Information Publicity Requirements Lead Partner and Partner Seminar

Information & Publicity Requirements Lead Partner and Partner Seminar 16 June 2009 – Laukaa, Finland Kirsti Mijnhijmer

Overview l l l Project Role NPP expectations for project communication strategies l Internal communication l External communication l Target audiences l Professional standard l Benefits of a solid communication Strategy Publicity Requirements l European Commission l NPP 2007 -2013 Monitoring Next Steps For more information

Project Role

Project Role l NPP communication strategy: cooperative effort l Projects form the link between the programme and citizens in the area l The programme needs to demonstrate tangible outcomes for the future l Programme communication resources limited l For this reason projects are expected to: l Promote products and services l Feedback (expected) outcomes to the programme level: indicators, examples of promotional materials, success stories, case study l Develop mandatory communication tools within first 6 months l Budget for attending programme events l Follow EU & NPP publicity requirements

NPP expectations for project communication strategies l l l Internal communication External communication Target audiences A professional standard Benefits of a solid communication Strategy

Internal Communication l Consider the information flow within the partnership l Develop a routine/model for keeping track of progress l How do you involve associated partners/stakeholders l What is the decision making structure l Especially important for Lead Partners: responsible for monitoring l Information structure can be part of Partnership Agreement l For example, agreement on how to deal with conflicts, delays, etc. l Detailed division of tasks and responsibilities. 6

External Communication l Projects have a communication strategy, which forms an integral part of project implementation: the communication strategy at the centre. l It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers). l A business perspective l Attributes are clearly defined (marketing arguments) l The operation/cooperation is of secondary importance l Project communication measures demonstrate what is under development l Project communication measures demonstrate the business potential of products/services and by that demonstrate their viability l A communication strategy should be in place from the start of the project to reach self sufficiency at the end of the project (exit strategy) 7

Target Audiences l It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers). l Define your target audiences l Be realistic l Define their goals l Adjust your communication to meet their expectations and your objectives l Brand, layout, language, information, etc. l Potential target audiences: l End users l Other stakeholders l Policy makers l General public l Financiers l Own organisation 8

A Professional Standard l Your project communication measures should demonstrate your project’s right to exist l Justify use of tax payers’ money l Value for money and ROI: for general public but also for investors such as the PMC l Transparency and accountability l Your project communication measures speak for the programme and for the EU (and Non Member States) l Communication measures are expected to meet a professional standard l Similar to other parts of project implementation l Get experts where needed l Budget accordingly: approx. 5% of the project budget 9

Benefits of a Solid Communication Strategy l Expected outcomes of a successful communication strategy: l Raised awareness with the general public l Better project implementation and therefore better achievement of project objectives l Better viability of the project outcomes l Better internal communication between project partners and better management l Attracting more match funding and outside investments from participating organisations and other stakeholders l More political support and support from citizens to ensure a longer lasting impact of the project and more future support. l Communication is not just a burden or an expense: it can add value l You do not need to be an expert: use your common sense 10

Publicity Requirements l l European Commission NPP 2007 -2013

Publicity Requirements – European Commission l European Information & publicity requirements for projects: Commission Regulation No 1828/2006, Articles 8 and 9 (and Annex 1) l Requirements: l Lead Partners are responsible for informing the public and partnership about assistance received from ERDF l l All information and publicity measures must include: l The European flag (emblem) and a reference to the European Union l A reference to the fund: “European Regional Development Fund” l Programme statement: “Innovatively investing in Europe’s Northern Periphery for a sustainable and prosperous future” l Small promotional objects only need to have the EU flag Failure to comply can lead to grant cuts! 12

Publicity Requirements – European Commission l European Flag l Guidance in Annex 1 of Regulation 1828/2006 l Official colours: Pantone Reflex Blue and Pantone Yellow 2 C l Do not place it upside down! l Reproduction: l Preferably in colour l On a colour background: white rectangular border l White and blue: Reflex blue and stars in white l Black and white: black stars on white background l More information and downloads on: http: //europa. eu/abc/symbols/emblem/index_en. htm 13

Publicity Requirements – NPP 2007 -2013 l Programme logo l To be included on all publications together with EU flag l Visual Guidelines l Mandatory communication tools within first 6 months: l Project website l Project logo l Promotional material for conferences, seminars, exhibitions, etc. l Project presentation in Power. Point format outlining the project’s objectives l Completion of a brief project case study based on an NPP template l Submission of small collection of photos relevant to the project l Expected attendance at joint activities such as: l Lead Partner and partner seminars l One thematic seminar l One additional training seminar 14

Publicity Requirements – Graphical Elements l Example of correct use of the mandatory graphical elements: l Graphical elements available on the NPP website. 15

Monitoring 16

Monitoring l Progress on communication activities is monitored through communication indicators and questions in the activity and final report l Why? l To monitor progress made on the NPP requirements l The aggregated project communication indicators feed into programme communication indicators, which are reported to the Commission in the Annual Report l To identify best practices l Activity Report l 8. 1 Communication indicators l 8. 2 Communication tools l 8. 3 Analysis of performance on communication activities l 8. 4 Certification of compliance with NPP and European publicity requirements 17

Question 8. 1 l l l Communication Indicators Purpose: to measure progress on the mandatory communication measures and expected attendance at NPP events Accumulative Communication Indicators (accumulative) N° of websites developed N° of visitors on website N° of project logos developed N° of promotional materials developed N° of copies of promotional materials distributed or downloaded N° of Power. Point presentations developed N° of project case studies submitted N° of project picture libraries developed N° of times the project attended an Annual Conference N° of times the project attended a Lead Partner & Partner Seminar N° of times the project attended a Thematic Event N° of times the project attended a Training Seminar N° of times the project attended an event organised by a Regional Contact Point 18

Question 8. 2 l l l List all communication tools and promotional materials developed Purpose: to exemplify indicators given in question 8. 1 Examples: l l l l Brochure Website exhibition roll-up Power. Point presentations Pens Accumulative: list grows as project progresses Do not forget the mandatory tools Communication Tools (so far) Date Type of tool/material Short description Target group(s) 15 -06 -2009 Brochure General public, stakeholders, policy makers 01 -08 -2009 Website 30 -09 -2009 Exhibition materials … … Title: “Co. Safe will change the world”. This is a general introduction to the project, its objectives and the planned activities. Public website about the project and intranet for the project partners A set of roll-ups to display the different work packages. … General public, partnership Stakeholders, policy makers, end users … 19

Questions 8. 3 and 8. 4 l l Question 8. 3 l Provide an analysis of the internal and external communication activities performed during this reporting period. l What activities worked well, what activities did not work well? l How do you see your overall communication performance? l Mention any (innovative) steps your project has taken to enhance its communication performance. l Purpose: to get a sense of general performance on communication and best practices Question 8. 4 l Certification of compliance with the NPP and European publicity requirements l 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. l Purpose: to ensure that the project complies with the regulation l This is a matter of eligibility: European Commission recommends a 2% flat rate cut 20

Case Study Template l l Part of mandatory measures l At start and end of project l Online case study (Lead Partner) Form: l Project Details l l l Lead Partner details, Partnership Project description l l l Title and acronym, Start/end date Priority and objective Budget and funding Synopsis Aims and objectives Expected outcomes Achieved outcomes Information & Communication l l l Logo Project message Publications 21

Next Steps

Next Steps l Project Websites Workshop (22 nd April 2009, Copenhagen) l How can the Programme help to promote products and services: l The Programme Secretariat will present products and services on the programme website by category to allow networking between projects working on the same type of product/service l The Programme Secretariat will facilitate networking and best practice sharing between projects l Regional Contact Points will be asked to provide mailing lists l The Programme Secretariat has made all promotional materials available on the website in pdf-format for reproduction by projects l The Programme Secretariat is working on access to printer friendly project information online, for promotional purposes. l Information & Communication Seminar (17 -18 June 2009, Finland) l Focused on building a solid communication strategy, taking a business perspective into account l Handbook

For more information 24

For more information l Programme website www. northernperiphery. eu l Downloadable graphical elements: flag and logo l Project Websites Workshop presentations l Documents l Pinnacle Communication Handbook l Programme Manual “Part 1: How to Apply” – communication strategy l Programme Manual “Part 2: How to Apply an NPP Project” – requirements l Commission Regulation (EC) No. 1828/2006, articles 8 and 9 and annex 1 l NPP Communication Plan – background information l Contact details Kirsti Mijnhijmer Programme Manager for Information & Communication Tel. : +45 3283 3784 E-mail: kirsti. mijnhijmer@northernperiphery. eu 25

Thank you for listening!