RAISING AWARENESS CAMPAIGN, PUBBLICITY AND … · Project Co-financed by the EU Civil Protection Financial Instrument RAISING AWARENESS CAMPAIGN, PUBBLICITY AND DISSEMINATION PLAN

Project Co-financed by the EU Civil Protection Financial Instrument

RAISING AWARENESS CAMPAIGN, PUBBLICITY

AND DISSEMINATION PLAN

REV: 00 DATE: November 2, 2015

Task F Action F.1

Coordinator Province of Vicenza – Italy

Associated beneficiary Geological Survey of Slovenia - Slovenia

Associated beneficiary Region Of Western Macedonia - Greece

Associated beneficiary University of Debrecen - Hungary

Associated beneficiary Vukovar-Srijem County - Croatia

Project duration May 4, 2015 – April 28, 2017 (24 months)

The present document has been developed by

Co-financed by the EU Civil Protection Financial Instrument

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TABLE OF CONTENT

Raising Awareness Campaign, Pubblicity and Dissemination Plan ................ 1

1 Introduction ......................................................................................................... 3

2 Background ........................................................................................................... 3

2.1 Project Overview ........................................................................................... 3

2.2 Awareness, Publicity and Dissemination activities in CP4ALL .............. 4

3 Document rationale and structure ................................................................... 5

4 Target audiences for RECALL awareness and communication activities ... 6

5 General guidelines to build an efficient communication strategy .............. 7

6 indicators and evaluation criteria ..................................................................... 8

7 RECALL Communication tools ........................................................................... 9

7.1 Project visual identity / official communication material ...................... 9

7.2 Articles/Interventions on Local, National, and/or European Media .. 10

7.3 Virtual environment .................................................................................... 10

7.4 On-Site actions ............................................................................................ 11

ANNEX 1 – CONTACT LIST Templates ................................................................ 13

Stakeholders’ list and contacts ........................................................................ 13

Media list and contacts ...................................................................................... 14

Mailing list ........................................................................................................... 15

ANNEX 2 – project official communication material ....................................... 16

Project leaflet ...................................................................................................... 17

Project totem ...................................................................................................... 19

Project poster (with text box) ......................................................................... 20

Project poster (without text box) ................................................................... 21


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1 INTRODUCTION

Among the main objectives of RECALL project is the setup of an effective

dissemination activity and to ensure that what is going to be implemented, will be

able to involve a broad audience during the project life time and beyond it. As part of

the main project achievements, RECALL aims to create awareness about the

activities performed and the achieved results, obtain useful inputs and feedback from

external experts and civil protection operators and organisations, while also fostering

the implementation of the developed methodologies and recommendations.

The present document aims to identify and organise the activities to be performed

and the dissemination channels to be used in order to promote RECALL’ s aims and

targets, and to effectively communicate project results. The communication strategy

will identify the target groups and key stakeholders of the project, define the

communication channels, describe the means of dissemination to be developed, give

common guidelines to be followed by the project consortium and detail the

responsibility of each partner.

2 BACKGROUND

2.1 Project Overview

RECALL project focuses on two main European thematic strategies: Soil

Protection and Disaster Risk Management. The objective of the Soil Protection

Strategy adopted in September 2006 is to protect the soil while using it sustainably,

through the prevention of further degradation, the preservation of soil function and

the restoration of degraded soils. The 2010 Status of the Environment Report of the

European Environment Agency demonstrates that soil degradation is increasing and

among the different examples proving this, landslides are a major threat in

mountainous and hilly areas across Europe.

As described in ECHO Factsheet Disaster Risk Management released in April 2014,

geological events (among which landslides) are considered the most likely

cause of disaster in Europe. Lots of important steps have been done towards

harmonised approaches for delineating areas at risk of landslides, common thematic

datasets, models for landslide susceptibility assessment.


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Within the panorama of actions done so far at European and national level, RECALL

aims to take a step forward in risk prevention, moving to cost – benefit examination

and efficient financial resources management and allocation, which is now a huge

criticality in local communities destined to become a focal point in the upcoming

years, in parallel with the increasing scarcity of financial resources available at local

level.

RECALL aims at developing an efficient and effective methodology for risk analysis,

territorial monitoring, data collection, costs analysis for prevention measures and

best budget allocation at local level within public territorial entities.

2.2 Awareness, Publicity and Dissemination activities in CP4ALL

One of the objectives of RECALL project is to provide high visibility at local,

regional, national and European level to the project activities and results as well as to

promote and capitalise synergies with other relevant projects and initiatives.

Among RECALL project activities is the establishment of 4 different cooperative

teams at local level (one per involved pilot area) that, together with the local

authorities responsible for territorial defence and risk management, will cooperate for

decreasing landslide risk and to allow an efficient and effective financial and human

resources use and allocation. RECALL communication strategy has been thought

around the following thread “thanks to the small contribution of single

citizens, we can reach important results for the communities”.

For its strict relation with local communities and for the evident need of involving

different organisations to be successful, project publicity and dissemination need

to be planned accurately in order to involve, create and reinforce the network of

all relevant territorial actors, including citizens, and also to lay strong basis for a

continuation and enlargement of the project to neighbouring territories.

Civil Protection operators and citizens cover a central role in the project since

prevention measures and territorial monitoring will be implemented thanks to their

active involvement. In particular, the innovative content of RECALL is to focus and

bet on the involvement of those who live in territories at risk , as a point of strength

to monitor accurately the areas and act in advance towards damages prevention.

For this reason it is particularly important to plan the production of specific

communication material dedicated to citizens (i.e. simple guide lines doc with

micro interventions that can be adopted) in order to create a point of connection


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between the technical and academic activities that will be conducted in RECALL and

the general public that needs to be informed.

3 DOCUMENT RATIONALE AND STRUCTURE

Objective of this Plan is to support partners in designing and organising

project-related communication and dissemination activities, proving a

reference guideline, common strategies and suggestions, and coordinated tools in

order to increase the effectiveness of the implemented actions together with a

lasting impact within the project area..

The present document is an integral part of the project implementation and aims to

ensure that project communication that will be conducted by project partners at local

and transnational level is well co-coordinated, effectively managed, in line with the

information needs of the public.

To achieve the above, the Plan comprises the following info:

- Identification of the key targets of project awareness, publicity and

dissemination activities. Different targets (general public, sector experts, etc. )

will need different messages to be communicated, different languages to be

used and also different communication channels.

- General guidelines and suggestions for planning an effective

communication strategy in Civil Protection field

- A set of indicators and evaluation criteria to gather feedback on the

effectiveness of the communication strategy and the degree of visibility that

the project outputs and results have achieved.

- A list of tools that will be used during the project, at transnational and/or at

local level

- Common procedures and instruments that will be used at consortium

level to ensure coordination and synergies among activities implemented by

the different partners

All dissemination activities will be carried out in compliance with DG ECHO publicity

requirements.

In order to decrease communication costs and reach the widest number of people,

the web channel and electronic documents use will be privileged.


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4 TARGET AUDIENCES FOR RECALL AWARENESS AND

COMMUNICATION ACTIVITIES

Target groups for project communication, dissemination and awareness activities

have been identified as follows:

Civil Protection Organizations, Red Cross organizations,

Organizations involved in emergencies: they are the main target since

they will be involved in cooperative teams establishment and operations.

Stakeholders: the representatives from key interest/community groups. This

group will be closely involved throughout all stages of the project providing

advice and views to help influence the design and implementation.

Citizens and Local Communities Representatives: they will be involved

along the entire project period in particular for collecting their points of view

and transforming them as input into the process.

Local Authorities, Decision makers and Politicians: Ensure the relevant

council officers in the region are fully aware of the project and the effect it

might have on their territories, also in medium and long term. Local and

regional authorities and decision makers could play a pivotal role in ensuring

project results sustainability and transferability after the project end, and

should thus have preferential access to results and findings of the project.

Wide Public: they should also be made aware of the project as well as the

criticalities connected with landslide risks and prevention measures planning,

to increase their attention on the topic and promote collaborative behaviours

in disaster prevention. In addition, this can contribute to create a positive

attitude towards transnational cooperation projects and the role of the EU.

Press and media: Gain balanced coverage of the progress of the project in

the local and national press and electronic media at key project milestones.

Achieve coverage in the trade press which identifies the project as a

significant one.

Other EU funded projects consortium: they will be contacted and

informed to maximize the investments done at EU level in relation to landslide

risk prevention theme, enlarge the project network and at the same time

spread RECALL results beyond project area.


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5 GENERAL GUIDELINES TO BUILD AN EFFICIENT

COMMUNICATION STRATEGY

1. Communication activities should be planned in detail with a time-frame of at

least 3/6 months. Partners should always have a clear scheduling of the

awareness / communication activities to be implemented in subsequent

3/6 months, with indications of tools, target audience, key messages to be

spread, results to be achieved. This will be coordinated by the Lead Partner.

2. Partners are requested to regularly update the coordinator with the

following issues:

- List of Projects in which your Association is involved;

- List of initiatives and events promoted by your organization;

- List of interesting local/national events in which the project could be promoted

(e.g. Civil Protection congresses and exhibitions; local public events

addressed to children and families, …);

- Series of updates about the actions you are developing locally within RECALL

Project;

- Stakeholders to involve within the communication strategy;

- Ideas and advices you want to give about the communication Plan.

3. Partners are encouraged to tailor information to local needs and use current

‘up-to-the-minute’ information, links to and from other related websites will

further promote current websites. A coordinated use of different media increases

the effectiveness of dissemination (mass media, printed brochures, articles in

local newspapers, web pages etc.). Trusted communication sources such as

residents associations and local councillors are to be emphasized: use citizens

associations, emergency organizations, volunteers groups etc. to promote

current information sources and supplement mass media communication.

4. When addressing to general public, families or not-technical stakeholders,

partners are encouraged to use simple language to be understood by all,

using over-simplified terms. A non-technical person may look at any planned

information for public use, and simplify it to suit public needs. Statements need

to be clear, direct, brief, focused and relate to previous events, as well as audio,

video and imaging can also be helpful.


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5. Partners are requested to use a coherent and coordinated visual identity

for all project communication and dissemination material: this provides instant

recognition, allows clearer communication and a unified voice, rather than

confusing audiences with multiple interpretations and messages that can be in

conflict, and helps to avoid duplication of effort.

6. For the same reason, partners are encouraged to share with other partners

(through the coordinator) any communication, dissemination and

awareness material and experience. This would allow other partners to

adapt and re-use available products and/or benefit from others’ experience,

while contributing in giving further visibility to single activities, with mutual

benefit for all.

7. Partners are encouraged to involve responsible authorities: involving

authorities appearing in the media with planned communications improves

effective collaboration. Existing channels can be used more effectively: social

media, radio, TV, local councillors, ground services, etc. all visible to the public.

Involvement and focus on specific local groups (kids and their families) will also

improve response effectiveness.

8. Partners are requested whatever the size, scope or objectives of an action, to

display the EU flag in accordance with DG ECHO prescriptions on the

topic. Beneficiaries of European Union (EU) funding are obliged to display the EU

flag and to acknowledge the support received under the relevant EU

programmes in all communication and promotional material.

6 INDICATORS AND EVALUATION CRITERIA

The following indicators will be used to evaluate communication activities

implementation and effectiveness. The list is not to be considered exhaustive and

may be improved and integrated along project period

TYPES OF ACTIVITIES PERFORMANCE

INDICATORS

RESULTS INDICATORS

1. Public acts and activities Events carried out (No.) Attending participants

2. Media dissemination Acts of dissemination (No.) Reached citizens/target

groups

3. Publications made External publications (No.) Distributed publications and


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distribution points (No.)

4. Information through

web sites Web pages (No.) Visitors count (No.)

5. Information through

any kind of support Advertising supports (No.) Copies distributed (No.)

6. Instructions issued to

the participants

Distributed internal

documentation (No.)

People/entities covered (%

or No.)

7. Information and

advertising networks Networks (No.)

Meetings (No.) Attendance

(No.)

7 RECALL COMMUNICATION TOOLS

During RECALL project a set off of different instruments will be used to widespread

information in an effective way to reach the widest possible pool of stakeholders and

audience.

Using full range of the media will lead up to engage large numbers of the

population through newspapers and the radio and it is also useful in order to reach

those who may be more difficult to involve.

Public meetings enable presentation of basic information to the general public,

although it allows large numbers of people to be involved in some limited discussion.

Local events are a useful way of presenting basic information and options to the

public, especially local communities. Large numbers of people can be reached if the

events will be well advertised and it allows face to face feedback of information.

Hereinafter is reported a list of the communication tools that will be used within the

project.

7.1 Project visual identity / official communication material

A common logo, common multi-lingual leaflet, common poster and roll-up

have been produced within the first 5 months of the project and shared among

partners, to be used for communication and dissemination purposes. The material

will have the aim of explaining project’s objective to the general public and to

provide information about the local pilot tests that will be conducted.

Partners are invited to print and use these materials in all project-related

communication activities and also for free distribution in public places.


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Additional electronic material will also be produced in the next months in relation to

project activities implementation (such as graphic format for gadget production).

7.2 Articles/Interventions on Local, National, and/or European

Media

Minimum 10 Publications/Interventions on Local, Regional, National and

European Union Media shall be produced during project period. This means an

average of 1 article per partner per year.

The publications content will be discussed in coordination with Province of Vicenza

and will be focused on the project progression and activities, both at local and

project level depending on the communication needs. Partners are required to keep

track of the publications/interventions and to share a copy with the coordinator in

order to upload the material on the project official website.

Minimum 5 TV/radio services on Local Media shall be produced during project

period. This means an average of 1 service per partner. Partners will autonomously

decide when to proceed with the TV/radio service, depending on the type of

information they decide are the most relevant to be disseminated at local level. Key

moments for such actions should be in occasion of a partnership meeting, in

occasion of a primary step for the project (task completion, deliverable completion

and launch, achievement of 1 strategic objective set by the project…)

Press releases can be used to increment the number of presences on public media:

announcements, publications will be issued on local press as well as on website and

other press channels available.

Informative e-mails for internal use: Province of Vicenza will inform regularly the

partners about the events, progression of the projects and results obtained during

the different project phases in order to share useful material that can be re-

elaborated and used at local level for communication activities.

April 2017 1 Final event – strong involvement of citizens, local entities, CP authorities,

stakeholders.

Winter 2015 1 Kick - off meeting in Brussels

7.3 Virtual environment

1 RECALL official website (www.recallproject.eu) is on-line and will be maintained

at least up to 2 years upon project end.

http://www.recallproject.eu/


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The RECALL web site will be the gate to the target groups and a link to access web

resources with documents, tools and links. Moreover, all project news and other

related information will be available, including the e-tools with private access for

Civil Protection operators and local authorities representatives. Links with partners

web-sites will contribute to increase the visibility of project website.

2 E-Newsletters: 1 annual electronic project newsletter will be prepared in

cooperation with other projects already co-financed at European Level; plus the

existing networks composed by those projects in which RECALL partners are already

involved, will be reinforced (i.e. ClinChAlp, AdaptAlp, SafeLand, Terrafirma, PanGeo,

I2GPS, TransEnergy, EuroGeoSource, SNAP-SEE, SARMa, RoofOfRock). The graphic

layout and contents will be developed by the coordinator, in cooperation with the

entire consortium.

Partners are required to :contribute to info selection to be disseminated through the

newsletter and to inform the coordinator in case relevant actions are implemented by

them at local or EU level and which are in relation with RECALL; take care of the

translation in local language; disseminate the e-newsletter among their contacts

network and keep track of the informed subjects by filling in a specific file that will be

provided by the coordinator (see Annex 1).

7.4 On-Site actions

4 Local events organized in each Project Country where field tests will take place.

The purpose is to involve the local community which will be interested by on field

analysis, having been selected as test areas at project level ( Italy, Slovenia, Croatia,

Greece). Partners will autonomously decide if to organise the local event in occasion

of cooperative teams start – up actions or cooperative teams establishment.

Each partner is required to inform the coordinator in advance (at least 20 days

before) preparing a document containing date, place and agenda of the meeting plus

to document and share proofs of the local event happening within 15 days from the

event itself (participants list, pictures, event brief report). After receiving the

materials, the coordinator will disseminate the info on project website and through

other channels if relevant.

In addition to this, each partner is required to give maximum visibility to the event at

local level.


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5 Public Events organized by each country’s Project partner. The purpose is to

inform the different involved categories about the activities that will be (or have

been) undertaken within RECALL. Target groups for such events will be local

authorities for better budget planning and developed e-tools, citizens for active

contribution to risk prevention, CP operators and volunteers for the monitoring part,

CP organizations at higher territorial level for the improvements introduced in risk

prevention ...

Each partner will decide autonomously when to organise the public event, in relation

to the specific role the organisation plays in the project, to the info the organisation

considers as the most relevant to be disseminated and to the categories of

participants the organisation intends to involve and invite.

As seen for local events, partners are required to inform the coordinator in advance

(at least 20 days before) preparing a document containing date, place and agenda of

the meeting plus to document and share proofs of the public event happening within

15 days from the event itself (participants list, pictures, event brief report). After

receiving the materials, the coordinator will disseminate the info on project website

and through other channels if relevant.

In addition to this, each partner is required to give maximum visibility to the event.

1 Final Event, that will be organised in Lubjiana. The event will have a double

purpose : to disseminate all the achieved results and the innovative methodologies,

tools, procedures developed through RECALL and to open a discussion about what

still needs to be done in relation to the project’s field of action and in line with Civil

Protection priorities set at European level, to guarantee an increasingly effective risk

management and improved coordination among CP organisations. The final event

will see the participation of citizens representatives, Civil Protection authorities,

Public Authorities, Civil Protection and Red Cross organisations, local stakeholders

selected by each project partner, academic referents, other EU funded projects

representatives, DG ECHO representatives.

Each partner will be required to give support and cooperate with the coordinator and

GeoZS (hosting partner) for the event organisation, in particular contributing to

select the subjects to be invited, propose the final agenda and relevant relators to be

invited, give visibility to the event through local media channels.


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ANNEX 1 – CONTACT LIST TEMPLATES

Format of tables to be used by partners to collect relevant contacts for project communication and dissemination activities

Stakeholders’ list and contacts

Name of personnel &

qualification/assignment

Institute/firm Address Tel. Mobile Fax e-mail


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Media list and contacts

Name Media name Media type/sector Media

diffusion

Tel. Mobile Fax e-mail


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Mailing list

Name of personnel & qualification/assignment Institute/firm e-mail


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ANNEX 2 – PROJECT OFFICIAL COMMUNICATION MATERIAL

Official materials to be used for project communication :

1. Project leaflet (here presented in its English – Italian version)

2. Project totem (here presented in its English – Italian version)

3. Project poster (here presented in its English – Italian version) with and without free box for text


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Project leaflet


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Project totem


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Project poster (with text box)


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Project poster (without text box)

Documents

RAISING AWARENESS CAMPAIGN, PUBBLICITY AND … · Project Co-financed by the EU Civil Protection Financial Instrument RAISING AWARENESS CAMPAIGN, PUBBLICITY AND DISSEMINATION PLAN