EGI-InSPIRE RI EGI-InSPIRE EGI-InSPIRE RI A hands-on guide to communications Catherine Gater EGI Deputy Director

EGI-InSPIRE RI What do we do? The communications team provides two core functions: A first point of contact The communications team provides a presence for EGI at events through presentations, materials, booths and social media to attract new users Creation of content/materials Leaflets, news stories, newsletters, articles all support the first contact but may also in some cases be the first encounter with the grid for potential users

EGI-InSPIRE RI Using EGI templates TemplateRequested usage Project presentation  By project members  For use at EGI meetings  For use at other meetings presenting EGI- InSPIRE funded work Poster (portrait and landscape)  By project members  For use at EGI meetings  For use at other meetings presenting EGI- InSPIRE funded work Deliverable and milestone  By project members  For all formal project deliverable and milestone documents Document review  By project members and document reviewers  For review of all formal project deliverable and milestone documents

EGI-InSPIRE RI EGI website branding Affiliation of the websiteBranding elements requested Websites loosely affiliated e.g. websites for collaborating projects  EGI logo  Link back to the main EGI site Websites run independently by partners, that include pages about the project  EGI-InSPIRE logo  Link back to the main EGI site NGI websites  EGI logo  EC logos  Link back to the main EGI site Websites run as part of a Global Task e.g. training site, applications database  EGI style elements i.e. colours, fonts  EGI website top banner and logo  EC logos  Link back to the main EGI site  Only reproduce the left hand menu bar if it is synchronised automatically with the main site (to avoid the links becoming out of date) Website directly affiliated to EGI-InSPIRE e.g. the main project website, the project intranet sites e.g. DocDB, SSO  Use the EGI template in full i.e. top menu, logos, style sheets and side navigation bar.

EGI-InSPIRE RI Central services Consultancy – communications and media outreach general consultancy; copy proof reading; and impact assessment of communication tools such as websites. Print design – high quality and innovative print design for posters, postcards, brochures, leaflets, exhibition booth materials, banners. (Examples of publications are available on the EGI website) Web and graphic design – custom built web graphics and interactive web sites. (The team has produced the EGI flagship website and the EGI event websites for the User, Community and Technical Forums) Video creation – onsite filming at events, editing, sound design and promotion of video content. (EGI videos are online on YouTube) Social media – development of social media strategies, support in setting up and optimising social media feeds, management of the output through tools such as IFTTT (If This Then That) and measurement of impact using tools such as Klout.

EGI-InSPIRE RI Central services Blogging – consultancy on setting up blogs, managing blogging tools, expertise in organising volunteer contributions. (The EGI blog is online based on Pebble) Science writing - professional journalistic writing services including features, news, policy briefings and content optimised for print, web, blogs and social media. Newsletters – production of newsletter templates, consultancy on content writing. (The EGI Inspired newletter is issued quarterly by and on the website) Event logistics and promotion – experience of organising the EGI annual meetings, the Technical Forum and Community Forum, attended by delegates. Media outreach – contacts in trade publications such as International Science Grid This Week, HPCwire, HPCinthecloud and Datanami, outreach through the Alphagalileo press service, consultancy on press releases and news items. Media training – one day courses for communications professionals in press release writing, news values, social media tools and developing messages. (Examples of training delivered and organised by the EGI team are included on the wiki)

EGI-InSPIRE RI Using case studies NILs and NGI staff are welcome to: Translate the case study to their local language. The original version should be referenced and the press team should be notified of how the text will be used. Republish the case study on a website, in a newsletter, etc. A reference (and link back) to the original version should be added. Edit the case study for word count. The original message should remain intact. NILs and NGI staff may not: Omit the attribution of the research mentioned in the case study to the scientists referred to in the text. The researchers should always be credited for their work. Change, edit, cut or add words to direct quotes in quotation marks. These words can only be edited with the explicit permission of the person quoted. Rewrite the case study entirely. Minor edits and trimming word count is acceptable.

EGI-InSPIRE RI Useful links Publications: Website: User Forum website: Community Forum website: Technical Forum website: Videos: Social media: EGI blog: Newsletters: Press cuttings: Media training:

EGI-InSPIRE RI What you can do… Tell us about your events – we’ll add them to the calendar Tell us about your case studies – we’ll publicise them Send us your user leads – we can put them in touch with the right people Send us your quarterly statistics – press cuttings, events organised and attended, publications, webstats etc Link to the website Show the videos Re publish the case studies Request materials for your events Interact with us on social media

EGI-InSPIRE RI Gender Action Plan New GAP pages on the website GAP VT planned to share best practice – to Statistics from EGI events published Forthcoming events Links to strategy documents inspire/gap/ inspire/gap/