INFORMATION AND PROMOTION OF PROJECT ACTIVITIES REQUIREMENTS REGARDING POLISH BENEFICIARIES

Transcription

1 INFORMATION AND PROMOTION OF PROJECT ACTIVITIES REQUIREMENTS REGARDING POLISH BENEFICIARIES

2 MANDATORY VISUAL ELEMENTS Programme logo, EU flag with inscription about the EU funding mandatory visual elements for all communication/ information products in projects.

3 PROJECT S COMMUNICATION GOALS Inform about the existence of the project Inform about project s achievements communication = tool Provide the necessary information to all project stakeholders Enhance the transparency of Programme funding

4 WHY REQUIREMENTS REGARDING COMMUNICATION AND VISIBILITY ARE SO IMPORTANT? Each project should be effectively communicated outside. Without a well-planned and coordinated promotion of the project, nobody will know about its results and outputs and they will not be used by the target groups of your project! Communication activities have to be an integral part of the project and not viewed as separate additional activities.

5 HOW TO PLAN EFFECTIVE PROJECT PROMOTION? Objective Target group Tools Evaluation Budget Project visibility

6 BRIEF INFORMATION AND COMMUNICATION PLAN 1/2 At the stage of the preparation of the application form the lead beneficiary and project beneficiaries need to provide a brief information and communication plan (section 5.2 of the application form). 1. Communication activity e.g. work with media, public events, project publications etc. 2. Target group(s) of the communication activity to whom I want to address my message? whose participation in the project do you need? e.g. project activities participants, project s stakeholders, local authorities, institutions, general public, media etc.

7 BRIEF INFORMATION AND COMMUNICATION PLAN 2/2 3. Adjusting tools and activities what tools should be used for which target groups. Identify the best channels that will enable you to reach out to a specific target group e.g. events, publications, press releases, conferences, websites, social media channels, photos etc. 4. Indicators of achievement for communication tools how to evaluate and measure the achievement of specific communication goals? who will be responsible for specific communication activities? examples of quantitative indicators: number of website visits, events/ participants, articles etc. Qualitative indicators: feedback from communication activities.

8 COMMUNICATION TOOLS COMMUNICATION ACTIVITIES Websites new website/ new sections within existing websites? multilingual websites pay attention to correct and good quality translations, maintain a project website/ new section on partners websites throughout the project lifetime and for 5 years beyond the end of the project; Publications (e.g. leaflets, newsletters, brochures, maps etc.) are the printouts necessary?(appropriate amount of copies of each publication), paper publications should be available in electronic form, adapt it to the planned audience in terms of text, used language, visual design.

9 COMMUNICATION TOOLS COMMUNICATION ACTIVITIES Project events inform all interested parties about possible participation ensure access to people with disabilities, adjust form of event to participants. Promotional materials (gadgets) consider need of their preparation, choose carefully promotional items to be produced, appropriate number of items proper distribution.

10 COMMUNICATION TOOLS COMMUNICATION ACTIVITIES Media relations (e.g. articles, press conferences/ visits etc.) cooperation with local/regional media, mass media are a good option for target groups with a larger number of people (such as a general public). Photographs and videos it is mandatory to archive all the main activities (major steps, events, positive changes introduced by the activities, results, etc.) within the whole implementation of the project, photos and videos may be used for other promotional activities.

11 COMMUNICATION TOOLS COMMUNICATION ACTIVITIES Social media publish information as soon as possible, add links to sources with expanded information, make posts more attractive photos, movies, infographics, reply quickly to comments. OTHER COMMUNICATION TOOLS communication activities with other projects/ initiatives, storytelling.

12 BUDGET FOR PROMOTION Budget for communication should be estimated carefully as each project varies in size, subject, scope, partners and impact and should be in line with the objectives of the communication plan communication tools, target groups etc.

13 PROJECT VISIBILITY If the project contains infrastructure and investment activity, the information panels (stands) or commemorative plaques should be prepared. information panels should be at the place of infrastructure activities from their start; commemorative plaque must be placed permanently in the most visible part (e.g. entrance) of renovated premises after works are completed.

14 FOLLOWING GENERAL RULES SHOULD BE TAKEN INTO ACCOUNT: should be of appropriate size to be clearly visible so that those passing are able to read and understand the nature of the action, should be produced from solid materials of good quality, resistant to the weather conditions. This concerns also the plaques for the equipment such as vehicles, in case of smaller equipment, it is acceptable to produce one visible enough plaque at the entrance of the equipped space (e.g. room, ward etc.),

15 EXAMPLES OF INFORMATIONAL PANELS AND PLAQUES

16 PROJECT VISIBILITY Soft activities: event participants should be aware that it is organised/ paid by the Programme, co-financed by the EU funds, all metarials i.e. banners, promotional materials, gadgets, publications, invitations, leaflets, etc. should be marked with the Programme logo and EU flag with inscription about the EU funding.

17 MORE INFORMATION: Programme Manual Part I Applicant (Section 7) Programme Manual Part II Project Implementation (Section 13) Visual Identification System Communication and Visibility in EU-financed external actions: Graphics guide to the European emblem: Other documents: ENI CBC Communication Guide How to make communication simple and effective

18 WORK WITH US! contact with Information Officer in JTS, appointment of a person, who will be responsible for communication, every quarter information about a project submitted to the JTS, active participation in the Programme events and other events, where you can promote a project, creating a photographic / movie archive.

19 Dziękuję za uwagę! JOINT TECHNICAL SECRETARIAT POLAND-RUSSIA CROSS-BORDER COOPERATION PROGRAMME CENTER OF EUROPEAN PROJECTS 14 BARTOSZA GLOWACKIEGO STREET OLSZTYN, POLAND PHONE: