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Publicity and Visibility Rules

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Title: Publicity and Visibility Rules


1

Bölgesel Rekabet Edebilirlik Operasyonel
Programinin Uygulanmasi için Kurumsal
Kapasitenin Olusturulmasina Yönelik Teknik
Yardim Technical Assistance on Institutional
Building for the Implementation of RCOP in Turkey




This project is co-financed by the European Union
and the Republic of Turkey
  • Publicity and Visibility Rules
  • of EU Funded Projects

2
TRAINING TOPICS PART 1 Guidance for Sound
Communication Increasing awareness on how
publicity visibility serves to the success of
the project and contributes in achieving better
products/results PART 2 Rules and Procedures of
Publicity Visibility EU Visual Identity
Elements Improving basic knowledge and skills on
publicity and visibility
3
PART 1 Guidance for Sound Communication
4
Training Topics PART 1
  • Guidance for Sound Communication
  • 1.1. Purpose
  • 1.2. Reference
  • 1.3. Key Audiences Target Groups
  • 1.4. Process of Sound Communication towards
  • Appropriate Visibility
  • 1.5. Communication Visibility (as a Strategy
    as a Plan)
  • 1.6. Communication Tools
  • 1.7. Roles Responsibilities

5
1.1. Purpose
  • To ensure that actions that are wholly or
    partially funded by the European Union (EU)
    incorporate information and communication
    activities designed to raise the awareness of
    specific or general audiences of the reasons for
    the action and the EU support for the action in
    the country or region concerned.
  • All beneficiaries are responsible for
  • making the contribution of EU visible
  • in their projects.
  • All beneficiaries shall take the necessary steps
  • to ensure that the financial contribution of
    the EU is given adequate
    publicity.

6
1.2. Reference Requirements for visibility
stated in two reference documents
  • 1. EU Communication Visibility Manual (revised
    version, 2010)
  • http//ec.europa.eu/europeaid/work/visibility/docu
    ments/communication_and_visibility_manual_en.pdf
  • Former version, EU Visibility Guidelines
  • http//www.cfcu.gov.tr/files/Visibility_Guidelines
    .pdf
  • 2. Complement to the Communication and Visibility
    Manual for European Union External Actions -
    EU-funded Projects in Turkey under the
    Decentralised Implementation System (DIS)
  • http//www.avrupa.info.tr/eu-funding-in-turkey/vis
    ibility-guidelines.html
  • http//ipa.sanayi.gov.tr/tr/document/ab-ileti
    sim-ve-gorunurluk-rehberi/72

7
1.2. Reference (cont.)
  • According to the Operational Aggrement, Article
    11 says that
  • ERA will comply with the rules and principles
    that are stated in the COMMUNICATION AND
    VISIBILITY MANUAL FOR EUROPEAN UNION EXTERNAL
    ACTIONS in all written/printed/visual materials
    related to its operation.

8
1.3. Key Audiences and Target Groups
Groups Group Members
Internal project stakeholders Ministry of Science, Industry Technology EUD Related Public and Private Institutions Members of the Steering Committee Members of the Management Committee Final Beneficiaries
Wider project stakeholders   Opinion Formers Decision Makers Civil Society Organizations (EU, TR) Municipalities Universities ,academics and students (EU, TR) Experts (EU, TR)
Media Local media National media (TV, press, radio, news, websites) News agencies International media (TV, press, radio, news websites)
Wider public TR public EU public
9
1.4. Process of Sound Communication
towards Appropriate Visibility
  • 1. First step Use of written and visual identity
    elements compulsory requirements for all
    contractors and implementing partners
  • 2. Second step Tools to enable the development
  • of a dynamic communication strategy that will
  • highlight the achievements of the EU support in
    case available budget and resources exist.
  • 3. Third step Encouraging contractors,
    implementing
  • partners to develop a communication visibility
    plan, in case available budget and resources
    exist.

10
1.4. Process of Appropriate Visibility
  • Golden rules
  • Using written and visual identity of the EU
  • Appropriate timing
  • Appropriate context for the auidence
  • Provision of reliable and current information
  • Presentation of relevant inputs (financial and
    human sources)
  • Balance between result/output and
    impact/sustainability

11
1.4. Process of Appropriate Visibility
  • Key / Critical Messages
  • It is important to define key messages that will
    run through all activities, communication tools,
    brand identity and publicity of the project.
    Although these need to be further developed by
    the team, but the following core messages should
    form the basis of main communication efforts
  • The Government of Turkey and the EU are investing
    in RCOP activities.
  • This project/programme contributes in .........
    area/subject of your project/objectives between
    the EU and Turkey.
  • This project supports strengthening the role of
    .............. your organization/ institutions.

12
1.5. Communication and Visibility (as a
Strategy and as a Plan)
  • Please note that in addition to the EU
    visibility, effective and efficient promotion of
    the overall project is also inclusive of this
    section.
  • All communication activities will be closely
    coordinated with the stakeholders and jointly
    executed. Therefore, it requires a STRATEGY and a
    PLAN to implement.
  • It is also important to discuss the development
    of a communication strategy thoroughly with the
    related parties, consultant, ERA, CA, EUD and
    other stakeholders allowing to pool all necessary
    information about their purposes, goals, ideas,
    human resources, plans, critiques and
    suggestions.

13
1.6. Communication Tools
COMMUNICATION TOOLS CONTENT
ONLINE Websites, networking platforms, portals, blogs, social media tools, spot films, e-bulletins
OFFLINE Brochures, flyers, information packs, posters, books/booklets, guidelines, bulletins, other printed materials, reports, research findings, invitations
MEDIA Press bulletins, press conferences, press visits, exclusive interviews, press packs, press pages on website
EVENTS Trainings, seminars, conferences, launches, closing activities, info days, information campaigns, road shows, sponsorship, success stories, exhibitions,
OTHERS Spot films, promotional films, TV spots, radio spots, newspaper/ magazine adds, direct marketing, impressions,
PROMOTIONAL MATERIALS Promotion/ display panels, banner, flags, table flags, stage/ podium decors/ signage/ nametags/ programmes/ event kits, presentations, pen, notebook, t-shirt- caps, bags, mugs, calendar, folders
PERMANENT Supply, vehicle and equipment labels
14
1.7. Roles Responsibilities
  • Event management (seminar, conferences, info
    days etc.)
  • Prepare and distribute comprehensive information
    and working materials for the seminar
    participants.
  • Prepare the venue (banner, posters, etc)
    according to the format of sessions.
  • Provide professional translators
    (English-Turkish, Turkish-English).
  • Provide a conference secretariat that will and
    provide logistical and organizational support to
    speakers and participants from registration till
    departure..
  • Ensure availability and distribution of
    promotion materials from the overall project
    (brochures, leaflets, posters, DVD etc.).
  • Provide support to media contacts and
    co-operation partners.
  • Contact the Implementation Division of the
    RCP-CID before the event.
  • Get the approval of any material that will be
    used in the event.

15
1.7. Roles Responsibilities
  • Relation with the public and media
  • Promoting the upcoming event and reporting on its
    outcomes on the project website, social media,
    through the networks of the beneficiaries (e.g.
    newsletters).
  • Liaising with media representatives, arranging a
    press conference, radio or TV interviews.
  • Preparing and providing the media with a press
    package before the seminar and press release
    afterwards.
  • Prepare a documentation to be shared with
    participants and media and the public via the
    webpage and mailings.

16
1.7. Roles Responsibilities
  • Relation with the public and media (cont.)
  • Direct relations with media representatives
  • Contact journalists (email, phone, letter etc.)
    who have previously shown interest in the EU
    programmes and in project related topics and
    respond to their questions
  • Conduct regular individual or small scale group
    meetings with media representatives to inform
    them about the programme,
  • Conduct larger press conferences to announce
    significant news and to respond to journalists
    follow-up questions,
  • Lead journalists for specific interviews for
    articles, TV news of radio programmes.

17
1.7. Roles Responsibilities
  • Relation with the public and media (cont.)
  • Using the website as an information platform with
    special media section to
  • publishing announcements/news via the website
  • uploading press releases on the website
  • uploading press packages
  • creation of a series of invited columns as
    blogs from opinion leaders, etc.

18
PART 2 Rules and Procedures of Publicity
Visibility (EU Visual Identity Elements)
19
Training Topics PART 2
  • EU Visual Identity Elements
  • 2.1. Basic Rules
  • 2.2. Logos
  • 2.3. Reporting Requirement
  • 2.4. Basic Communication Activities
  • 2.5. Sample Visibility Items
  • 2.6. Problems

20
2.1. Basic Rules
  • Not only the consultants/contractors for
    services, supplies or works, also all
    Beneficiaries must take the necessary measures to
    ensure the visibility of the EU and Turkish
    Governments co-financing.
  • Reports/Publications produced in the frame of the
    EU project should contain the following
    disclaimer, since The EU will not be responsible
    under any circumstances for the contents of all
    communication items prepared by the Consultant
    /Contractor and/or partners.
  • This publication has been produced with the
    assistance of the European Union. The contents of
    this publication are the sole responsibility of
    ltname of the author/contractor/implementing
    partner/international organisationgt and can in no
    way be taken to reflect the views of the European
    Union.

21
DISCLAIMER EXAMPLE
  • This project is funded by the European Union and
    the Republic of Turkey and administered by
    Istanbul Chamber of Industry.
  • The contracting authority of this project is the
    Central Finance and Contracting Unit.
  • This brochure has been produced with the
    assistance of the European Union. The content of
    this brochure is the sole responsibility of
    Istanbul Chamber of Industry and can in no way be
    taken to reflect the views of the European Union.

22
PRINTED MATERIALS
  • Brochures, flyers, posters, books/booklets,
    guidelines, bulletins, other printed materials,
    reports, invitations
  • OVERVIEW
  • Printed materials should be designed in line with
    target audience requirements
  • Content of such materials should focus on project
    objectives, outcomes and impact created not on
    how the project is being implemented.
  • Where possible photographs of end beneficiaries
    should be preferred
  • Materials should have a life cycle determined
    prior to production
  • Number of print copies should be identified in
    line with the number of audience targeted

23
PRINTED MATERIALS
  • COVER OR FRONT PAGE
  • Wavy Flag
  • Text underneath the logo
  • Contracting Authority, Implementing Body,
    Partners and Project logos if there is any.
  • Project info Name/ Place of implementation /
    implementing body
  • BACK COVER AND INNER COVER
  • Disclaimer
  • Contact Details (name, address, tel, fax, email,
    web address)
  • INNER PAGES
  • If bound, no need to repeat the logos.

24
PRINTED MATERIALS FRONT PAGE SAMPLE
Bu proje Avrupa Birligi ve Turkiye Cumhuriyeti
tarafindan finanse edilmektedir
ILK ADIMDA ELIMI TUT PROJESI SANLIURFA
LOGO
LOGO
LOGO
LOGO
LOGO
25
PRINTED MATERIALS BACK COVER
ISTANBUL SANAYI VE TICARET ODASI BANKALAR
SOKAK ATLAS PASAJI KAT 2 NO 14 BEYOGLU /
ISTANBUL T 212 344 44 44 F 212 344 44
45 info_at_sanayi.org.tr www.ilkadimda.org.tr
Bu proje Avrupa Birligi ve Türkiye Cumhuriyeti
tarafindan finanse edilmekte olup, Istanbul
Sanayi ve Ticaret Odasi tarafindan
yürütülmektedir. Bu projenin sözlesme makami
Merkezi Finans ve Ihale Birimidir. Bu brosür
Avrupa Birliginin destegiyle hazirlanmistir.
Brosürün içeriginden yalnizca Istanbul Sanayi ve
Ticaret Odasi sorumlu olup, herhangi bir sekilde
Avrupa Birliginin görüslerini yansittigi seklinde
yorumlanamaz.
26
2.1. Basic Rules
  • Contractors and implementing partners should make
    sure that at least one section of their reports
    (interim and final) contains a detailed
    description and evaluation of their communication
    activities (giving concrete examples) and their
    impact (illustrating this with a file of press
    cuttings and audiovisual transcripts whenever
    possible).

27
2.2.Logos
  • Any supplies or equipment delivered and outputs
    produced, brochures, booklets all types of
    materials (posters, display panels, etc.)
    produced under your project must visibly carry
    logos of,
  • the EU-Turkey Cooperation Logo, Ministry of
    Science, Industry and Technology logo.
  • Please consult the following web-site for design
    features
  • http//www.avrupa.info.tr/eu-funding-in-turkey/vis
    ibility-guidelines.html

28
EU-Turkey Cooperation Logo
Pantone 2738C
Pantone Yellow
C 0 M0 Y100 B0
C 100 M80 Y0 B0
29
EU-Turkey Cooperation Logo
This project is co-financed by the European Union
and the Republic of Turkey
Pantone Black 100
C 0 M0 Y0 B100
30
Text below - EU-Turkey Cooperation Logo
Bu proje Avrupa Birligi ve Turkiye Cumhuriyeti
tarafindan finanse edilmektedir.
This project is co-financed by the European Union
and the Republic of Turkey
31
Position - EU-Turkey Cooperation
Logo Top-Middle
Bu proje Avrupa Birligi ve Turkiye Cumhuriyeti
tarafindan finanse edilmektedir.
This project is co-financed by the European Union
and the Republic of Turkey.
32
Size - EU-Turkey Cooperation Logo
  • At least twice more prominent than and at least
    double size of other logos and flags.
  • The height/width ratio in all sizes must be 6/15.

33
Mistakes - EU-Turkey Cooperation Logo
34
  • 2.3.Reporting Requirement
  • If the report is to be made available to the
    public, the cover must use the report
    presentation template.

35
2.4. Basic Communication Activities
  • Vehicles, supplies and equipment
  • Promotional items
  • Photographs
  • Audiovisual productions
  • Public events and visits
  • Information campaigns
  • Press releases
  • Press conferences
  • Press visits
  • Leaflets, brochures and newsletters
  • Web sites
  • Display panels
  • Commemorative plaques

36
2.4. Basic Communication Activities
  • Please see the Templates for Communication
    Products in Communication and Visibility Manual,
    Annex 3, starts at page 33.

37
2.5. Sample Visibility Items
38
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39
(No Transcript)
40
2.5. Sample Visibility Items
41
2.5. Sample Visibility Items
42
2.5. Sample Visibility Items
43
2.5. Sample Visibility Items
44
2.5. Sample Visibility Items
45
2.5. Sample Visibility Items
46
2.5. Sample Visibility Items
47
2.5. Sample Visibility Items - Web-sites
  • If the action is designed to have a long life,
    and will give rise to significant material that
    could be communicated on a website (photographs
    of the evolution of the action, short interviews,
    material for the press, etc.), it may be agreed
    in the communication and visibility plan to
    establish an independent website related to the
    action.
  • Websites are increasingly a basic requirement for
    communication, but separate websites are not
    always required for all actions since information
    could simply be made available via the website of
    the EU Delegation or the partners website, for
    example.

48
2.5. Sample Visibility Items - Web-sites
  • Should be coherent and consistent with other
    communication tools and materials.
  • Contracting Authority, Implementing Body,
    Partners and Project logo and slogan if there
    are any,
  • Project Info
  • Links to EU Delegation, umbrella programme and
    other related institutions
  • Press pages
  • Contact details
  • A key communication tool for longer term projects
    and programmes
  • Should have an objective to inform
  • Compatible with visibility rules
  • Up to date
  • Responding to the information needs of different
    target audience segments
  • Directing visitors to the correct programme /
    project information

49
http//www.smenetworking.net/
50
2.5. Sample Visibility Items Web-sites
51
2.5. Sample Visibility Items Web-sites
  • At the end of the action, the website should be
    copied onto CD-rom and transmitted to the
    Delegation for possible further use in its
    general communication activities and for archival
    purposes.

52
2.5. Sample Visibility Items Permanent
Commemorative Plaques
  • Permanent commemorative plaques are an effective
    way of acknowledging the involvement of the EU in
    the construction or planning of permanent
    structures such as houses, clinics, factories,
    institutions, training centres, roads, bridges,
    etc.
  • As part of the opening ceremony of permanent
    structures, placement of a permanent plaque in
    the most visible part of the building, such as
    the main entrance or in front of the building.
  • When appropriate, the plaque could contain the
    following sentence This name of the structure
    was funded by the European Union with the EU
    flag placed above it.

53
2.5. Sample Visibility Items Permanent
Commemorative Plaques
Edirne Museum
This Museum was renovated by the European Union.
2012
54
2.5. Sample Visibility Items Vehicles, Supply,
Equipment
  • - Wavy flag should be placed visible and twice as
    prominent to the other logos.
  • - Contractor and partner logos may also be used.
  • - Should be placed visible and legible by
  • ltltProvided with EU Contribution and national
    contribution. gtgt
  • Should include
  • Lot number
  • Serial number
  • Item number

55
(No Transcript)
56
2.5. Sample Visibility Items
57
2.5. Sample Visibility Items
58
2.5. Sample Visibility Items
59
2.6. Problems
  • Delays in implementation of publicity events /
    production of materials
  • Confusion of position of logos on the materials
  • Missing visibility items during the events
  • Provision of content and sustainability of
    web-sites
  • A person shall be assigned to deal with the
    publicity/visibility of the project within the
    end recipient institution

60
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