Introduction...4. WBIF Visual Identity...5. Visual identity...5. Disclaimers...7. WBIF Communication and Visibility Actions...8. Objectives...

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1 ib f w y t i l i b i s s e iv n i d del n a i u n g o i t a in c Co u m m

2 Table of contents 1 Introduction WBIF Visual Identity Visual identity Disclaimers...7 WBIF Communication and Visibility Actions Objectives Target Groups Communication and Visibility Actions and Tools General P rinciples Types of Communication and Visibility Actions Resources Indicators of Achievement Appendix A Potential Communication and Visibility Actions along a Standard Infrastructure Project 15 5 Appendix B Examples of Tools Summary Sheets EU-funded projects Bilateral Donor (JF) funded projects Technical assistance-focus ed summary sheets Banners/billboards Plaque / Display Panel Project with EU funding Project with Bilateral Donor funding only Poster Brochure / Flyer Appendix C Guidance on the Organis ation of a WBIF Site E vent (e.g. Commencement of Works) 25 2

3 List of abbreviations Abbreviation Meaning BD Bilateral Donor CEB DG NEAR Council of Europe Development Bank Directorate-General for Neighbourhood and Enlargement Negotiations EBRD European Bank for Reconstruction and Development EC European Commission EIB European Investment Bank ESIA Environmental and Social Impact Assessment EU European Union EUD EU Delegation EUO EU Office EWBJF European Western Balkans Joint Fund GAF Grant Application Form GGF Green for Grow th Fund IFI International Financing Institution IFICO IFI Coordination Office IPA Instrument for Pre-Accession Assistance IPF Infrastructure Project Facility KfW Kreditanstalt für Wiederaufbau KfW DEG KfW Deutsche Investitions und Entw icklungsgesellschaft MIS Management Information System NIC National Investment Committee NIPAC National IPA Coordinator OECD Organisation for Economic Co-operation and Development OeEB Oesterreichische Entw icklungsbank Project Financiers Group PFG REEP Regional Energy Efficiency Programme SCADA Supervisory Control and Data Acquisition SME Small and Medium Enterprise TA Technical Assistance INV GAF Investment Grant Application Form TA GAF Technical Assistance Grant Application Form TEN-T Trans-European Transport Netw orks WB World Bank WB EDIF Western Balkans Enterprise Development & Innovation Facility WBIF Western Balkans Investment Framew ork 3

4 1 Introduction The Western Balkans Investment Framework (WBIF) is a joint blending facility of the European Commission, participating International Financial Institutions (IFIs), Bilateral Donors (BDs), and Western Balkan Countries set to deliver funding for infrastructure development in the environment, energy, transport, social, and digital sectors as well as for private sector development. The WBIF operates according to specific Rules of Procedures and the General Conditions of the European Western Balkans Joint Fund. Both documents specify the need for communication and visibility actions with a view to ensuring adequate visibility for WBIF operations. These Guidelines aim to assist key WBIF stakeholders with the implementation of communication and visibility actions. They provide details on WBIF visual identity and define principle means and tools to be used in promoting the WBIF to specific and/or general audiences. In addition, the Guidelines offer concrete guidance on how best to coordinate multistakeholder communication and visibility activities, with a focus on investment projects. The Guidelines are complemented by the WBIF Communication and Visibility Plan which is produced on an annual basis and discussed amongst WBIF Project Financiers Group (PFG) Members, usually in the spring meeting. 4

5 2 WBIF Visual Identity 2.1 Visual identity The WBIF has its own logo, as follows: When used alone (i.e. in the absence of the other WBIF visual identity items and/or the EU flag), the WBIF logo is accompanied by the following strapline: An initiative funded by the European Union (placed underneath the logo) as follows. An initiative funded by the European Union When used in relation to a WBIF action / project which has benefited from EU grant support, the WBIF logo will be accompanied by the EU flag and a specific reference to the origin of funding: This project is funded by the European Union. The EU flag must enjoy an equally prominent place and size as that of any other visual identity used in that context. The WBIF motto is: INVESTING IN INFRASTRUCTURE. It should be used, for instance, on banners and promotional materials, as appropriate. When explaining what the WBIF is and how it operates, the following visual layout is usually used, in order to ensure the visibility of all key stakeholders: 5

6 The following text should be used when explaining the WBIF: What is the Western Balkans Investment Framework? The Western Balkans Investment Framework (WBIF) is a financing facility launched in December 2009 by the European Commission, together with the Council of Europe Development Bank (CEB), the European Bank for Reconstruction and Development (EBRD), the European Investment Bank (EIB), Bilateral Donors, and Western Balkans countries with the purpose to deliver funding for strategic investment projects in beneficiary countries. The WBIF blends grants, loans, and beneficiary contributions for infrastructure development in the environment, energy, transport, social and digital sectors as well as private sector development. KfW and the World Bank subsequently joined the WBIF. In July 2017, the KfW became a partner organisation. 6

7 In the case of Bilateral Donor-funded actions / projects, the following should be added, as updated for the date concerned 1 : By the end of [2017], Bilateral Donor contributions reached [75.36] million, including 5.2 million transferred from the EBRD Western Balkan Fund at the inception of the WBIF. The largest individual cumulative pledges to date have been made by [Norway, Sweden, Austria, Germany, United Kingdom, and Italy]. [France joined the Framework in December 2016] and is the current WBIF Co- Chair. In the case of grant support to actions/projects originating in joint endeavors (WBIF Bilateral Donors and Financial Institutions), the following could be added: By the end of [2017], Bilateral Donor and [financial institution(s)] contributions reached [75.36] million, including 5.2 million transferred from the EBRD Western Balkan Fund, at the inception of the WBIF. The largest individual cumulative pledges to date have been made by [Norway, Sweden, Austria, Germany, United Kingdom, and Italy]. [ Financial Institution(s)] joined the WBIF in [December 2016] and contributed [ x million] in grant support to date. Editable visual identity files/items associated with the above are provided by the WBIF Secretariat / IFICO upon request. 2.2 Disclaimers In the case of publications produced with EU support, the standard EU disclaimer should be used: This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of the [Western Balkans Investment Framework/Lead IFI/Contractor, etc. as appropriate] and can in no way be taken to reflect the views of the European Union. In the case of publications produced with Bilateral Donor support, the following disclaimer should be used: This publication has been produced with the assistance of Bilateral Donors to the Western Balkans Investment Framework. The contents of this publication are the sole responsibility of the [Lead IFI/Contractor, etc. as appropriate] and can in no way be taken to reflect the views of the Bilateral Donors. In the case of publications produced with grant support originating in joint endeavors (WBIF Bilateral Donors and Financial Institutions), the following disclaimer should be used: This publication has been produced with the assistance of Bilateral Donors and [financial institutions] 2 to the Western Balkans Investment Framework. The contents of this publication are the sole responsibility of the [Lead IFI/Contractor, etc. as appropriate] and can in no way be taken to reflect the views of the Bilateral Donors or that of the [financial institution(s)]. 1 The text will be updated by IFICO as appropriate (e.g. if/when pledges and change in Co-Chair) and published on wbif.eu/about-the-wbif/bilateral-donors. The last sentence is intended to introduce the current Co-Chair and will be adapted accordingly. 2 List the (international) financing institution(s) w ho contributed to the Joint Fund resources associated with the given action/publication. 7

8 3 WBIF Communication and Visibility Actions 3.1 Objectives WBIF communication and visibility actions should aim to: 1. Inform WBIF stakeholders on relevant policy and financing resources as well as on progress with the WBIF project portfolio; 2. Raise end-beneficiaries awareness of WBIF (potential) results and benefits and of the financing resources (EU/Bilateral Donor grants; IFI loans; Beneficiaries contributions) which supported such results and benefits; and 3. Communicate the benefits associated with the EU and Bilateral Donor contribution to the WBIF to the general public in Beneficiary Countries and/or EU Member States and/or Bilateral Donors home countries. 3.2 Target Groups The table below provides details on principle WBIF target groups, the actions and tools that are most appropriate to address these as well as the potential providers of such actions and tools. As it may be noticed, given the multi-faceted nature of the WBIF as a blending facility which addresses several sectors and six beneficiary countries, key stakeholders also play a role in the promotion of WBIF and its (potential) results and benefits to other target groups. Table 1: Target Groups for WBIF Communication and Visibility Actions (Detailed description of C&V Actions and Tools in Table 2) Target Group Lead Support Communication and Visibility Actions & Tools Key WBIF Stakeholders (European Commission; IFIs; Bilateral Donors; Beneficiary Countries - NIPACs; Project Promoters 3 ) Network of relevant institutions and civil society organisations in beneficiary countries General public in Beneficiary Countries General public in EU Member States and/or Bilateral Donors WBIF Secretariat Lead IFIs and their contractors (including IPFs) NIPAC/Project Promoters EC Lead IFIs and their contractors NIPAC/Project Promoters Lead IFIs EC Bilateral Donors IFICO IFIs Relevant contractors (e.g. IPFs) EC 4 WBIF Secretariat WBIF Secretariat / IFICO WBIF Secretariat / IFICO Relevant contractors Communication and visibility in print Online Communication and Visibility Audio-visual communication and photography Communication and visibility in print Online Communication and Visibility Organisation of events/site visits Information campaigns Audio-visual communication and photography Organisation of events/site visits Information campaigns Audio-visual communication and photography Communication and visibility in print Online Communication and Visibility Press and media Displays Information campaigns Communication and visibility in print Online Communication and Visibility Objective (1) (1) (2) (3) (1) (2) (3) (3) 3 Project Promoter: Institution/Organisation in the Beneficiary Country w ho is mandated to manage/operate the proposed investment (e.g. a railw ay/water company, hospital, etc.). The term is used to differentiate between NIPAC, NIC Technical Secretariat or the Ministry of Finance from a Beneficiary Country who sanction the application for financing and/or the loan but w ho have little role in the execution of a project. 4 DG NEAR and / or EU Delegations / EU Office in Beneficiary Countries. 8

9 3.3 Communication and Visibility Actions and Tools General Principles WBIF communication and visibility actions should be planned at project level and on a yearly basis with all key stakeholders, including the EU Delegation/Office in the beneficiary country concerned. This will allow for joint actions to be organised well in advance, contingent on the status of the project(s) concerned. The WBIF Secretariat will prepare an annual Communication and Visibility Plan based on the feedbac k received from the IFIs on potential project-level actions. The Plan will be circulated for comments to the WBIF PFG participants and endorsed for implementation after the WBIF PFG spring meeting. The following principles will inform the preparation and implementation of the Plan as well as any other WBIF-related communication and visibility actions not foreseen in the Plan at a given moment in time: A. Communication and visibility actions should match the size of the WBIF commitments (i.e. grants and loans) and / or the importance of the given project for the Enlargement agenda and the socio-economic development of the beneficiary country. B. Communication and visibility actions should reflect: 1. Status of the project along the project cycle: Communication and visibility efforts should increase as the project progresses from identification towards feasibility/design, implementation, and, finally, commissioning and operation. 2. Status of the WBIF investments in a given sector and/or beneficiary country: Communication and visibility actions, particularly in the case of projects that reach implementation/execution and commissioning (operation), should undertake to promote the overall results and benefits in a given sector and/or beneficiary country, which have been made possible with WBIF support. Moreover, to the extent feasible, joint communication and visibility events should be organized in the case of WBIF projects which pertain to the same sector, which run in parallel (e.g. two road/railway sections under different projects/lead IFIs; water treatment systems in two different municipalities), and/or are multi-country (e.g. cross-border transport and/or electricity connections). 3. Project financing structure and the source of funding for the grants allocated to project preparation and/or implementation: The WBIF pools together grant and loan resources as well as national contributions. In addition, projects get executed with financing that is external to the WBIF (e.g. bilateral contributions from various governments and/or national IPA/EU contributions, outside the WBIF). Such a financing structure should be reflected in overall communication on a given project, while making specific reference to the WBIF as a blending facility. 9

10 C. Communication and visibility actions should seek to reflect visibility requirements associated with the source of financing for the WBIF grants. Specifically: In the case of projects benefiting from WBIF grants provided by the E U (through IPA) and implemented by the Infrastructure Project Facility, communication and visibility actions should accommodate specific EU requirements, as defined in the latest Communication and Visibility Requirements for EU External Actions: -an dvisibility-manual-eu-external-actions_en In the case of projects benefiting from WBIF grants provided by the EU (through IPA) and implemented by the lead IFI s contractor(s) (e.g. Connectivity Projects) communication and visibility actions should accommodate specific EU requirements, as defined in the latest Communication and Visibility Requirements for EU External Actions, as well as reflect the lead IFI s framework agreements/arrangements with the European Commission. In the case of projects benefiting from Bilateral Donor contributions and particularly in the case of investment grants into the social and environment sector, communication and visibility actions should be undertaken with and seek to promote the contribution of the Bilateral Donors to the WBIF. Types of Communication and Visibility Actions Table 2 overleaf provides an overview of actions and tools which could be undertaken/used by key WBIF stakeholders as such and/or by their contractors, contingent on the WBIF portfolio which is to be communicated to specific and/or general audiences. In addition, Figure 1 in Appendix A illustrates common types of communication and visibility actions along a standard infrastructure project cycle, starting from the approval of a WBIF technical assistance grant for project preparation activities. Appendices B and C provide additional guidance, including examples, of tools used so far to promote the WBIF to multiple audiences. For additional examples, please check the WBIF Gallery and Library at and / or contact the WBIF Secretariat/IFICO. 10

11 Table 2: WBIF Communication and Visibility Actions and Tools # 1 Action When? Tools Relevant WBIF Portfolio WBIF Stakeholder Role Organisation of events/site visits Project reaches construction and/or commissioning and operation (Joint) Press releases & press conferences Press packages Online and media/print communication Connectivity Agenda Projects w ith a focus on those that are about to start/complete w orks Lead: EC (including EUD/EUO in country) / WBIF Secretariat; IFICO Support: Lead IFI; Project Promoter; relevant contractors, as appropriate, including IPFs. Lead: IFI Support: EC (in case of EU support); WBIF Secretariat/Bilateral Donors; Project Promoter; relevant contractors, as appropriate, including IPFs. Lead: EC and WBIF Secretariat; IFICO Other WBIF projects in the case of w orks commencement/completion 2 Communication and visibility in print Ongoing, as appropriate Feasibility/ESIA Construction/Execution Commissioning/Operation 3 Online Communication and Visibility Ongoing, as appropriate Construction/Execution Commissioning/Operation 4 Information campaigns Commissioning/Operation of major projects Significant achievements across a specific sector / in a beneficiary country WBIF Annual Report WBIF flyers/brochures (e.g. WBIF at a Glance; sector & country, bilateral donor factsheets;) WBIF Posters: thematic (WBIF Funding Opportunities; Connectivity Agenda) Specific project materials (e.g. flyers to accompany stakeholder consultations during project preparation; brochures/success stories; project posters) All WBIF portfolio, as appropriate. w ww.wbif.eu, including new sflashes: All relevant content, as updated on w bif.eu (and WBIF MIS), including WBIF-related audio-video communication and photography All WBIF portfolio, as appropriate. Success stories promoted to partner institutions social media, based on #6 Audio-visual communication and photography Items produced under #2, 3, and 6, w ith a focus on success/feature stories, dedicated to a specific theme/sector and/or beneficiary country - Tailored communication materials (factsheets/info-graphics, etc) highlighting the benefits of infrastructure investment (and EU funding) 11 Support: IFIs; IPFs; Bilateral Donors All WBIF portfolio, as appropriate. Connectivity agenda w ith a (collective) focus on ongoing projects, institutional/regulatory reform measures and (expected) benefits for people and businesses. Country/Sector-specific success stories on the occasion of Europe Day Lead: Specific project contractors under the guidance of the lead IFI, as appropriate, including IPFs Support: EC- EUD/EUO in country, WBIF Secretariat/IFICO. Lead: WBIF Secretariat; IFICO Support: IFIs, Bilateral Donors, other relevant contractors (e.g. IPFs), as appropriate. Lead: IFIs Support: EC - EUD/EUO in country; WBIF Secretariat; IFICO Lead: EC; WBIF Secretariat; IFICO Support: IFIs; Bilateral Donors; Project Promoters; relevant contractors, including IPFs. Lead: EC - EUD/EUO in country; WBIF Secretariat; IFICO. Support: IFIs; Project Promoters; relevant contractors, including IPFs.

12 and any other high-profile regional/local event Press and Media Audio-visual communication and photography Displays Project reaches construction and/or commissioning and operation Ongoing, as appropriate, w ith a focus on events/site visits and achievement of a major landmark in the life of a project (e.g. conclusion of the feasibility study; project reaches construction and/or commissioning and operation) Commissioning/Operation of major projects Press conferences/visits Project portfolio on the occasion of events/site visits. Press releases All WBIF portfolio, as appropriate. Video & audio All WBIF portfolio, as appropriate, w ith due reflection of on sectoral / country achievements under the WBIF. Significant achievements across a specific sector / in a beneficiary country Ongoing, as appropriate. Photography Project reaches construction and/or commissioning and operation Display panels/commemorative plaques Equipment Banners All WBIF portfolio, as appropriate i.e. all those w hich w ould be appropriate to show current status vs (planned) improvements. All WBIF portfolio, as appropriate, in accordance w ith WBIF Communication and Visibility Guidelines. Ongoing, as appropriate Banners General WBIF Banners 12 Lead: EC - EUD/EUO in country, Lead IFI Support: WBIF Secretariat / IFICO; IFIs, relevant contractors, including IPFs; Bilateral Donors EC, IFI, NIPAC and/or Project promoters; contractors (e.g. IPFs), as appropriate. In the case of investment projects, press releases should be based on a summary sheet prepared by WBIF Secretariat and agreed w ith lead IFI and project promoter. Lead: IFI and relevant contractors, including IPFs, as appropriate. Support: EC - EUD/EUO in country, WBIF Secretariat/IFICO; Project Promoter. Lead: Contractors assigned to project preparation & implementation, including IPFs, as appropriate. Support: WBIF Secretariat/IFICO. Lead: Lead IFI and Beneficiary Institution/Project Promoter Support: Dedicated Works/Supply Contractor Lead: WBIF Secretariat/IFICO Support: IPFs

13 3.4 Resources This section provides an overview of resources which could be mobilized for communication and visibility purposes. It does not list specific financial resources as, except for horizontal activities undertaken by the WBIF Secretariat, all such activities should be budgeted for in the communication and visibility budget of any Grant Application Form and/or lead IFI s /Project Promoter s plans and agreements with their contractors. 5 The actual management of such financial resources is hence beyond the remit of the WBIF Secretariat and/or WBIF governance structure. This section lists however the resources which could be mobilized for the implementation of any annual WBIF communication and visibility plan, as follows: 1. WBIF Secretariat 2. DG NEAR and EU Delegations/Office in beneficiary countries 3. IFIs: CEB, EBRD, EIB, KfW, and the WB. 4. Beneficiary countries: NIPAC and Project Promoters 5. Bilateral Donors 6. Contractors mobilized to support the WBIF with its daily operations as well as with the planning and execution of specific projects: IFICO; IPFs; any contractor to the IFI/Project Promoter used in the execution of a specific project and/or undertaking of horizontal tasks of relevance to the WBIF. 3.5 Indicators of Achievement As a minimum, WBIF communication and visibility activities will be reviewed on an annual basis, in terms of the following indicators: Indicator Source of Verification Reporting Period Better know ledge of WBIF operations & performance w ith main stakeholders Annual feedback (questionnaire) Annual (December) Regular use of w ww.wbif.eu by principle stakeholders (i.e. less than 50% of new visitors w ho never return to the site) Website analytics report Quarterly Interest in WBIF operations grow s on a yearly basis Website analytics report Annual (December) Improved visibility for the WBIF w ith endbeneficiaries and w ider audience in beneficiary countries and in the EU and/or Bilateral Donor countries Number of visibility events and participants attending Feedback on WBIF Annual Reports Annual (March) Number of success stories/press releases/other types of publications and their reach Number of videos, broadcast channels and their reach Number of projects w ith full galleries (photography, audio, and video) in place on w ww.wbif.eu Press/media reports Other institutions publications & w ebsites Feedback from end beneficiaries in the case of projects under construction/in operation View s/dow nloads/degree of interaction w ith publications/video materials/social media posts 5 During the inception period, the contractor has to prepare a Communication and Visibility Plan, according to the GAF and the current Guidelines for WBIF Technical Assistance Grants / Guidelines: How to Fill In the Grant Application Form for WBIF Investment Grants. 13

14 A brief report (maximum 5 pages, exclusive of appendices) will be prepared by IFICO/WBIF Secretariat based on IFI and IPF annual reports and will be introduced to the WBIF Project Financier Group meeting participants, in the spring. The purpose of the report is to: a). inform WBIF stakeholders on relevant activities undertaken in the previous year against the indicators of achievement listed above; and b). discuss any improvement measures. The conclusions/recommendations discussed and agreed at the spring PFG will be reflected in the subsequent WBIF Annual Communication and Visibility Plan. 14

15 4 Appendix A Potential Communication and Visibility Actions along a Standard Infrastructure Project The graph overleaf illustrates a set of minimum communication of visibility activities along a standard infrastructure project cycle. Additional activities may be added as most appropriate for the type of project, audience / population impacted by proposed development, etc. in accordance with the general principles listed in section 3.3 above. 15

16 procurement for works / supplies complete & contract signed Figure 1 Example of potential communication and visibility actions along a standard WBIF infrastructure project TA GAF approved News & newsflash (project objective, benefits; next steps) Promote news, as appropriate TA services are finalized Discuss & agree on the exact date of the first visibility event to be organised on the start of the works/supplies. If BD-funded projects: Date and event details to be discussed and agreed with BDs, including local BD reps. works / supplies commence Press release (results, next steps, project financing, benefits), Organise high-level event, with If BD-funded: Organise event with in agreement with: signature of Grant agreement for investment co-financing reviewed by: and shared with local EU Delegation / Office. Update Project Summary Sheet, if/as appropriate, with: Transfers photos, graphic files (e.g. high-res design rendering) to wbif.eu. Connectivity: Prepare press release & press pack; organise press conference with: News on start of the services (funding source, timeline, impact, contacs, benefits) on project promoter s/beneficiary s website/ local media. Publications (e.g. flyer) if TA includes local stakeholder enagagement. Connectivity: Prepare press pack; organise press conference with: BD-funded projects: Prepare press release & press pack together with BDs. Produce plaques and banners, as per WBIF visual identity Non-Connectivity: Prepare press release & press pack; disseminate to WBIF Secretariat; organise press conference together with BDs and ; disseminate news to investment complete/commissioned 50% or a significant part of works is complete WBIF Secretariat. or Share news and / or publications with the WBIF Secretariat and the local EU Delegation / EU Office Organisation of site event: Same activities and roles as on commencement of works/ supplies, if an event has not been organised on commencement and/or the investment is phased-out in stand-alone stages (lots). News & newsflash (project objective, benefits; next steps) Project SummarySheet. If Connectivity Project: (+) Summit Package. If Bilateral Donors (BDs): News reviewed by BDs. TA Services commence Promote news, as appropriate, in coordination with BDs INV GAF approved European Commission (DG NEAR and EU Delegation / Office) Lead IFI Beneficiary TA provider Contractor WBIF Secretariat (with IFICO) Organisation of site event: Same activities (roles) as on commencement of works/supplies. Photos and video on project benefits, including interviews with end-beneficiaries, donor(s), and/or parties tasked with operating the new infrastructure. If appropriate (e.g. significant previous sector contribution/project impact): Public awareness campaign with and/or BDs.

17 5 Appendix B Examples of Tools The following sections introduce examples of tools used so far with regard to WBIF projects. Editable files can be requested from IFICO. As indicated in the title of this sections, these are not mandatory for use. The minimum visibility requirements have been outlined in Section 2 above on Visual Identity. 5.1 Summary Sheets EU-funded projects 17

18 5.1.2 Bilateral Donor (JF) funded projects Technical assistance-focused summary sheets 18

19 5.2 Banners/billboards 19

20 20

21 5.3 Plaque / Display Panel Project with EU funding 21

22 5.3.2 Project with Bilateral Donor funding only Additional information, as required under the law in the beneficiary country, may be added to the panels. 22

23 5.4 Poster 23

24 5.5 Brochure / Flyer Other WBIF publications are available at in Library. 24

25 6 Appendix C Guidance on the Organisation of a WBIF Site Event (e.g. Commencement of Works) This section complements the information included in Table 2: WBIF Communication and Visibility Actions and Tools, with regard to the organization of events. As such the following describe the overall roles: Connectivity Agenda Projects with a focus on those that are about to start/complete works: o Lead: EC (including EUD/EUO in country) / WBIF Secretariat; IFICO o Support: Lead IFI; Project Promoter; relevant contractors, as appropriate, including IPFs. Other WBIF projects in the case of works commencement/completion: o Lead: IFI o Support: EC ((including EUD/EUO in country); WBIF Secretariat/Bilateral Donors; Project Promoter; relevant contractors, as appropriate, including IPFs. Lead IFI & Project Promoter provide monthly updates on project status to the WBIF Secretariat (IFICO), upon inquiry/request, and to the EU Delegation/Office6 WBIF Secretariat/IFICO update the WBIF event planner / Connectivity Project tracker, as appropriate WBIF event planner / Connectivity Project tracker uploaded in the WBIF MIS and disseminated to the EU Delegation / Office and NIPAC Event date agreed by European Commission (DG NEAR and EU Delegation / Office) / Bilateral Donors, Project Promoter and Government officials (as appropriate), and by the lead IFI Lead IFI and Project Promoter cover all logistics 7 (with dedicated contractors if needed, including professional photo and, if appropriate, video services) in coordination with the EU Delegation / Office, with the exception of those associated with the Commissioner's visit WBIF Secretariat / IFICO updates the project summary sheet and agrees on contents with the Lead IFI and Project Promoter For Connectivity Projects or projects / programmes which benefited from EU support: DG NEAR with EU Delegation / Office oversees the production of the press pack, as follows: DG NEAR prepares press release based on project summary sheet. DG NEAR sends the press release for the lead IFI's and Project Promoter's review. If the IFI has different or separate requirements for a press release from the EU and / or other partners, there will be separate EU / lead IFI press releases (key data and information will be the same as in the project summary sheet) 6 The practice is now in place for connectivity projects or those projects that are getting close to the start/completion of construction. Progress is checked by IFICO on a monthly basis only for those that meet one of the follow ing criteria: procurement of w orks is significantly under w ay/close to aw ard and/or about 35% (in case of several lots) or 75% of the w orks contract value has been disbursed. For all the other, progress is checked on a quarterly or bi-annual basis as soon as detail designs have been finalized. The source of info for these updates: Beneficiary/Project Promoter, lead IFI (Officer in charge w ith the project according to GAF)/IPF, and public procurement notices. 7 Such costs will be included in the GAFs, as set in the Guidelines for WBIF Technical Assistance and in the Guidelines for WBIF Investment Grants, approved by the WBIF Steering Committee. If no GAF ongoing and such costs are disproportionately high compared to the fees charged by the lead IFI against the IFI WBIF portfolio in the given country, then such costs will be dis cussed and shared amongst the WBIF Secretariat/IFICO, Lead IFI, Beneficiary, and any other donors involved in the project. 25

26 Includes the following into the press pack: project summary sheet, beneficiary's statement; overviews of WBIF and / or EU and / or Bilateral Donors contributions to the beneficiary country; Project Promoter / Government's achievements and / or plans in the sector; any high-resolution designs/renderings/other photos and/or video footage. For projects / programmes which received (primarily) WBIF Bilateral Donor support: WBIF Secretariat (IFICO) with the lead IFI oversee the production of the press pack. The EU Delegation / Office is timely informed on the event and, to the extent possible, any associated communication channels are used for communicating the project / programme. WBIF Secretariat (IFICO) and / or lead IFI prepare press release based on project summary sheet. The press release(s) is (are) reviewed by Bilateral Donors. Includes the following into the press pack: project summary sheet, beneficiary's statement; overviews of WBIF and / or EU and / or Bilateral Donors contributions to the beneficiary country; Project Promoter / Government's achievements and / or plans in the sector; any high-resolution designs/renderings/other photos and/or video footage. For Connectivity Projects or projects / programmes which benefited from EU support: DG NEAR with EU Delegation / Office in close coordination with the Beneficiary (Project Promoter / relevant Government authorities) and the lead IFI liaise with the local and / or international press. For projects / programmes which received (primarily) WBIF Bilateral Donor support: The Lead IFI with Bilateral Donors, EU Delegation / Office in close coordination with the Beneficiary (Project Promoter / relevant Government authorities) liaise with the local and / or international press. Lead IFI shares the photo and, if available, video content from the event with EU Delegation / Office / Bilateral Donors, Project Promoter, and Government authorities, as well as with the WBIF Secretariat for further dissemination/use. 26

27 European Commission Directorate General Neighbourhood Policy and Enlargement Negotiations Western Balkans Regional Cooperation Unit WBIF Secretariat