Communication & Dissemination Plan Performed by: February 2014.

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

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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

http://www.etrera2020.eu/

http://www.etcproject.eu/

http://www.etcproject.eu/

http://www.etcproject.eu/index.php?option=com_content&view=article&id=64&Itemid=63&lang=en

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)

http://www.icce2014.net/

http://www.university-industry.com/

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)


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)


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.


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


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)


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



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.


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



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


External supporters


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


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)


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)


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.


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.

Communication & Dissemination Plan Performed by: February 2014.

Documents

Transcript of Communication & Dissemination Plan Performed by: February 2014.