D5.1 Communication and Dissemination Plan

Project Number: 248676

Project Acronym: FO R ES TA Project Title: Fostering the Research Dimension of Science and

Technology Agreements Instrument: CSA - Support Action Thematic Priority: FP7-ICT-2009-4-9.1 International cooperation

D5.1 Communication and Dissemination Plan

Due Date: 31/03/2010

Submission Date: 8/06/2010

Start Date of Project: 01/01/2010

Duration of Project: 24 months

Partner in Charge of Deliverable ITESM

Version Status Final

Dissemination Level PU

File Name: FORESTA_communicationplan_V12_teseo.doc

D5.1 Communication and Dissemination Plan 2 / 27 ITESM

Revision and Change tracking

Date Changes Editor

10/04/2010

First version ITESM

18/05/2010 Second revision following feedback from TESEO

ITESM

28/05/2010

Third revision following feedback from TESEO

ITESM

2/06/2010 Revision of document TESEO

3/06/2010 Fourth revision following feedback ITESM

4/06/2010 Revision of changes and provision of additional feedback

TESEO


Table of Contents

1. EXECUTIVE SUMMARY .................................................................................................. 42. RATIONALE AND OBJECTIVES ..................................................................................... 5

2.1. Communication Objectives ............................................................................................. 5

3. IDENTIFICATION OF THE COMMUNICATION TARGETS ....................................... 73.1. Target groups ................................................................................................................. 73.2. Content of dissemination ................................................................................................ 8

4. COMMUNICATION PRINCIPLES ................................................................................... 94.1. Direct Communication .................................................................................................... 94.2. Indirect Communication ............................................................................................... 12

5. PROJECT COMMUNICATION TOOLS AND ACTIVITIES........................................ 155.1. Definition of specific communication tools and actions ................................................. 16

5.1.1. Project LOGO........................................................................................................... 165.1.2. Project’s brochure ..................................................................................................... 16

5.1.3. Electronic Newsletter and press releases ................................................................... 165.1.4. Templates for project related communication ............................................................ 175.1.5. Website .................................................................................................................... 17

5.1.6. Press Kit ................................................................................................................... 185.1.7. Face-to-face meetings ............................................................................................... 18

5.1.8. Participation in other events and conferences ............................................................ 185.1.9. Internet video channel ............................................................................................... 185.1.10. Media Relations ........................................................................................................ 18

5.1.11. Mailing list ............................................................................................................... 195.1.12. FORESTA Conferences ............................................................................................ 19

5.2. Performance indicators ................................................................................................. 19

6. PROJECT COMMUNICATION TIMELINES ................................................................ 206.1. Newsletter .................................................................................................................... 206.2. Dissemination material ................................................................................................. 22

7. TOOLS RELATED TO TARGET GROUPS AND ROLE OF THE PARTNERS IN THE COMMUNICATION AND DISSEMINATION ACTIVITY ................................................... 23


1. EXECUTIVE SUMMARY FORESTA (Fostering the Research Dimension of Science and Technology Agreements, FP7-ICT 248676) main objective is to promote the research dimension of ICT Cooperation and Policy Dialogue between EU and the Latin American region. Main instruments and activities to reach this objective are the organization of conferences, the supply of discussion spaces, networking possibilities and the information dissemination. FORESTA is integrated by a consortium of 9 partners, 3 of them are located in the European Union, and the other partners are from Brazil, Argentina, Mexico, Colombia, and Chile. Based on the above, it is of vital relevance to have a solid and high impact dissemination and communication strategy that reaches key stakeholders and covers consistently the whole project duration and activities. In order to achieve this objective the project’s WP5 is fully dedicated to the visibility and dissemination of FORESTA. D5.1 and has the main intention to serve as guideline and reference in terms of communication and dissemination of all relevant information related to FORESTA, and its project context which includes the ICT Policy Dialogue between Europe and Latin America.

The communication and dissemination plan gives indications on how to properly disseminate the results of such dialogue processes and the results of the project to all interested stakeholders on a periodic basis and through the appropriate communication tools, as foreseen by the project communication strategy. The present document indicates also how the communication is structured into direct and indirect communication needs, the kind of tools to be used, rules for using the tools, timeframes to accomplish and the communication policy to consider. Some indication is also given on how to monitor the communication impact through the implementation of indicators for the dissemination activities. The present document is structured in the following main headings and sections:

1. Rationale and objectives 2. Identification of communication targets 3. Communication principles 4. Communication tools and activities 5. Annexes

This plan will be revised at M12 if additional updates and adaptation needs arise during the life time of the project in order to better achieve the project and dissemination objectives. Should the plan undergo relevant changes an updated version of the deliverable will be submitted at the beginning of Year 2011. WP5 leader is ITESM. The WP is subdivided into tasks with specific involvement foreseen by the different partners. In particular, concerning the dissemination towards other LA countries (T5.3) a specific task leader, ALETI, has been appointed. The role of the partners within the communication activities is described in this document.


2. RATIONALE AND OBJECTIVES For the very nature of the FORESTA project, like many accompanying measures of this kind, the success of its activities also strongly depends on communication and impact. Clear communication and dissemination activities are therefore fundamental to the successful implementation of the project work plan.

It is worthwhile recalling that the cooperation in ICT research between Latin America and Europe has not reached the same level of advancement in all countries. Countries like Mexico, Argentina, Chile and Brazil have signed S&T agreements with the European Union, whereas Colombia shows promising conditions to start the policy dialogue process. Other countries need still to establish the necessary ground conditions that will enable the starting of this process.

This fact influences the dissemination strategy and means that different messages need to be sent out, according and adapting to the specific target country. In the more advanced countries the emphasis is put on raising awareness to stimulate the participation of the research communities and other stakeholders in collaborative projects with European partners as well as in providing inputs to the policy dialogue. In other Latin American countries - not directly covered by a project partner - emphasis is given to raising awareness about the overall policy dialogue framework as well as the concrete opportunities represented by the Framework Programme in developing innovative projects and opening new horizons for cooperation. The approach of WP5 is therefore sub-divided into:

1. Dissemination in the 5 target countries, Brazil, Argentina, Chile, Mexico and Colombia, coordinated by WP5 leader, ITESM;

2. Dissemination in other Latin American countries (main identified countries: Costa Rica, Panama, Uruguay, Peru and Ecuador) run by the leader of T5.3, ALETI.

2.1. Communication Objectives In order to ensure the communication process is organized and efficient, the present communication plan aims to identify:

• Target groups and beneficiaries

• Main tools for communication

• Content of communication

• Dissemination channels

The communication plan should ensure the achievement of the following objectives:


Dissemination of relevant information and news related to ICT research cooperation and policy dialogue between Latin America and European Union;

Great visibility of the project and recognition by key stakeholders of the European and Latin-American ICT community;

Maximise the involvement of industry stakeholders and the scientific community in order to enhance participation of European projects;

On a more technical side, the design and development of all necessary communication support including website, newsletter and other communication tools.


3. IDENTIFICATION OF THE COMMUNICATION TARGETS

Efficiency on communication and dissemination activities is based on a deep knowledge of the most important stakeholders in the different countries addressed by FORESTA. The instruments for communication and dissemination activities have to be adapted to the different stakeholder groups.

Each Latin American partner in FORESTA is responsible for the dissemination and communication activities in its respective country. ALETI performs this activity in the non-partner countries.

The project coordinator will maintain liaisons with other EU-LA projects and be in charge of the communication and dissemination activities in Europe, with the support of the other European partners. In order to guarantee confidentiality and personal data security for the different stakeholders, databases are not to be shared between the FORESTA partners. Every partner will thus be in charge of his local databases, and statistics and general data will be reported to the work package leader. To ensure that the communication tools are well designed and the messages are effectively focussed, key stakeholders and players in the ICT policy dialogue are identified. Stakeholders are classified in three main groups:

1) Universities and Research community in the ICT sector; 2) Government bodies and decision makers; 3) ICT industry including SME’s as well as chambers of commerce and other sector or

industrial associations

3.1. Target groups 1) Universities and Research community in the ICT sector Represented by Universities and Research Centres, as well as Innovation and Incubation centres, Technology parks and IT forums, researchers and experts in the ICT sector. The named organizations are only a sample of the identified stakeholders; further in the project’s operation it is possible that other organizations show up, which are far more active than the named ones. In our experience this can be due on: it is not the institution but the persons who make the difference.

2) Government bodies and decision makers Represented by policy making bodies, international and national institutions and ministries, national research agencies, and other bodies that are in charge of or involved in the ICT national policies and policy dialogue with third countries.

3) ICT industry


Industries and SMEs, also including chambers of commerce, members of national ICT industry associations and federations and IT industry clusters.

3.2. Content of dissemination Target Group Specific Target Disseminated Information Key messages

Research and Academic Community

Research and academic community in Europe and Latin America

ICT Policy News relevant for the cooperation in research projects; Announcements of events organized by FORESTA.

Communication tools: Website, Newsletter, etc.

Common research fields defined in the ICT policy; Promotion of the participation in the ICT Policy Dialogue Forums. Specific cooperation opportunities. Opportunities for funding, and fortify the research groups.

Industry ICT Companies in Latin America and Europe including SME’s

ICT Policy News relevant for the cooperation in research projects; announcements of events organized by FORESTA.


Common research fields defined in the ICT policy; Promotion of the participation in the ICT Policy Dialogue Forums. Specific cooperation opportunities. Opportunities for funding, and strategic alliances.

Institutional framework

Latin American decision makers, relevant ministries and research agencies

Results of a Foresight Study on the long term perspectives of the 5 target countries; Reports on FORESTA conferences.


Inputs on common ICT priorities of the 5 target countries; Promotion of the roadmaps for the implementation of the cooperation; precise recommendations for a better definition of research issues (Input from the scientific community to the Policy Dialogue dimension)

Knowledge about EU priorities in ICT research

General Public All interested and target Public

Results of the ICT Policy Dialogues between Europe and Latin America. Announcements of events organized by FORESTA.

Future trends.

Communication tools: Latin American and European medias, reaching out to general to more specialised public..

Common Research Priorities between LA and Europe. Results from the cooperation in ICT between LA and Europe.

Table 1 : Targets and key messages


4. COMMUNICATION PRINCIPLES The success of the project strongly depends on its visibility and recognition in the target countries and region, which requires a project positioning. Furthermore, it is vital to convey coherent messages, which are strictly correlated with the project activities and achievements, as well as to the advancement of international relations in the field between the two regions. Key messages to be disseminated relate to the FORESTA project progress, ICT policy dialogue developments and outcomes tailored for the addressed target groups.

Work will also be carried out to capitalise on the contributions from other projects (PRO-IDEAL PLUS and FIRST) by incorporating the most significant results as providing input to the Policy Dialogue on the research priorities and on the definition of Latin American ICT Technology Platforms. The mentioned projects work in synergy with FORESTA for they share a mission and can benefit from each other’s activities and achievements. To achieve the best impact in the region close communication and collaboration between the three projects represents an added value to the overall initiative. The three projects’ coordinators signed a Memorandum of Understanding concerning this very issue and keep regular communication to develop the three projects in harmony.

The FORESTA project communication is structured into: 1) Direct communication, and 2) Indirect communication.

1. 4.1. Direct Communication

Direct communication is all communication activities on which the FORESTA partners have direct control over. This includes the following:

• Project website; • Newsletter and mailing; • Dissemination of communication material, e.g. posters, leaflets and brochures. • Participation in events and conferences, as speaker or participant, with or without

exhibition stand space or other type of participation; • Face-to-Face meetings with communication targets and project beneficiaries; • Press conferences organised to disseminate FORESTA objectives; • Last but not least, the FORESTA Conferences organised by the partners (calendar in

D2.1); • Participation in ICT 2010 with the “EU-LAC ICT Gateway”; • Final Conference in Brussels.

The above are described in Chapter 5.


The calendar of FORESTA conferences is listed below; D2.1 covers in more detail the methodology and calendar of events.

Country City Time Partner in charge

Belgium Brussels

ICT 2010

27-29 September 2010

TESEO

In collaboration with PRO-IDEAL+ and FIRST

Colombia Bogotá October 2010 CINTEL-TESEO

Mexico Mexico City February 2011 ITESM-TESEO

Brazil Sao Paulo May 2011 USP-TESEO

Argentina Buenos Aires July 2011 UP-TESEO

Chile Santiago July 2011 UTEM-TESEO

Belgium Brussels

Final conference

October 2011 TESEO

Table 2: FORESTA Project events

The following is an indication of the events that the LA partners can target for the dissemination activities of FORESTA. This is a tentative and indicative list, neither all events need to be participated, nor can’t other ones be targeted.

Country Conference/organizer City/date

Argentina CICOMRA/ Expo Comm Argentina - el evento del mercado de Telecomunicaciones e Informática -

Buenos Aires/ September 22-25 2010

Argentina Ingeniería 2010 Congreso Mundial y Exposición Buenos Aires/ October 17-20 2010

Argentina CACIC 2020: XVI Congreso Argentino de Ciencias de la Computación

Buenos Aires/ October 18-22 2010

Argentina XIV Escuela Internacional de Informática Buenos Aires/ October 18-22 2010


Argentina 8vas. Jornadas de Ciencias de la Computación Rosario/ October

Argentina 10th IFIP Conference on e-Business, e-Services, and e-Society I3E 2010

Buenos Aires/ November 3-5 2010

Bolivia SOFTIC/ FEDESOFT+ALETI Host city to be confirmed / Date to be confirmed

Colombia ANDICOM/CINTEL Cartagena /October 27-29 2010

Chile REUNA/Red del Consejo de Rectores de Universidades Chilenas (CRUCH).

Ciclos de Videoconferencias

June-August 2010

Chile Conferencia magna Host city to be confirmed / Date to be confirmed

Ecuador Compecuador/AESOFT Guayaquil / July 1-4 2010

España SIMO Host city to be confirmed / October 5-7 2010

Mexico Mexican International Conference on Artificial Intelligence/SMIA

Pachuca/

November 8-12, 2010

Panama Biz-FIT/CAPAYEC Panamá/May2010

Panama SIMO y las Asambleas de las Plataformas Tecnológicas

Panamá/ Date to be confirmed

Table 3: List of high profile conferences on ICT identified in LA target countries

As a suggestion for the participation in conferences organized by PRO-IDEAL PLUS and FIRST, focus could be on the strategic alliance of FORESTA with these projects.

Country City Tentative Date Project in charge

Colombia, Mexico, Brazil

Bogotá, Monterrey, Sao Paulo June 2010 FIRST

Colombia Host city to be confirmed October 2010 FIRST

Mexico Host city to be confirmed November 2010 FIRST

Chile Host city to be confirmed November 2010 FIRST

Argentina Host city to be confirmed November 2010 FIRST


Brazil Host city to be confirmed November 2010 FIRST

Brazil Host city to be confirmed January 2011 FIRST

Europe Host city to be confirmed May 2011 FIRST

Colombia Host city to be confirmed June 2011 FIRST

Mexico Host city to be confirmed October 2011 FIRST

Colombia Host city to be confirmed October 2011 FIRST

Argentina Host city to be confirmed November 2011 FIRST

Chile Host city to be confirmed November 2011 FIRST

Brazil Host city to be confirmed November 2011 FIRST

Spain Madrid May 2010 Pro-Ideal Plus

Chile Santiago Nov. 2010 Pro-Ideal Plus

Argentina Buenos Aires May 2011 Pro- Ideal Plus

Brazil Host city to be confirmed 2011 Pro- Ideal Plus

Belgium Brussels September 2010 Pro-Ideal Plus

Cuba La Havana February 2011 Pro- Ideal Plus

Colombia Medellin February 2011 Pro-Ideal Plus

Table 4: Events from other projects which could be used by FORESTA for dissemination activities

4.2. Indirect Communication

Indirect methods of communication includes communication which is channelled through a third party or intermediary. Indirect communication encompasses:

• Online visibility through websites of third interested parties, like LA research agencies, NCP’s, the European Commission or other stakeholders.

• Publication of press releases and distribution of press kit. • Cross-referencing with and among other relevant FP7 initiatives.

• Dissemination through the others projects related to Latin American ICT initiatives. • Dissemination through the members of ALETI in countries not covered by the project


partners (D5.3 specifically addresses this issue).

4.3. Principles for the FORESTA communication All Latin American partners involved in FORESTA have established strong contacts and efficient interaction with their national representatives involved in the Joint Working Groups with the EU on Information Society. Input from the FORESTA project to these Working Groups will be based on a well defined communication process. There are three main activities related to this process:

1) Periodic information exchange based on the newsletter. 2) Continuous maintenance of the public website and

3) Keep the political dialogue open of the different Working Groups and giving information upon request.

FORESTA website is the most important tool to support this process, which serves not only for information dissemination but also as a support to the ongoing discussions through a specific space: the “ICT Policy Dialogue Forum”.

Partners must work collaboratively to disseminate the FORESTA information in their countries following the specifications provided in the respective tool description. ALETI will support these activities in countries from Central and South America not represented in FORESTA. Communication material required by partners in their dissemination actions might need to be adapted to suit specific contexts and audiences. Each partner should ensure that if specific communication material is needed, the details and “customization level” should be communicated to the WP leader, ITESM, sufficiently in advance to adapt standard communication material. The printing of these ad-hoc communication tools will be taken care of by each requesting partner.

The project coordinators remains the main FORESTA contact point for the outside world, however LA partners are also free to engage in communication activities and contacts with other entities or projects which could be relevant and of interest for FORESTA. Partners are however requested to inform the WP5 leader and the coordinator about what has been done (as well as being reported in the periodic project reports under WP5). For example: participated event, published article on local press, etc. must be reported very accurately as it is an essential part of the reporting phase.

The contact details to be used for FORESTA communication and dissemination purposes are the one of the coordinator, but an additional contact point (national or regional, depending on context and specific partner involved, and can be the WP5 leader) can also be added according to the specific need:


FORESTA project coordinator:

Mr. Gian Michele MOSCA

TESEO Sprl. 32/34 Av. De Tervuren, B-1040 Brussels (Belgium) Tel: +32-2-2301090, Fax: +32-2-2301377

Email: [email protected]

FORESTA communication manager in Latin America:

Dr. Neil Hernández Gress or Dr. Jorge Ramírez Medina ITESM, CEM Carr. Lago de Guadalupe, km. 3.5. Col. Margarita Maza de Juárez. Atizapán de Zaragoza. 52926, Estado de México Tel: +52-55-5864-5654, FAX: 52-55-5864-5651. Email: [email protected]

[email protected]


5. PROJECT COMMUNICATION TOOLS AND ACTIVITIES

The following tools have been identified and will be developed to facilitate communication and dissemination actions. In order to achieve communication quality, a FORESTA Project Identity Manual provides guidelines and rules for using logos and templates in all the different kinds of FORESTA communication contexts. Communication and dissemination activities are developed by each partner in its respective country under guidance of the work package leader responsible for communication. It is important to note that the content itself is responsibility of local partners who generate it.

Intra-consortium communication channels

External Communication

•••• E-mail

•••• Web site – private section

•••• Skype and conference calls

•••• Face-to-face meetings in the occasion of events and project activities

•••• Project meetings

•••• Templates for deliverables and reports

•••• Templates for project presentation

•••• Project logo and branding

•••• Project communication material (brochure, poster, etc.)

•••• Press Releases and Electronic Newsletter.

•••• ICT policy information sheets

•••• Project public website

Table 5 : Internal and Public communication and dissemination tools

Material Language

Newsletter and Press Releases English

(ES/PT press releases may be developed according to specific requirements)

Project Reports English

Logo English

ICT policy information sheets English

Project Brochure English, Spanish and Portuguese


Web site English, Spanish and Portuguese

Table 6 : Languages to be used in the different communications and dissemination tools

5.1. Definition of specific communication tools and actions

5.1.1. Project LOGO The LOGO represents the project´s recognisable public identity. The characteristics to observe for printing or rules for its use are described in Annex A: “Project Identity Manual” to this document.

5.1.2. Project’s brochure Two different versions of brochures will be developed addressing the different needs and specific contexts of the project oriented to the general public such a research and academic community, government and industry in ICT both in Latin America and in Europe:

a) The first version gives an overview of the project and partners; b) The second version will illustrate the project progress as well as interim/final results, local

impact of the different activities in Latin America, reporting Policy dialogue conferences results and Long-term perspectives in ICT for the region.

5.1.3. Electronic Newsletter and press releases The objective of the FORESTA newsletter is to communicate and disseminate progress of activities and interim results of the project. It also has important information concerning local ICT activities in Latin America and Europe of the different groups and stakeholders contributing to the FORESTA objectives.

Macro subjects for each edition are defined upon the thematic addressed by the European institutional framework within ICT research cooperation with Latin America.

All partners are strongly encouraged to contribute to its content by sending country news, dissemination articles, announcements and reports of activities. The task leader, ITESM, will send “request for contribution” messages to the partners, setting limits in size of contributions, as well as a timeframe to submit those. Partners must comply with the set deadlines. Tip: Be proactive! Partners are strongly advised to collect or keep a reference to relevant news and information they want published on the newsletter even before they are officially requested to contribute to the newsletter, so that when the WP leader asks for contributions it is much faster and more efficient to provide contributions.

The structure of the newsletter is as follows: a) Editorial: including the general rationale of project, reference to the S&T agreements, and

highlights to special News.


b) Policy News: referring to policy activities relevant to the cooperation between Latin America and Europe.

c) Latin America country section: with specific information by country.

d) Project news: describing in the first edition the projects structures, objectives and impact and in subsequent editions reporting about results and project event announcements.

e) News from other projects: containing information of FIRST, PROIDEAL Plus, and other projects in the region.

The articles in the newsletter have no fixed length, however it is recommended not to exceed 350 words per contribution (and this may vary from one edition to the other depending on number of pieces to publish). Sources for information pieces to be used as news are: publications from national policy documents, results from FORESTA project, results from other projects, outcomes from conferences, interviews to policy makers, interviews to top researchers, etc. Press releases will be issued to the relevant media contacts when ever required to communicate results from the FORESTA project or in advance of events. Design will be done to achieve a lucid and coherent image identity to other design documents.

5.1.4. Templates for project related communication The main purpose of these templates is to get a consistent image of the project on every public event in which the project is presented. Also it will serve for every electronic communication process. Three templates are identified in order to fulfill such considerations:

a) Power Point (Annex A Project Identity Manual of this document)

b) Official Documents and project messages

c) ICT policy information sheets. Following a main structure, namely: - ICT sector overview - ICT national policies - Main stakeholders of the ICT field - SWOT analysis of national ICT policies

5.1.5. Website The website will be used to communicate and disseminate relevant information and documents between all stakeholders. The fast, easy access and all-time availability to such site is vital in order to maintain a fluid exchange of information. All public documents related with the project will be published on the website. It will also serve as internal access point to store documents of interest to the partners (internal working documents, deliverables, etc.). In order to keep sensitive information private, access restrictions will be established in order to provide a secure sharing space between partners. The website's main language will be English (in case a document’s original language is different than English a brief description in English should be included). The website will also be available in Spanish and Portuguese.


5.1.6. Press Kit The Press kit reserves important information related to the events being organized by the project. This would also include relevant information about the project, its objectives and the partners involved eventually press releases, a copy of the newsletter and a summary of past successful events organized by the project. The press kit will provide the media with ready-to-use information and appropriate pictures regarding the project, which would be useful in publicizing FORESTA objectives. It will be both available printed and on-line format.

5.1.7. Face-to-face meetings The face–to–face meetings are held with relevant industry stakeholders like the CEO’s of ICT companies, head of Institutes and research centres, Media and the Government representatives and ICT Policy makers met in ICT events where partners participate. The meetings with CEO’s of companies and Head of Institutes aim at inviting them to events organised by FORESTA and providing the organisations with relevant information on the FORESTA objectives.

The meeting with the media will mainly intend to further promote the project activities to enhance the participation of target organisations.

5.1.8. Participation in other events and conferences FORESTA communication strategy foresees the participation of project partners to various events in the target countries and in the LA region. Each partner is required to attend a minimum of 5 events per year in addition to project’s own events (i.e. FORESTA conferences). In so far as possible, the participation in events of third parties will be through presentation of FORESTA during the conference, distribution of the flyers and media kit for specialised media.

5.1.9. Internet video channel A broadcast Internet video channel will be launched in so far as possible via the FORESTA website, and/or using existing free online tools like YouTube or Livestream. This channel will deliver videos about ICT research and policy dialogue, or concerning EU-LA cooperation in science and technology, as well as other FORESTA related subjects, events and news.

5.1.10. Media Relations Media are considered in the context of this project not as a stakeholder, but as a tool to reach the identified target groups (indirect communication). Media relations refer to specialised printed and online publications, online blogs and forums in the ICT sector. They mainly intend to disseminate the project activities and popularise the project objectives of FORESTA among general public and specific targets organisations. Media participation can be summarized in interviews, meetings and media coverage of project activities. The media will be selected according selected targets groups.


All media presence and visibility achieved by the FORESTA partners should be promptly reported to the WP5 leader as well as the project coordinator.

5.1.11. Mailing list The project will generate its own mailing list for direct communication purposes. This mailing list is generated automatically via Web site in the moment interested persons register. Each partner is required to use for dissemination purposes the existing mailing list. Mailing list should not be shared in order to avoid that the FORESTA communications be “spam” classified by receivers and confidentiality rules could be violated. Emails must have a message indicating the possibility of unsubscribing of the mailing list.

5.1.12. FORESTA Conferences A specific deliverable (D2.1) contains all information concerning the organisation and planning of the project Conferences.

5.2. Performance indicators

Evaluation criteria applied to the communication and dissemination activities will be as follows:

Activity/Instrument Indicator

Web-Site Number of hits

Visits Statistics (day-week-month)

Dissemination activities Number of participations in other Events

Number of Press Releases published (only the relevant to FORESTA´s project)

Number of contacts on mailing list of individual partners.

Project conferences Number of confirmed assistance (according to data base registration)

Table 7 : Evaluation criteria for communication and dissemination activities


6. PROJECT COMMUNICATION TIMELINES This section indicates how dissemination activities need to be initiated, implemented and accounted for. Including the identification within the consortium of precise responsibilities on the control and monitoring of dissemination and communication material quality

6.1. Newsletter

All pieces and articles meant for the newsletter have to go through a revision phase in first instance by the WP leader, ITESM, and in a further, more advanced, stage of development by the coordinator, TESEO. For this reason, as well as to allow sufficient time for consolidation and editing, it is necessary to set a timeframe for request and submission of contributions to the newsletter prior to its publication and dissemination.

Request for contribution message from WP5 leader to all FORESTA partners & the coordinators of other relevant projects (e.g. FIRST, PRO-IDEAL PLUS, EULARINET, etc.)

Message will detail timeline towards publication and deadline for contributions, but the indicative timeline is the following:

Contributions to newsletter by partners sent back to WP5 leader (ITESM)

3-4 weeks (to be specifically mentioned inside email)

All contributions edited into the newsletter by WP5 leader

2 weeks (editing work should start as contributions arrive and not wait for the deadline to partners, in so far as possible)

Advanced draft version of newsletter submitted to Coordinator for validation

1 week

Final revision by Coordinator following feedback Less than a week

PUBLICATION and DISSEMINATION of Newsletter issue


Please see the indicative timeline:

Request for contributions by WP leader

Contributions by partners: 3-4weeks

First Editing by WP leader: 2 weeks

Revision by Project Coordinator and WP leader: 1-2 weeks

Final version validated by Project Coordinator: Less than 1 week

Advanced Draft by WP leader: 1 week

>>> Overall duration of Newsletter works: 5-6 weeks >>>


6.2. Dissemination material Next table reflects a tentative schedule for elaborating material required for dissemination and communication through FORESTA webpage or for distribution by the partners.

Activities Due Date

Elaborate tentative agenda and title of event for publishing on web site.

6 months before event days.

Design and print event flyer for distribution. 4 months before event days.

Event report for publication on web page. 3 weeks after event.

Communication and invitation to events for general public.

6-8 weeks prior to event.

Table 8 : Time schedule for preparing dissemination material

7. TOOLS RELATED TO TARGET GROUPS AND ROLE OF THE PARTNERS IN THE COMMUNICATION AND DISSEMINATION ACTIVITY

Dissemination activities will be coordinated by TESEO at EU level and by ITESM at Latin American level (with the help of ALETI for those countries that are not specifically mentioned). However, precise dissemination and communication tasks will be attributed to all Latin American partners, as they will be responsible of coordinating all dissemination activities carried out in their own countries.

Web Site Project brochure Version #1

Project brochure Version #2

Templates for project

presentation

Electronic Newsletter

Internet Video Channel Press Kit

Purp

ose

Electronic platform to share

information between partners

and scientific community

Give general information of

FORESTA project and describe the beginning

of the activities.

Give information of

results and impact

To achieve a consistent image

of the project

Communicate the status of projects of

Latin America region, news and upcoming events.

Share video information about

conferences and events

Provide general information of

FORESTA projects

Targ

et A

udie

nce

Scientific community (Latin America and Europe) and public in general that want to know about the project or need information. Policy makers and other relevant projects

Scientific community (Latin America and Europe) and public in general Policy makers and other relevant projects


Scientific community (Latin America and Europe) and public in general


Scientific community and Industry stakeholders (Latin America and Europe) and public in general

Specialized printed and online media

Type

of

Del

iver

y Web site Printed version of the Brochure (delivered in events and conferences).

Printed version of the Brochure (delivered in events and conferences).

Electronic version Electronic PDF Version delivered by email to a specific group of readers.

Video on demand and streaming (for live events the former)

Electronic and printed


24 / 27

Web Site Project brochure Version #1

Project brochure Version #2

Templates for project

presentation

Electronic Newsletter

Internet Video Channel Press Kit C

onte

nt

Sections: -Home -About FORESTA -Results -News -ICT Policy in LA -ICT Policy dialogue Forum -Events -Projects Internal Work Space -Contact -Project rationale and project main activities.

Sections: -FORESTA project (description and its objectives) -Support to policy dialogue -Making long-term perspective influence the concrete instruments of cooperation -Direct Objectives -Expected Impact -Partners (Brief description) EU-Latin America ICT Gateway -Web Page FORESTA Project and ICT Gateway

ICT results of the application of under FORESTA’S guideline.

Consistent designs of three types of templates: -Power Point -Official Documents - ICT policy information sheets

Sections: -Editorial -Sections made up by partners. (events or relevant information under FORESTA´s framework). -Contributions of the development of PROIDEAL PLUS and FIRST projects.

Sections: -Editorial -Sections made up by partners. (events or relevant information under FORESTA´s framework). -Contributions of the development of PROIDEAL PLUS and FIRST projects.

Folder with flyer, newsletter and summary of reports

Rol

e of

IT

ESM

Creation and regularly update of the project website

Preparation in collaboration with partners of the brochure. Regularly update of brochure information

Preparation in collaboration with partners of the brochure. Regularly update of brochure information

Proposal and production of project templates

Producing the newsletter Asking for partners contributions Sending out newsletter per e-mail Creation and updating the mailing list

Creation and management of the project video channel

Preparation of the press kits

Rol

e of

pa

rtne

rs Inputs (content)

for the project Website

Provide content for the brochure when and if requested by FORESTA and in the

Provide content for the brochure when and if requested by

Feed back (and production) on the proposed templates

Inputs for the newsletter Contribution with new contacts

Contribution with authorized video material.

Distribution of communication material


25 / 27

distribution of the brochure

FORESTA and in the distribution of the brochure

by sharing mailing lists

Table 9 : Tools related to target groups and role of the partners in the communication and dissemination activity

ANNEXES

ANNEX A Project Identity Manual ANNEX B Website description ANNEX C FORESTA Power Point standard presentation


LIST OF TABLES Table 1 : Targets and key messages ................................................................................. 8 Table 2: FORESTA Project events ................................................................................... 10 Table 3: List of high profile conferences on ICT identified in LA target countries .............. 11 Table 4: Events from other projects which could be used by FORESTA for dissemination activities ........................................................................................................................... 12 Table 5 : Internal and Public communication and dissemination tools .............................. 15 Table 6 : Languages to be used in the different communications and dissemination tools 16 Table 7 : Evaluation criteria for communication and dissemination activities .................... 19 Table 8 : Time schedule for preparing dissemination material .......................................... 22 Table 9 : Tools related to target groups and role of the partners in the communication and dissemination activity ....................................................................................................... 25

D5.1 Communication and Dissemination Plan

Documents

Transcript of D5.1 Communication and Dissemination Plan