Communication & Visibility requirements

Joint Technical SecretariatBy Vineta Šnore, Information Manager

Seminar for Beneficiaries13-14 August, 2013

Rēzekne, Latvia

Overall objective

Beneficiary and project’s partner must take all necessary measures to publicise the fact that the project is co-financed by the Programme

(European Union & Russian Federation)

“The Beneficiary must take all necessary steps to publicise the fact that the European Union has financed or co-financed the Action.”

Main principle

The projects are Programme’s best ambassadors

Main aims

The main aim of the information and visibility actions directed towards general public shall be:

to ensure transparent use of EU funds, Programme co-financing

to increase awareness about the Programme, EU role, funding opportunities and supported projects

to promote cross-border cooperation and its results

Objectives

Guidelines 3.1.4.

Communication and visibility activities in projects: ensure smooth operation of the project internally -

efficient communication among the project partners; make the project activities, achievements and impact

visible to the target groups and general public; emphasise the contribution of the Programme to the

socio-economic development of the region.

• A well organised and managed internal communication is a critical success factor:– Keeps all project partners aimed at the same final goal– Helps all involved parties to understand the project aims

and activities and their roles– Allows to monitor project progress, keep the work plan

updated, anticipate difficulties in implementation

• Good internal communication involves regular and effective two-way communication with all project partners

Importance of internal communication

Tips on internal communication

• Agree on when and how and on what you and your partners are communicating

• Make a format for (monthly) internal reports

• Agree on tools that will be used: e-mail, internal newsletters, skype meetings, real meetings

• Agree on who is responsible for the website and press releases and who and when will do the updates

Tools of internal communication

Electronic: Email, Intranet, Internal newsletters

Oral: Phone calls; regular meetings with your partners; skype or video conferences

Written materials: internal memos, meeting notes, progress reports etc.

Responsibilities

The leading Partner plays the role of the main coordinator and is responsible for distribution of the information received from the JTS Main Office about:

- Monthly Fact Sheets (4 languages from 2013)- Newsletter (twice a year), tourism map, promotion and tourism videos, - Implementation seminars, - Programme event as the Annual Event and communication action like

European Cooperation Day and other activities- Request of information or photos etc.

AND – providing information to JTS (events, press releases etc.!)

!Coordinator keeps in touch with all partnersAll partners report regularly (monthly)All partners meet regularly

Project documents

Full Application Form Activity Pack 2

Grant Contract Article 6 – Visibility

Model Partnership Agreement Point 11. Infomation and publicity measures

Programme Logo

Full Logo EU flag Programme logo Slogan united by borders

Programme logo to download:http://www.estlatrus.eu/eng/programme/publications_amp_logo/logo

Use of Logo I

Compulsory

• 9 colours

• Light background suggested • The same size as other logos

• Different sizes

• Black & whiteProgramme logo to download: http://www.estlatrus.eu/eng/programme/publications_amp_logo/logo

Simplified version - 20x8 mm

Smallest full logo - 40x25 mm

Use of Logo IIAll communication materials and tools

Project documents (minutes, reports, time sheets etc.) Publications – on cover or a title page Digital info carriers– on the front page & packaging Website Infrastructure (display panels & commemorative plaques) Equipment Events

Communication tools (Communication and Visibility Guidelines)

press releases, press conferences, press visits web-sites, social media Photographs (meaningful, high resolution) display panels & commemorative plaques (if the total contribution from the Programme for infrastructures or construction work exceeds 100 000 EUR) • e-publications – newsletters, project news and fact sheets• new trend – infograms

Use existing cooperation with the regional administrations / local newspapers!

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.”

Press conferences and Press visits

Invitations to the press conferences and materials distributed to the journalists should bear:

the Programme logo general statement about the Programme

The small Programme flag should be displayed at the press conference and preliminary obtained from the JTS or ordered. The EU flag should be displayed if other flags or symbols being displayed.

Group visits by journalists to the project sites may offer additional visibility opportunities. Such visits should be well-timed and focus on tangible achievements

The JMA and JTS should be informed well in advance about planned press conferences or press visits

Leaflets, brochures and newsletters

the full set Programme Logo

the cover must carry the disclaimer

the general statement of the Programme

the project details – name of the organisation, address, telephone, fax and e-mail info

“This publication has been produced with the financial assistance of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013. The contents of this document are the sole responsibility of <Beneficiary’s or project partner's name> and can under no circumstances be regarded as reflecting the position of the Programme, Programme participating countries, alongside with the European Union.”

“Estonia – Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2007-2013 financially supports joint cross border development activities for the improvement of the region’s competitiveness by utilising its potential and beneficial location on the crossroads between the EU and Russian Federation.The Programme web-site is www.estlatrus.eu.”

Website

“This website has been produced with the financial assistance of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013. The contents of this document are the sole responsibility of <Beneficiary’s or project partner's name> and can under no circumstances be regarded as reflecting the position of the Programme, Programme participating countries, alongside with the European Union.”

the full set Programme Logo the disclaimer on the homepage or the window with the

article about project

link to the Programme website link to the EuropeAid Co-operation Office webpage

Display panels

“This project is co-financed by the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership Instrument 2007 – 2013”

should incorporate: the Programme logo, which shall cover at least 50% of the

area of the display panel a phrase

Name of the Beneficiary, title of the project start/end time of the project minimum size 1,500 x 1,000 mm

Display panel

ANNEX 4.2 Display panel template for Russia

[ЛОГОТИП ПРОЕКТА И/ИЛИ ЛОГОТИПЫ БЕНЕФИЦИАРОВ И ПАРТНЕРОВ ПРОЕКТА]

Этот проект софинансируется Программой приграничного сотрудничества Эстония-Латвия-Россия в рамках Европейского инструмента соседства и партнерства 2007-2013

Бенефициар и название проекта

Проект введен в действие с хх.хх.хххх по хх.хх.хххх

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.

Commemorative plaque

“This [name of the structure] was co-financed by the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and Partnership

Instrument 2007 – 2013”

should incorporate:

the Programme logo, which shall cover at least 50% of the area of the display panel

the phrase

the date on which the object was finished minimum size shall be 500 x 300 mm

Vehicles, supplies, equipment, promotional items

"Provided with the support of the Estonia – Latvia – Russia Cross Border Cooperation Programme within European Neighbourhood and

Partnership Instrument 2007 – 2013"

should incorporate:

the Programme logo the phrase

in English and in the official language of the respective Participating country

stickers (provided by JTS) informational poster can be used (template)!

Programme Stickers

• 50 x 90 мм

• 25 x 40 мм

Programme Videos

• Available in 4 languages (provided by JTS)• Each partner receives it in USB after the Grant

Contract is signed (National Language + English)• To be used at the beginning of EVERY event of the

project!

ENPI Information Centre placed the Programme’s promotional Video Clip on ENPI tube - http://youtu.be/hfAjTiBTVNI

Recently placed – short movie “Enjoy the Hansa Route!” - http://www.youtube.com/watch?v=DJ9DTkcc5bw

Programme Flag • Small Flag (provided by JTS)• Each partner receives it after the Grant Contract is

signed• To be used in events of the project • Design of the Programme Flag is described in

Guidelines

ReportingFront cover contain:

Name of the project Date of submission The full set Programme Logo Back cover contain: Disclamer

“The contents of this publication are the sole responsibility of <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 and their impact should be included.

Completion of the project

! Press release about the results and achievements

! No Programme symbol may be included in any communication tools of the project 6 months after the phase co-financed by the Programme has finished.

! Exception – commemorative plaques (the commemorative plaque installed shall be maintained at

least until 7 years after the receipt of the balance payment)

www.estlatrus.eu

www.estlatrus.eu

Download Project Implementation Documents http://www.estlatrus.eu/eng/implementation/2nd_call_for_proposals/guiding_documents

All Questions asked during 1st and 2nd Call for Proposals are published (including those regarding project implementation)

subscribe the Programme news

learn about the information seminars and Programme events and register on-line!

Future ENPI –information will be published gradually

Summary

comply with all visibility requirements co-ordinate project communication activities with

communication activities of the hosting-organization think about communication in long-term perspective

(dissemination of publications, maintenance of web-sites) both internal & external communication is important always use Programme’s title & logo make sure all visual & factual information is correct reflect efficiency of your communication activities in

numbers (press releases, articles, audio & video files, publications, website visitors, participants in the events)

Guidance Documents

Communication and Visibility Manual for European Union External Actionshttp://ec.europa.eu/europeaid/work/visibility/index_en.htm

Programme’s Guidelines for Grant Applicants Section 3.1.4 - Publicity and Information Requirementswww.estlatrus.eu » Implementation» 2nd Call for Proposals>> Guiding Documents

Programme’s Communication and Visibility Guidelines for Calls for Proposalswww.estlatrus.eu » Implementation » 2nd Call for Proposals >> Guiding documents

or under Programme>>Publications &Logo >> Guidelines

Programme’s Glossary from begining of 2013

http://www.estlatrus.eu/eng/programme/publications_amp_logo/publications www.estlatrus.eu » Glossary&Abbreviations

To rememberProject INDEX Your Project Manager

465, 291, 320, 499, 227 Liina Saar

285, 349, 404, 351, 359 Elena Makarova

233, 308, 261, 473, 383 Ilze Skrebele-Stikane

535, 448, 269, 470, 310 Riina Vaap

Project INDEX Your Information Manager

535, 465, 261, 227 Sergey Balanev

233, 291, 349, 351 Anna Filatova

285, 404 Vineta Šnore

448, 320, 499, 269, 470 Vladimir Skorokhodov

473, 383, 359, 310 Liane Rosenblatt

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

Publicity2013-2014

European Cooperation Day 2013 and 2014 – 21 September (Wide participation in 2012; communication action) - Local Actions in Estonia, Latvia and Russia- Publication of EC DG Regio – Regional Review- ENPI Info Centre – ECDay poster (24 August 2013; announcement attached)

Annual Event of the Programme – in end May or beg June 2014 in Russia (Gatchina tbc); in 2015 in Estonia – closing event.

Cooperation with EU Neighbourhood Info Centre – Feature about PHOTO YOUTH; on ENPI Tube – Promo Video and short film “Enjoy the Hansa Route!’’ about the Exhibition in Sigulda on 11 June 2013.

Twitter - @ESTLATRUS_ENPI

EC iniciatives – photo contest “Europe in my Region”, till 23 August https://www.facebook.com/EuropeanCommission/app_386310531430573

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European Cooperation Day 2013Opening – 10 September in Strasbourg, France Main activities - 16 - 21 September, 2013 European Cooperation Day - 21 September , 2013

- Tree planting in Estonia on 14 September in Tartu, Tähtvere Recreation Park; in Latvia on 10 September in Rēzekne, Vipinga Forest Park and in Russia on 5 September (tbc) in Pskov, Park nearby Miroshsky Monastery

- Joint Exhibition “ENPI Corner” - 5 Programmes with participation of Russia on 19 September in Petrozavodsk (Russia), EU, Norway and Russia cross border cooperation Conference

- Informative lecture in St.Peterburg State Polytechnical University, St.Petersburg on 16 September (two Programmes with participation of Russia)

- Youth Poster campaign together with other programmes operating in Latvia – 10 September in Riga

- Projects – info to be received by 21 August / public project activities or as a minimum informative sessions in educational institutions (schools, vocational schools and universities) are expected; any creative way can be used

www.ecday.eu

KEEP/ ENPI Info Centre

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KEEP - Knowledge and Expertise in European Programmes

KEEP is conceived as an online tool and internet portal that utilizes, capitalizes and ensures the transfer of the knowledge of both INTERACT and European Territorial Cooperation programme information and gives an overview of 2000-2006 INTERREG / 2007- 2013 European Territorial Cooperation projects.

Visit KEEP Data Base – http://www.territorialcooperation.eu/

EU Neighbourhood Info Centre – News Alerts, Features, Handbooks (in English and Russian), Photo Library etc. covering the Partnercountries including Russian Federation

Visit ENPI Info Centre – www.enpi-info.eu

Important Glossaries (in English and Russian!)

Further Information

www.estlatrus.eu

LATVIA Vineta ŠnoreJoint Technical SecretariatPhone: +37167509526E-mail: vineta.snore@estlatrus.eu

ESTONIA Liane RosenblattBranch Office in Tartu Phone: +372 738 6011 E-mail: liane.rosenblatt@estlatrus.eu

RUSSIA Sergey BalanevBranch Office in St. Petersburg, Russia Phone: + 7 812 325 83 51E-mail: sergey.balanev@estlatrus.eu

Vladimir SkorokhodovBranch Office in St. Petersburg, Leningrad Region, RussiaPhone: + 7 812 325 51 84E-mail: vladimir.skorokhodov@estlatrus.eu 

Anna FilatovaBranch Office in Pskov, Russia Phone: + 7 81 12 79 40 54E-mail: anna.filatova@estlatrus.eu