INFORMATION OCIETY TECHNOLOGIES (IST) ROGRAMME · Project start date and duration 01 February 2004,...

SENS_ICCS5_5_3_1_v3.doc Dissemination Level PU Contract N. IST-2000-26089

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INFORMATION SOCIETY TECHNOLOGIES (IST)

PROGRAMME

SENSATION

507231

Dissemination and Use Plan

Deliverable No. (use the number indicated on technical annex)

D5.3.1

SubProject No. SP5 SubProject Title Cross-project activities

Workpackage No. WP5.3 Workpackage Title Dissemination Activities and Gender issues

Activity No. A5.3.1-5 Activity Title

Authors (per company, if more than one company provide it together)

Angelos Amditis , Niki Boutsikaki (ICCS), E. Bekiaris (HIT)

Status (F: final; D: draft; RD: revised draft):

F

File Name: SENS_ICCS5_5_3_1_v3.doc

Project start date and duration 01 February 2004, 48 Months

Reference Period From 01 February 2004 to 31 January 2008


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TABLE OF CONTENTS TABLE OF CONTENTS ............................................................................................................................................... 2 LIST OF FIGURES ......................................................................................................................................................... 3 LIST OF TABLES ........................................................................................................................................................... 3 ABBREVIATION LIST................................................................................................................................................. 5 EXECUTIVE SUMMARY............................................................................................................................................ 6 1. INTRODUCTION....................................................................................................................................................... 7

1.1 The SENSATION project ................................................................................................................................... 7 1.2 SENSATION Work Package 5.3 description .................................................................................................. 8

2. Dissemination Strategy............................................................................................................................................... 9 2.1 Dissemination Manager....................................................................................................................................... 9 2.2 Dissemination Procedures .................................................................................................................................10

2.2.1 SENSATION publication procedures .....................................................................................................10 2.2.2 SENSATION presentation procedures ...................................................................................................11

3. DISSEMINATION MEANS...................................................................................................................................13 3.1 Project Logo.........................................................................................................................................................13 3.2 Project Website ...................................................................................................................................................14 3.2 Project Newsletter...............................................................................................................................................17 3.3 Project Video concept ........................................................................................................................................19 3.4 Project leaflets and posters ................................................................................................................................20 3.5 Project presentations performed, scheduled and possible future submissions.........................................23

3.5.1 SENSATION publications in scientific Journals and Books ..............................................................23 3.5.2 SENSATION publications to conference and workshop proceedings..............................................24 3.5.3 SENSATION presentations to various events .......................................................................................24

4. FORMULATION OF A USER FORUM AND SPECIAL FOCUS GROUPS .............................................26 4.1 User Forum......................................................................................................................................................26 4.2 Special Focus Groups....................................................................................................................................27

5. DISSEMINATION EVENTS SCHEDULING AND REPORTING...............................................................29 5.1 European Workshop on Sleep Related problems ..........................................................................................29

6. PUBLIC AWARENESS AND GENDER ISSUES ............................................................................................32 6.1 Public Awareness................................................................................................................................................32 6.2 Gender Issues.......................................................................................................................................................32

7. CONCLUSIONS.......................................................................................................................................................35 ANNEX I Dissemination Forms ...............................................................................................................................36 ANNEX II User Forum Template...............................................................................................................................41 ANNEX III Special Focus Group Questionnaire .....................................................................................................43 ANNEX IV 1st SENSATION Newsletter.................................................................................................................47


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LIST OF FIGURES Figure 1 SENSATION logo ......................................................................................................................................13 Figure 2 Home page of SENSATION website..................................................................................................14 Figure 3 Consortium Members page of the website.......................................................................................15 Figure 4 Website site map page ............................................................................................................................16 Figure 5 SENSATION 1st Newsletter opening page......................................................................................18 Figure 6 Draft SENSATION leaflet outside ........................................................................................................20 Figure 7 Draft SENSATION leaflet inside ...........................................................................................................21

LIST OF TABLES Table 1: Preliminary Agenda of First European Workshop of Sensation............................................................31 Table 2: European and UN Policies to promote the equity of gender..................................................................34


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ABBREVIATION LIST DM Dissemination Manager EC European Commission IPR Intellectual Property Rights IP Integrated Project IST Information Society Technologies SP SubProject UN United nations WP Work Package


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EXECUTIVE SUMMARY

This document describes the dissemination plans and policies of SENSATION Integrated Project; the dissemination plan will be annually updated in order to include all relevant dissemination activities until the end of the project. This document will also serve as the project’s official record of every dissemination activity carried out during the project, emanating from SENSATION research activities.

The results of the project are likely to directly influence the research trends in the sleep phenomenon and micro/nano sensors. The wide diffusion of the outcomes of the project to the interested people is therefore considered as important. The importance of the wide dissemination of SENSATION concept, activities, results and achievements is highlighted throughout the document and a specific Dissemination plan is presented in detail.

In Chapter 2, the dissemination plan of SENSATION results is defined in order to allow the highest possible quality and completeness of publications, such as scientific papers and presentations, emanating from project results.

In Chapter 3, the dissemination material that is going to be produced for SENSATION is also described. Leaflets, posters, website, newsletters, videos, etc, will help the diffusion of SENSATION concept and results in a multimodal way to a broader group of people and communities. The amount of information included in the material depends on their type and starts from a simple Project presentation at a glance for the posters until the possibility to download public documents and results from the project’s web site. The IP has its own corporate image; thus, all dissemination material is designed according to the same graphical layout, especially created for the project in order to be directly recognizable by the public.

In Chapter 4, the creation of the User Forum and Special Focus groups is described in order to promote interactivity with the public. User Forum members provide valuable feedback on the project’s activities by participating to dissemination events such as workshops , etc.

Chapter 5 describes the policy for scheduling project’s events and workshops, which are considered as the most immediate way of disseminating project achievements , as well as receive feedback, since members of the consortium and the audience can interact with each other. The concluding Chapter 6 presents the practice of SENSATION project to encourage women participation to relative research and safeguard that the needs of both genders are equally taken into account during project execution.


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1. INTRODUCTION

1.1 The SENSATION project The SENSATION Integrated Project aims at promoting the health, safety

and quality of life of people and protect the environment by reducing relevant accidents and thus the impact on environment through the application of novel micro and nano sensors and related technologies, of low-cost and high-efficiency, for physiological state monitoring. The focus of the work is on the brain activity, including the sleep and wakefulness states and their boundaries, stress, inattention and hypovigilance states, for hypovigilance detection, prediction and management as well as diagnosis, treatment and remote monitoring of sleep disorders.

The SENSATION Consortium aims to offer insights into the realm of

sleep, stress and other emotions, striving to make it: Safer: Sleep and Alertness monitoring systems will watch over us to make

sure we are safe. From aircraft pilots to sleeping babies, we can all benefit. Better: Accurately and routinely monitoring sleep will provide clues on

how to improve sleep quality. We can also learn to use better sleep time. Can we learn while we sleep? Can early disease markers be picked up? Can we have fun with our dreams? Understanding the mechanisms behind sleep will also lead us to understand if and when we can do with less sleep.

To progress in this direction, SENSATION is basing its research intro four

core research areas:

w Neurosensing: development of ubiquitous and novel biosensing technologies.

w Core Computation: development and implementation of signal processing and computational intelligence algorithms to study human state, with a focus on sleep, stress, attention and fatigue.

w Medical: the application of Biosensing and Core Computation to Medical and Neurology early diagnosis and treatment.

w Industrial: The application of Biosensing and Core computation to critical (in terms of time and accident impact) industrial processes.

SENSATION focuses on the first of the above mentioned areas, but

attention is also paid to the other three. This needs to be the case: sensors cannot be developed in an application void.

SENSATION concept, activities, results and achievements are considered important for all members of the scientific community that are currently performing relative research. Also key industry stakeholders of the specific field, governmental institutions , etc, may have a great interest in following SENSATION research activities. It therefore becomes evident the need and significance for a structured dissemination plan and strategy for SENSATION


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project, that aims to diffuse SENSATION related information to the most appropriate and at the same time the largest possible audience.

1.2 SENSATION Work Package 5.3 description Work Package 5.3 “Dissemination Activities and Gender Issues” belongs to SENSATION sub project 5. It starts from the 1st month of the project and lasts until its completion at Month 48.It is considered to be a horizontal task, covering all dissemination activities during the life of the project.

As explained above it is very important for a successful project, not only to actually deliver high quality results and achievements , but also try to disseminate them to any interested group of people. This is the function of Work Package 5.3 , which intents to widely disseminate project’s results, procedures, work, scientific findings, etc to the public in the most efficient and qualitative way. Within WP5.3 various types of dissemination material such as a website, leaflets, posters, Newsletters, videos will be produced . All these will be designed according to the same concept in order to be easily recognizable. The objective of the dissemination material is to describe the project, its participants and also to record its results, as they are developed. For this to happen they will be updated regularly, in order to include all newest project’s results. Within WP5.3 a set of events (such as workshops and conferences) are also scheduled. The participation of people outside the project’s consortium will be strongly encouraged in order for the consortium members to come into personal contact with people interested in SENSATION project and also receive feedback on its achievements. In addition, the target group of dissemination will be structured in groups of people, such as the User Forum Group and the Special Focus Groups, for the most effective communication and cooperation with them. In the end WP5.3 deals with the gender issues arising from SENSATION research and aims to encourage women participation to relative activities and the protection of both genders interests in the SENSATION field of research.


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2. Dissemination Strategy

Within SENSATION project a set of publications will be issued, presenting SENSATION research concept, activiti es and results to various events , such as conferences and workshops or scientific journals and books. Publishing research results is considered a critical point for every project’s dissemination, since it is the most effective mean of widely spreading the project’s achievements focusing on the most relevant target group.

The publishing policy should be very closely monitored and recorded centrally by the IP core group and SP leaders. This is in order to achieve the best possible use of resources and to deliver the highest quality of presentations. At the same time an effort is carried out to avoid conflicts, overlaps, repetitions and, even worse, confidential releases or lack of information that would be available inside the consortium if close cooperation was not realized between the authors and the rest of the consortium.

The management and the coordination of the Dissemination activities and policies are carried out by the Dissemination Manager. The role of the Dissemination Manager is considered as critical to safeguard that a common Dissemination strategy is applied, guarantying specific procedures for every project’s presentation and publication.

In general all Dissemination Activities should follow a number of important principals, such as:

• Respect the Intellectual Property Rights (IPR) of all partners. • Respect the work of all partners. • Inform all relevant parties whose work directly or indirectly is proposed

to be disseminated by any means. • Follow transparent publication procedures. • Respect Confidential results and results where commercial issues

arise. • Avoid overlapping or duplication of dissemination actions. • Distinguish between results suitable for dissemination and exploitable

results. • Target the right audience. • Mention SENSATION and the EC /IST financial support to the

audiences. • Follow the procedures described within this document.

2.1 Dissemination Manager The role of the Dissemination Manager for SENSATION project has been taken up by the Institute of Communication and Computer Systems (ICCS).


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The Dissemination Manager is responsible for: • Defining and applying the Publication Strategy. • Monitoring, controlling and recording all project presentations and

publications. • Resolving any conflicts raised by the submission of papers in cooperation

with the Core Group and the SP leaders. • Issuing at M6, and then annually, the Dissemination Plan and Strategy

deliverable that describes all Dissemination Plans and Activities performed within the project.

2.2 Dissemination Procedures

It is very important, for the most effective control of dissemination activities, that each partner of the consortium that wishes to submit a paper to an event or present project results follows the procedure described below.

Procedures are specified for two cases: Publications in conferences proceedings or in a scientific journal and project presentations to various events.

2.2.1 SENSATION publication procedures This procedure is to be followed for every paper submitted to a conference, journal, book, etc. The lead author is responsible to make sure that the procedure is followed.

1. Two weeks before the submission of the abstract, the principal author should:

a. Send the abstract to the Dissemination Manager. b. Send the abstract to the SP leader or SP leaders relevant to the

work presented. c. Send the respective for each type of event dissemination form filled

in.

There are 4 types of dissemination forms, depending on the type of presentation: A/ Publication in Journal Form. B/ Presentation in Conference Form. C/ Exhibition Stand/Demo Form. D/ Event/Workshop Form. The relevant forms are included in Annex I of this document.


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2. The Dissemination Manager (DM), and the relevant SP leaders with the support of the Coordinator should then check:

a) if the content of the publication/presentation includes confidential data; b) if all partners that have contributed to the work displayed are properly mentioned; c) if there is a similar paper presented to the same event or relevant event; d) if the paper presentation is complete and there are no points missing that could enhance its quality and are available to other partners of the consortium.

3. In case there is a conflict created by the request for rejection from either the Dissemination Manager or the SP leader or the Coordinator; then the Core Group is responsible for resolving the conflict. The Core Group is involved in this procedure under the request of either the Dissemination Manager or the Coordinator.

4. After the check the Dissemination Manager replies to the author. The possible replies are: a) The abstract is accepted and the authors proceed with the

publication. b) The abstract needs modifications due to confidential data appearing c) There is a request to add authors to the authors list. d) The abstract needs to be united with another paper presented to the

same event. e) There is a need to contact a specific partner to enhance its content. f) The abstract is rejected due to specific protests raised (for this there

is a need of voting at the Core Group level). 4. If the abstract is accepted or after it has been modified according to suggestions, the author may submit the abstract to the event. 5. If the abstract is accepted, then the same procedure needs to be followed for the paper. 6. For events located outside EC countries a request for permission to travel on SENSATION budget needs to be sent to the Coordinator, who will later send the request to the Project’s officer. The author must wait for the project’s officer reply in order to charge the travel expenses to SENSATION budget. 7. After the paper is presented or published then the lead author sends the final paper to the Dissemination Manager for the record of SENSATION dissemination.

2.2.2 SENSATION presentation procedures

This procedure is to be followed for every project demonstration, presentation, etc to various exhibitions and events.


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1. The presenter makes the proposal for the presentation to the Dissemination Manager, SP leader and the Coordinator two weeks before the submission of the proposal to the event.

2. The presenter sends the relevant Dissemination form to the Dissemination Manager.

3. The Dissemination Manager and the Coordinator, after checking the accordance of the presentation with the criteria described above and the opinion of the relevant SP leaders, send their agreement or not to the presenter.

4. In case of conflict the Core Group is responsible for resolving it. The Core Group is involved to this procedure with the request of either the Dissemination Manager or the Coordinator.

5. The presenter (after having modified the presentation accordingly in case there are suggestions ) proceeds with the presentation.

6. For events located outside EC countries a request for permission to travel on SENSATION budget needs to be sent to the Coordinator, who will later send the request to the Project’s officer. The author must wait for the Project’s officer reply in order to charge the travel expenses to SENSATION budget.

7. After the event takes place, the responsible partner sends the relevant form (cf. Annex I) back to the Dissemination Manager to inform him about the results of the participation to the specific event for the record of SENSATION dissemination and for informing the consortium.


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3. DISSEMINATION MEANS A set of dissemination material is going to be produced within SENSATION project in order to describe the project and its results in a multimedia format. The material is either in electronic format, such as the Newsletters, the website, the videos, etc . or in hard copy, such as the leaflets and the posters. The primary function of the dissemination material is to provide information on the project concept, its participants, results, activities, etc. Since not all results are available from the beginning of the project they will be continuously updated with newest information of the project and realized activities, events, findings, etc. All dissemination material is designed according to a common principle following the same concept and logo, specifically designed for SENSATION.

3.1 Project Logo A corporate image was created in order to convey SENSATION’s idea in a graphical way. Various designs were proposed and finally the logo below was selected as it was considered to be the most representative of the SENSATION’s concept.

Figure 1 SENSATION logo SENSATION logo was considered appropriate since it gives the impression of a digital monitoring of human activities. This logo will be used to the cover page of all documents of SENSATION project, internal reports, technical reports, deliverables, project plans. It will be also inserted in all dissemination material such as leaflets, posters, website, newsletters, videos, etc in order their relation to SENSATION to be directly identifiable. This logo was created specifically for SENSATION project and any other use outside its purposes, without prior authorization by the project coordinator is not permitted.


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3.2 Project Website A website http://www.sensation-eu.org was created in order to further disseminate project’s results. The website was based on the same concept as the corporate image and maintained the same concept. It is not yet fully operational and it is scheduled to be completed after receiving contribution from all partners by Month 9 of the project. The picture below shows the home page of the project’s website:

Figure 2 Home page of SENSATION website The website’s main pages will be translated to eight European languages in order to enlarge the target group of people that can receive information on the project. The languages are: Dutch English, French, German, , Greek, Italian , Spanish and Swedish. . The website is structured to nine vertical categories of subjects: • Home, where a brief description of the project is included. Home page is also

divided in 4 sections. o News, where any news regarding SENSATION project such as

events, workshops, project presentations and demonstrations will be published.

o Motivation, where the need for SENSATION is described. o Objectives, where the objectives of the project are described. o Expected Impact, where it is attempted to foresee the impact of

SENSATION to society.


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• Approach, where SENSATION’s approach to the scientific issues is dealt with.

• Achievements, where the public results of the project, such as deliverables, milestones, scientific papers and presentations will be presented. From this page, users will be able to download the public deliverables or any other relative document.

• Consortium, which is divided to the: o Management Details, in this section the contact Details of the

project coordinator and the SP leaders are presented. This is very important in order enhance the communication with the users of the site. All interested users will be able to seek even more information on the project research activities by contacting directly the research group.

o Consortium List, in this section the list of all companies participating to SENSATION is presented, as shown below.

Figure 3 Consortium Members page of the website

For each company the full and short name, their official logo and also the name of the responsible person are presented. In addition, the relative link to each company’s webpage is included. In this way the user of the website is able to have a full understanding of all companies involved in SENSATION and seek information in depth for each one of them. Through it, each company has also the opportunity to promote its work and expertise and may benefit from any possible new cooperation that may arise from people interested in its research.


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• User Forum, in this section people that are interested in joining the project’s

User Forum may request their inclusion to the list. Also the people that are already members can be informed on any activities that they are invited to, such as questionnaires, events, etc.

• Links, where any relative links to SENSATION will be inserted. • Glossary, where all terms and abbreviations are explained. • Contact us, where the contact details of the Coordinator and the Technical

Manager are presented. Also the user may send an E-mail to a special E-mail address, created for SENSATION, for any inquiries.

• Site map, in this section the structure of the website is presented in order to make easier for the user to find the information required. The structure is shown at the snapshot of the website below.

Figure 4 Website site map page SENSATION’s “Home” web page also includes a special section for quick news releases or updates of information for easier reference of the users that have already visited the website and wish to be informed of any updates. Last but not least, the links to the Cordis and IST webpages are included to the navigation bar for more info rmation on European Commission’s funded research. Future inclusions of the website will be: a chat room where members of the User Forum, of the Special Interest Groups and website users will be able to


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exchange opinions and discuss SENSATION issues. Also, statistics on website users will be available through the website.

3.2 Project Newsletter A different mean of communicating SENSATION results, news and achievements is the Electronic Newsletter. This is a brochure structured E-mail, sent to all members of the Consortium and the User Forum, and also forwarded to all people that may be interested in receiving it.

SENSATION Newsletter is composed of short and easy to read publications and news flashes on project activities, events and results. There are also links to more detailed information in case the receiver wishes to learn more. The concept of the newsletter is to keep contact with the User Forum members and widely and actively spread information on the project. This policy has proven to have positive effects on the dissemination since it maintains the interest of the scientific community to project’s results and enhances the status of awareness of the project research activities. It is also considered to be a more active form of communication contrary to waiting for people to search for project’s news.

The picture below presents a the 1st Newsletter of SENSATION project disseminated early July 2004. The full newsletter is included in Annex IV of this document.


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Figure 5 SENSATION 1st Newsletter opening page

SENSATION Newsletter will be distributed regularly every 6 months, with the 1st one sent at M6 of the project. In special cases, such as workshop


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announcements and invitations , etc. an unscheduled Newsletter may be distributed. It is indented that the Newsletter will be distributed to a wide audience. The first newsletter was distributed centrally to more than 150 organizations and persons while it is expected to reach much more people since all partners are sending this locally to all their relevant contacts. In addition the Newsletter is being published also through the web site of the project.

3.3 Project Video concept A video will be created in order to enhance the communication and dissemination of project activities. The video will be in a CD or DVD format and it will be possible to be also downloaded from the website. It will be sent to all User Forum members and to all interested people such as journalists, workshop participants, etc. The video will also be used at project’s events as introduction and project description. The video will present in a multimedia way the project’s concept, activities, achievements and results including animations, graphics, photos and videos.

Three versions of the video will be created, a short introductory version at the end of the 1st year of the project, an extended version at Month 36 and a long and final one towards the end of the project.

The first version is scheduled to be delivered at Month 12 of the project and it will include the following sections (indicatively):

• The description of the project, inc luding objectives, expected impact and activities (1-2 minutes).

• Short Presentation of Consortium Members (1-2 minutes) . • Problem and need for the project including statistics, graphs etc (1-

2 minutes). • Projects activities so far (2-4 minutes). • Future steps (1minute). • Conclusions (1 minute).

The video’s length will be approximately 7-12 minutes. This is enough for

not tiring the audience with too much information. The video will include the website’s address for more information. The second project video will be an extended version of this introductory version with updates on the activities performed so far and videos from the workshops and projects events that will have been realized by then. In addition, videos from the developed products and the process of the realization of pilots will be included. The length will be again 12-15 minutes. The final version is scheduled to last longer i.e. 20-30 minutes and will update the last two versions with all results developed and events realized. It may also include short interviews with concluding comments from key scientists of the project and the project coordinator. A special reference will also be made for future research and steps after the completion of the project.


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All video versions will be developed by professional companies maintaining the same graphical layout and concept of the project’s logo and dissemination material.

3.4 Project leaflets and posters Except for the electronic means of disseminating SENSATION activities and results, there is also the need to create hard copies of project description, to be distributed during various events to all interested people. For this reason leaflets and posters will be created that will provide a brief presentation of the project’s objectives and activities. It is scheduled to print 15,000 leaflets and 1,500 posters in two versions, one introductory version at Month 9 and a final one , at Month 40. The first version of the leaflet will be folded three times, creating 6 different sections, each with a different subject. The subjects will be: • Cover page, with Project short and full name, logo, EC logo, etc . • Back page with Consortium members and the address of the Coordinator

and the Technical Manager. • Project short description. • Project Objectives. • The need for the Project, presenting the problem that SENSATION attempts

to solve. • Project’s expected outcome.

A draft design of the leaflet is presented to the following picture:

Figure 6 Draft SENSATION leaflet outside


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Figure 7 Draft SENSATION leaflet inside

The poster includes short information on the project, in the form of a one-sentence mission statement, since its intention is not to provide too much information but just briefly and graphically present SENSATION project concept. The poster also includes the full and short name of the project, the contact details of the Coordinator and the Technical Manager, and the website address for more information. It includes too the EC logos and other relevant information. The draft poster design is presented in the figure below:


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Figure 8: Draft SENSATION Poster


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The initial version of the leaflet will be printed in 7,500 copies while the poster will be printed in 750 copies. These will be shared among all partners of the project in order to be used in all relative events and project presentations.

The final versions of the leaflet and the poster designs will include pictures from the developed products and achieved results of the project and will be printed in the same numbers as the initial ones.

Both the final leaflet and the poster will also follow the same graphical layout and concept developed for SENSATION project.

3.5 Project presentations performed, scheduled and possible future submissions During the period of SENSATION project research activities, it is planned to issue a large number of publications, covering the project’s concept, activities and results. SENSATION consortium attributes a great deal of importance to publications and targets to have issued at least 40 publications in conferences and journals by the end of the project. These will be closely monitored and recorded by SENSATION’s Dissemination Manager according to the procedures described above and presented in the annual updates of the Dissemination report and the regular progress reports. Publications and project presentations may appear to: • Scientific Journals and Books. • Conferences and Workshops proceedings. • Various events (lectures, interviews, press releases ets).

The scheduled and realized project presentations until month 5 of the project are described in the next paragraphs.

3.5.1 SENSATION publications in scientific Journals and Books Realized

1. „Schlaf Und Sensoren: Die Bedeutung Des Eu-Projekts „Sensation“ Für Das Schlaflabor“ by Georg Dorffner, Georg Gruber, Bernd Saletu and Peter Anderer presented at Jahrestagung der Österreichischen Gesellschaft für Schlafmedizin und Schlafforschung (Austrian Sleep Research Association) 29.4-1.5.04 and German abstract will be published in the Newsletter of the Austrian Sleep Research Association (ASRA)

2. „Schlaf Und Sensoren: Die Bedeutung Des Eu-Projekts „Sensation“ Für Das Schlaflabor“ by Georg Dorffner, Georg Gruber, Bernd Saletu and Peter Anderer will be presented at Jahrestagung der Österreichischen Gesellschaft für Psychiatrie und Psychotherapie 21-24.4.04 and German abstract will be published in the Journal “Neuropsychiatrie”.

Scheduled


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Additional publications are scheduled for the near future but no specific details were available at the date of preparation of this Deliverable.

3.5.2 SENSATION publications to conference and workshop proceedings Realized

1. "Sensors for Driver Monitoring: Current limitations and towards new sensor concepts", ITS Europe, Budapest, Hungary, 24-26 May 2004. Authors: Evangelos Bekiaris, Stella Nikolaou.

2. “Sleep, depression and quality of life in coronary artery disease patients ” by G.Varoneckas will be presented to 18th Annual Meeting of Associated Professional Sleep Societies, Philadelphia, 5-10 June, 2004.

Scheduled

1. "Advanced Sensor Technologies for Industrial Applications", SCI 2004, Orlando, Florida, 18-21 July 2004. Authors: Evangelos Bekiaris, Stella Nikolaou.

2. “Monitoring of Sleepiness in the Traffic and Work Environment” T. Penzel, H.F. Becker, A. Amditis, and E. Bekiaris submitted to Medicon 2004, 31/07-4/08/2004, Naples, Italy.

3.5.3 SENSATION presentations to various events

Realized

1. Presentation at the CEN TC251 standardization meeting held in Heraklion 1.Feb. until 3. Feb. 04 on interoperability issues and data format issues (partner: MARBURG).

2. Presentation at the Fraunhofer Institute in Erlangen on 13. Feb. 04 at the

project meeting on "Home-sleep-monitoring using telematics" funded by the Bavarian States foundation. (partner: MARBURG).

3. Minipaper submission for the MEDICON Mediterranean Biomedical

Engineering conference to be held in Ischia from 31, July to 5, August. (partner: MARBURG).


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Scheduled

1. Project presentation (exhibition) after EC invitation to IST Event '04 due to be held in November 15-17, 2004 in Hague, the Netherlands


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4. FORMULATION OF A USER FORUM AND SPECIAL FOCUS GROUPS

4.1 User Forum An important activity of the Dissemination task of each project is the creation of a User Forum group, in order to effectively direct communication means towards the most appropriate target groups.

The target group of SENSATION dissemination activities consists of the people that are related to the same scientific areas as SENSATION or stakeholders of companies developing relevant products. These people are considered as the most relevant to SENSATION subject and are probably interested in receiving information on its activities and results. Therefore a cost-effective way of distributing dissemination resources is to direct them towards this group of people. Indicatively a list of people that might be possibly interested on SENSATION research includes:

• Researchers on sleep phenomenon. • Researchers and developers on micro/nano biosensors. • Application industries representatives (traffic, nuclear power, chemical

factories, process operators, etc.). • Sleep hospital or other medical staff. • Universities or research centers on human monitoring issues. • Governmental organizations on work shift and safety/security

regulations. For collecting actual names of people belonging to the above categories

the project’s consortium members are proposing a wide range of experts they work with. SENSATION is composed of key actors having large expertise on the above fields and therefore they all have lots of contacts with experts worldwide that are dealing with the same issues. Therefore each partner is providing the contact details to SENSATION Dissemination Manager and to the User Forum responsible partner, in order to formulate a list of people that constitute the target group of SENSATION dissemination. Potential members are being contacted by the various Consortium partners and they are asked to complete relevant application forms. The target is to collect as many external experts from various stakeholders categories as possible . It is planned to reach the inclusion of at least 100 external members in the User Forum by Month 18. User Forum members will receive invitations to all SENSATION events, workshops, etc, will have access to specific documents and reports specified by the coordinator and may also participate to brainstorming sessions or


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questionnaire surveys. Their participation will be strictly on volunteering basis and they will not have any obligations other than participating to the activities of the Forum itself.

4.2 Special Focus Groups A number of Special Focus Groups will be organized according to the project’s Technical Annex. The purpose of these Groups is to work in specific areas of great interest for SENSATION, in order to gain knowledge and to identify challenges and areas of further work. These groups will be also in a position to evaluate specific SENSATION ideas and developments. It is foreseen that the outcome of these Groups will be important both for SENSATION and for the European Research Era in general. The procedure to establish such Groups is described below:

1. Every interested partner or Group of partners can propose such a Group using a specific questionnaire, which can be found in Annex III.

2. The proposal is sent to University of Marburg (responsible partner of the task), to the Dissemination Manager and the Coordinator.

3. The proposal will be presented to the Core Group where it will be examined in terms of interest, possible conflict wi th other existing ones, potential and devotion of the partner or group of partners proposing it.

4. The Core Group authorizes or not the creation of the proposed Special Focus Group.

5. The Dissemination Manager replies to the proposing partners explaining to them possible comments or recommendations given by the Core Group.

6. The proposing partners are responsible for the organization of the Special Focus Group and for inviting members. Every partner of SENSATION has the right to be involved in any of the Special Focus Groups operating within SENSATION.

7. A Special Focus Group, when established, is in a position to require some special space in SENSATION web site to be used for the communication of its members.

8. A Special Focus Group , when established, has the right to release newsletters, reports and other material using the logo of SENSATION, but clearly identifying that the contents of this material is not the responsibility of SENSATION.

9. Every 6 or 12 months the leader of every Special Focus Group issues a report towards SENSATION, including the activities of the Special Focus Group within the reporting period and the results achieved.

In the second plenary meeting of SENSATION the Core Group decided and authorised the creation of the following Special Focus Groups:


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• Sleep, stress and work organization (COAT). • Vigilance on the move (CERTH). • Healthy sleep (MARBURG). • Hospital applications (AUTh). • Sensors miniaturization (POULIADIS). • Data fusion and algorithms (ICCS).

The feasibility of these groups is now under investigation and the

responsible partners will report back to the Core Group the feasibilities of creating them and the expected benefits out of each one.

A concise document with obligations and benefits of User Forum and the Special Focus Groups members will be composed by WP5.3.4. This document will strive to provide to external members incentives for active participation in the project, such as giving access to some restricted documents, providing price reductions for developed product for a limited period of time and discussing possible joint ventures and other cooperation.


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5. DISSEMINATION EVENTS SCHEDULING AND REPORTING

One other important dissemination activity for the SENSATION project is the organization of various events (such as workshops and conferences), where project results are going to be presented to a group of scientists outside SENSATION, who are experts in relative research areas.

These events aim not only to widely diffuse SENSATION achievements , but also to receive feedback from the scientific community on how to enhance their quality and collect initial data on the acceptance of SENSATION results from the experts’ point of view. It is scheduled to organize at least three major events:

1. European Workshop on Sleep Related problems at month 12 of the project.

2. 1st International Conference of Sleep and Sensors at month 22. 3. 2nd International Conference on Sleep and Sensors at month 46, at the

end of the project. Also, relevant smaller workshops will be organised by the differe nt SP leaders

within SENSATION project. They will all be coordinated within this activity. The first workshop is already under preparation and is presented in the next section. Other events will be presented in the second update of this document.

5.1 European Workshop on Sleep Related problems

The first SENSATION event already scheduled is the European Workshop on Sleep Related problems that will be held on March 11, 2005 in Warsaw, Poland.

Relevant invitations will be sent to over 100 experts all over Europe and beyond. The target participation level is at least 30 experts, external to the Consortium. The objective of this workshop is to widely disseminate the SENSATION concept, diffuse preliminary results from WP1.1 to WP1.4, WP2.1, WP3.1 and WP4.1 and get feedback from the experts' community before actual realisation of the sensors and the applications. The workshop’s main theme will focus on the project concept and the project technical developments in relation to micro/nano sensors development. A parallel, sensor exhibition is also programmed to take place within this event, in order to stimulate experts’ participation. In addition, two external speakers are included into the program, one having expertise on sleep relation to health and another on involuntary sleep impact to safety and security covering the two major application fields of the projects. The Preliminary Agenda of the European Workshop is presented below:


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9:00-09:40 : REGISTRATION

9:40-10:00 : WELCOME SPEECHES EUROPEAN COMMISSION/

GBAF

10:00-10:15 : THE PROBLEM OF SLEEP AND THE SENSATION APPROACH

CERTH/HIT

10:15-10:30 : SLEEP STAGES AND CLASSIFICATION COAT

10:30-10:45 : STRESS AND EMOTIONAL STAGES . FOLLOWING THE SLEEP PARADIGM .

KAROLINSKA INSTITUTE

10:45-11:00: FROM VOLUNTARY TO INVOLUNTARY SLEEP TRANSITION CLASFFICIATION. THE MICROSLEEP PARADOX.

CEPA

11:00-11:30: COFFEE BREAK

11:30-11:45: INVITED SPEAKER 1: SLEEP RELATION TO HEALTH

11:45-12:00: INVITED SPEAKER 2: SLEEP RELATION TO SAFETY

12:00-12:15: SLEEP IMPAIRMENTS PREVALENCE AND CHARACTERISTICS AUTH

12:15-12:30: AVAILABLE DATA POOLS ON SLEEP PATTERNS TSG

12:30-12:45: MATCHING THE PROBLEM TO MULTISENSORIAL PLATFORMS STARLAB

12:45-13:00: NONLINEAR EEG ANALYSIS FOR WAKE-SLEEP MONITORING GBAF

13:00-14:30: LUNCH BREAK

14:30-16:30: DISCUSSION FORUMS MODERATOR: CERTH/HIT

14:30-15:00 SLEEP MONITORING METHODS QUESTIONS: MARBURG/ TSG


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15:00-15:30 SLEEP MONITORING DEVICES QUESTIONS: STARLAB/ MEDCARE

15:30-16:00

COFFEE BREAK

16:00-16:30 SLEEP MONITORING THRESHOLDS (FOR VOLUNTARY/ INVOLUNTARY SLEEP)

QUESTIONS: CEPA/ COAT

Table 1: Preliminary Agenda of First European Workshop of Sensation. Of course, the Consortium may update and/or change the above preliminary Agenda with the actual performance of the event.


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6. PUBLIC AWARENESS AND GENDER ISSUES

6.1 Public Awareness To enhance public awareness, SENSATION has introduced a wide public awareness plan, which consists of the following actions: § The production of leaflets and posters and their wide dissemination in all

kinds of events. Project posters will be placed on public transport means and other areas of high visibility.

§ The realisation of two international conferences (in years 2 and 4 of the project) and a User Forum, which will include also journalists and media representatives.

§ The project web site, which will have a public part for the general public. It will be simple to understand and yet impressive.

§ Organisation of press conferences, in conjunction with each of the project international conferences.

§ Operation of a Press Office within the External Relations part of the IP office, including a particular person with the function of interfacing and informing the press.

§ Organisation of local workshops in each project country / region on biannual basis.

§ Participation in International Conferences exhibitions, presenting the developments of the project to both the scientific community and the general public.

6.2 Gender Issues A different issue that SENSATION project is paying attention to is to encourage the women participation to relative research areas that are most often preferred only by male scientists. Women’s point of view and participation both as test subjects and as scientists to sleep research have the possibility to enhance the understanding and relative research on both sleep and sensors. During the first 18 months of work of the project, relevant gender issues will be primarily underpinned by the research action. A preliminary gender issues plan has been already implemented by SENSATION which is included in the project ‘Description of Work’ and is also presented in the following paragraphs. Nowadays, equal opportunities and equal treatment between men and women has been guaranteed by taking actions covering: the application of the principle of equal pay; the creation of equal conditions for men and women with respect to


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access to employment, vocational training and retirement; equal treatment of the sexes in the area of the “de-jure” or “de-facto” social security systems, the reversal of the burden of proof in cases of discrimination; and positive discrimination to promote the under-represented sex. The European Commission has already an instrument to deal with discrimination based on gender in the form of Article 141 (ex Article 119) of the EC Treaty and has adopted a whole series of measures to implement this article in practice. In previous years, the importance of the principle referred to equal economic treatment and wages was included in EC legislation under Article 119 of the EC Treaty. In subsequent years, this principle was extended to the case law of the European Court of Justice. Over the years, the European Parliament has supported and called for measures to improve the position of women. This work continues through the activities of the Women’s Committee. More in detail, a number of specific European and UN Policies have been adopted to promote the equity of gender, as shown in the following table. Legislation Subject Reference Council Directive 75/117/EEC of 10 February 1975

Approximation of the laws of the Member States relating to the application of the principle of equal pay for men and women

http://europa.eu.int/eur-lex/en/lif/dat/1975/en_375L0117.html

Council Directive 76/207/EEC of 9 February 1976

Implementation of the principle of equal treatment for men and women as regards access to employment, vocational training and promotion, and working conditions

http://europa.eu.int/eur-lex/en/lif/dat/1976/en_376L0207.html

Council Resolution of 29 May 1990

Protection of the dignity of women and men at work

Official Journal C 157 , 27/06/1990 p. 0003 – 0004 http://europa.eu.int/eur-lex/en/lif/dat/1990/en_390Y0627_05.html

Council Resolution of 27 March 1995

Balanced participation of men and women in decision-making

Official Journal NO. C 168 , 04/07/1995 P. 0003 – 0004 http://europa.eu.int/eur-lex/en/lif/dat/1995/en_395Y0704_02.html


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Legislation Subject Reference Council Regulation (EC) No 2836/98 of 22.12.1998

Integrating of gender issues in development cooperation

Official Journal L 354 , 30/12/1998 p. 0005 – 0009. (http://europa.eu.int/eur -lex/en/lif/dat/1998/en_398R2836.html)

Council Directives 86/378/EEC of 24 July 1986 & 96/97/EC of 20 December 1996

Implementation of the principle of equal treatment for men and women in occupational social security schemes.

http://europa.eu.int/eur-lex/en/consleg/reg/en_register_05204010.html

EUR. PARLIAMENT (CNS/1993/1010 EC)

Staff Regulations of Officials and Conditions of Employment of Other Servants of the European Communities in respect of equal treatment of men and women

UNITED NATIONS

Convention concerning Equal Remuneration for Men and Women Workers for Work of Equal Value

http://ilolex.ilo.ch:1567/scripts/convde.pl?query= C100&query0=C100&submit=Display

Table 2: European and UN Policies to promote the equity of gender In SENSATION a good gender balance exists throughout the Consortium. Not only the numbers of males and females are comparable, as researchers involved in the performance of the actual work, but also the management responsibilities are ascribed to both genders. In particular, the SP3 and SP4 leaders are women and several women participate as partners' responsible and representing core group members. During the first 18 months of work of the project, relevant gender issues will be primarily underpinned by the research action. A detailed action plan will be developed and implemented based on: • Organisation of ½ day workshop inviting the scientific universities of the

regions involved into the project for triggering the interest of women in this type of socio-technical activities and professional development; and

• Organisation of one “girls day” in every company for presentation of the future job for the identification of the interest of women scientists in the specific type of research initiatives.

The first ½ day workshop for enhancing women’s participation in the research areas of SENSATION, is under discussion to be performed during the 1st SENSATION European Workshop on Sleep Related Problems, utilising the opportunity of key experts participation.


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7. CONCLUSIONS

The importance of disseminating project results to the most interested audience dictates the need for specific dissemination policies and plans to be defined for every project. The same is valid for SENSATION project, a large IP composed of 55 partners having expertise in the sleep and micro/nano sensor fields and influencing the research status of the respective areas. Therefore, this document presents in detail all dissemination policies that

are necessary to be followed in order to ensure the completeness and high quality of the presented material as well as the dissemination material that is going to be produced and used for the diffusion of the results of the project. Other issues discussed are the User Forum and the Special Focus

Groups that are considered crucial for the optimization of the efficiency of the dissemination activities. Future events organized by SENSATION are presented and gender issues are discussed. The dissemination plan will be annually updated, since there is a need of

continuously updating the present document with new realized or planned activities.


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ANNEX I Dissemination Forms


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SENSATION: FORM A/ Publication in Journal Form Partner ID1:

Title:

Authors:

Abstract (4 lines):

Name of Magazine (full Title):

Magazine Abbreviation (if any):

Type of Magazine: Scientific Professional Special2 Informational Newspaper

Level of Magazine: International Multinational National

Month/Year of publication3:

No. of publication Volume4:

Editor:

Pages5:

Language of paper6:

Status of publication: Published Accepted Pending (decision expected by ………………)

Special comments:

1 i.e. ICCS 2 i.e. from automotive association 3 i.e. October 2003 4 i.e. No 12 of 2003 5 i.e. pp. 86-92 6 i.e. English, German, etc.


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SENSATION: FORM B/ Presentation in Conference Form

Partner ID7:

Title:

Authors:

Abstract (4 lines):

Name of Conference (full Title):

Conference Abbreviation (if any):

Type of Conference: with paper selection without paper selection

Level of Conference: International European National Other (please specify)

Day(s)/Month/Year of publication8:

Type of Article: Full Paper Poster Other (please specify)

Conference Proceedings: Yes No

Form of Conference Proceedings: Book CD Book & CD Other (please specify)

Editor of Proceedings:

Volume of Proceedings9

Pages10:

Language of Proceedings:

Special Comments:

7 i.e. ICCS 8 i.e. 17-21.9.01 9 if more than one, i.e. Vol. 2 10 i.e. pp.122-124


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SENSATION: FORM C/ Exhibition Stand/Demo Form

Partner ID11:

Full Name of Exhibition:

Exhibition Abbreviation (if any):

Exhibition Location (Town/Country)12:

Exhibition date (Day(s)/Month/Year)13:

Exhib ition organiser:

Level of Exhibition: International European National Other (please specify)

Type of stand: SENSATION Company’s Other (please specify)

Approx. stand dimensions in m2 (only for SENSATION):

Type of demo 14:

Approx. number of visitors (if known):

Number of persons wishing to test SENSATION:

Number of persons wishing to acquire SENSATION results:

Special Comments:

11 i.e. ICCS 12 i.e. Turin/Italy 13 i.e. 17-21 June 2001 14 i.e. prototype, simulation, posters, etc.


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SENSATION: FORM D/ Event/Workshop Form

Partner ID15:

Full Name of Event:

Event Abbreviation (if any):

Theme of the Event:

Event Location:

Event date (Day(s)/Month/Year):

Event Organiser:

Type of Event: Presentation Workshop Press Conference Other (please specify)

Level of Event: International European Multinational National Other (please specify)

Approx. Number of Participants:

What was shown/discussed at the event?16

SENSATION was: Only theme of the event main theme of the event one of the themes of the event

Type of Participants: Authorities Users Manufacturers Press/Media Other (please specify)

Special Comments:

15 i.e. ICCS 16 bullet points, attach programme if necessary


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ANNEX II User Forum Template


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UniMarburg 1 Prof. Heinrich F. Becker Universität Marburg hf.becker@mailer.uni-marburg.de1234512345123451234512345123451234512345123451234512345

PartnerNewsletter Receiver (yes/no)

User Forum Member (yes/no)

PhoneAddressEmailInterest to SENSATIONAffiliationMember NameNo.

Siemens

Starlab

CERTH/HIT

DC

KI

COAT

CNRS

USTUTT

Medcare BV

TSG

Pouliadis


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ANNEX III Special Focus Group Questionnaire


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INFORMATION SOCIETY TECHNOLOGIES (IST)

PROGRAMME

SENSATION 507231

Questionnaire on User Forum and Special Focus Groups for A5.3.4

In relation to Deliverable No.

SubProject No. SP5 SubProject Title Horizontal Activities

Workpackage No. WP5.3 Workpackage Title Dissemination Activities and Gender issues

Activity No. A5.3.4

Activity Title Special focus groups

Authors Dr. Thomas Penzel (Marburg)

Dr. Alexander Bullinger (COAT-Basel)

Dr. Angelos Amditis (ICCS)

Status Final

File Name: SENS-MARB-A5.3.4_quest.doc

Project start date and duration 01 January 2004, 48 Months


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Introduction Special Focus Groups will be established within SENSATION project. Potential members will be contacted by the various Consortium partners and they will be asked to complete relevant application forms. The target is to collect as many external experts from various stakeholders categories as possible. In parallel, a User Forum will be established, targeting the inclusion of at least 100 external members in it by Month 18. A concise document with obligations and benefits of user forum and focus groups members will be composed. This document will strive to provide to external members incentives for active participation in the project, such as giving access to some restricted documents, providing price reductions for each product for a limited period of time and discussing possible joint ventures and other co-operations. Partner: Code:

Name:

? University ? Personal institute ? Athority

? Sensor/system developer ? Sensor/system user (industry or SME) ? other Are you interested in a Special Focus Group? ? YES ? NO Please explain, why yes or why not: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ What is the subject and the objectives of the Special Focus Group you would like to propose: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ What kind of participants this Special Focus Group should target: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ What could you as a SENSATION member offer as a benefit for users (e.g. newsletter, price reduction on products or sensors, provide test equipment, provide free services): _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Could you invite societies or already existing user groups or special Focus Groups:


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Nr. Name of society or

group Contact person with address

expertise / field of interest email:

1. 2. 3. 4. 5.

What do you expect as a benefit from the Special Focus Group (e.g. customers, beta-test results, other benefits for SENSATION)? _______________________ __________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Should the Special Focus Group organize dedicated workshops or conferences? ? YES ? NO Please give examples or comments: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Should the Special Focus Group produce publications on its own? ? YES ? NO Please give comments or further suggestions: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Please send the completed questionnaire to [email protected] by 30. June 2004.


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ANNEX IV 1st SENSATION Newsletter


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INFORMATION OCIETY TECHNOLOGIES (IST) ROGRAMME · Project start date and duration 01 February 2004,...

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