BSB JOP Project
BSBEEP
Black Sea Buildings Energy Efficiency Plan
Yerevan Meeting
9th-10th of December, 2013
Yerevan - Armenia
HAKAN SEZGIN
Samsun Metroplitan Municipality
Samsun, Turkey
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Synopsis of the Samsun Metropolitan Municipality BSBEEP Project
It is determined that all bodies involved in the project partnership should
have their own budgets for visibility activities; since each project
partner body has different and varied number of target groups as it can
be seen in detail in BSBEEP Communication Plan, they should focus on
different priorities as a matter of course.
Thusly, it has been highlighted that in order to get the maximum possible
efficiency from the activities of project visibility operations, all the
project partner bodies should plan the project visibility operations
according to their own target groups and priorities and compose them
in their native languages.
It has been underlined that project partners’ asking the opinion of the
project managing authorities and getting their approval in advance of
each visibility operation in the framework of the project are essential for
regarding the expenses paid by the visibility budget as eligible costs.
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Communication and visibility activities
might be summurized within
just one word
ELIGIBLE
OR
NOT
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JUST THINK ABOUT
WHY
COMMUNICATION…
AND
WHY
VISIBILTY…
4
A
GOOD
COMMUNICATION
CHANGES
BEHAVIOUR & ATTITUDES…
Because,
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Our Basic Framework is…
Our Daily work:
Black Sea Buildings Energy Efficiency Plan
Our tactical objectives:
Local development policies
Creation of administrative capacity
Our strategic objective:
Creation of regional partnerships and cooperation
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THE BLACK SEA BASIN 2007 – 2013
JOINT OPERATIONAL PROGRAMME
BLACK SEA BASIN
BUILDINS ENERGY EFFICIENCY
PLAN PROJECT
GA4
VISIBILITY OF THE ACTION
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Structure or presentation
1. Visual Identity Manual of the Programme
2. Institutions involved in communication &
information activities
3. Communication instruments
4. GA’s internal structure
5. General description of the GA
6. From GAF to implementation - What to do
7. BSBEEP Partner Perception and Added Value
8. Presentation of GA’s activities
9. Outputs, results, target groups and
stakeholders
10.Contact details
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Sources for the Communication Activities
Following sources might be resorted when preparing
communication activities:
• The EU Communication and Visibility Manual,
• The Visual Identity Manual of the Programme,
• Communication Guide,
•EUwebsite:http://ec.europa.eu/europeaid/work/visibility
/index_en.htm,
• Programme website: http://www.blackseacbc.net/index.php/eng/Documents/Communicationmaterials.
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EU Communication and Visibility Manual
The Communication
Manual is designed
to ensure that
actions, wholly or
partially funded by
the EU, incorporate
communication
activities to raise
awareness of the EU
support, its results
and its impact.
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The EU Manual
• Sets out requirements and guidelines for all relevant
communication activities and tools.
• Goes beyond static visibility
communication strategies .
promoting
dynamic
• Provides guidance on budgeting.
• Supports draft and implementation of communication
plans and reports.
• Covers partnership with international organisations.
11
The Visual Identity and Templates
A full set of elements to make the EU visible
http://ec.europa.eu/europeaid/work/visibility/index_en.htm
12
The Visual Identity Manual of the Programme revised 2011
• A revised version of the
Communication and Visibility
Manual for European Union
External Actions published by
the European Commission –
new VIM of the Programme.
• VIM is part of the Grant
contract - compulsory
rules.
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The Issues Covered by the Visual Identity Manual
Visual Identity Elements
Use of the European Union Logo, The title, the slogan and
the logo of the Programme, Colors, Backgrounds, Spacing,
Fonts, Page layout.
Compulsory Information
Communication Tools
Press releases, Press releases, Press visits, Press ads,
Leaflets, Brochures, Posters, Newsletters, Web pages,
Public events, visits, information campaigns, Banner-ups,
Internet Banners, CD Covers, Stickers, Business cards,
Power Point Presentations, Promotional Items, Envelopes,
T-shirts, Caps, Photos, Audio-visual Productions.
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Changes within the revised Visual Identity Manual
• Better
underlined
the
difference
between
Project/Programme communication tools;
• Compulsory information according the EC Manual
(disclaimer, definition of EU in case of publications);
•Recommendation for the Beneficiaries/partners to consult
the communication officers from the JMA/JTS and NIPs
when producing communication/promotional materials;
• Example of new communication instruments have been
introduced such as: press visits, public events and
information campaigns
• Compulsory bilingual stickers for all the equipment
purchased
15
Changes within the revised Visual Identity Manual
• Better underlined the difference between Project and
Programme communication tools;
• Compulsory information according the EC Manual
(disclaimer, definition of EU in case of publications);
•Recommendation for the Beneficiaries/partners to consult
the communication officers from the CFCU and NIPs when
producing communication/promotional materials;
• Example of new communication instruments have been
introduced such as: press visits, public events and
information campaigns
• Compulsory bilingual stickers for all the equipment
purchased
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Basic Communication Rules
Compulsory information at Project level (I)
Flag of the EU, logo of the Project, logo of the Programme
“Project funded by the European Union”, below the EU
flag
In case of publications:
Technical box which will contain: the title of the project,
the editor of the material, the date of publishing and the
disclaimer “This publication has been produced with the
assistance of the European Union. The contents of this
publication are the sole responsibility of ……. and can in
no way reflect the views of the European Union”.
Definition of EU- several texts available, at the choice of
the Beneficiary/partner
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Basic Communication Rules
Compulsory information at Project level (II)
• The flag of the EU must appear on all the communication
and promotional materials with the following text “Project
funded by the European Union”. Instructions in the
Communication and Visibility Manual for EU External
Actions must be followed for the proper use of the EU flag.
• Any supplies or equipment delivered and brochures,
booklets all types of promotional materials (posters,
display panels, etc.) produced under Programme must
visibly carry the Programme logo, placed in accordance
with the instructions included in the VIM.
• The project’s logo must appear on all communication and
promotional materials.
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Basic Communication Rules
Compulsory information at Project level (III)
• The EU logo must be in the same height with the Programme logo.
• In case of any suspicions arising from the interpretation of the EU
Visibility Guidelines or Visual Identity Manual of the Programme, the
Grant Beneficiaries must consult with the CFCU.
• Consult VIM for the proper use of Programme title
• Pay attention to page layout rules in VIM (cover page design, where
and how the EU flag, the Programme logo and project logo shall be
placed)
• Various publications shall mentioned that the funding was provided
by the European Union. (Consult VIM)
• There are specific rules for setting up websites.
• Cost of incorrectly designed printed materials may be determined as
ineligible costs at the end of project implementation.
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Basic Communication Rules
Compulsory information at Project level (IV)
• Photographs showing the progress of all actions should be taken
where appropriate to document the progress of actions and events
related to these (their launch, visits by EU officials, and so on) so that
they can be used in communication material. (Consult VIM for
Photography rules)
• Audiovisual products must also be compatible with the visibility rules
• The promotional items produced must be clearly identified with the
programme logo, the project logo and EU logo carring the words
Project funded By the EUROPEAN UNION, followed by key messages or
key phrases.
• In case of small promotional items it is accepted that under the flag
of EU to appear only the words EUROPEAN UNION
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The Programme Logo
• The logo must be used in accordance with
the rules (spacing, color codes, fonts and
background) in the VIM
• The logo shall not be copied from another
document but downloaded from the
Programme
website,
“Communication
Materials” section.
• Various forbidden uses are present in VIM
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Useful Information about Good Communication Practices
In order to maximise the impact of communication efforts
•Activities need to be timely
•Information used must be accurate
•Activities should be coordinated closely with the CFCU
•The right audience(s) should be targeted
•Appropriate communication tools for particular audiences
should be used
•Messages should interest the target audience(s)
•Activities should be appropriate in terms of resources
spent and expected impact
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Communication Plan Template
Templates for the communication plan help staff to plan, manage and
evaluate communication of their projects
Objectives
• Overall communication objectives
• Target groups
• Spesific objectives for the target group, related with the action’s
objectives and the phases of the project cycle
Communication Activities
• Main activities that will tale place during the period covered by the
communication plan
• Communication tools chosen
Indicators of achievements
• Completion of the communication objectives
• Provisions for the feedback
Resources
Human and financial resources
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Communication Plan
Ideally, Grant Beneficiaries will have included some kind
of Communication & Visibility Plan within their overall
Project work plan, given as a compulsory Group of
Activity within the Grant Application form.
At the beginning of the implementation of the project it is
recommended to develop a ‘full-blown’ Communication
Plan in collaboration with the project partners and
associates.
For instructions and more information on how to develop
communication plans, please consult the Communication
Guide on the Programme website: http://www.blackseacbc.net/index.php/eng/Documents/Communicationmaterials
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Main Instruments for the Communication
Non-exaustive Good Communication Plan covers:
• Website
• Publications (flyers, brochures, maps of the eligible
area)
• Events (project workshops,
conference, trainings)
partnership
forums,
• Promotion materials
• Helpdesk
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Practical Information about Good Communication Plan
The EU Communication and Visibility Manual, The Visual
Identity Manual of the Programme and the Communication
Guide can be found on the Programme website:
www.blacksea-cbc.net in the “Communication Materials”
section.
On this section, editable templates for various
communication tools are also uploaded.
It is recommended that you consult the JTS during
preparation of communication activities, in order to avoid
inconveniences.
The JTS shall be informed prior to major events such as
kick off meetings, conferences, seminars etc. in order to
promote the activity/project via various mechanisms
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4- INTERNAL STRUCTURE OF GROUP ACTIVITIES
Name
Visibility of the Action
Responsible partner Municipality of Samsun-TR
1. Applicant- Municipality of Kavala-GR
Involved Partners
2. Democritus University-GR
3. Municipality of Galati-RO
4. University “DUNĂREA" Galaţi-RO
5. American University of Armenia-AM
6. R2E2 Fund-AM
7. Municipality of Cahul-MD
8. Municipality of Mykolayiv-UA
9. Municipality of Tekirdag-TR
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5- GENERAL DESCRIPTION OF THE GA4 IN TERMS OF AIM AND PURPOSE
The aims of GA4 is (1) to produce the promotion and
communication material of BSBEEP project (brochures,
web-page, final report etc) in English as also in all
languages of the participating countries and (2) to
implement media activities.
The purpose of GA4 is to promote the purposes, activities
and results of Joint Action, to disseminate outputs, to
communicate with final beneficiaries and wide audience,
to raise awareness about the project and about energy
efficiency for buildings.
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6- From GAF to implementation – What to do
Visibility of the Action
Subcontracted services
Budget Line
Budget
1. Applicant- Municipality of Kavala-GR
One Communication Plan
581
€ 8.000,00
1. Applicant- Municipality of Kavala-GR
Various other Promotional Activities
583
€ 6.000,00
584
€ 6.000,00
2. Democritus University-GR
NOTHING ELSE MATTERS
3. Municipality of Galati-RO
Various other Promotional Activities
4. University “DUNĂREA" Galaţi-RO
NOTHING ELSE MATTERS
5. American University of Armenia-AM
Various other Promotional Activities
585
€ 6.000,00
6. R2E2 Fund-AM
One web page with intranet section
582
€ 7.000,00
7. Municipality of Cahul-MD
Various other Promotional Activities
586
€ 6.000,00
8. Municipality of Mykolayiv-UA
NOTHING ELSE MATTERS
9. Municipality of Samsun-TR
Various other Promotional Activities
581
€ 6.000,00
10. Municipality of Tekirdag-TR
Various other Promotional Activities
582
€ 6.000,00
Total
€ 51.000,00
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7- BSBEEP Partner Perception and Added Value
• Expectations from the implementation:
• Enhance the knowledge of local authorities regarding energy
efficiency in buildings related issues.
• Help decision makers (local, regional, level) in relative issues.
• Support further actions (capitalization of the results).
• Added value for GA4:
• Development of a cooperation network regarding various aspects of
our research interests (e.g. Carbon footprinting, Life cycle
assessment, sustainability performance, sustainability metrics,
industrial ecology, etc.).
• Gain experiece from the cooperation with neighboring Black Sea
region countries.
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8- Presentation of GA’s Activities
Elaboration of a common communication plan
which will define precisely activities, specific
target groups, beneficiaries, wide audience
Activity 1 (typology and numbers), timetable and
location of activities and appropriate means
ApplicantMunicipality of
Kavala- GR
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8- Presentation of GA’s Activities
Activity 2:
Implementation of communication
plan (project newsletter, press
releases, media)
All ten (10)
partners
Activity 3:
Elaboration of web page for
the project with intranet
section and a section for
“BSBEEP AGORA” activity
All ten (10)
partners
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8- Presentation of GA’s Activities
Activity 4:
Capitalization of project activities,
including looking for networking, fund
raising, continuation of project
All ten (10)
partners
Publish
Activity 5:
Municipality of
Samsun-TR
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8- Presentation of GA’s Activities
Activity 4:
Capitalization of project activities,
including looking for networking, fund
raising, continuation of project
All ten (10)
partners
Publish
Activity 5:
Municipality of
Samsun-TR
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YEAR I
YEAR II
GA 4- Visibility actions
1
2
3
4
5
6
7
8
9
10
11
12
1
2
3
4
5
6
7
8
9
10
11
Activity GA4.1- Elaboration of a
common communication plan
Preparation Activity GA4.1
Execution Activity GA4.1
Activity GA4.2- Implementation of
communication plan (web page for
the project, brochures, project‟s
newsletter, publishing of final
report, press releases, media)
Preparation Activity GA4.2
Execution Activity GA4.2
Activity GA4.3- Capitalisation of
project activities
Preparation Activity GA4.3
Execution Activity GA4.3
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Expected outputs (quantified)
· One communication Plan
· One BSBEEP web page with intranet section and a
section
Months 1-4 Until 1st Progress Report
· First (1st) newsletter disseminated
· First (1st) press release disseminated
· First (1st) press conference
· Second (2nd) newsletter disseminated
Months 5-8 Until 2nd Progress Report
· Second (2nd) press release disseminated
· Presentation to Open Days (potential), Brussels
Oct 2012
· Third (3rd) newsletter disseminated
Months 9-12 Until Interim Report
· Third (3rd) press release disseminated
· Second (2nd) press conference
Months 13-16 Until 3rd Progress Report
· Fourth (4th) newsletter disseminated
· Fourth (4th) press release disseminated
· Fifth (5th) newsletter disseminated
· Fifth (5th) press release disseminated
Months 17-20 Until 4rd Progress Report
· Third (3rd) press conference
· Presentation to local Fairs and events (potential),
(e.g.
“POLIS” Greek LA’s exhibition, Thessaloniki, Q32013)
· Sixth (6th) newsletter disseminated
Months 21-24 Until Final Report
· Sixth (6th) press release disseminated
· One published final report
· Fourth (4th) press conference
· Capitalisation activities report
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Expected results (listed; if possible, quantified)
· Efficient dissemination of joint action's knowledge base, process and
results.
· To concretize partnership and strengthen project's sustainability
· Efficient capitalization of the activities of joint action
· Raised awareness to wider local audience about energy efficiency for
buildings
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Target groups
• Political personnel (Mayors and Vice-mayors, counselors),
• Municipal servants (Technical and Financial Departments),
• Scientific and technical personnel at municipalities,
•Universities (relevant schools and laboratories),
•Decision makers (Mayor and Vice-mayors, local counsellors),
• Work force related with construction and technical services from the free
market,
•Journalists at local, regional and national media.
Stakeholders
• National authorities and bodies (ministries, independent authorities, etc.),
• Collective bodies (e.g. chambers of commerce, associations of engineers,
working unions, financial institutions),
• Public administration and NGOs,
• Scientific and academic community concerning energy, renewable energy
resources,
•General audience (both as potential investors and as sensitive and active
energy consumers).
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BSBEEP Project Logo Alternatives
Alternative I
Alternative II
Alternative III
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BSBEEP Project Logo selected unanimously
by project partners
BSBEEP Logo
colorful
BSBEEP Logo
black&white
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Thank you for your attention
SAMSUN METROPLITAN MUNICIPALITY
Hakan SEZGİN
[email protected]
+90 544 523 7849
www.samsun.bel.tr
Phone: +90 362 431 6090 Fax: +90 362 435 9137
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