1. Publicity and Visibility Rules of EU Funded Projects
Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım
Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey
This project is co-financed by the European Union and the Republic of Turkey
Publicity and Visibility Rules
of EU Funded Projects
Dr. Petek Kovancı Shehrin

2. TRAINING TOPICS PART 1: Guidance for Sound Communication
Increasing awareness on how publicity & visibility serves to the success of the project and contributes in achieving better products/results
PART 2: Rules and Procedures of Publicity & Visibility
EU Visual Identity Elements
Improving basic knowledge and skills on publicity and visibility

3. Guidance for Sound Communication
PART 1:
Guidance for Sound Communication

4. Guidance for Sound Communication
Training Topics – PART 1
Guidance for Sound Communication
1.1. Purpose
1.2. Reference
1.3. Key Audiences & Target Groups
1.4. Process of Sound Communication towards
Appropriate Visibility
1.5. Communication & Visibility (as a Strategy & as a Plan)
1.6. Communication Tools
1.7. Roles & Responsibilities

5. 1.1. Purpose
To ensure that actions that are wholly or partially funded by the European Union (EU) incorporate information and communication activities designed to raise the awareness of specific or general audiences of the reasons for the action and the EU support for the action in the country or region concerned.
All beneficiaries are responsible for
making the contribution of EU visible
in their projects.
All beneficiaries shall take the necessary steps
to ensure that the financial contribution of the EU is given adequate publicity.

6. 1.2. Reference Requirements for visibility stated in two reference documents
1. EU Communication & Visibility Manual (revised version, 2010)
Former version, EU Visibility Guidelines
2. Complement to the Communication and Visibility Manual for European Union External Actions - EU-funded Projects in Turkey under the Decentralised Implementation System (DIS)

7. 1.2. Reference (cont.)
According to the Operational Aggrement, Article 11 says that
ERA will comply with the rules and principles that are stated in the “COMMUNICATION AND VISIBILITY MANUAL FOR EUROPEAN UNION EXTERNAL ACTIONS” in all written/printed/visual materials related to its operation.

8. 1.3. Key Audiences and Target Groups
Group Members
Internal project stakeholders
Ministry of Science, Industry & Technology
EUD
Related Public and Private Institutions
Members of the Steering Committee
Members of the Management Committee
Final Beneficiaries
Wider project stakeholders
Opinion Formers
Decision Makers
Civil Society Organizations (EU, TR)
Municipalities
Universities ,academics and students (EU, TR)
Experts (EU, TR)
Media
Local media
National media (TV, press, radio, news, websites)
News agencies
International media (TV, press, radio, news websites)
Wider public
TR public
EU public

9. 1.4. Process of Sound Communication towards Appropriate Visibility
1. First step: Use of written and visual identity elements = compulsory requirements for all contractors and implementing partners; 2. Second step: Tools to enable the development of a dynamic communication strategy that will highlight the achievements of the EU support; in case available budget and resources exist. 3. Third step: Encouraging contractors, implementing partners to develop a communication & visibility plan, in case available budget and resources exist.

10. 1.4. Process of Appropriate Visibility
Golden rules;
Using written and visual identity of the EU
Appropriate timing
Appropriate context for the auidence
Provision of reliable and current information
Presentation of relevant inputs (financial and human sources)
Balance between result/output and impact/sustainability

11. 1.4. Process of Appropriate Visibility
Key / Critical Messages
It is important to define key messages that will run through all activities, communication tools, brand identity and publicity of the project. Although these need to be further developed by the team, but the following core messages should form the basis of main communication efforts:
The Government of Turkey and the EU are investing in «RCOP activities».
This project/programme contributes in «area/subject of your project/objectives» between the EU and Turkey.
This project supports strengthening the role of «your organization/ institutions».

12. 1.5. Communication and Visibility (as a Strategy and as a Plan)
Please note that in addition to the EU visibility, effective and efficient promotion of the overall project is also inclusive of this section.
All communication activities will be closely coordinated with the stakeholders and jointly executed. Therefore, it requires a STRATEGY and a PLAN to implement.
It is also important to discuss the development of a communication strategy thoroughly with the related parties, consultant, ERA, CA, EUD and other stakeholders allowing to pool all necessary information about their purposes, goals, ideas, human resources, plans, critiques and suggestions.

13. 1.5. Communication and Visibility (Strategy)
Communication Strategy (according to the EU Communication & Visibility Manual)
Objectives
1. Overall communication objectives
2. Target groups
Within the country(ies) where the action is implemented
Within the EU (as applicable)
3. Specific objectives for each target group, related to the action’s objectives and the phases of the project cycle
Examples of communication objectives:
ensure that the beneficiary population is aware of the roles of the partner and of the EU in the activity
raise awareness among the host country population or in Europe of the roles of the partner and of the EU in delivering aid in a particular context
raise awareness of how the EU and the partner work together to support education, health, environment, etc

14. 1.5. Communication and Visibility (Plan)
Communication Plan (according to the EU Communication & Visibility Manual)
1. Main activities that will take place during the period covered by the communication and visibility plan, Include details of:
the nature of the activities
the responsibilities for delivering the activities
2. Target group / Audience
3. Communication tools chosen; Include details of advantages of particular tools (media, advertising, events, etc.) in the local context
4. Key Messages
5. Completion of the communication objectives (include indicators of achievement for the different tools proposed)
6. Provisions for feedback (when applicable)
7. Human Resources
Person/days required to implement the communication activities
Members of the management team responsible for communication activities
8. Financial resources
Budget required to implement the communication activities (in absolute figures and as a percentage of the overall budget for the action)

15. 1.6. Communication Tools COMMUNICATION TOOLS CONTENT ONLINE
Websites, networking platforms, portals, blogs, social media tools, spot films, e-bulletins
OFFLINE
Brochures, flyers, information packs, posters, books/booklets, guidelines, bulletins, other printed materials, reports, research findings, invitations
MEDIA
Press bulletins, press conferences, press visits, exclusive interviews, press packs, press pages on website
EVENTS
Trainings, seminars, conferences, launches, closing activities, info days, information campaigns, road shows, sponsorship, success stories, exhibitions,
OTHERS
Spot films, promotional films, TV spots, radio spots, newspaper/ magazine adds, direct marketing, impressions,
PROMOTIONAL MATERIALS
Promotion/ display panels, banner, flags, table flags, stage/ podium decors/ signage/ nametags/ programmes/ event kits, presentations, pen, notebook, t-shirt- caps, bags, mugs, calendar, folders
PERMANENT
Supply, vehicle and equipment labels

16. 1.7. Roles & Responsibilities
Event management (seminar, conferences, info days etc.)
Prepare and distribute comprehensive information and working materials for the seminar participants.
Prepare the venue (banner, posters, etc) according to the format of sessions.
Provide professional translators (English-Turkish, Turkish-English).
Provide a conference secretariat that will and provide logistical and organizational support to speakers and participants from registration till departure.
Coordinate sessions, provide support to moderation, and appoint and supervise note takers and photographer, video for documentation.
Ensure availability and distribution of promotion materials from the overall project (brochures, leaflets, posters, DVD etc.).
Provide support to media contacts and co-operation partners.

17. 1.7. Roles & Responsibilities
Relation with the public and media
Promoting the upcoming event and reporting on its outcomes on the project website, social media, through the networks of the beneficiaries (e.g. newsletters).
Liaising with media representatives, arranging a press conference, radio or TV interviews e.g. high level panellists or beneficiaries.
Preparing and providing the media with a press package before the seminar and press release afterwards.
Prepare a documentation to be shared with participants and media and the public via the webpage and mailings.

18. 1.7. Roles & Responsibilities
Relation with the public and media (cont.)
Direct relations with media representatives
Contact journalists ( , phone, letter etc.) who have previously shown interest in the EU programmes and in project related topics and respond to their questions
Conduct regular individual or small scale group meetings with media representatives to inform them about the programme,
Conduct larger press conferences to announce significant news and to respond to journalists follow-up questions,
Lead journalists for specific interviews for articles, TV news of radio programmes.
Sent out media advisories to inform journalists about specific events.

19. 1.7. Roles & Responsibilities
Relation with the public and media (cont.)
Using the website as an information platform with special media section to:
publishing announcements/news via the website
uploading press releases on the website
uploading press packages
creation of a series of “invited columns” as blogs from opinion leaders, etc.

20. Rules and Procedures of Publicity & Visibility
PART 2:
Rules and Procedures of
Publicity & Visibility
(EU Visual Identity Elements)

21. EU Visual Identity Elements
Training Topics – PART 2
EU Visual Identity Elements
2.1. Basic Rules
2.2. Logos
2.3. Reporting Requirement
2.4. Basic Communication Activities
2.5. Sample Visibility Items
2.6. Problems

22. 2.1. Basic Rules
Not only the consultants/contractors for services, supplies or works, also all Beneficiaries must take the necessary measures to ensure the visibility of the EU and Turkish Government’s co-financing.
Reports/Publications produced in the frame of the EU project should contain the following disclaimer, since The EU will not be responsible under any circumstances for the contents of all communication items prepared by the Consultant /Contractor and/or partners.
“This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of <name of the author/contractor/implementing partner/international organisation> and can in no way be taken to reflect the views of the European Union.”

23. 2.1. Basic Rules
Contractors and implementing partners should make sure that at least one section of their reports (interim and final) contains a detailed description and evaluation of their communication activities (giving concrete examples) and their impact (illustrating this with a file of press cuttings and audiovisual transcripts whenever possible).
The name of the the Contracting Authority shall also be written.
«The contracting authority of this project is the »

24. 2.2.Logos
Any supplies or equipment delivered and outputs produced, brochures, booklets all types of materials (posters, display panels, etc.) produced under your project must visibly carry logos of,
«the EU-Turkey Cooperation Logo, Ministry of Science, Industry and Technology logo.»
Please consult the following web-site for design features;

25. EU-Turkey Cooperation Logo
Pantone 485C
C: 0 M:95 Y:100 B:0
Pantone 2738C
Pantone Yellow
C: 0 M:0 Y:100 B:0
C: 100 M:80 Y:0 B:0

26. EU-Turkey Cooperation Logo
This project is co-financed by the European Union and the Republic of Turkey
Pantone Black %75
C: 0 M:0 Y:0 B:75
Pantone Black %100
C: 0 M:0 Y:0 B:100

27. Text below - EU-Turkey Cooperation Logo
Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir.
This project is co-financed by the European Union and the Republic of Turkey

28. Position - EU-Turkey Cooperation Logo Top-Middle
Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir.
This project is co-financed by the European Union and the Republic of Turkey.

29. Size - EU-Turkey Cooperation Logo
At least twice more prominent than other logos and flags.
The height/width ratio in all sizes must be 6/15.

30. Mistakes - EU-Turkey Cooperation Logo

31. 2.3.Reporting Requirement
If the report is to be made available to the public, the cover must use the report presentation template.

32. 2.4. Basic Communication Activities
Press releases
Press conferences
Press visits
Leaflets, brochures and newsletters
Web sites
Display panels
Commemorative plaques
Vehicles, supplies and equipment
Promotional items
Photographs
Audiovisual productions
Public events and visits
Information campaigns

33. 2.4. Basic Communication Activities
Please see the Templates for «Communication Products» in Communication and Visibility Manual, Annex 3, starts at page 33.

34. 2.5. Sample Visibility Items

35. 2.5. Sample Visibility Items

36. 2.5. Sample Visibility Items

37. 2.5. Sample Visibility Items

38. 2.5. Sample Visibility Items

39. 2.5. Sample Visibility Items

40. 2.5. Sample Visibility Items

41. 2.5. Sample Visibility Items

42. 2.5. Sample Visibility Items - Web-sites
Websites are increasingly a basic requirement for communication, but separate websites are not always required for all actions since information could simply be made available via the website of the EU Delegation or the partner’s website, for example.
If the action is designed to have a long life, and will give rise to significant material that could be communicated on a website (photographs of the evolution of the action, short interviews, material for the press, etc.), it may be agreed in the communication and visibility plan to establish an independent website related to the action.

43. 2.5. Sample Visibility Items - Web-sites
Should be coherent and consistent with other communication tools and materials.
Contracting Authority, Implementing Body, Partners’ and Project logo and slogan if there are any,
Project Info
Links to EU Delegation, umbrella programme and other related institutions
Press pages
Contact details
A key communication tool for longer term projects and programmes
Should have an objective to inform
Compatible with visibility rules
Up to date
Responding to the information needs of different target audience segments
Directing visitors to the correct programme / project information

44. 2.5. Sample Visibility Items – Web-sites

45. 2.5. Sample Visibility Items – Web-sites

46. 2.5. Sample Visibility Items Web-sites
At the end of the action, the website should be copied onto CD-rom and transmitted to the Delegation for possible further use in its general communication activities and for archival purposes.

47. 2.5. Sample Visibility Items Permanent Commemorative Plaques
Permanent commemorative plaques are an effective way of acknowledging the involvement of the EU in the construction or planning of permanent structures such as houses, clinics, factories, institutions, training centres, roads, bridges, etc.
As part of the opening ceremony of permanent structures, placement of a permanent plaque in the most visible part of the building, such as the main entrance or in front of the building.
When appropriate, the plaque could contain the following sentence: “This [name of the structure] was funded by the European Union” with the EU flag placed underneath it.

48. This Museum was renovated by the European Union.
2.5. Sample Visibility Items
Permanent Commemorative Plaques
Edirne Museum
This Museum was renovated by the European Union.
2012

49. 2.5. Sample Visibility Items Vehicles, Supply, Equipment
- Vawy flag should be placed visible and twice as prominent to the other logos.
- Contractor and partner logos may also be used.
- Should be placed visible and legible by
“Provided with the support of the EU.”
Should include
«Fixed asset / Demirbaş No: XX»

50. 2.5. Sample Visibility Items

51. 2.5. Sample Visibility Items

52. 2.5. Sample Visibility Items

53. 2.6. Problems
Delays in implementation of publicity events / production of materials
Confusion of position of logos on the materials
Missing visibility items during the events
Provision of content and sustainability of web-sites

54. Thank you for your time & patience!