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Communication & Visibility requirements

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

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Communication & Visibility requirements

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

  2. Overall objective Beneficiary and project’s partner must take all necessary measuresto publicise the fact that the project isco-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’sbest ambassadors

  4. Main aims The main aim of the information and visibility actionsdirectedtowardsgeneralpublic 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. ObjectivesGuidelines 3.1.4. Communication and visibility activitiesinprojects: • 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. Importance of internal communication • Awell organised and managed internal communication is a critical success factor: • Keeps all project partners aimed at the same final goal • Helpsall involved parties to understand the project aims and activities and their roles • Allows to monitor project progress, keep the workplan updated, anticipate difficulties in implementation • Good internal communication involves regular and effective two-way communication with all project partners

  7. Tips on internal communication • Agree on when and how and on whatyou 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 websiteandpressreleasesand who and when will do the updates

  8. Tools of internal communication Electronic: Email, Intranet, Internal newsletters Oral: Phonecalls; regular meetings with your partners; skypeor video conferences Written materials: internalmemos, meeting notes, progress reports etc.

  9. Responsibilities • The leading Partner playstheroleofthemaincoordinatorand is responsible for distribution of the information receivedfrom the JTS Main Officeabout: • MonthlyFactSheets (4 languagesfrom 2013) • Newsletter (twice a year), tourismmap, promotionandtourismvideos, • Implementationseminars, • Programme eventastheAnnualEventandcommunicationactionlikeEuropeanCooperationDayandotheractivities • Requestofinformationorphotosetc. • AND – providinginformation to JTS (events, pressreleasesetc.!)

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

  11. ProgrammeLogo Full Logo • EU flag • Programme logo • Slogan unitedby 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 Smallestfull logo- 40x25 mm Simplified version- 20x8 mm

  13. Use of Logo II All communication materials and tools • Project documents(minutes, reports, timesheetsetc.) • 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, highresolution) • display panels & commemorative plaques (if the total contribution from the Programme for infrastructures or constructionworkexceeds100 000 EUR) • e-publications – newsletters, projectnewsandfactsheets • newtrend – infograms Useexistingcooperationwiththeregionaladministrations / localnewspapers!

  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.”

  16. Press conferencesandPressvisits • Invitationsto 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 pressconferencesorpressvisits

  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 – nameof 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 <Beneficiary’s or project partner's name> and can under no circumstances be regarded as reflecting the position of the Programme,Programme participatingcountries, alongside with theEuropean 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.”

  18. Website • the full set Programme Logo • the disclaimer on the homepage or the window with the article about project • “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 <Beneficiary’s or project partner's name> and can under no circumstances be regarded as reflecting the position of the Programme,Programme participatingcountries, alongside with theEuropean Union.” • link to the Programme website • link to the EuropeAid Co-operation Office webpage

  19. Display panels • should incorporate: • the Programme logo, which shall cover at least 50% of the area of the display panel • a phrase “This project is co-financed by the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013” • 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 4.2Display 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 should incorporate: • the Programme logo, which shall cover at least 50% of the area of the display panel • the phrase “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” • the date on which the object was finished • minimum size shall be 500 x 300 mm

  23. Vehicles, supplies, equipment,promotional items should incorporate: • the Programme logo • the phrase "Provided with the support of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013" 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. ProgrammeVideos • Available in 4 languages (provided by JTS) • Each partner receives it in USBafter the Grant Contract is signed (National Language + English) • To be used at the beginning of EVERYeventof the project! ENPI Information Centre placed the Programme’s promotional Video Clip on ENPI tube - http://youtu.be/hfAjTiBTVNI Recentlyplaced – shortmovie “Enjoythe Hansa Route!” - http://www.youtube.com/watch?v=DJ9DTkcc5bw

  26. Programme Flag • Small Flag (provided by JTS) • Each partner receives it after the Grant Contract issigned • To be used in eventsof the project • DesignoftheProgrammeFlagisdescribedinGuidelines

  27. Reporting Front cover contain: Nameof the project Date of submission The full set Programme Logo Back cover contain: Disclamer “The contents of this publication are the sole responsibility of <name of the author/beneficiary/project partner> 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 andtheir impactshould be included.

  28. Completion of the project ! Pressreleaseabouttheresultsandachievements ! 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. www.estlatrus.eu • Download Project Implementation Documents http://www.estlatrus.eu/eng/implementation/2nd_call_for_proposals/guiding_documents • All Questionsasked during 1st and 2nd Call for Proposals are published (including those regarding project implementation) • subscribe the Programme news • learn about the information seminarsandProgrammeeventsand register on-line! • Future ENPI –information will be published gradually

  31. Summary • comply with all visibility requirements • co-ordinateproject communication activities with communication activitiesofthehosting-organization • think about communication in long-termperspective(dissemination of publications, maintenance of web-sites) • both internal & external communication is important • always use Programme’stitle & 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.eu » Implementation» 2nd Call forProposals>> GuidingDocuments • Programme’s Communication and Visibility Guidelines for Calls for Proposals www.estlatrus.eu » Implementation » 2nd Call for Proposals >> GuidingdocumentsorunderProgramme>>Publications &Logo >> Guidelines • Programme’sGlossaryfrombeginingof 2013 http://www.estlatrus.eu/eng/programme/publications_amp_logo/publications www.estlatrus.eu » Glossary&Abbreviations

  33. To remember !If publicity requirements are not fulfilled, the related costs are not eligible for ENPI co-financing!

  34. Publicity2013-2014 EuropeanCooperationDay 2013 and 2014 – 21 September(Wideparticipationin 2012; communicationaction) - LocalActionsinEstonia, LatviaandRussia - PublicationofEC DG Regio – RegionalReview - ENPI Info Centre – ECDayposter (24 August 2013; announcementattached) AnnualEventoftheProgramme– inendMayorbegJune 2014 inRussia (Gatchinatbc); in 2015 inEstonia – closingevent. CooperationwithEU NeighbourhoodInfo Centre– Featureabout PHOTO YOUTH; on ENPI Tube – Promo Video andshortfilm “Enjoythe Hansa Route!’’ abouttheExhibitionin Sigulda on 11 June 2013. Twitter- @ESTLATRUS_ENPI EC iniciatives– photocontest “EuropeinmyRegion”, till 23 August https://www.facebook.com/EuropeanCommission/app_386310531430573

  35. EuropeanCooperationDay 2013 • Opening – 10 SeptemberinStrasbourg, France • Mainactivities - 16 - 21 September, 2013 • EuropeanCooperationDay - 21 September, 2013 • TreeplantinginEstoniaon 14 Septemberin Tartu, TähtvereRecreationPark; inLatviaon 10 Septemberin Rēzekne, VipingaForestParkandinRussiaon 5 September (tbc) inPskov, ParknearbyMiroshskyMonastery • JointExhibition “ENPI Corner” - 5 ProgrammeswithparticipationofRussiaon 19 SeptemberinPetrozavodsk (Russia), EU, NorwayandRussiacrossbordercooperationConference • InformativelectureinSt.PeterburgStatePolytechnicalUniversity, St.Petersburgon 16 September (twoProgrammeswithparticipationofRussia) • YouthPostercampaigntogetherwithotherprogrammesoperatinginLatvia – 10 SeptemberinRiga • Projects– info to bereceivedby 21 August / publicprojectactivitiesoras a minimuminformativesessionsineducationalinstitutions (schools, vocationalschoolsanduniversities) areexpected; anycreativewaycanbeused • www.ecday.eu

  36. KEEP/ ENPI Info Centre • KEEP - KnowledgeandExpertiseinEuropeanProgrammes • 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 DataBase– http://www.territorialcooperation.eu/ • EU Neighbourhood Info Centre– NewsAlerts, Features,Handbooks (inEnglishandRussian),PhotoLibraryetc. coveringthePartnercountriesincludingRussianFederation • Visit ENPI Info Centre– www.enpi-info.euImportantGlossaries (inEnglishandRussian!)

  37. Further Information www.estlatrus.eu

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