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

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

Project Role

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

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

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

External Communication Projects have a communication strategy, which forms an integral part of project implementation: the communication strategy at the centre. 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). A business perspective Attributes are clearly defined (marketing arguments) The operation/cooperation is of secondary importance Project communication measures demonstrate what is under development Project communication measures demonstrate the business potential of products/services and by that demonstrate their viability 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 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). Define your target audiences Be realistic Define their goals Adjust your communication to meet their expectations and your objectives Brand, layout, language, information, etc. Potential target audiences: End users Other stakeholders Policy makers General public Financiers Own organisation 8

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

Expected outcomes of a successful communication strategy: Raised awareness with the general public Better project implementation and therefore better achievement of project objectives Better viability of the project outcomes 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 10 Benefits of a Solid Communication Strategy

Publicity Requirements European Commission NPP

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! 12

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: 13

Publicity Requirements – NPP 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 14

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

Monitoring 16

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 aggregated project communication indicators feed into programme communication indicators, which are reported to the Commission in the Annual Report To identify best practices Activity Report 8.1 Communication indicators 8.2 Communication tools 8.3 Analysis of performance on communication activities 8.4 Certification of compliance with NPP and European publicity requirements 17

Question 8.1 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 PowerPoint 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 Communication Indicators Purpose: to measure progress on the mandatory communication measures and expected attendance at NPP events Accumulative 18

Question 8.2 Communication Tools (so far) DateType of tool/material Short descriptionTarget group(s) BrochureTitle: “CoSafe will change the world”. This is a general introduction to the project, its objectives and the planned activities. General public, stakeholders, policy makers WebsitePublic website about the project and intranet for the project partners General public, partnership 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 8.1 Examples: Brochure Website exhibition roll-up PowerPoint presentations Pens Accumulative: list grows as project progresses Do not forget the mandatory tools 19

Questions 8.3 and Question 8.3 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 8.4 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 This is a matter of eligibility: European Commission recommends a 2% flat rate cut

Case Study Template Part of mandatory measures At start and end of project Online case study (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 21

Next Steps

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

For more information 24

For more information Programme website Downloadable graphical elements: flag and logo Project Websites Workshop presentations Documents Pinnacle Communication Handbook 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 Contact details Kirsti Mijnhijmer Programme Manager for Information & Communication Tel.:

Thank you for listening!