1. Communication & Visibility requirements Joint Technical Secretariat By Vineta Šnore, Information Manager Seminar for Beneficiaries 13-14 August, 2013 Rēzekne, Latvia

2. Overall objective Beneficiary and project’s partner must take all necessary measures to publicise the fact that the project is co-financed by the Programme (European Union & Russian Federation) “The Beneficiary must take all necessary steps to publicise the fact that the European Union has financed or co-financed the Action.”

3. Main principle The projects are Programme’s best ambassadors

4. Main aims The main aim of the information and visibility actions directed towards general public shall be:  to ensure transparent use of EU funds, Programme co-financing  to increase awareness about the Programme, EU role, funding opportunities and supported projects  to promote cross-border cooperation and its results

5. Objectives Guidelines 3.1.4. Communication and visibility activities in projects:  ensure smooth operation of the project internally - efficient communication among the project partners;  make the project activities, achievements and impact visible to the target groups and general public;  emphasise the contribution of the Programme to the socio-economic development of the region.

6. A well organised and managed internal communication is a critical success factor: – Keeps all project partners aimed at the same final goal – Helps all involved parties to understand the project aims and activities and their roles – Allows to monitor project progress, keep the work plan updated, anticipate difficulties in implementation Good internal communication involves regular and effective two-way communication with all project partners Importance of internal communication

7. Tips on internal communication Agree on when and how and on what you and your partners are communicating Make a format for (monthly) internal reports Agree on tools that will be used: e-mail, internal newsletters, skype meetings, real meetings Agree on who is responsible for the website and press releases and who and when will do the updates

8. Tools of internal communication Electronic: Email, Intranet, Internal newsletters Oral: Phone calls; regular meetings with your partners; skype or video conferences Written materials: internal memos, meeting notes, progress reports etc.

9. Responsibilities The leading Partner plays the role of the main coordinator and is responsible for distribution of the information received from the JTS Main Office about: -Monthly Fact Sheets (4 languages from 2013) -Newsletter (twice a year), tourism map, promotion and tourism videos, -Implementation seminars, -Programme event as the Annual Event and communication action like European Cooperation Day and other activities -Request of information or photos etc. AND – providing information to JTS (events, press releases etc.!) ! Coordinator keeps in touch with all partners All partners report regularly (monthly) All partners meet regularly

10. Project documents  Full Application Form  Activity Pack 2  Grant Contract  Article 6 – Visibility  Model Partnership Agreement  Point 11. Infomation and publicity measures

11. Programme Logo Full Logo  EU flag  Programme logo  Slogan united by borders Programme logo to download: http://www.estlatrus.eu/eng/programme/publications_amp_logo/logo

12. Use of Logo I Compulsory 9 colours Light background suggested The same size as other logos Different sizes Black & white Programme logo to download: http://www.estlatrus.eu/eng/programme/publications_amp_logo/logo http://www.estlatrus.eu/eng/programme/publications_amp_logo/logo Simplified version - 20x8 mm Smallest full logo - 40x25 mm

13. Use of Logo II All communication materials and tools  Project documents (minutes, reports, time sheets etc.)  Publications – on cover or a title page  Digital info carriers– on the front page & packaging  Website  Infrastructure (display panels & commemorative plaques)  Equipment  Events

14. Communication tools (Communication and Visibility Guidelines)  press releases, press conferences, press visits  web-sites, social media  Photographs (meaningful, high resolution)  display panels & commemorative plaques ( if the total contribution from the Programme for infrastructures or construction work exceeds 100 000 EUR) e-publications – newsletters, project news and fact sheets new trend – infograms Use existing cooperation with the regional administrations / local newspapers!

15. Press releases Press release should incorporate:  the Programme logo  the Programme statement  it should be mentioned that the funding was provided by the Programme  the amount of Programme co-financing in euro and in the local currency The press release should be sent at least initiating and finalising the project, as well as prior any major activity, event, news, result of the project. The press release should not be longer than one A4 page. “ Estonia – Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2007-2013 financially supports joint cross border development activities for the improvement of the region’s competitiveness by utilising its potential and beneficial location on the crossroads between the EU and Russian Federation. The Programme web-site is www.estlatrus.eu.”www.estlatrus.eu “ Estonia – Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2007-2013 financially supports joint cross border development activities for the improvement of the region’s competitiveness by utilising its potential and beneficial location on the crossroads between the EU and Russian Federation. The Programme web-site is www.estlatrus.eu.”www.estlatrus.eu

16. Press conferences and Press visits Invitations to the press conferences and materials distributed to the journalists should bear:  the Programme logo  general statement about the Programme The small Programme flag should be displayed at the press conference and preliminary obtained from the JTS or ordered. The EU flag should be displayed if other flags or symbols being displayed. Group visits by journalists to the project sites may offer additional visibility opportunities. Such visits should be well- timed and focus on tangible achievements The JMA and JTS should be informed well in advance about planned press conferences or press visits

17. Leaflets, brochures and newsletters  the full set Programme Logo  the cover must carry the disclaimer  the general statement of the Programme  the project details – name of the organisation, address, telephone, fax and e-mail info “ This publication has been produced with the financial assistance of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013. The contents of this document are the sole responsibility of and can under no circumstances be regarded as reflecting the position of the Programme, Programme participating countries, alongside with the European Union.” “Estonia – Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2007-2013 financially supports joint cross border development activities for the improvement of the region’s competitiveness by utilising its potential and beneficial location on the crossroads between the EU and Russian Federation. The Programme web-site is www.estlatrus.eu.” “Estonia – Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2007-2013 financially supports joint cross border development activities for the improvement of the region’s competitiveness by utilising its potential and beneficial location on the crossroads between the EU and Russian Federation. The Programme web-site is www.estlatrus.eu.”

18. Website “This website has been produced with the financial assistance of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013. The contents of this document are the sole responsibility of and can under no circumstances be regarded as reflecting the position of the Programme, Programme participating countries, alongside with the European Union.”  the full set Programme Logo  the disclaimer on the homepage or the window with the article about project  link to the Programme website  link to the EuropeAid Co-operation Office webpage

19. Display panels “This project is co-financed by the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013” should incorporate:  the Programme logo, which shall cover at least 50% of the area of the display panel  a phrase  Name of the Beneficiary, title of the project  start/end time of the project  minimum size 1,500 x 1,000 mm

20. Display panel ANNEX 4.2 Display panel template for Russia [ЛОГОТИП ПРОЕКТА И/ИЛИ ЛОГОТИПЫ БЕНЕФИЦИАРОВ И ПАРТНЕРОВ ПРОЕКТА] Этот проект софинансируется Программой приграничного сотрудничества Эстония-Латвия-Россия в рамках Европейского инструмента соседства и партнерства 2007-2013 Бенефициар и название проекта Проект введен в действие с хх.хх.хххх по хх.хх.хххх

21. Project display panel Beneficiaries and project partners should also produce a display panel with which to promote their Programme co- financed project at an exhibition or event, or at the entrance of a training centre or office reception.

22. Commemorative plaque “This [name of the structure] was co-financed by the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013” should incorporate:  the Programme logo, which shall cover at least 50% of the area of the display panel  the phrase  the date on which the object was finished  minimum size shall be 500 x 300 mm

23. Vehicles, supplies, equipment, promotional items "Provided with the support of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013" should incorporate:  the Programme logo  the phrase in English and in the official language of the respective Participating country  stickers (provided by JTS)  informational poster can be used (template)!

24. Programme Stickers 50 x 90 мм 25 x 40 мм

25. Programme Videos Available in 4 languages (provided by JTS) Each partner receives it in USB after the Grant Contract is signed (National Language + English) To be used at the beginning of EVERY event of the project! ENPI Information Centre placed the Programme’s promotional Video Clip on ENPI tube - http://youtu.be/hfAjTiBTVNIhttp://youtu.be/hfAjTiBTVNI Recently placed – short movie “Enjoy the Hansa Route!” - http://www.youtube.com/watch?v=DJ9DTkcc5bw http://www.youtube.com/watch?v=DJ9DTkcc5bw ENPI Information Centre placed the Programme’s promotional Video Clip on ENPI tube - http://youtu.be/hfAjTiBTVNIhttp://youtu.be/hfAjTiBTVNI Recently placed – short movie “Enjoy the Hansa Route!” - http://www.youtube.com/watch?v=DJ9DTkcc5bw http://www.youtube.com/watch?v=DJ9DTkcc5bw

26. Programme Flag Small Flag (provided by JTS) Each partner receives it after the Grant Contract is signed To be used in events of the project Design of the Programme Flag is described in Guidelines

27. Reporting Front cover contain: Name of the project Date of submission The full set Programme Logo Back cover contain: Disclamer “ The contents of this publication are the sole responsibility of and can in no way be taken to reflect the views of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013 and Programme participating countries, alongside with the European Union”. ! Section of communication activities and their impact should be included.

28. Completion of the project ! Press release about the results and achievements ! No Programme symbol may be included in any communication tools of the project 6 months after the phase co-financed by the Programme has finished. ! Exception – commemorative plaques (the commemorative plaque installed shall be maintained at least until 7 years after the receipt of the balance payment)

29. www.estlatrus.eu

30.  Download Project Implementation Documents http://www.estlatrus.eu/eng/implementation/2nd_call_for_proposals/guiding_ documents http://www.estlatrus.eu/eng/implementation/2nd_call_for_proposals/guiding_ documents  All Questions asked during 1st and 2nd Call for Proposals are published (including those regarding project implementation)  subscribe the Programme news  learn about the information seminars and Programme events and register on-line !  Future ENPI –information will be published gradually

31. Summary  comply with all visibility requirements  co-ordinate project communication activities with communication activities of the hosting-organization  think about communication in long-term perspective (dissemination of publications, maintenance of web-sites)  both internal & external communication is important  always use Programme’s title & logo  make sure all visual & factual information is correct  reflect efficiency of your communication activities in numbers (press releases, articles, audio & video files, publications, website visitors, participants in the events)

32. Guidance Documents  Communication and Visibility Manual for European Union External Actions http://ec.europa.eu/europeaid/work/visibility/index_en.htm  Programme’s Guidelines for Grant Applicants  Section 3.1.4 - Publicity and Information Requirements www.estlatrus.euwww.estlatrus.eu » Implementation» 2nd Call for Proposals>> Guiding Documents  Programme’s Communication and Visibility Guidelines for Calls for Proposals www.estlatrus.euwww.estlatrus.eu » Implementation » 2nd Call for Proposals >> Guiding documents or under Programme>>Publications &Logo >> Guidelines  Programme’s Glossary from begining of 2013 http://www.estlatrus.eu/eng/programme/publications_amp_logo/publications http://www.estlatrus.eu/eng/programme/publications_amp_logo/publications www.estlatrus.eu www.estlatrus.eu » Glossary&Abbreviations

33. To remember Project INDEXYour Project Manager 465, 291, 320, 499, 227Liina Saar 285, 349, 404, 351, 359Elena Makarova 233, 308, 261, 473, 383Ilze Skrebele-Stikane 535, 448, 269, 470, 310Riina Vaap Project INDEXYour Information Manager 535, 465, 261, 227Sergey Balanev 233, 291, 349, 351Anna Filatova 285, 404Vineta Šnore 448, 320, 499, 269, 470Vladimir Skorokhodov 473, 383, 359, 310Liane Rosenblatt ! If publicity requirements are not fulfilled, the related costs are not eligible for ENPI co-financing!

34. Publicity 2013-2014 European Cooperation Day 2013 and 2014 – 21 September (Wide participation in 2012; communication action) - Local Actions in Estonia, Latvia and Russia - Publication of EC DG Regio – Regional Review - ENPI Info Centre – ECDay poster (24 August 2013; announcement attached) Annual Event of the Programme – in end May or beg June 2014 in Russia (Gatchina tbc); in 2015 in Estonia – closing event. Cooperation with EU Neighbourhood Info Centre – Feature about PHOTO YOUTH; on ENPI Tube – Promo Video and short film “Enjoy the Hansa Route!’’ about the Exhibition in Sigulda on 11 June 2013. Twitter - @ESTLATRUS_ENPI EC iniciatives – photo contest “Europe in my Region”, till 23 August https://www.facebook.com/EuropeanCommission/app_386310531430573

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40. European Cooperation Day 2013 Opening – 10 September in Strasbourg, France Main activities - 16 - 21 September, 2013 European Cooperation Day - 21 September, 2013 - Tree planting in Estonia on 14 September in Tartu, Tähtvere Recreation Park; in Latvia on 10 September in Rēzekne, Vipinga Forest Park and in Russia on 5 September (tbc) in Pskov, Park nearby Miroshsky Monastery - Joint Exhibition “ENPI Corner” - 5 Programmes with participation of Russia on 19 September in Petrozavodsk (Russia), EU, Norway and Russia cross border cooperation Conference - Informative lecture in St.Peterburg State Polytechnical University, St.Petersburg on 16 September (two Programmes with participation of Russia) - Youth Poster campaign together with other programmes operating in Latvia – 10 September in Riga - Projects – info to be received by 21 August / public project activities or as a minimum informative sessions in educational institutions (schools, vocational schools and universities) are expected; any creative way can be used www.ecday.eu

41. KEEP/ ENPI Info Centre 41 KEEPKEEP - Knowledge and Expertise in European Programmes KEEP is conceived as an online tool and internet portal that utilizes, capitalizes and ensures the transfer of the knowledge of both INTERACT and European Territorial Cooperation programme information and gives an overview of 2000-2006 INTERREG / 2007- 2013 European Territorial Cooperation projects. Visit KEEP Data Base – http://www.territorialcooperation.eu/http://www.territorialcooperation.eu/ EU Neighbourhood Info Centre – News Alerts, Features, Handbooks (in English and Russian), Photo Library etc. covering the Partnercountries including Russian Federation Visit ENPI Info Centre – www.enpi-info.eu Important Glossaries (in English and Russian!)www.enpi-info.eu

42. Further Information www.estlatrus.eu LATVIA Vineta Šnore Joint Technical Secretariat Phone: +37167509526 E-mail: vineta.snore@estlatrus.euvineta.snore@estlatrus.eu ESTONIA Liane Rosenblatt Branch Office in Tartu Phone: +372 738 6011 E-mail: liane.rosenblatt@estlatrus.euliane.rosenblatt@estlatrus.eu RUSSIA Sergey Balanev Branch Office in St. Petersburg, Russia Phone: + 7 812 325 83 51 E-mail: sergey.balanev@estlatrus.eu sergey.balanev@estlatrus.eu Vladimir Skorokhodov Branch Office in St. Petersburg, Leningrad Region, Russia Phone: + 7 812 325 51 84 E-mail: vladimir.skorokhodov@e stlatrus.eu vladimir.skorokhodov@e stlatrus.eu Anna Filatova Branch Office in Pskov, Russia Phone: + 7 81 12 79 40 54 E-mail: anna.filatova@estlatrus.eu anna.filatova@estlatrus.eu