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Service and Support Strategy Karen Vancluysen and Ivo Cré, Polis VANGUARD consortium meeting

Service and Support Strategy Karen Vancluysen and Ivo Cré, Polis VANGUARD consortium meeting Brussels, 16-17 November 2009. Aims of the Strategy. Outline services and support activities from VANGUARD WP3 to CPs and cities Based upon concrete findings from the user needs assessment

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Service and Support Strategy Karen Vancluysen and Ivo Cré, Polis VANGUARD consortium meeting

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  1. Service and Support Strategy Karen Vancluysen and Ivo Cré, Polis VANGUARD consortium meeting Brussels, 16-17 November 2009

  2. Aims of the Strategy • Outline services and support activities from VANGUARD WP3 to CPs and cities • Based upon concrete findings from the user needs assessment • To be amended if necessary after needs assessment updates

  3. Service and support objectives • To develop a communication and exchange structure for the CIVITAS Plus initiative in the field of dissemination, communication and coordination • To establish a support framework • To develop concrete activities to support the CIVITAS Plus demonstration activities at a technical level • To support cities’ own communication and dissemination of results

  4. Target groups • CIVITAS Plus project dissemination managers (PDMs) • CIVITAS Plus cities’ local dissemination managers (LDMs) • CIVITAS Plus professionals dealing with the content and implementation of measures, i.e. managers, technicians, measure leaders • For some activities: non-CIVITAS Plus cities

  5. Support services • Programme level services • 1. Service 1: Dissemination Liaison Group (DLG) • 2. Service 2: CIVITAS Plus Internal Newsletter • 3. Service 3: Events calendar • 4. Service 4: Collaborative Projects’ (CPs) liaisons • Specific services • 5. Service 5: Support tools communication & branding (PDM and LDM) • 6. Service 6: Support tools for press relations (PDM and LDM) • 7. Service 7: Training activities / technical working groups (ML) • 8. Service 8: Support tools stakeholder consultation (ML/LDM)

  6. Vanguard services

  7. Service 1: DLG • Purpose • Permanent coordination body • Guidance and common tools • Harmonised approach for a complex dissemination task • Composition • PDMs (compulsory) • LDMs (optional) • VANGUARD and EC • Recurring agenda items • Updates on CPs dissemination activities and plans • Updates on VANGUARD communication activities • Updates on VANGUARD support activities • Combined with ad hoc items and requests from DLG members

  8. Service 1: DLG ctd. • Time Schedule synchronised with WP4 phases • 1st DLG meeting February 2009 • 2nd DLG meeting September 2009 • 3rd DLG meeting March 2010 • 4th DLG meeting October 2010 • 5th DLG meeting March 2011 • 6th DLG meeting October 2011 • 7th DLG meeting March 2012 • 8th DLG meeting September 2012 • 9th DLG meeting February 2013

  9. Service 2: CIVITAS Plus internal newsletter • Purpose • up-to-date information from the CIVITAS Plus projects, relevant for the internal community • Target group • CIVITAS Plus community: CPs, SSAs, EC • Time schedule • 3 monthly • To be discussed further in agenda item “evaluation of the internal newsletter”

  10. Service 3: Events calendar • Purpose • Online events calendar as the principle tool for coordination • To avoid overlaps and clashes between events (thematic, target group, location and timing) • Public part will ensure promotion • Online downloads section linked to events calendar will centralise all relevant output (agenda, presentations, etc.) • Combined with CIVITAS PR-events tracker (under CATALIST): monitors outreach and dissemination opportunities, CIVITAS Plus partner participation and use of CIVITAS dissemination materials (stand, roll ups etc.)

  11. Service 3: Events calendar ctd • Coordination and procedures • Coordinated by Polis • All CIVITAS Plus projects to inform VANGUARD of • Scheduled plenary project meetings (with whole consortium); • Project events (workshops, seminars, conferences training, press conferences...) as soon as you have fixed the date; • Relevant events where the CIVITAS Initiative could be promoted as well as planned participation (for inclusion in the “CIVITAS PR-Events Tracker”). • PDMs to liaise with LDMs to collect relevant information • Event template is available, regular reminders are sent by Polis • Overlaps and clashes: concerned parties will be contacted

  12. Service 3: Events calendar ctd • Format • Events calendar to appear wihtin the website members area • Confirmed events are published under the public section • Events can be sorted by topic (8 CIVITAS Plus categories) and date • Past events will remain accessible for events materials (short news item/report, presentations and documents, participants lists) • Website updates part of the efforts of the website taskforce • Upcoming events are listed in the internal newsletter

  13. Service 4: CPs’ Liaisons • People based communication structure • Regular follow up on cities’ needs and expectations for support • Each CP has one point of reference within VANGUARD • Service based communication structure • Generic inbound e-mail addresses to facilitate communication about specific services and tools • Communication with the respective CPs will be supported by outbound group e-mail addresses

  14. Service 5: Support tools on communication and branding • Topic ranks high in the needs assessment • Interactive branding and marketing workshop March 2010 • Back to back with next DLG meeting • PDMs and LDMs • Based on experiences of CIVITAS Plus cities • Supported by draft… • CIVITAS branding and marketing recommendations • Final version to be issued April 2010

  15. Service 6: support tools for press relations • In cooperation with task 4.5 ‘communication and PR • Press kit to support own dissemination towards press and media • Compliant with CIVITAS Plus corporate design • Currently in process

  16. Service 7: Training activities and technical working groups • Needs surveyed in detail in the needs assessment • Fill the gap between the training needs and the CPs own initiatives • Technical working groups • Training • Staff exchange and study visit programme • 5 types of training: • Local measure-related trainings, organised by cities/CPs • Thematic training events, organised by Cities / CPs • Thematic training events, organised by VANGUARD • Technical Working groups, organised by VANGUARD • Staff exchange, site visits, peer reviews

  17. Service 7: Training activities and technical working groups ctd • Different levels of support • Further developed in agenda item « training and working groups »

  18. Service 8: Support tools on stakeholder consultation • Mainly targeted at LDMs and Measure leaders • Recommendations document which forms the basis for • Dedicated training session on this topic, Gent 18-19 November in cooperation with CIVITAS ELAN • See circulated programme for more details

  19. Further issues • VANGUARD directory included in the annex • Deliverable submitted for approval to the EC • Comments DLG: • There is a general agreement that CATALIST, POINTER and CIVINET should be included in the further activities of the DLG. Have been contacted regarding cooperation. • Other comments related to WP4

  20. Thank You Karen Vancluysen Ivo Cré Polis kvancluysen@polis-online.org icre@polis-online.org

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