Mobilizing and transferring knowledge on post-2012 climate ... · D7.1 Communication and Dissemination Plan: 1st Version Page 4 Table of Contents EXECUTIVE SUMMARY 6 1 INTRODUCTION

D7.1 Communication and Dissemination Plan: 1st Version Page 1

Grant Agreement No: 603847

Project Acronym: POLIMP

Mobilizing and transferring knowledge on post-2012

climate policy implications

D7.1 Communication and Dissemination Plan

1st

Version

Project Coordinator: JIN

Work Package 7 Leader Organization: UPRC

July 2013


Grant Agreement No: 603847

Project Acronym: POLIMP

Mobilizing and transferring knowledge on post-2012

climate policy implications

Instrument: Coordination and support action

Theme: Area 6.5-2 –Mobilizing environmental knowledge for policy and society

D7.1 Communication and Dissemination Plan

1st

Version

July 2013

Project Coordinator: JIN

Work Package 7 Leader Organization: UPRC

Disclaimer: The information and views set out in this report are those of the author(s) and do not necessarily reflect the official opinion of the European Union. Neither the European Union institutions and bodies nor any person acting on their behalf may be held responsible for the use which may be made of the information contained therein.

EC-FP7 Project Grant Agreement no.: 603847

Mobilizing and transferring knowledge on post-2012 climate policy implications (POLIMP)


PREFACE

POLIMP intends to facilitate a process to identify, for different policy and decision making levels,

knowledge gaps about implications of possible directions of international and EU climate policies. The

core objective is to cover these gaps with knowledge packages derived from a broad range of existing

reports, research and climate policy decisions at, e.g., EU and UNFCCC levels. With these information

packages, climate policy associated stakeholders will be better able to extract key policy conclusions.

Through series of workshops these packages will be communicated with stakeholders and collect

feedback. In addition, POLIMP will develop a knowledge platform for EU policy makers on climate policy

implications.

Knowledge gaps will be identified for a range priority issues related to climate policy making in

consultation with stakeholders, but as a starting point for discussion the following three (categories of)

issues are suggested by the POLIMP partners:

What would different possible international climate policy scenarios entail for EU society, business,

Member States and EU as a whole, in the terms of economic, social, and environmental impacts

looking especially at likely reactions and resulting political acceptability for different groups such as

those impacted by job losses and reductions in welfare as well as potential gains?

How can EU stakeholders deliberate in an evidence based manner about the advantages and

disadvantages of these different scenarios?

How can EU and EU stakeholders learn from design and implementation of climate policies

worldwide as well as share the experience the EU has gained in designing and implementing climate

friendly actions?

PROJECT PARTNERS

No Participant name Short Name Country code

CO1 Stichting Joint Implementation Network Stichting JIN NL

CB2 Centre for European Policy Studies CEPS BE

CB3 University of Piraeus Research Center UPRC GR

CB4 Universitaet Graz UNI GRAZ AT

CB5 Ecologic Institut Gemeinnutzige GmbH ECOLOGIC DE

CB6 Climate Strategies Climate Strategies GB

CB7 Fundacja Naukowa Instytut Badan Strukturalnych IBS PL




Table of Contents

EXECUTIVE SUMMARY 6

1 INTRODUCTION 8

1.1 Communication Objectives 8

1.2 Target Groups 8

2 DISSEMINATION MEANS 12

2.1 Project Logo 12

2.2 Project Website 13

2.3 POLIMP Knowledge Platform 17

2.4 POLIMP Flyer & Leaflet 18

2.5 Project Presentation 18

2.6 POLIMP Poster 18

2.7 POLIMP Factsheet 18

2.8 Social Media Tools 18

2.9 POLIMP Videos 19

3 PUBLICATIONS 19

3.1 Policy-Oriented Publications 19

3.1.1 POLIMP Commentaries 19

3.1.2 Policy Brief Series 19

3.1.3 Working Document Series 19

3.1.4 Climate Change Monitor Series 20

3.1.5 Newsletters 20

3.2 Scientific Publications and Outreach 20

3.2.1 External Conferences 20

3.2.2 Scientific Publications 20

3.2.3 Enhancement of University’s Curriculum 21

4 POLIMP WORKSHOPS AND MEETINGS 21

4.1 Strategy 21




4.2 Kick-off Meeting 22

4.3 Stakeholders Consultation Workshops and UN Side-Events 22

4.4 National Dialogue & Events 22

4.5 Policy Event at the European Parliament 22

4.6 Final Conference in Brussels 23

ANNEXES 24

ANNEX A (1): ALTERNATIVE PROJECT LOGOS 25



ANNEX B: ALTERNATIVE WEBSITE DESIGNS 30

ANNEX C: GRAPHIC GUIDELINES HANDBOOK 33

ANNEX D: POLIMP FACTSHEET 34

ANNEX E: 1ST

POLIMP NEWSLETTER 36

ANNEX F: KICK-OFF MEETING AGENDA 38

ANNEX G: KICK-OFF MEETING LIST OF PARTICIPANTS 40




EXECUTIVE SUMMARY

This document describes the plan for dissemination and communication activities of the Consortium for

the POLIMP project. This 1st version of POLIMP Communication and Dissemination Plan will be further

worked out and elaborated every 6 months, specifying the dissemination and communication activities.

The Dissemination and Communication Plan of the POLIMP project will be based on the following key

elements:

To mobilise knowledge collected, processed and accumulated in preceding WPs through a series of

specific and concrete actions.

To effectively disseminate and communicate such knowledge to the targeted groups of potential

beneficiaries from the project and the concerned citizens.

To create maximum impacts of policy implications and recommendations drawn from POLIMP at EU

and member state levels.

The objectives for spreading excellence, exploiting results and disseminating knowledge are the

following:

To build a scientific and political support on the outputs elaborated.

Dissemination of results to the stakeholders and the public by:

o Printed publications: Key dossiers, policy briefs, the publication of brochures and of a special

issue will be considered in order to communicate the findings of POLIMP to a wider audience.

o Workshops for stakeholders and experts.

o The public web communication platform (project website).

o An online knowledge platform.

o Newsletters with summary information available.

o Articles, etc.

A pro-active Dissemination and Communication Plan was elaborated to be undertaken, so as the main

outputs of all project results to be effectively disseminated to the following categories of related

stakeholders:

UNFCCC Secretariat.

EU DG Research and Innovation.

Government officials.

Joint Research Centre of the European Commission.

EU DG Environment and DG CLIMA officials.

Energy producing and/or distributing companies.

Entities producing sustainable environmental technologies.

Small and medium-sized enterprises.

Research institutes in the different related specialized fields.

Consumers/end users of energy (and/or representing organization).




Representatives from the economic sector (e.g. energy, industry, transport, environment,

financial/trader, local government etc.).

Interested parties in the thematic area of climate policy (e.g. carbon market, technologies, land use,

climate finance, RES, energy policy and planning etc.).

It is acknowledged that much information is already available for these stakeholders but the way the

information is presented is often difficult to access, not in the right format or otherwise of limited use for

stakeholders. POLIMP will first identify what information about climate policy making and its implications

is needed by the different stakeholder groups (knowledge users), then collect this information from

various different sources and offer it to stakeholders (knowledge users) in desired packages, in intuitively

easy formats and clear language.

All the aforementioned actors will be continuous recipients of a series of dissemination activities, which

will aim to keep them informed for a number of issues concerning the POLIMP project according to their

special nature and interest. Briefly, dissemination activities will include:

Presentations of the project’s objectives and results into events, dialogues and press conferences, as

well as interventions / announcements at international conferences / forums / events of on-going

initiatives in the same area etc. The scope is to inform governmental, academic, commercial and

other interested bodies and groups on the results of POLIMP.

In addition to consultation workshops, as well as through the guidance done by the Scientific

Advisory Board, in which stakeholders are well involved, there will be implemented high-level policy

event and conference to provide policymakers and stakeholders with policy implications and

recommendations, and to create high impacts as well as visibility at EU and member state levels The

creation of the POLIMP website that aims not only to present the project’s results but also to be a

referenced site containing useful disseminating material.

Production and distribution of promotional material of the project’s results, progress and potential

benefits will be produced and offered during the publicity campaign - e.g. brochure, flyer/leaflet,

newsletters etc.

To mobilise acquired, processed and accumulated knowledge for policy debate, POLIMP will ensure

timely publications targeting at policymakers, stakeholders and scientific community.

Collaboration with related projects from the aspect of information exchange in order to offer

harmonized results in related activities.

The Communication and Dissemination Plan will increase the perceived added value of the

disseminated information. More specifically, the main added value of the dissemination information is

linked to the following:

Actions necessary to raise awareness at policy and decision making level, for knowledge gaps about

implications of possible directions of international climate policies.

Special communication channels with associated networks in business and policy making

communities, so that they know clearly where risks and uncertainties are considered and how these

can best be addressed.

Enhance the discussion on how climate change measures could/should be embedded in domestic

economic, environmental and social priorities, and within the EU to help stakeholders to take decision

on the basis of best available climate policy information.

Publications targeting at policymakers and interested stakeholders to mobilise acquired, processed

and accumulated knowledge for policy debate.




1 INTRODUCTION

The POLIMP project will have a 36-month duration during which a number of activities will be carried out:

Active coordination and synthesis of information of various research projects on EU climate policy

and international climate agreements.

Empirical analysis of projects’ outcomes via constant stakeholder consultation on two layers: broad

and/or topic focused stakeholder group and Scientific Advisory Board

Organisation of a series of meetings, including a kick-off meeting during the inception phase and

workshops for mobilisation of knowledge, data gathering, and training of policy application.

Review and feedback meetings with relevant stakeholders and government officials.

Reporting and dissemination of results.

The objective of deliverable “D7.1 Communication and Dissemination Plan” is to identify and organize

the activities required to be performed in order to promote the exploitation of the project results and the

targeted dissemination of knowledge from the project.

In addition to the communication approach that will be applied, this deliverable also provides the

necessary guidance for an efficient dissemination strategy, while also offering the necessary templates

for a professional awareness strategy. The main priority of the dissemination and communication plan is

to disseminate acquired knowledge on an on-going basis and communicate it to the targeted groups of

beneficiaries.

This document, apart from the Executive Summary and the Introduction, consists of four sections

dedicated to the dissemination plan, as follows:

Section 2, is devoted to the major dissemination means that will be created and used by all

Consortium partners. These include the project logo and website, an online knowledge platform, flyer

and leaflet, video, poster, social media tools and other dissemination material.

Section 3, proposes policy-oriented and scientific publications, to identify and inform policymakers

and stakeholders about knowledge gaps as well as mobilise acquired, processed and accumulated

knowledge.

Section 4, refers to the strategy that POLIMP will follow as regards the organisation or participation in

major events (e.g. conferences, workshops, etc.) that the project will aim to be presented.

1.1 Communication Objectives

POLIMP aims at identifying, where knowledge gaps exist, of what future international climate policy

directions may look like and what these imply for policy and decision makers internationally and within

the EU.

1.2 Target Groups

The POLIMP project is envisaged to be beneficial for various target groups that are defined not only by

their direct interest for the project results, but also by their institutional, scientific and educational status.




In particular, the users and other stakeholders categories, identified as having interest in the project

outputs, are described (with the benefits they achieve) as follows:

Producers of Knowledge: Such network-participants include private or public, regional, national or

international institutions, national ministries, industrial or trade organizations, NGOs and singular

experts. These are mainly providing data in a trade for “mutual benefit”. These stakeholders will find

POLIMP important since it provides briefs of energy solutions, based on scientific and

multidisciplinary assessments, and therefore rest on a stable ground leaving little room for disputes.

Users, Implementers: These are decision makers for whom data will have to be processed to make

better informed decisions in politics and in business. They include policy-makers at EU, national and

also regional level, e.g., Members of Parliaments (up to European Parliament – level), of the

Committee of the Regions, amongst others. These stakeholders will find POLIMP of particular

importance for supporting their decisions as well as for the provision of information in a format that is

suitable for their initiatives.

Communicators: This group refers generally to the concerned public, which includes both the

audience of specialists and the concerned citizens. The communication is primarily reached via

media. Also for this group, the POLIMP outputs are of interest if they are understandable and

(reasonably) beyond dispute.

The consortium has secured the involvement of representatives from all these layers (such as

membership lists of utilities, industries, energy agencies, private companies, energy authorities and

networks in many countries, e.g., CEPS Members and Ecologic Institute Network, JIN’s network, the

expert team of Climate Strategies), and intends to further involve additional participants to supplement

the initiative’s activities, during the project implementation phase and based on the specific needs that

will emerge.

Figure 1. Stakeholders’ Networking

It is obvious that the above target groups have different and sometimes controversial needs. Therefore,

in order to trigger the interest of an extensive range of target groups, a tailor made dissemination

approach will be adopted (Figure 2). This approach follows the idea of the “M.A.T.” communication




strategy, namely M (for message), A (for audience) and T (as for tool). This means that the relevant

activities will be developed according to the following axes:

who is the audience we want to reach;

what is the message we want to communicate that is relevant for the audience we want to reach,

and;

what is the best/most efficient communication tool to reach that audience with that message (e.g.

newsletter, email, workshop, presentation in a relevant conference, etc.).

Figure 2. Different dissemination Means for Different Needs

In this context, a constant node for 24-hours per day of our project results that could address a wider

audience via various e-activities will be the project website. The promotional material will inform the

wider audience about POLIMP goals and objectives and will direct interested parties to sources of more

detailed information. The pyramid dissemination structure will finally reach policy makers and related

stakeholders by producing policy briefs.

This highly diversified dissemination, as regards the various forms and mechanisms such as

publications, workshops, seminars, website, project factsheet, policy brief, conferences and

dissemination material, is expected to address the various target groups of POLIMP, by fully respecting

their particularities.

Indicative factors to be taken into consideration for the definition of the dissemination and communication

plan are:

Levels of communication.

Definition of the content and basic features of communication (e.g. styles, messages).

Definition of the target groups of potential beneficiaries.

More analytically, an overview of all the dissemination activities is presented in the following table:




Table 1. Dissemination Activities

No. Communication Action Month Target Groups

1. Design POLIMP Logo 2 Stakeholders and general public

2. POLIMP Website 5 Stakeholders and general public

3. POLIMP Commentaries 6-36 Stakeholders and general public

4. POLIMP Policy Brief Series 11, 16, 23,

36 Policy makers and stakeholders

5. POLIMP Working Document Series 6-36 Stakeholders and general public

6. POLIMP Climate Change Monitor Series 6-36 Stakeholders and general public

7. POLIMP Newsletters 6, 12, 18, 24, 30, 36

Stakeholders and general public

8. Project Flyer/Leaflet 4 Stakeholders and general public

9. Presentation 6 Stakeholders and general public

10. Poster 6 Stakeholders and general public

11. Social Networks (e.g. Facebook, Twitter, LinkedIn, Wikipedia etc.)

4-36 Stakeholders and general public

12. Video 6-36 Stakeholders and general public

13. Scientific publications 7-36 Stakeholders (managers, policy makers, planners, consultants, energy companies, academics etc.)

14. Participation in external conferences 7-36

Stakeholders (emphasis to policy makers (EC, National), financing institutions, investors, associations, Transmission System Operators-TSOs, regulators etc.)

15. POLIMP online knowledge platform 12 Stakeholders (emphasis to policy makers (EC, National)

16. Press conferences or press release in 2-3 selected member states (e.g. the Netherlands, Poland and Athens)

33

Stakeholders (emphasis to policy makers (EC, National), financing institutions, investors, associations, Transmission System Operators- TSOs, regulators etc.)

17. High-level Policy Event at the European Parliament

34 Policy makers

18. Final Conference in Brussels (to be the ultimate dissemination and communication event)

36

Stakeholders (emphasis to policy makers (EC, National), financing institutions, investors, associations, Transmission System Operators- TSOs, regulators etc.)

It should be mentioned that intellectual property issues will be addressed in order to guarantee that each

partner benefits from the results of the project and will be allowed to commercialize them within the

scope of its activities and respecting common rules. No single partner of the consortium will hold the

right to individually patent tools developed within the project, unless agreed with all other members.




Regarding publications all standard ethics shall be respected by the consortium partners (i.e. if project

results are to be published all contributing partners to a specific component, have to agree and be

acknowledged with regard to authorship, all scientific sources shall be properly cited etc.). Access Rights

will be free for the partners for the use within the project and granted on a non-exclusive basis upon

written request.

2 DISSEMINATION MEANS

In order to ensure the application of a successful dissemination plan, a detailed methodology for the

implementation of dissemination actions has been prepared and the main dissemination means are

presented in the following chapters.

2.1 Project Logo

An important action in order to establish the project’s identity and to support “brand recognition” is to

design a project Logo, which will be associated and included in all documentation (paper or electronic)

and publicity material relating to the project. The identity of the project is guaranteed by the project logo.

To achieve this, a number of alternative project logos were created and examined with the aim of best

representing the project scope in the simplest way. The official project logo was decided through an

electronically voting procedure among the Consortium. The final choice was made with the following

criteria:

The logo should be self-representative;

It should be printed and distinguished in high quality on a color and grayscale format;

It should be easily conceived;

It should be memory grasping.

The several alternative logos that have been prepared and discussed among the partners are presented

in Annex A (1-3). In the following figure is illustrated the logo that was finally selected by the Consortium.

The final version of the selected logo is the result of several attempts to communicate the POLIMP’s

goals and it has distributed to all consortium partners in high quality copies (Annex C - Graphic

Guidelines Handbook).

Figure 3. Final Project Logo




2.2 Project Website

The project website is an important and versatile dissemination tool. A public website of the project is

developed for disseminating project results, for providing information related to the project and the

partners and for the communication among all interested parties. It should be noted that the website

serves as an interaction point among parties interested in project results and later on it is expected to

serve also as the basic point for providing POLIMP related information to all external parties. Indeed, the

project website is a constant node aiming not only to present and disseminate the project’s results but

also to be a referenced site containing useful disseminating material, as well as useful links related to the

field of the project.

The website’s address has been reserved and is the following: http://polimp.eu.

The initial website’s architecture is structured along the following domains and will be updated and tailor

made to better meet the needs of the target audiences, as derived from other WPs’ input during the

project implementation:

Home

About POLIMP

POLIMP in Brief

Objectives

Work Structure

Expected Results

Who We Are

Events

News

News

Newsletters

Publications

POLIMP Commentaries

POLIMP Policy Brief Series

POLIMP Working Document Series

POLIMP Climate Change Monitor Series

Scientific Publications

Policy Papers

Results

Deliverables

Resources

Related Studies

Other Related Publications

http://polimp.eu/




Partners Area

Partners Library

Recent Comments

Stakeholder Contacts

Latest Documents

Useful Links

Contact

The purpose of the project website is to provide access to project results at two levels: one public and

one restricted (i.e. password – protected) for project partners (Partners Area) respectively. Visitors of the

POLIMP project website can view all the site material excluding the one hosted in the Partners Area.

“Home” domain welcomes visitors to the POLIMP project and has a slideshow of photos from POLIMP’s

events. It is attractive and informative, giving easy access to the other sections. The project homepage

has a link to the Environment theme website (http://ec.europa.eu/research/environment/index_en.cfm) to

create better linkages with other funded projects. Moreover, it has the “NEWSLETTER SIGN-UP”,

“STAY IN TOUCH”, “PARTNERS AREA”, “SEARCH” and “CONTACT” sections.

The “NEWLETTER SIGN-UP” section provides the ability to register to receive newsletters.

The “STAY IN TOUCH” section incorporates information about the most recent project developments,

as well as the appropriate links in the News & Events page.

The “PARTNERS AREA” section provides access to project partners.

The “SEARCH” section supports full-text search in the site’s contents.

The “CONTACT” section except from the contact information is the basis of an online form that a user

can fill with questions or remarks relevant to the POLIMP activities.

It should be also noted that the homepage will also include link to the “POLIMP Knowledge Platform”

(see section 2.4). Moreover, links to the social networks and collaborative networks (Facebook, Twitter,

LinkedIn, Wikipedia etc.) will be incorporated in the Home page (see section 2.8). Public outreach can be

enhanced by publishing to non-technical web-users cost-effectively, while Wikipedia users will drive

traffic to the project’s website. The visibility of the project will thus be increased while members of the

consortium will improve their links with stakeholders and improve participation in stakeholders’

workshops. More explicitly, the use of Social Networking sites (e.g. Ning) will be exploited for the

deployment of a social website, customizing appearance and future sets such as photos, videos, forums

and integration with Facebook, Twitter and other social networks. An online social platform will be

created to enhance per-expert interaction and collaboration with decision and policy makers and

complement the development of the knowledge platform.

The “About POLIMP” page involves “POLIMP in Brief”, “Objectives”, “Work Structure” and “Expected

Results”, as follows:

The “POLIMP in Brief” incorporates a short description of the POLIMP project scope, basic

information and its duration

The “Objectives” includes a reference of its main aims.

http://ec.europa.eu/research/environment/index_en.cfm




The “Work Structure” presents a description of the overall methodology and the work package

breakdown. An explanation of the key deliverables and the contact details of the leaders of the work

packages are indicated. A graphical representation of how the different work packages are linked is

incorporated, too.

The “Expected Results” shows the outcomes obtained from this action.

The “Who We Are” domain includes the consortium information in the website, incorporates a list of

partners with their country of origin, logo, principle scientific contact person and website address. A map

showing the geographical distribution of the participating institutions will also be included.

The “News” page provides news and articles concerning the project, as well as newsletters produced by

the POLIMP project. In addition, the project workshops will be announced in the “Events” page and all

relevant organization details (info, agenda etc.) can be uploaded, as well as the corresponding

presentations. Other relative events (seminars, conferences, workshops, information days, etc.) at

national, regional and international level will be also announced. The development of videos concerning

the main events of the project (e.g. international workshops) and the presentation of main outcomes and

results will serve to convey the project message and results to a wider audience. Hence a video will be

created and updated during reporting periods, as well as a set of re-usable illustrations to enhance the

visualisation of the project’s main results and contribution through the project’s website. A calendar,

containing all future and past events, will be provided, including their dates and a contact point,

especially if an event is of public nature. In addition, a list of conferences and special sessions during the

project will be established.

The “Publications” page will constitute an information page including “POLIMP Commentaries”, “POLIMP

Policy Brief Series”, “POLIMP Working Document Series”, “POLIMP Climate Change Monitor Series”

and other “Scientific Publications”. Scientific publications will be added in a separate table (listing the

title, author, journal, publisher, year, etc.). If covered by open access (generally six months after their

official publication) they are downloadable from the project website. These will derive directly from the

outputs of the project.

In the “Results” page, major project results will be announced after the approval of the relevant WP

Leader and the Project Coordinator. Public deliverables will be downloadable and listed in a table

providing the following information: deliverable number, title, due date, author or contact and a clickable

downloadable PDF document.

The “Resources” provides two sections, the “Related Studies” and the “Other Related Publications”.

The “Partners Area” will include the following sections:

“Partners Library” section with some folders specific to the different WPs, where the technical

documents produced by the consortium, are stored and shared among the partners. All users will be

able to provide comments and they will receive a notification e-mail for each new file uploaded in the

“Partners Area”.

“Recent Comments” section, in order to enhance the communication between partners regarding

tasks and their progress monitoring until completion.

A database of stakeholders that may be interested in the results of the project or could provide

information to the project “Stakeholder Screening”.




“Latest Documents” section includes all the latest versions of deliverables, videos, newsletters etc.

with a comment box for exchanging views between partners.

In the “Useful Links” page useful and relevant links will be presented.

The “Contact” page includes contact information about Project Coordinator, Dissemination Leader and

Contact Person. In addition, comments and questions will be sent by interested stakeholders via an

online form.

Concerning the graphical design of the project website three different alternatives have been proposed

by the UPRC web design team. The three alternatives are presented in Annex B in snapshots. The

official project website design was decided through an electronically voting procedure among the

Consortium partners.

Figure 4. Selected POLIMP Website Design

The final selection of the website is shown at Figure 4. The website is currently being enriched with

dissemination material by all Consortium members. It is the intention of the consortium to keep the

website running for at least two years after the project end.




2.3 POLIMP Knowledge Platform

In the following the POLIMP knowledge platform is described with its planned objectives, target groups,

contents, formats etc. At this stage of the project this description can only be preliminary as the selection

of more specific target groups and the analysis of their information needs and knowledge gaps is still

going on in WP5, task 5.1. The next revision of the dissemination strategy, as well as the platform’s

knowledge presentation strategy will contain further details.

Compared to the POLIMP project website the POLIMP knowledge platform:

will only present selected POLIMP outcomes for selected target group(s);

will have its own domain, information structure and navigation;

is created to be further maintained after the project ends.

The main objective of the platform is to address scientific knowledge gaps by presenting complex facts

and data in easily understood language and in intuitively understandable structure and searchable

format. Thereby the target groups’ understanding of the potential implications of climate policies and

regulatory frameworks shall be increased. This in turn should enhance science-based decision-making.

The knowledge platform will address EU climate policy makers as a final target group. This includes

decision-makers on the national and European level, and excludes persons involved in international

climate policy making. The target group consists for example of officials of the European Commission,

the Council, the Committee of the Regions, and Member States, as well as Members of Parliament.

These officials are unlikely to use the platform themselves; they will be mainly reached through their

scientific staff and assistants. A secondary target group is all those who wish to influence the above

described decision makers. These might include representatives from business, NGOs and the press. It

is assumed that the users of the platform are internet-savvy, are able to work in English and have an

overview and at least basic prior knowledge of climate policy instruments.

The contents of the platform will focus on climate policy implications closely linked to current discussion

issues in EU climate policy. The platform will provide insights on consequences of possible climate policy

directions and present the existing stock of evaluation outcomes of various climate policy scenarios as

far as possible in a comparative manner. The knowledge platform will appeal to its target group by

offering a narrow, tailor-made selection of the vast amounts of available information on climate policy. It

will follow the principle of maximized information reduction. The platform will furthermore make

consequent use of information segmentation by using modular drill-down texts structured with

meaningful sub-headings and extensively interlinking the modules throughout the platform. Information

segmentation and multimedia integration will correspond to different levels of prior knowledge and

enables the target group to individually decide on the desired level of detail.

Design-wise the knowledge platform will be a recognizable product of POLIMP using the project logo

and project design features (colours, fonts etc.). At first launch the POLIMP knowledge platform will

focus on providing and actively disseminating information (e.g. via a web feed that informs about new

knowledge posted). At the start of the project two-way-communicational tools for stakeholder

engagement (e.g. commenting, discussion forum) will be mainly offered on the POLIMP website. During

and after POLIMP, the knowledge platform might transform into a lasting communicational focal point

creating an online community-of-practice.




The knowledge platform will be interlinked with the POLIMP project website. For instance, the platform’s

web feed could be embedded in the POLIMP website and the POLIMP Events could be featured on the

platform.

2.4 POLIMP Flyer & Leaflet

A project flyer will be produced in English, electronically and in hard copy. It will provide general, basic

information about the project and create visibility about it and for all partners involved.

By creating a POLIMP leaflet, a short project description will be prepared for dissemination among

stakeholders, at conferences and to other interested parties. The promotional leaflet will briefly describe

the project’s aims, objectives, contents, expected results and participants.

2.5 Project Presentation

A standard presentation will be created at the beginning of the project, containing basic information

about the project (activities, objectives, partnerships, events). It will be used by the partners for

dissemination purposes at relevant events. The standard presentation will be regularly updated and it

can be adapted by the partners according to the type and size of audience/events where the project will

be presented.

2.6 POLIMP Poster

A publicity poster regarding the project will be created and used at events organized by the partners or

hosted by other relevant organizations as promotional material.

2.7 POLIMP Factsheet

The project’s factsheet is prepared and will be periodically updated every 12 months. This factsheet was

developed following the EC project factsheet guidelines on FP7 projects. The first POLIMP factsheet

(Deliverable D7.6) was elaborated and submitted in May 2013 (M1) and it is presented in ANNEX D.

All information relevant to POLIMP can be found on the project’s factsheet (e.g. project acronym,

objectives, project summary, project beneficiaries, EU funding, etc.). The project’s factsheets are

accessible via CORDIS, as well as through POLIMP’s project website.

2.8 Social Media Tools

Public outreach can be enhanced by publishing to non-technical web-users cost-effectively, while

Wikipedia users will drive traffic to the project’s website, articles workshops etc. The visibility of the

project will thus be increased, while members of the consortium will improve their links with stakeholders

and enhance participation in stakeholders’ workshops. More explicitly, the use of Social Networking sites

(e.g. Ning) will be exploited for the creation of a social website, customizing appearance and feature sets

such as photos, videos, forums and integration with Facebook, Twitter and other social networks. An




online social platform will thus be created to enhance per-expert interaction and collaboration with

decision and policy makers and complement the development of the knowledge platform.

2.9 POLIMP Videos

The deployment of videos concerning the major events of the project (e.g. international workshops) and

the presentation of the main results and outcomes will transfer the project message and results to a

wider audience. Therefore a video will be developed and updated during reporting periods, as well as a

set of re-usable information to augment the visualization of the project’s key results and contribution

through the POLIMP website.

3 PUBLICATIONS

3.1 Policy-Oriented Publications

3.1.1 POLIMP Commentaries

A regular flow of short commentaries (1-3 pages) by various partners will be facilitated, aiming at

publishing about 5-6 commentaries (M6-36, October 2013 - April 2016). These commentaries will be

featured on the project’s webpage as well as on the web pages of POLIMP consortium partners. They

will be also available in printed form at relevant conferences and also disseminated bilaterally when

appropriate.

3.1.2 Policy Brief Series

A series of policy briefs branded CEPS/POLIMP Policy Briefs will consist of policy recommendations

supported by key outcomes of research on knowledge gaps and their implications. These policy briefs

will be published on the CEPS webpage, the project’s webpage, as well as on the web pages of POLIMP

consortium partners. They will be also advertised in all other relevant outreach activities. Three thematic

Policy Briefs and a final Policy Brief with synthesis of recommendations will be produced (M11 - March

2014, M16/17 - August/September 2014, M23 - March 2015, M36 - April 2016). Printed copies of

published Policy Briefs will be distributed at three stakeholders workshops (WP2, M14 - June 2014, M21

- January 2015 and M28/29 - August/September 2015), UN side-events (WP2, M20 - December 2014), a

policy event (M34) and the final conference (M36 - April 2016).

3.1.3 Working Document Series

As a complement to the above series of policy briefs, this format of publication focuses on the technical

results of POLIMP, which will be available in a series of technical reports branded CEPS/POLIMP

Working Documents (M6-36, October 2013 - April 2016). Working Documents lay a sound basis on

which policy options can be formulated. For example, methodologies, tools or indicators can be detailed

and empirical data can be presented in Working Documents rather than Policy Briefs. These technical

documents will be disseminated through the same channels as the CEPS/POLIMP Policy Briefs.




3.1.4 Climate Change Monitor Series

CEPS/POLIMP Climate Change Monitor, a report (4-6 pages) focuses on development in the UNFCCC

negotiations as well as the EU climate change policy and provides a regular stream of most updated

information in a concise form. Every issue starts with an editorial contributed by one of the WP leaders

with comments on the most important current development in UN negotiations, COP decisions, EU

legislations and regulations. The main section contains a structured list of online sources of knowledge

including primary sources, as well as the official website of various FP7 activities in climate change

policy. POLIMP Climate Change Monitor issues will be published twice per year and six in total such

reports will be elaborated. Every issue will be distributed electronically to subscribers at free of charge.

This publication, together with POLIMP Newsletters and Consortium Partners’ own newsletters ensure a

platform of seamless flows of knowledge dissemination.

3.1.5 Newsletters

A regular electronic newsletter will be issued providing information on the project development and

events. It has been foreseen that up to six newsletters will be developed and disseminated during the

project duration.

Partners that publish own monthly or bi-monthly newsletters will allocate a substantial part to inform their

wider audience on the progress of the project. For instance, JIN publishes the Joint Implementation

Quarterly with over 40,000 readers worldwide, with a very policy- wide outreach and can allocate space

for discussing POLIMP evolutions. Similarly, CEPS publishes a monthly newsletter with 2,800 hard

copies each month. ca. 2,400 contacts including EU policymakers and stakeholders across policy areas

receive a printed version.

The 1st Issue of JIQ POLIMP Newsletter was published by JIN in July 2013, with the article “POLIMP -

New EU Climate Knowledge Platform” (ANNEX E).

3.2 Scientific Publications and Outreach

3.2.1 External Conferences

Partners will be encouraged and assisted in the presentation of the project and its preliminary and final

results, both during and after the end of the project. This includes the participation in events organised

by the European Commission and to other international events of primary relevance in the fields of this

project. Participation in such events and results to be presented are previously to be agreed within the

Consortium and the EC financial contribution to the project is properly acknowledged. All partners

participate in the identification of relevant events in which the project can be presented.

3.2.2 Scientific Publications

A special issue dedicated to project outcomes will be published in the framework of project dissemination

activities. Partners will be encouraged and assisted in publishing their result in peer-reviewed journals

and working paper series.




3.2.3 Enhancement of University’s Curriculum

The project outcomes will be incorporated in courses of the postgraduate programme “Systems of

Energy and Environmental Management” of the University of Piraeus. Furthermore, if there is an interest,

the organization of a summer school and/ or seminars for postgraduate students will be considered upon

the compilation of the project’s final results.

4 POLIMP WORKSHOPS AND MEETINGS

4.1 Strategy

A series of events are designed to present policy implications and recommendations to policymakers

and stakeholders, and to create high impacts, as well as visibility at EU and member state levels. The

idea behind the organization of events is to ensure that the project outcomes are of immediate interest

and match the needs of different stakeholder categories (e.g. UNFCCC Secretariat, Government

officials, etc.).

In the table below a list of POLIMP events is provided.

Table 2. A list of all the Events

Event Location Month

Project Meetings Brussels

M2 (June 2013)

M18 (October 2014)

M36 (April 2016)

Preparatory Dialogue Groningen, Budapest,

Warsaw, Athens M5 - M11 (September 2013 -

March 2014)

Side events at the UN conferences

Warsaw (Poland), (Lima, Peru) M7 (November 2013)

M20 (December 2014)

Thematic Stakeholders Workshop

Brussels (Belgium), London (the UK), Berlin (Germany)

M9 (January 2014)

M14 (June 2014)

M21 (January 2015)

M28 (August 2015)

Press Conference/Release Groningen, Warsaw, Athens,

Prague M33 (January 2016)

Policy Event at the European Parliament

Brussels, Belgium M34 – February 2016

Final Conference in Brussels Brussels, Belgium M36 – April 2016




4.2 Kick-off Meeting

Since May 2013, when the project officially started, the first initial dissemination activities and events

have already taken place. Starting with the Kick-Off Meeting (6-7 June 2013 in Brussels, Belgium), the

partners of the project set the framework of the implementation strategy so as the best results to be

achieved. The Agenda and List of Participants can be found in Annex F and Annex G, respectively.

Figure 5. Kick-Off Meeting, Brussels, Belgium

4.3 Stakeholders Consultation Workshops and UN Side-Events

During the period M9-28/29 (January 2014 - August/September 2015) a number of stakeholders

consultation workshops and UN side-events are expected to take place, in order to mobilise the collected

and processed information to stakeholders and define suitable formats to that effect (WP2).

4.4 National Dialogue & Events

In the first year preparatory dialogue was expected to lay a ground before and after the workshop,

especially to have common understanding and perception about the policy framework, policy objectives,

or policy instruments. In this context, dialogue will be organised by partners in 2-3 selected Member

States (e.g. the Netherlands, Poland and Greece). In the final stage, a Press Conference or a Press

Release is foreseen. The objective is to contribute to informed debates among national policymakers

and stakeholders by presenting, disseminating and communicating knowledge gained from POLIMP.

4.5 Policy Event at the European Parliament

A high-level policy event will be organised by CEPS at the European Parliament in Brussels (M34 –

February 2016). This meeting will communicate the acquired knowledge, policy implications and

recommendations directly to EU policymakers. A preliminary version of a final Policy Brief will be




presented with a view to collecting feedback. The timing of this event would be adjusted, taking into

account the UNFCCC schedule. It would be ideal to have it hosted by a member of the European

Parliament Delegation to CoP. A high-level panel of policymakers and other climate experts will discuss

a focused selection of issues with the view to attracting several deputies as well as officials from the EP

Secretariat, other EU institutions and member states. A private sector representative will be also invited

to the panel. In order to maximise its focus and policy-relevance, this event will last for approximately two

hours, and the select (or hand-picked) audience will be kept to a limit of about 50 participants.

4.6 Final Conference in Brussels

Summarising the whole project, this full-day conference will present the acquired knowledge, policy

implications and recommendations and discuss them with top-level keynote speakers and other experts.

The conference will be organised by CEPS, centrally located in Brussels (M36 – April 2016). It will be

organised in sessions of approximately two hours to make it attractive for an expert audience and to

ensure large overall participation. Substantive discussions will be introduced by inputs of no longer than

15 minutes and complemented by 2-3 stakeholders’ comments. To ensure a large overall participation,

the event will build on the POLIMP stakeholders database of contacts active in the climate policy field

(WP2, Task 2.4). CEPS will produce a synthesis CEPS/POLIMP Policy Brief (the version updated since

the Policy Event) and will disseminate it at least 7 working days before the conference in order to

guarantee an optimal level of stakeholders’ preparation and active participation in the conference.




ANNEXES




ANNEX A (1): ALTERNATIVE PROJECT LOGOS

1st VOTING ATTEMPT

No. 1

No. 4

No. 7 No. 8 No. 9

No. 6No. 5

No. 3

No. 2

No. 10

No. 11 No. 12

No. 13 No. 14





1st VOTING ROUND

No.1 No.2 No.3

No.4 No.5 No.6

No.7 No.8 No.9

No.10 No.11 No.12

No.13

No.14 No.15




No.16 No.17 No.18

No.19 No.20 No.21

No.22 No.23

No.24 No.25





2nd VOTING ROUND







ANNEX B: ALTERNATIVE WEBSITE DESIGNS

Version 1




Version 2




Version 3




ANNEX C: GRAPHIC GUIDELINES HANDBOOK




ANNEX D: POLIMP FACTSHEET

1st PAGE




2nd PAGE




ANNEX E: 1ST POLIMP NEWSLETTER

1st PAGE




2nd PAGE




ANNEX F: KICK-OFF MEETING AGENDA

MOBILIZING AND TRANSFERRING KNOWLEDGE

ON POST-2012 CLIMATE POLICY IMPLICATIONS

KICK-OFF MEETING

6th – 7th June, 2013

Brussels, Belgium

AGENDA 1st Day, 6 June, 2013

Time Presentation Speaker

09.30-10.15 Registration

10.15-10.30 Introduction by EC officer EC Officer

10.30-11.00 Presentation of participating organisations Partners, EC officer, SAB

11.00-12.00 Management Structure Vlasis Oikonomou (PC)

12.00-12.15 Coffee Break

12.15-12.30 An overview of climate negotiations Erwin Hofman

12.30-16.45

(with lunch at 13.00)

Presentation, Discussion and Consolidation of Work Plan

WP2: Stakeholders Consultation

WP3: Knowledge Collection

WP4: Knowledge Processing

WP5: Knowledge Platform

WP6: Policy Implications and Recommendations

WP7: Dissemination Activities

WP leaders, SAB

16.45-17.30 Views/inputs from Scientific Advisory Board SAB

17.30-18.00 Discussions and Conclusions All

Dinner All






2nd Day, 7 June, 2013

Time Presentation Speaker

09.30-11.00 Methodology Development (Qualitative/ Quantitative)

11.00-12.00 Consolidation of Work Packages

12.00-12.30 Assignment of Roles for all Partners and Scheduling

12.30-13.00 Discussion and Conclusions




ANNEX G: KICK-OFF MEETING LIST OF PARTICIPANTS



KICK-OFF MEETING

6th – 7th June, 2013

Brussels, Belgium

LIST OF PARTICIPANTS

No Full Name Organisation Country email

1 Andrzej Blachowicz Climate

Strategies United

Kingdom [email protected]

2 Paula Castro Universitat

Zurich Switzerland [email protected]

3 Matthias Duwe Ecologic Institute

Germany [email protected]

4 Dora Fazekas Climate

Strategies United

Kingdom [email protected]

5 Alexandros Flamos UPRC Greece [email protected]

6 Chara Karakosta UPRC Greece [email protected]

7 Noriko Fujiwara CEPS Belgium [email protected]

8 Erwin Hofman JIN Netherlands [email protected]

9 Melanie Kemper Ecologic Institute

Germany [email protected]

10 Vlasis Oikonomou JIN Netherlands [email protected]

11 Aleksander Szpor IBS Poland [email protected]

12 Andreas Tuerk Joanneum Institute

Austria [email protected]

13 Wytze van der Gaast JIN Netherlands [email protected]

14 Maciej Bukowski IBS Poland [email protected]

mailto:[email protected]











