Communication Plan

Fostering Solar Technology in the Mediterranean area

FOSTEr in MED

Grant contract number: 91/4288

MEDITERRANEAN SEA BASIN PROGRAMME 2007-2013

Approved by the Joint Managing Authority on 11th July 2013

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Introduction

The Mediterranean area is characterized by the significant potential of solar energy. The sunlight time ranges from 2650 to 3400 hours per year with average radiation going up to 3200 kWh/m2 per year. Despite these favorable weather conditions, the development of solar energy in the area is still limited by technical, institutional, financial and market barriers. FOSTEr in MED intends to fully exploit the potential of solar technologies through: the transfer of technical knowhow to actors of the sector (designers, SMEs/installers, and university students); the promotion and implementation of a shared design methodology; the promotion of solar technologies and their technological trends at civil society level; the identification of best practices in the policy and regulatory fields; the implementation of five pilot projects aiming to equip public buildings with innovative solar photovoltaic plants.

The project main expected results are:

cultural and normative barriers, design and technical gap that can delay the diffusion of solar technologies identified through comprehensive context analysis;

solar technologies and its technological trends promoted;

local legislations on solar energy compared and common innovation proposals defined;

design, architectural integration and installation competences transferred;

solar energy consumption increased in 5 public buildings through 85 kWp of photovoltaic panels installed.

Partnership

The project partnership of is composed of different kind of actors such as research institutions, public administration and representatives of private sector.

Beneficiary - University of Cagliari (UNICA- Italy, Sardinia);

Partners:

1. Association of the Mediterranean Chambers of Commerce and Industry (ASCAME- Spain, Cataluña);

2. Promotional Services Centre for enterprises, Special Agency of the Cagliari Chamber of Commerce (CSPI- Italy, Sardinia).

3. Confederation of Egyptian European Business Associations (CEEBA- Egypt, Al Iskandanyah);

4. Industrial Research Institute (IRI - Lebanon)

5. The Royal Scientific Society (RSS- Jordan, Al-Aqaba)

6. Chamber of Commerce and Industry of Tunis (CCI Tunis-Tunisia, Tunis)

7. Autonomous Region of Sardinia (RAS) - Industry Department is a Public Administration (Italy, Sardinia).

Associate: Sardinia Mediterranean Foundation (Italy, Sardinia)

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Strategy of the communication plan

The Plan details actions and activities planned to ensure an effective communication of the project objectives and results. It is a reference document for the entire project duration which will give a comprehensive view of the objectives, tools and implementation methods and ensure internal and external coordination.

Objective 1 – Coordinate the project partnership in order to share common methods and tools

Specific objective Actions

1.1 Ensure internal communication amongst partners

1.1.1 Organize regular meetings

1.1.2 Promote the exchange of information and materials

Objective 2 - Communicate effectively the project to target groups and public opinion

Specific objectives Actions

2.1 Ensure external communication of the project activities and results

2.1.1 Develop the project graphic line

2.1.2 Design, manage and update the project website

2.1.3 Produce and disseminate informative and promotional material

2.1.4 Organize conferences and events

2.2 Inform on the project state of play

2.2.1 Use of media and social media

2.2.2 Draft and disseminate the project newsletter

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Detailed Communication Actions and Activities

Specific objective 1.1 Ensure the internal communication between partners

Action 1.1.1 Organize regular meetings

Description: The aim of this action is to improve internal communication and cohesion amongst

the project main management bodies such as the Steering Committee (SC) and the Technical Scientific Committee (TSC). These committee will be involved in periodic meetings (three SC and four TSC) where participants will share knowledge and experiences as well as methodologies and techniques tested during the project implementation. Activities

organizing the meeting agenda;

preparing and sharing a closing report of the meeting (containing final planning activities, dates of next meeting, deadlines, roles of each members, objectives to archive);

organizing logistic and translation services;

actively involving partners in order to create a forum that will contribute to a regular review of the work in progress in each work package.

Body responsible for the implementation: Beneficiary (UNICA)

Bodies involved in the implementation: Partners, TSC and SC members Target groups: Members of Steering committee: 17 people; Members of TSC: 14 people

Timing: three SC meetings are foreseen: the first in March 2013; the second in January 2013; the third in January 2014.

Four TSC meetings are foreseen: the first in April 2013; the second in October 2013; the third in May 2014; the fourth in December 2014. Location:

The first and the second Steering Committee meetings will be held in Cagliari, while the third one will take place in Tunis.

The first TSC meeting will be held in Cagliari, the second in Barcelona, the third in Beirut and the fourth in Aqaba.

Allocated budget: Each meeting: € 553,50. Total: 3874,50€

Indicators

Number of people attending the meetings (signature sheets)

Final reports

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Action 1.1.2 Promote the exchange of materials and information between the project partners

Description: this action aims to ensure the effectiveness of Action 1.1.1 trough the continuous

exchange of informative material among partners which will be updated on the bases of the different needs related to specific stages of the project implementation. Activities

communicate by e-mail;

use the file hosting service Dropbox to exchange work files and material (this tool is used in particular by TSC and by the working group in charge to elaborate the context analysis - WP4 - led by UNICA);

upload/download project materials in the dedicated website area. Four main reserved areas are foreseen: one for pollster group (WP context analysis); one for SC members; one for TCS members; one for training path (students and teachers);

organize online conferences to scheduled tasks, solve problems and so on.

Body responsible for the implementation: Beneficiary

Bodies involved in the implementation: Partners, Members of SC and of TSC, Press agents, Speakers, Training path professionals and students, Info points administrator. Target groups: Students, Designers, Installers (SMEs) Timing:

For the entire duration of the project Allocated budget:

The cost of this action is related to the action 2.1.2 “Design, manage and update the project website” Indicators

Number of downloads of documents in the dedicated website area

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Specific objective 2.1 Ensure external communication of the project activities and results

Action 2.1.1 Develop the project graphic line

Description: this action aims to develop a graphic line which makes the project immediately recognizable. The project logo and brand will be printed in all official documents, publications, informative and promotional materials.

Activities:

launch a call for tenders for selecting a company in charge of the development of the graphic line;

design logo and brand;

design templates of informative and promotional material (leaflets, brochures, folders, T-shirt, pens, bags, badges, block notes, billboards and commemorative plaques);

design templates of the project guidelines related to new solar photovoltaic technologies and architectonic integration of solar plants in existing buildings and in new ones

Body responsible for the implementation: PP2 CSPI Bodies involved in the implementation: Team management office; selected company in charge of the development of the graphic line Target groups: Citizens; University students; Designers; SMEs/Installers; Local administrator;

Schools students; Partnership members; Members of TSC. Timing:

Starting from January 2013 and for the entire duration of the project. (the design of the project logo and brand has been achieved in January 2013)

Allocated budget: € 11.793,69 Indicators

Number of communciation material compliant with the defined graphic line

Satisfaction degree certified by questionnaire through the website

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Specific objective 2.1 Ensure external communication of the project activities and results

Action 2.1.2 Design, manage and update the project website

Description: the aim of this action is to provide a widespread information through the website, main source of information able to ensure the project largest visibility. The website will be translated in English, French and Arabic and will be linked to other partner websites. It will contain documents, reports and information about the project and its development. Activities

Launch a call for tender to select a company in charge of the website design

Design of the website

Update the website with relevant news (activities, events, opportunities, training sessions, publications, etc.)

Forward any relevant news to the assigned communication officer

Promote the website on the institutional websites of project partners and through other channels.

Body responsible for the implementation: PP2 CSPI Bodies involved in the implementation: Beneficiary; Partners; Press agents;

Company/Professional responsible for technical update and modification.

Target groups: Citizens; University students; Designers; SMEs/Installers; Local administrators ;

Schools students; Partnership members; Members of TSC.

Timing:

June 2013

Allocated budget: € 10.000,00 Indicators

Number of people visiting the website

Satisfaction degree of visitors certified by questionnaire

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Action 2.1.3 Produce and disseminate informative and promotional material

Description: the aim of this action is to ensure the project external communication through the

dissemination of material (see Action 2.1.1.) which will be distributed during meetings, conferences, workshops and other events as well as through the 6 Info Points foreseen by the project. The material will be translated in English, French and Arabic. Activities

Launching of the call for tender for the recruitment of the company/ or professional in charge of the production of the material;

Elaboration of the contents;

Translation of the contents in the three project languages;

Production of leaflets, brochures, T-Shirt; Pens; Bags; folders; badges; block notes, billboards, commemorative plaques and guidelines;

Dissemination of the material.

Bodies responsible for the implementation: Beneficiary and PP2 CSPI (elaboration of

contents); PP4 IRI- PP3 CEEBA (translation of promotional and informative material); PP2-PP3-PP4-PP5-PP6 (launching of the call for tender); PP2-PP3-PP4-PP5-PP6 (production of the material); Beneficiary and Partners (dissemination)

Bodies involved in the implementation: Beneficiary, all Partners

Target groups:

Citizens, University students, Designers, SMEs/Installers, Local administrators, Schools students, Partnership members, Members of TSC Timing:

From the first semester of the project to the entire duration of the project

Location:

Territorial animation for local administrators in Cagliari;

Territorial animation for citizens and school students (Cagliari; Barcelona; Alexandria; Beirut; Aqaba; Tunis).

Intermediate conference in Cagliari;

Networking conferences in Alessandria and in Athens;

Pilot projects presentation conference in Cagliari

Final conference in Barcelona;

Competence transfer/training (for designers, students, SMEs), in Cagliari; Barcelona; Alexandria; Beirut; Aqaba; Tunis.

All the material will also be disseminated continuously by info points located at the headquarters of the partners: PP2 CSPI in Cagliari (Sardinia, Italy); PP3 CEEBA in Alexandria (Al-Iskandanyah, Egypt); PP4 IRI in Beirut (Lebanon); PP5 RSS in Aqaba ( Al-Aqaba, Jordan); PP6 CCI-Tunis in Tunis (Tunis, Tunisia).

Allocated budget: € 77.878,00 Indicators

Number of downloads from the project website

Number of informative material distributed by the info points and during conferences, events and training seminars

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Action 2.1.4 Organize conferences and events

Description: the aim of this action is to communicate the project objectives and results during events and conferences. Activities

Organization of kick- off meeting

Organization of intermediate conference

Organization of conference for the presentation of pilot projects

Organization of final conference

Bodies responsible for the implementation: Beneficiary; PP2 Bodies involved in the implementation: Beneficiary, all Partners Target groups: Citizens, Local administrators, University students, Designers, SMEs/Installers,

Schools students, Partnership members, Members of TSC

Timing:

Kick-off meeting on 26th February 2013 Intermediate conference in may 2014 Conference for the presentation of pilot projects in march 2015 Final conference November 2015 Location:

Kick-off meeting: Cagliari, Italy Intermediate conference: Cagliari, Italy Conference for the presentation of pilot project: Cagliari, Italy Final conference: Barcelona, Spain

Allocated budget:

Kick-off meeting: € 6.484,00 Intermediate Conference: € 6.484,00 Conference for the presentation of pilot project: € 12.734,00 Final Conference: € 21.104,00 Total allocated budget: € 46.806,00

Indicators

Number of people attending the events (signature sheet)

Satisfaction questionnaire in order to assess the quality of conferences (accessibility and location; room capacity and comfort; level of interest with respect to the topics covered)

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Action 2.2.1 Use of media and social media

Description: this action aims to ensure the external communication of the project through the use of media and social media (Facebook, Twitter, LinkedIn). Six press agents (one per country) will be recruited in order to ensure a balanced information over the entire cooperation area of the project. Under the coordination of the communication manager, they will take care of the publication of press releases and newsletters. Agents also will seize the potential of social media.

Activities

Recruitment of the press agents

Elaboration and publication press releases and newsletters

Management of social network

Body responsible for the implementation: Beneficiary and Press agents Bodies involved in the implementation: Beneficiary, PP1; PP2; PP3;PP4; PP5;PP6

Target groups: Citizens, Local administrators, University students, Designers, SMEs/Installers,

Schools students, Partnership members, Members of TSC Timing:

Entire duration of the project Allocated budget: 108.000,00 € Indicators

Numbers and typology of newspapers in which the press releases are published

Numbers of users and visitors of social network

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Action 2.2.2 Draft and disseminate the project newsletter

Description: the aim this action is to realize and manage the newsletter project’s. It aims to

communicate the project’s objectives and results in particular at key stages of the project. Newsletters will be issued regularly to inform on the progress of an action, in order to inform and to value the impact of actions over time. Partners, in cooperation with the related press agent, have to forward any news that is considered appropriate to disclose to PP2 in particular to WP2 Coordinator and to communication manager. PP2 is in charge of realizing the newsletter service through its press agent service, he/she will coordinate the flow of information with other agents press. Newsletter will be translated in the three language of the Programme (English, French, Arabic). The news includes: advertising of the project activities (events, opening and closing activities);dissemination of project results; any relevant activity that may affect the project activities. Newsletter will be promoted through the following tools: FOSTEr web site; press releases; use of registration forms during the events.

Activities

Elaboration of the newsletter

Promotion and publication of the newsletter on the institutional websites of project partners and through other channels

Body responsible for the implementation: PP2 CSPI

Bodies involved in the implementation: Beneficiary, Press agents Target groups: Citizens, Local administrators, University students, Designers, SMEs/Installers,

Schools students, Partnership members, Members of TSC , Newsletter users Timing:

Staring from the recruitment of CSPI press agent (expected in September 2013) and for the entire duration of the project (about 1 newsletter per month) Allocated budget: 18.000,00 € Indicators Number of people registered to the newsletter