communication & dissemination plan performed by: february 2014
TRANSCRIPT
Communication & Dissemination Plan
Performed by:
February 2014
D 6.1 Communication Plan
WP 6: Communication and dissemination
Editor: Innova BIC
Authors: Giovanni Di Fiore, Alberto Soraci,
Actual submission date:
Start date of project : 01 September 2013
Duration : 36 months
Leading organisation for this document : Innova BIC
Revision : v.1
Abstract: This document describes the detailed dissemination plan of the ETRERA_2020 project. It includes all important aspects of planned dissemination activities, defines dissemination phases and presents material and tools prepared in order to disseminate information on the ETRERA_2020 project. It aims at defining the dissemination goals as well as the project’s target audience and channels through which the project is going to be promoted. It also includes detailed schedule of events thematically related to the project’s scope. The deliverable constitutes the base of the whole ETRERA_2020dissemination process.
Abstract: This document describes the detailed dissemination plan of the ETRERA_2020 project. It includes all important aspects of planned dissemination activities, defines dissemination phases and presents material and tools prepared in order to disseminate information on the ETRERA_2020 project. It aims at defining the dissemination goals as well as the project’s target audience and channels through which the project is going to be promoted. It also includes detailed schedule of events thematically related to the project’s scope. The deliverable constitutes the base of the whole ETRERA_2020dissemination process.
Call: FP7-INCO-2013-9.1 Project acronym: ETRERA_2020Project full title: Empowering Trans-Mediterranean Renewable Energy Research AllianceGrant agreement no.: 609543 ETRERA_2020
Call: FP7-INCO-2013-9.1 Project acronym: ETRERA_2020Project full title: Empowering Trans-Mediterranean Renewable Energy Research AllianceGrant agreement no.: 609543 ETRERA_2020
Index
Disclaimer
The sole responsibility for the content of this document lies with the authors. It does not necessarily reflect the opinion of the European Communities. The European Commission is not responsible for any use that may be made of the information contained therein.
Copyright © 2013 ETRERA_2020 consortium.
All rights reserved.
The strategy
The general level
The Partner based level strategy
The local coordinator strategy
The local coordinator tasks
The local coordinator tools
Rationale
The Communication and dissemination strategy is A LIVING DOCUMENT!
It is continuously updated accordingly to the project flow in case of new project strategy and to meet any arising need.
Each partner have to adopt its own communication strategy tailored on its specific needs and structure.
The overall communication strategy aims at:
promoting the general visibility of the ETRERA_2020 project and its goal
stimulating the set up of a trustable link between R&D actors and Innovators/ enterprise
promoting the visibility of the project partners
The strategy
The strategy (I)
The communication and dissemination strategy will take place at two levels:
the general level
the partner based level
The general level is focused to assure a global visibility of the project at European level and a coordination of the
communication activities. The activities that will be conducted at this general level will be developed mainly by Innova BIC.
The partner based level is focused on the activities that will be develop by the partners in their countries. This activities will
be developed with the support of Innova BIC. At this level, each partner will adopt its own communication strategy tailored on
its specific needs and structure. Innova BIC will monitor and will coordinate the timing and the activities carried out by each
partner. The ratio is due to the different complexity in each country and to the different target groups. Moreover, acting in this
way each partner will be able to engage its communication department.
EUREC CNR - ITAE CRES ANNU EBN
General level
Partner based level
CRTEn NU YTU TUBITAK UCAMM_NWK
The strategy (II)
Acting in coordination at European and national/local level, it will be possible to reach the goal of a good communication
coverage in Europe and in the Mediterranean Partners Country - MPC. It is important to remind that the project results and
achievements need to be spread at a general level.
Moreover all the communication messages will be standardized in order to avoid any misunderstanding or incoherence in
the communication.
To obtain efficient communication messages at local level the translation will be carried out by mother tongue speakers
that will have the task to give the right emphasis to the message and adapting it according to the circumstance and to
whom it will be addressed.
The general level
The general level
The strategy developed by Innova BIC to disseminate the project at European and MPC level is based on 3 different
phases. Thus during:
1.the first phase will develop the communication tools and the visual identity,
2.the second phase will develop the network by linking the project to some existing events and by introducing the project
in some “hosting space” such us website and newsletter,
3.the third phase there will be the consolidation of the project results by the organization of an international final
conference
The first phase of the strategy at general level will be focus on ensuring the development of the communication tools that
will be utilized during the project life cycle.
These kind of tools will be useful both for conducting the dissemination of all activities at general and at local level. Some
of this tools have been scheduled in the project proposal.
This communication plan will give a detailed description of the tools that will provide in the next page.
The general level – first phase (I)
The main tools that are to be developed in the first phase of the communication strategy are:
The logo and the coordinated image of the project and its payoff.
The project website,
The social media: facebook and twitter
The video campaign
The print based media
The general level – first phase (II)
The logo as been developed in the early stage of the communication activities. After a consultation with the partner the
following logo was chosen. The following logo wants transmit several messages; the energy sources targeted by
etrera_2020 are showed with the orange bulb: sun, the wind and the grid. The grid is also declined as E of energy and
electricity. The blue color of the word ETRERA is linked to the meaning “eco-sustainability” and “low environmental
impact” and innovation. This meaning linked to the blue is currently used in several advertisement of important brands:
think blue. Following to the design of the logo also all the coordinated image was defined and it has to be applied to all
the communication tools and print based materials.
A guide for the use of the logo and of the coordinated image will be made available on a specific section of the website
named communication kit. From this section will be possible to download for example the several version of logo and
other communication materials.
In order to strengthen and to complete all the meaning around the logo a payoff was developed “Renewable energy /
renews the future”.
The general level – first phase: the logo
The project website www.etrera2020.eu is the main information source about the project. The website has been designed
according to the general coordinated image described in the previous page. The idea around the website was not only to
disseminate the project but also to cluster and link all the other R2I projects and the other projects on the field of energy
currently active in the international cooperation framework.
The website was also designed taking stick in mind that it will be necessarily expanded in 2015/2016 in order to host some
new section devoted to EmHyTec 2016 international conference.
The current main section are:Home
About us/Consortium/PartnersProject/Project description/ Work –packages/Achieved impacts/ Deliverables/ Communication Kit
RES Alliance/The Euro Mediterranean alliance for Res/ R2I clusters/ Med-cluster/ Eastern cluster/
LibraryEvents
Useful Links/Horizon 2020/Institutional link/ Energy OrganisationsForum
The general level – first phase: The project website (I)
On the left side:
PlatformETRERA_2020 PrizeHorizon 2020ETRERASite mapNewsletter box registrationVideo
On the left side:
PlatformETRERA_2020 PrizeHorizon 2020ETRERASite mapNewsletter box registrationVideo
On the bottom:
LoginFacebookTwitter
Calendar
On the bottom:
LoginFacebookTwitter
Calendar
On the right side:
Social Network SearchNews
On the right side:
Social Network SearchNews
After the development of several make-up of website the following structure/design was chosen.
The general level – first phase: The project website (II)
The general level – first phase: The social media
A Facebook page and Twitter account (@ETRERA2020) are developed and linked to the website.A Facebook page and Twitter account (@ETRERA2020) are developed and linked to the website.
The general level – first phase: The video campaign
We will realised 3 Video Campaign to catch the attention to the project activities and events. The Video will be
avaible on ETRERA_2020 website. On the website we will also publish some more video related to international
events.
We will realised 3 Video Campaign to catch the attention to the project activities and events. The Video will be
avaible on ETRERA_2020 website. On the website we will also publish some more video related to international
events.
The general level – first phase: The print based materials
During the project, we will develop several print based materials:
n. 6 digital postcards;
n.1 Press Folder;
n.1 Flyer A4;
n.1 Poster
n.1 banner 200×70 cm;
n.1 Handbook;
n.1 Book of Abstract;
The aim of all this materials is to have the necessary support tools for dissemination activities. During the project some
other tools could be developed according to the project needs.
At the date of this report some components of the list above were produced and distributed to the partners: the press
folders and the flayers. Moreover the poster was produced in occasion of the participation at the HORIZON 2020
EUROMED MEETING in Cairo on the 9th February 2014 and 1 banner was produced, as requested by the PO in the
occasion of the joint event in the European Parliament on 4 March on showcasing the EU – EU Neighbourhood
countries research and innovation cooperation organized by DG Research and Innovation together with European
Parliament`s Committees on Foreign Affairs and Industry .
During the project, we will develop several print based materials:
n. 6 digital postcards;
n.1 Press Folder;
n.1 Flyer A4;
n.1 Poster
n.1 banner 200×70 cm;
n.1 Handbook;
n.1 Book of Abstract;
The aim of all this materials is to have the necessary support tools for dissemination activities. During the project some
other tools could be developed according to the project needs.
At the date of this report some components of the list above were produced and distributed to the partners: the press
folders and the flayers. Moreover the poster was produced in occasion of the participation at the HORIZON 2020
EUROMED MEETING in Cairo on the 9th February 2014 and 1 banner was produced, as requested by the PO in the
occasion of the joint event in the European Parliament on 4 March on showcasing the EU – EU Neighbourhood
countries research and innovation cooperation organized by DG Research and Innovation together with European
Parliament`s Committees on Foreign Affairs and Industry .
The first 24 months of the project will be centered on the pan-European visibility of the project, In order to achieve this
ETRERA_2020 will be:
linked to some existing event, by:
introducing the project in EBN congress, or even organizing a collateral event to the EBN annual meeting or annual
policy event
introducing the project in other mayor event such us the ILN meeting, the www.icce2014.net, the UIIM conference etc
linking the project to some others projects of the consortium
relating the project and its events to some other projects website
linking the project and its events in the partners website
connecting the project events in the innovation centre/ institutional/ transfer technology and stakeholders website
introducing the project in some internationals events in which the consortium partners will attend, for instances: the
University-Industry Interaction Conference http://www.university-industry.com/, the launch of Horizon 2020 held in
Cairo 9, february 2014;
disseminated in a general way, through:
linking the project to some institutional newsletters
spreading the project’s image by adding the logo and the link of the project to each e-mail sent by the consortium
partners
taking part to some thematic focus groups on the web, register ETRERA_2020 within some social networks,
publishing the project’s videos on some of available video-sharing web-site, such as you- tube, hangout and other web
2.0 tools.
The general level - second phase (I)
The general level - second phase (II)
In despite the short time, at the time of the present deliverable, the second phase was quite successful and it succeed to
reach several goals.
In fact, the brand ETRERA_2020 reaches a good international visibility and its brand and activities are linked to some
projects and websites. For this reason we have decide to introduce in the website, in section named Achieved Impacts a
caption about: “Who speaks about us?” that is every regularly updated.
In the next section we show some example of important linkage to:
other project website,
partner website,
ETRERA_2020 prize visibility,
EMHYTEC 2014.
The ETRERA_2020 partners are strongly encouraged to continue on this way and to enlarge the network and the
synergies with other consortium, events, partners, etc..
In despite the short time, at the time of the present deliverable, the second phase was quite successful and it succeed to
reach several goals.
In fact, the brand ETRERA_2020 reaches a good international visibility and its brand and activities are linked to some
projects and websites. For this reason we have decide to introduce in the website, in section named Achieved Impacts a
caption about: “Who speaks about us?” that is every regularly updated.
In the next section we show some example of important linkage to:
other project website,
partner website,
ETRERA_2020 prize visibility,
EMHYTEC 2014.
The ETRERA_2020 partners are strongly encouraged to continue on this way and to enlarge the network and the
synergies with other consortium, events, partners, etc..
In REELCOOP Project website is collected as a Useful Links –www.reelcoop.com
The general level - second phase ETRERA_2020 widespread (I)
Etrera_2020 prize is visible in EUROSUNMED Project website – www.eurosunmed.eu
The general level - second phase ETRERA_2020 widespread (II)
Etrera_2020 on EUROSUNMED newsletter – www.eurosunmed.eu
The general level - second phase ETRERA_2020 widespread (III)
Etrera_2020 on University Industry Innovation Network newsletter and website - www.uiin.org
The general level - second phase ETRERA_2020 widespread (IV)
The last period (eighteen months) of the project will be devoted mainly to the organization of the international scientific
conference planned in 2016 and in the promotion of the 2 brokerage events and of the 2 international JAP meetings.
Regarding the ETRERA_2020 final conference will aim at:
spread project achievements
promote the partners capability
promote a model for the enhancement of research / industry cooperation
The main guests of those events will be European Commission representatives, researchers, enterprises stakeholders
from the Member States (e.g. policy makers regarding energy, innovation, energy agencies; incubators; innovation labs).
The conference will be a perfect launching pad for the official publication of the road map and the signature of the meta
cluster agreement.
The conference will be held in Tunisia and the organization will start during the project meeting foreseen in Morocco at
month 18th.
The general level – third phase
Expected results for the project
Participation to the project events
Prestige of the project
Dissemination of the project achievements
Integration/networking with complementary activities
Interest for the business ideas
Enlarge the network, in the prospective of the meta- cluster
Expected goals for the audience knowledge of the projects
acquire new methods
knowledge of the projects results
find interesting areas for cooperation
involve other companies other academic in the project activities
Acting at European level, the target audience is composed by the: European Commission, companies and universities
and research center based in Europe and MCP interested in the project’s matter, other networks and
complementary projects
To involve all these subjects it is necessary to define:
What the project is expecting from the involvement of this target
What the target is expecting from the project/their involvement
The general level - the expectations
The following table shows the level and the way of involvement for each target
Target What we ask How we do it who will help
European and MPC audience in a general way: companies, university,
Visibility for the project activities,Participation at ETRERA_2020
activities
Face to face presentation, final conference, networking activities, skype call, participation
in other eventsAll partner
Partners, company needs interesting cooperation ideas
Face to face meeting supported by a detailed project's presentation
All (mainly) technical partners
Others Projects - networks
Visibility for the project activities, links in other projects website
Face to face presentation, final conference, networking activities, skype call
All (mainly) entrepreneurialPartners, the scientific
committee
Invitation at other event, promotion of ETRERA_2020 activities,
multiplayer
Presentation/participation during conference other network events, face to face meeting,
invitation at ETRERA_2020 events
Integration/networking with complementary activities
Meta cluster allianceFace to face meeting
European audience in a general way: enterprise association, esco
Visibility for the project activities Face to face presentation, general meeting All partners
Get support for preeminent activities
Face to face meeting supported by a detailed project's presentation
All (mainly) entrepreneurialPartners, the scientific
committee
The general level - the target involvement
The partner based level strategy
The partners based level strategy - The strategy’s process
The strategy process is composed by 4 phases:
Internal consensus building
External supporters
Massive information
External consensus building
Objective: build a proactive/ favorable environment for the project inside each partner organization by directly involving of all the shareholder (director of department, head of labs, general director), obtaining the support of all decision-makers of each University/research center, organization (as highlight during the plenary talk of the HORIZON 2020 EUROMED MEETING) this face is crucial for the project success.
Objective: involve and motivate the external shareholders, such us the business associations, enterprises, enterprise associations, press, esco, etc
Objective: provide a proactive environment that will motivate the direct involvement of the company and other research organization and public authorities
Objective: is to create a favorable external involving the national stakeholders, policy bodies, other research organizations as a way to create visibility at local and national level through the utilization of the media and as a way to create a favorable environment around the project
Internal consensus building - the expectations
Target audience Their Expected Results Results for the Project
Internal Bodies of the University
Rectors Visibility in the Media and gain prestige among National Universities/research center, as a member of an European network. Possibility to establish relationship with other international organization, Possibility to establish relationship with companies. Putting theory into practice.
Provide authorisation for use of University resources in the implementation of the project
Dean of faculties Provide support and facilitating the role up of the project
Head of / Departments/ labs
Provide support in the phase of collection of competencies, and in the phase of technical assistance to entrepreneurs
Head of support department (international relationship, communication, etc)
Possibility to establish relationship with other international organization, Possibility to establish relationship with companies.
Provide their support by disseminating the information on the project and creating a favorable environment
Target audience of the first step of the strategy are the Internal bodies in the University . This audience is composed by:
rectors, dean of the leading faculties and departments, head of the labs, head of the research organization and
university services.
The following table show the level and the way of involvement for each target
Internal consensus building - the target involvement (I)
Target What we ask How we do it who will help
Rectors
Direct involvement for facilitating the cooperation from the other research group, support in the roadmap activity
Face to face meeting supported by a project's presentation in which will highlight the benefits for the university/research center
Innova BIC will develop a presentation, that could be translated by the local Team Favor involvement of other structures in the
university
Dean of the department/ head of lab
Support and facilitate the implementation of the project; active participation in the collection of competence for the catalogue
Face to face meeting supported by a project's presentation in which will highlight the importance to have an unique catalogue of competence and to disseminate via web the institution know how. CNR will prepare a draft of
template for the collection of the competence
Favor the involvement of their professors in the project
Face to face meeting supported by a project's presentation in which will promote the personal prestige and recognition in the case of taking part to an EU network, and the importance to favor the relationship between institution and enterprise.
Active support in the phase of technical assistance
Try to involve in a proactive way the head of the lab, try to inform him/she of the advantage for the institution and for the lab
EBN will prepare a presentation in which the activities with the company will be shown
Head of support offices
Promotes and disseminates the project among the organization departments, support the involvement of external stakeholders,
Face to face meeting supported by a project's presentation in which will highlight the project goals and the benefit for the organization
Support the organization of some activities
Face to face meeting supported by a project's presentation in which will highlight the project goals and the benefit for the organization. Clear request of support with schedule and role
Internal consensus building - the target involvement (II)
Target What we ask How we do it who will help
Professors
To promote the project among their the academic staff ,
Through a letter/email from the Dean/director highlighting the interest for the organization, in implementing the project, Inviting the staff to the ETRERA_2020 infoday via emails, worm phone calls, one2one meetings
to encourage other colleagues to support the project activities with an special emphasis to the capacity building activities
External supporters - the expectations
The target audience of the second step of the strategy are the external supporters of the University/research center. This
target is composed by: private companies, energy agencies, municipalities, regional bodies, media.
Target audience Their Expected Results Results for the Project
External Supporters
Private Companies
Local & National visibility at general level; Be seen as leading company in the promotion of new energy solutions; enhancing their market ; direct access to creative, well trained students with potential to be employed
Get companies interested in hosting a researcher. Get companies interested in the ETRERA_2020 Prize (best practice showcase)
Energy AgenciesVisibility at local and national level of their involvement as champions of new energy and CO2 reduction solutions.
Get companies interested in hosting a researcher. Get companies interested in the ETRERA_2020 Prize (best practice showcase). Get needs/projects to be solved by/whit the R&D partners
MunicipalitiesLocal & national visibility of enhancing the energy policies of the governmentStart up of newco from R2I
Promotion of the project and involvement as an actor of the triple helix
Regional BodiesLocal & national visibility of enhancing the energy policies of the governmentStart up of newco from R2I
Promotion of the project and involvement as an actor of the triple helix
External supporters - the target involvement
The following table shows the level and the way of involvement for each target
Target What we ask How we do it who will help
Companies, Energy agencies/ESCO, Municipalities
Interest for hosting a researcherETRERA_2020 Prize (best practice showcase) applications
Email and/or face to face meeting with the general manager/decision maker of each legal entity. The meeting will be supported by a project's presentation in which the benefits for the organization will be highlighted. If possible the meeting will be facilitated/anticipated by a direct phone call from the person inside the ETRERA_2020 partner organization that knows the interlocutor.
Better results are obtained if coordinators come recommended by a high personality, or due to the suggestion of the Rector, and so on.
Innova BIC will develop a presentation and a full package press folder. EBN and EUREC will activate its networkInnova will activate the other projects networkMadrid Network will activate its network
Visibility for the project activities Industrial liaison office and technology transfer office department in the university
Energy problems/ project ideas
The person in general that in the university knows the company/energy agencyIndustrial associationEuropean Enterprise NetworksOther projects networks
External consensus building - the expectations
The target audience of the third step of the strategy is made up by the local /national media (TVs, Internet Press, Radio,
Newspapers)
Target audience Their Expected Results Results for the Project
Local media TVs
R&D news, Increase the visibility at
regional/national level. Increase the
numbers of click. Find new reliable
source of information.
Free of charge visibility for the
project
Internet press
Radio
Newspapers
External consensus building - the target involvement
The following table show the level and the way of involvement for each target
Target What we ask How we do it who will help
NewspapersVisibility for the project activities
Making a list of the local newspapers, inviting journalist to the press conference , press release Communication department of each
organization
Innova BIC will prepare the text of a mailFace to face meeting supported by a project's presentation/press folder in which the interest for the press will be highlighted
TV, RadioVisibility for the project activities
Making a list of the local tv/radio inviting journalist to the press conference , press release Communication department of each
organization
Innova BIC will prepare the text of a mailFace to face meeting supported by a project's presentation in which the interest for the tv/radio will be highlighted
Internet press Visibility for the project activities
Making a list of the internet newspapers, inviting journalist to the press conference , press release Communication department of each
organization
Innova BIC will prepare the text of a mailFace to face meeting supported by a project's presentation in which the interest for the press will be highlighted
Massive information - the expectations
The target audience of the fourth step of the strategy is composed by the general public at glance and existing and potential
enterprises.
Target audience Their Expected Results Results for the Project
General public Citizen / Students
To be informed on the project activities
and results
The dissemination and communication
of the project as a point of reference
in the R2I cooperation
EU and ENPI Institutions
Other stakeholders not directly related with the energy sector
Entrepreneurs Potential &
ExistingTo get technological and managerial support
To reach one of the of the project’s
goal
Massive information - the target involvement
The following table show the level and the way of involvement for each target
Target What we ask How we do it who will help
Citizen / Students
• Involvement and participation in the project events
• Launching project event through promotion by poster and leaflet, web-banners, direct mailing, virtual postcards,
• Website platform interactivity,
Innova BIC will develop tools, messages to be translates an diffuses via Local partner network
EU and MPC/ENPI Institutions
Other stakeholders not directly related with the energy and entrepreneurial sector
• The company involvement in the technology transfer activities
• Consider beginning a start-up.
• Direct emails
• articles on web newspaper/radio
• infodays
• Emails
• agreements with other networks
• Entrepreneurial associations
Industrial liaison officeCommunication departmentIndustrial associationEuropean Enterprise NetworksOther projects networks
The local based level strategy – time schedule
Phase/Tool
Sep-dec/13
Jan-apr/14
May-aug/14
Sep-dec/14
Jan-apr/15
May-aug/15
Sep-dec/15
Jan-apr/16
May-jul/16 aug-16
Internal consensus building
External supporters
External consensus building
Massive information
The local coordinator strategy
The local coordinator strategy - internal consensus building
We believe the success of the ETRERA_2020 communication campaign is strictly correlated to each partner communication
activity. For this reason it’s necessary that the local coordinator and his/her team become the driving force behind the
project to gain the support and assistance from local professors/researchers and other faculties of the university or research
center and other organization. Key actors from each organization such as general director, rector, deans, lab directors,
student coordinators and Professors are needed from the very beginning of the “on field “project, and it’s the task of the
coordinator to enroll them as champions of the project.
Innova BIC will develop a project presentation that could be customized according to the needs of the local coordinator, and
focus on:
visibility at general level: national and European;
capacity to attract new funds by the participation at further European project;
rank of the university/research center at national level;
relationship/contracts with companies;
number of spin off.
number of publications done with ETRERA_2020 partners
The local coordinator strategy - external supporters (I)
Once that the local coordinator has the support of the most important actors inside its organization, he/she and his/her team will
be in charge of contacting external organizations for obtain support. These organisations are: business associations, private
companies, energy industries (local or international), municipalities, media, etc.. The objective will be to obtain support in the
project activities such us: in reaching companies for the capacity building activities and for the hosting of the researchers, etc
To facilitate the relationship between local coordinator and potential supporter, Innova BIC will develop, in needed:
a project presentation targeted to this specific audience
an external supporter package
The local coordinator strategy – external supporters (II)
The external supporters package will allow to the local coordinator to contact the external organisations in a professional
way and to leave him/her at set of documents. The package will also allow to the sponsor to get a wide set of information in a
quick way.
The project presentation will highlight the benefits to be involved in the project. This document will be tailored according to
the audience, and it will be focused on the audience benefits in terms of:
visibility at general level: national and European /MPC level (numbers of potential viewers, geographical disseminations, etc)
possibility to get some technological advantage/support
facilitating the access to the ETRERA_2020 research centre /university know how by hosting a researcher
The local coordinator strategy – external consensus building (I)
The objectives to be achieved by the external consensus phase are:
a favorable environment towards the project activities, creating positive and constructive feeling in the participants and
community in general
to assure a good media coverage of all the project activities
To reach these objectives the ETRERA_2020 information/press officer with the collaboration of the local coordinator should
take direct contacts with the local press and provide them with some information on the project. This kind of activity could
be carried out accordingly to the following timing:
at the early stage of the project activities in order to make aware the media
during the launching of project activities in order to assure a wide dissemination of the information
in occasion of the project meetings and of the project infodays, and awareness days
The local coordinator strategy – external consensus building (II)
The press folder and the press release will allow to the local coordinator to contact the media in a efficient way and to
leave him/her a set of documents. The press release will also allow journalist to get wide information in a quick practical way.
The project presentation will highlight the importance for the media. This document will be customized according to the
needs of the partners information/press officer. It will be focused on:
visibility at general level: national and European/MCP level (numbers of potential viewers, geographical disseminations,
etc)
find new reliable news
acquire new potential customers among the researchers, energy companies, etc”
The local coordinator strategy – massive information (I)
The objective of this phase is threefold:
to inform and communicate to the general audience the project outcomes
to reach, attract and engage the companies in the project activities
to reach, attract and engage potential entrepreneurs in the project activities
The participation of entrepreneurs the project activities foreseen in WP 3-4-5 are the main objective of this project. In
order to achieve this goal we are planning to use a combination of tools, which will be used differently during the project
life circle and scheduled according a sound timing.
The local coordinator strategy – massive info (II)
A step by step strategy:
1.The messages have to generate curiosity in the target audience and pave the ground for the upcoming
communication messages. To reach this goal some e-mail with virtual postcards will be send to the whole target
audience.
2. Focus on the involvement of the entrepreneurs and potential entrepreneurs through:
short video message
web banners
Message from the multipliers
3. Focus on the involvement on the best case showcase and matchmaking by:
web banners and social networks :Face book, etc.
mail and virtual postcards
warm call
The local coordinator strategy – time schedule
S O N D J F M AM J J A S O N D J F M AM J J A S O N D J F M AM J J A SInternal consensus building - meeting with the Rector
- meeting with the dean and students coordinators
- meeting with professor to spread the project
-support the organization of some activities
-support the involvement of external stakeholders,
-active Support in the phase of technical assistance
External supporters -visib ility for the project activities
- meeting the potential supportrs
External consensus building - draw a list of contact of journalist/media
- meeting jounalist and media
Massive information
- pub lish the project web banners in the university web site
- distribute the project’s leaflets and posters in the university
- extract the reserchers - students e-mail address
- mail to the resercher- student communication message/virtual postcards
- organisation of local info day
- provide the guest with communication material
- develop relationship outside the organization
- comunicate to Innova a list of conctacts point outside university /reserch center
2014 2015 20162013
The local coordinator tasks
The local coordinator tasks
In the following pages are described for each step of the strategy the local coordinator tasks in relationship with the
activities that have to be performed to reach each target.
It’s useful that the local coordinator will build a small team that has the task to assist him in the roll out of all the
communication tasks. This team should be composed by the organization:
press office
public relation office
web master and media department
communication, art, & Marketing departments
liaison office and technology transfer office
some young assistants
The local coordinator tasks (I)
Internal consensus building
The tasks to be performed by the local coordinator for the realization of the internal consensus are:
contact and meet the Rector of the University/the head of department/institution in order to directly enrol him/her as a champion
of the project;
get a list of industrial partners from Rector/director, Deans, Technology transfer office mangers, etc, to scout potential
enterprises interested to host a researcher, to cooperate with the project and to participate at the best case showcases
(ETRERA_2020 prize);
The local coordinator tasks (II)
External supporters
The tasks to be performed by the local coordinator for the realization of the “external support” phase of the communication
strategy are:
to scout within his/her organization direct contacts matching the targets of this communication step (Municipalities, Energy
agencies, Companies, regional bodies, media). Use the Institution network to gain outside support.
to organise a meeting with the identified subjects/ entities and introduce the project to them
to request to the identified external supporter to submit interesting “energy problems/needs” for the activities to be
developed in WP5, host the researchers, etc
The local coordinator tasks (III)
External consensus building
The activities to promote the external consensus building are:
to make a list of journalist/responsible of local media contact details (TV, radio, newspaper and internet press), with the
assistance of the organization communication department;
to make a list of opinion leaders contact details at local level that can contribute to enforce the project;
to arrange press conference on occasion of the infodays / awareness event;
to provide the people that will attend to the press conference with press release/press folders in cooperation with Innova
BIC.
The local coordinator tasks (IV)
Massive information
The tasks for the local coordinator on the “massive information” phase are:
to publish the project web banners in the university web and update it accordingly to most relevant project activities
(awareness days, info days, etc);
to promote via his/her institutional mailing list all the project activities
to distribute the project’s leaflets and posters in the organization places where there is a strong presence of people
mail the institutional contacts the communication message and virtual postcards accordingly to most relevant project
activities;
organise 1 awareness meeting (as foreseen in WP 2) or the launching of the project according to the plan provided by
Innova BIC (Local Infoday Plan General version)
to involve his/her informal networks outside his/her organization to reach and spread the project’s activities to the general
public.
The local coordinator tools
The local coordinator tools
In order to develop the several phases of the communication strategy the local coordinator will have a set o tools that will be
implemented during the project activities
Phase/Tool
Project presentation Poster leftlets web
banners
press forder and press
release
virtual postcards
news letter
Press conference
Internal consensus building T O D
External supporters T O O D-O
External consensus building T O O D - O
Massive information O O O O O O O
Legend:
T= tailored for the target
D= draft level
O= output level
The local coordinator tools – project presentation
The project presentation will be a power point document. It will be tailored according the interlocutor.
It will reply to the following points:
What is ETRERA_2020
Why someone should support ETRERA_2020 :
How someone should support ETRERA_2020
When someone should do something for ETRERA_2020
Which is the company interest for ETRERA_2020
Which is the potential entrepreneurs interest for ETRERA_2020
The local coordinator tools – Poster
The posters will be realized in order to support the visibility of the main events, matchmaking events, awareness events
and to maintain high the impact of the communication message. The poster will contain few but strategic information. The
content will coherent with the coordinated image. And it will give just some general information about the project. They will
be posted up in the place with huge people and in the place in which the events will be organized.
The poster will have the following characteristics:
Format: 100cm x 70 cm
Language: 1 English
The local coordinator tools – Flyer
The flyer is realized to support all the communication and dissemination campaign. The content will be focalized to support
some information regarding: the project in general and the several project activities.
The flyer has the following characteristics:
Format: A4 (30 x 21 cm)
Language: 1 English
Number of copies: 5.000 copies, distributed according to the following schema:
920 Innova bic
310 EUREC
260 CNR-ITAE
310 CRES
320 ANNU
900 EBN
420 CRTEn
300 Nantes Polytech
300 YTU
300 TUBITAK
300 UCAM
360 Madrid Network
The local coordinator tools – banner & web
The banners has been realized to support the launch of the project. According Innova BIC experience in similar project, web
banners are an efficient communication tool. Innova BIC will provide the consortium members with the banners for their
websites. The banner contain the project logo.
The general banner of the project has been developed to stimulate people to access project web site. The banner must be
published on the organization web pages and on the lab/departments web pages.
The banner will redirect to the ETRERA_2020 web site page.
Some other banners could be done according to specific project moments.
A banner will be done for the launch of EmHyTeC conference 2016.
Moreover, the local coordinator will be provided by a normal banner printed on PVC with the size of high 200 cm and large 70
cm.
The local coordinator tools – virtual postcards
The virtual postcards will be developed with a twofold aim:
to promote the project and the project activities in a general way
to remind/alert on the several project phases
Every project year some virtual postcards will be developed to be sent on the occasion of holydays and of project main phases
(meetings, best case, conference, etc). Innova BIC will provide each partners with digital postcards so as to dispatch them by
means of their mailing list. The virtual postcards will have a link to the project web page. They are an easy and smart tools to
reach a high number of people simultaneously and in a cheap way.
The first virtual postcard will be develop for the lunch of the project website and awareness activities and it will be focalized only
to begin spreading the name of the project. The aim is to make the project name known among people.
It is important to underline that each partners will be in charge of mailing the digital postcard to its network. The active support of
the each institution/organization communication department will be a plus.
The local coordinator tools – press folders
Innova BIC will provide each partner with the press folder. Each folder will display the project logo, the EU logo the 7FP
logo and the project web site address, partners logo. A total of 1.500 press folders have been printed and distributed
according to the following schema:
350 Innova bic
100 CNR-ITAE
100 EUREC
100 CRES
100 ANNU
100 EBN
150 CRTEn
100 Nantes Polytech
100 YTU
100 TUBITAK
100 UCAM
100 Madrid Network
The local coordinator tools – press release
A press releases will be organized periodically during the project.
The main moments will be in occasion of: the launch of the website, the activities foreseen in June 2014, the activities
foreseen at 18°month meeting, the final conference, etc. These press releases will be prepared by Innova BIC and
forwarded to each partner. The press release will be written in English and it will be translated and adapted by each
partner (preferably via its communication office/external relationship office). This office will be in charge of spreading the
press release to the local newspapers. This procedure will ensure to have a standardized but flexible (as managed at
community level) communication to local media.
The local coordinator tools – newsletters
A digital newsletter will be edited every 6 months during the project life. The newsletter aim to highlight the ongoing
achievements of the project as well as the upcoming events which could be interesting for the target audience.
The newsletters will become an advertisement space for the successful proposals partners search, events etc.
The news letter will be in English in any case each partner will be able to translate, adopt and distribute it to its national network.
The local coordinator tools – press conference
The press conference can be organized in occasion of the main project moments. The communication campaign should start
3 weeks before the event. The campaign will be based on web banners in the organization web site and mailing forwarded to
the national target audience, a promotion via other national network is a plus.
The local organization will be in charge of involving the local media. Innova BIC will provide each partner with a draft of the
press release. The press conference will be held at the partner premise and, in order to assure a good audience, the
presence of the main actors of each organization has to be secured.
In order to have a good result it is necessary that the local coordinator will:
Arrange the hour, date and venue of the conference at least 3 weeks before
Arrange a guest list at least 3 weeks before
Post the invitation letter at least 2-3 weeks before
Forward a first invitation e-mail at least 2 weeks before
Forward a second reminder e-mail at least 3 days before
Recall the important guest at least 3 days before
The purpose of the press conference is to raise awareness among research about the project and to give visibility to the
project activities.