/

Make people interested inthe project

• Show project objectives and added value!

o Why is your project important ???

o What do you want to achieve ???

o What you are doing with the money ???

o What are the benefits of your project ???

Explain the project

• Tell the story!

• Make people understand what you are doing

• Involve the target groups in yourcommunication / in your story

• Show your work!

Communication between the projects

and the SEE Programme

Project and Programme Roles

• Programme’s role: demonstrate that itprovides funding for valuable projects

• Project’s role: demonstrate its value.

• Programme and Project’s role: obtain thesupport of the public and the stakeholders

Lead Partner’s role

• Ensure the proper means of communicationbetween the project and the Programme

• Provide one contact on matters related tocommunication.

• Participate in Programme events

• Provide a link to Programme contacts and websiteon its own web page

Communicating between the

projects and the programme

• Feed relevant, newsworthy, interestinginformation to the Programme, regarding theproject development, evolution and results.

• Contribute with news and stories for theProgramme newsletter and other publications

• Provide data about the project, when requestedby the Programme

• A “project news” section will be made available inboth the SEE newsletter and SEE Website.

Projects database

• Project logo• Project acronym• Project title• Project budget• Overall project budget: ERDF contribution, IPA contribution ENPIcontribution.• Project start date / end date• Call• Priority• Area of intervention• Project summary• Partnership – list of Project Partners and a map for localization of partners• LP full contact details• Project website (link).• Project latest developments (in coordination with the Project news section -an automatic update of the latest developments, which are to be introducedin the Project news section at a later stage!!!)

Advice for the Lead Partners

• Ensure the proper means of communicationbetween the project and the Programme butalso:

• Involve all project partners incommunication!

• Maintain good communication with thepartners, keep them regularly informed aboutthe progress of the project

Some Useful Links

• http://www.central2013.eu/past-events/communication-seminar-2009.html

•http://www.northsearegion.eu/files/user/File/IVB%20Document%20Library/Programme_Materials_and_Documents/IVB_NSRP_Political_Leaflet_Ver_24_June_2008.pdf

• http://northsearegion.eu/iiib/content/show/&tid=21

Thank you !

Lelia RotaruCommunications Manager

South East Europe Transnational Cooperation ProgrammeJoint Technical Secretariat

H-1016 Budapest, Gellérthegy str. 30-32.

Tel. office: +36-1-224-3154Tel. mobile: +36-30-449-4088

E-mail: rotaru@southeast-europe.net; jts@southeast-europe.netwww.southeast-europe.net