Background

1. Information & Publicity RequirementsLead Partner and Partner Seminar5-6 February 2009 – Sundsvall, SwedenKirsti Mijnhijmer

2. Background • European Commission places more emphasis on communication • Raise awareness among citizens • Attract more potential project applicants • Increase transparency • Information & Publicity Requirements are stipulated in 2 regulations: • Council Regulation No 1083/2006, Article 69 • Commission Regulation No 1828/2006, Chapter 2, Section 1 • Requirements for projects in Articles 8 and 9 (and Annex 1) • NPP programme level strategy • Cooperative • Projects are both a target group and an actor in the strategy

3. Project Role • Projects have a role to play in the NPP communication strategy • Projects form link between programme and citizens in area • Projects produce tangible outcomes that impact citizens • Responsibilities: • Applicants must provide information on internal and external communication in the application form • Projects must comply with EU information & publicity requirements • Projects are required to follow NPP information & publicity requirements: • Set of mandatory communication tools • Budget for attendance at NPP information and training events • Projects must report on communication efforts through indicators (activity + final report) • NPP will provide guidance through Programme Manual, website, information and training seminars.

4. Communication Strategy (1/2) • Internal communication • Consider the information flow • How do you involve associated partners/stakeholders • Decision making structure • External communication • Make a logical connection between your project aim  communication objectives  target groups  communication measures • Communication measures should be embedded in a strategy • Plan for the entire project lifetime • From start-up to the end of the project and beyond • Budget accordingly • Approx. 5% of the budget

5. Communication Strategy (2/2) • Expected outcomes of a successful communication strategy: • Raised awareness with the general public • Better project implementation and therefore better achievement of project objectives • Better internal communication between project partners and better management • Attracting more match funding and outside investments from participating organisations and other stakeholders • More political support and support from citizens to ensure a longer lasting impact of the project and more future support. • Communication is not just a burden or an expense: it can add value • You do not need to be an expert: use your common sense

6. Publicity Requirements – European Commission • European Information & publicity requirements for projects: Commission Regulation No 1828/2006, Articles 8 and 9 (and Annex 1) • Requirements: • Lead Partners are responsible for informing the public and partnership about assistance received from ERDF • All information and publicity measures must include: • The European flag (emblem) and a reference to the European Union • A reference to the fund: “European Regional Development Fund” • Programme statement: “Innovatively investing in Europe’s Northern Periphery for a sustainable and prosperous future” • Small promotional objects only need to have the EU flag • Failure to comply can lead to grant cuts!

7. Publicity Requirements – European Commission • European Flag • Guidance in Annex 1 of Regulation 1828/2006 • Official colours: Pantone Reflex Blue and Pantone Yellow 2C • Do not place it upside down! • Reproduction: • Preferably in colour • On a colour background: white rectangular border • White and blue: Reflex blue and stars in white • Black and white: black stars on white background • More information and downloads on: http://europa.eu/abc/symbols/emblem/index_en.htm

8. Publicity Requirements – NPP 2007-2013 • Programme logo • To be included on all publications together with EU flag • Visual Guidelines • Mandatory communication tools within first 6 months: • Project website • Project logo • Promotional material for conferences, seminars, exhibitions, etc. • Project presentation in PowerPoint format outlining the project’s objectives • Completion of a brief project case study based on an NPP template • Submission of small collection of photos relevant to the project • Expected attendance at joint activities such as: • Lead Partner and partner seminars • One thematic seminar • One additional training seminar

9. Publicity Requirements – Graphical Elements • Example of correct use of the mandatory graphical elements: • Graphical elements available on the NPP website.

10. Monitoring • Progress on communication activities is monitored through communication indicators and questions in the activity and final report • Why? • To monitor progress made on the NPP requirements • The compiled project communication indicators feed into programme communication indicators, which are reported to the Commission in the Annual Report • To identify best practices • Activity Report • 7.1 Communication indicators • 7.2 Communication tools • 7.3 Analysis of performance on communication activities • 7.4 Certification of compliance with NPP and European publicity requirements

11. Question 7.1 Communication Indicators Purpose: to measure progress on the mandatory communication measures and expected attendance at NPP events Accumulative

12. Question 7.2 List all communication tools and promotional materials developed Purpose: to exemplify indicators given in question 7.1 Examples: Brochure Website exhibition roll-up PowerPoint presentations Pens Accumulative: list grows as project progresses Do not forget the mandatory tools

13. Questions 7.3 and 7.4 • Question 7.3 • Provide an analysis of the internal and external communication activities performed during this reporting period. • What activities worked well, what activities did not work well? • How do you see your overall communication performance? • Mention any (innovative) steps your project has taken to enhance its communication performance. • Purpose: to get a sense of general performance on communication and best practices • Question 7.4 • Certification of compliance with the NPP and European publicity requirements • All promotional materials comply with the NPP and European publicity requirements, which can be found in the Programme Manual and Commission Regulation No 1828/2006, Articles 8 and 9. • Purpose: to ensure that the project complies with the regulation • European Commission recommends a 2% flat rate cut

14. Case Study Template Part of mandatory measures At start and end of project Soon online access for Lead Partner Form: Project Details Title and acronym, Start/end date Priority and objective Budget and funding Lead Partner details, Partnership Project description Synopsis Aims and objectives Expected outcomes Achieved outcomes Information & Communication Logo Project message Publications

15. Best Practices • Integrating communications into the overall project aim and strategy • Passing on success stories to programme level • Communicating the message of transnationality! Not just local/regional issues. • Focusing on your target audience whenever you communicate (printed materials, website, presentations to stakeholders) • Ensuring a wide dissemination (general public, not just regions involved, languages) • Planning your communication strategy for the whole project lifetime (and beyond) • Start-up: first communication moment • Target audience: the community affected, stakeholders, policy makers, colleagues at partner organisations, etc. • Message: “we got funding”, “this is what we plan to do”, “we need your input/support” • Milestones: • Target audience: stakeholders, end users, policy makers, general public • Message: “this is what we achieved”, “this is what we will do next”, “this is where you can find our products/services”

16. For more information • Documents • Programme Manual “Part 1: How to Apply” – communication strategy • Programme Manual “Part 2: How to Apply an NPP Project” – requirements • Commission Regulation (EC) No. 1828/2006, articles 8 and 9 and annex 1 • NPP Communication Plan – background information • Programme website www.northernperiphery.eu • Downloadable graphical elements: flag and logo • Contact details Kirsti Mijnhijmer Programme Manager for Information & Communication Tel.: +45 3283 3784 E-mail: kirsti.mijnhijmer@northernperiphery.eu

17. Next Steps • Programme Website • Interactive section for Lead Partners: manage online project description • Training seminar on information and communication • Handbook for projects on information and communication

18. Information & Communication Seminar • When: probably 17-18 June 2009 in connection to next LP Seminar • Where: Finland, location to be confirmed • For whom: project communication officers or project coordinators • Why: • Capacity building • To help projects promoting their products and services and the programme (for the next programme period) • Better project implementation and impact • How: • By involving external experts such as the PR company Pinnacle • By involving projects in shaping the event • Mix of theory and exercises

19. Information & Communication Seminar • Possible topics: • Developing a message • How to write a press release • Creativity and publicity tools • How to write for the web • Media relations • Making project videos • Internal communication skills • Defining target groups • Evaluation of communication measures • Next steps: • 3 projects to volunteer in shaping event • Questionnaire needs analysis of communication needs projects • Keep an eye on the website!

20. Thank you for listening!