Information & Publicity Requirements

Lead Partner and Partner Seminar5-6 February 2009 – Sundsvall, Sweden

Kirsti Mijnhijmer

Background

European Commission places more emphasis on communication Raise awareness among citizens Attract more potential project applicants Increase transparency

Information & Publicity Requirements are stipulated in 2 regulations: Council Regulation No 1083/2006, Article 69 Commission Regulation No 1828/2006, Chapter 2, Section 1

Requirements for projects in Articles 8 and 9 (and Annex 1)

NPP programme level strategy Cooperative Projects are both a target group and an actor in the strategy

Project Role

Projects have a role to play in the NPP communication strategy Projects form link between programme and citizens in area Projects produce tangible outcomes that impact citizens

Responsibilities: Applicants must provide information on internal and external communication in

the application form Projects must comply with EU information & publicity requirements Projects are required to follow NPP information & publicity requirements:

Set of mandatory communication tools Budget for attendance at NPP information and training events

Projects must report on communication efforts through indicators (activity + final report)

NPP will provide guidance through Programme Manual, website, information and training seminars.

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Communication Strategy (1/2)

Internal communication Consider the information flow How do you involve associated partners/stakeholders Decision making structure

External communication Make a logical connection between your project aim communication objectives

target groups communication measures Communication measures should be embedded in a strategy

Plan for the entire project lifetime From start-up to the end of the project and beyond

Budget accordingly Approx. 5% of the budget

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Communication Strategy (2/2)

Expected outcomes of a successful communication strategy: Raised awareness with the general public Better project implementation and therefore better achievement of project

objectives 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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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

Failure to comply can lead to grant cuts!6

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: 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

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 compiled project communication indicators feed into programme

communication indicators, which are reported to the Commission in the Annual Report

To identify best practices

Activity Report 7.1 Communication indicators 7.2 Communication tools 7.3 Analysis of performance on communication activities 7.4 Certification of compliance with NPP and European publicity

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Question 7.1

Communication 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 7.2

Communication 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 7.1

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 7.3 and 7.4

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Question 7.3 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 7.4

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 European Commission recommends a 2% flat rate cut

Case Study Template Part of mandatory measures At start and end of project Soon online access for 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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Best Practices

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)

Start-up: first communication moment 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: 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

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 NPP Communication Plan – background information

Programme website www.northernperiphery.eu Downloadable graphical elements: flag and logo

Contact details

Kirsti Mijnhijmer

Programme Manager for Information & Communication

Tel.: +45 3283 3784

E-mail: kirsti.mijnhijmer@northernperiphery.eu

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Next Steps

Programme Website Interactive section for Lead Partners: manage online project description

Training seminar on information and communication Handbook for projects on information and communication

Information & Communication Seminar

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:

Capacity building To help projects promoting their products and services and the programme (for

the next programme period) Better project implementation and impact

How: By involving external experts such as the PR company Pinnacle By involving projects in shaping the event Mix of theory and exercises

Information & Communication Seminar

Possible topics: Developing a message How to write a press release Creativity and publicity tools How to write for the web Media relations Making project videos Internal communication skills Defining target groups Evaluation of communication measures

Next steps: 3 projects to volunteer in shaping event Questionnaire needs analysis of communication needs projects

Keep an eye on the website!

Thank you for listening!