9.0 Communications and Publicity Guidelines

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1 9.0 Communications and Publicity Guidelines All EU INTERREG IVA projects must recognise the financial support that has been provided by the European Union. This means that at every opportunity the financial support of the European Union must be clearly highlighted by both the Project Manager and the Project Board. This is a mandatory requirement and is part of the Letter of Offer. The Communications Plan developed by the project will highlight the communications and publicity opportunities available to your project. This will focus on project milestones such as the launch of a service, delivery of a seminar, conference or training or the project closing event. It is important that EU INTERREG IVA projects recognise that CAWT is not the funder of the project and must never be referred to as the funder. CAWT s role, as a delivery agent is to support the implementation of the projects funded by the European Union INTERREG IVA Programme on behalf of the two Departments of Health (the Lead Partner) Communication and Publicity Requirements for European Union INTERREG IVA funded projects To be read in conjunction with: SEUPB s Publicity Guide for Lead Partners and projects partfinanced by the European Union European Regional Development Fund (Version 3 April 2009) EU INTERREG IVA Programme: Guidance Note on Information and Publicity (G5/IIVA) July 2008 Commission regulation (EC) No 1828/2006. All organisations involved in programmes funded through the European Regional Development Fund (this includes the INTERREG IVA programme) must recognise the financial support that has been provided. This means that at every opportunity the financial support of the European Union must be clearly highlighted. This is a mandatory requirement and is part of the Letter of Offer. CAWT is not the actual funder of the project. CAWT s role, as project partner is to support the implementation of the projects funded by the European Union INTERREG IVA Programme on behalf of the two Departments of Health (the Lead Partner). All projects must have a communications / publicity plan which supports the overarching Lead Partner / CAWT Communications Plan. This will clearly show how you intend to make sure that potential and actual beneficiaries and the public are made aware of the European Union s contribution to the project.

2 A bi-annual report co-ordinated by the CAWT Communications Manager will be submitted to SEUPB which demonstrates and evaluates all publicity and information undertaken by all the EU INTERREG IVA projects Logos and Branding SEUPB have supplied an obligatory EU ERDF logo which includes wording to recognise European Union support (see over). This logo must be reproduced on all published / publicity material associated with your project. Furthermore, textual reference to the funding programme is also encouraged. In terms of CAWT EU funded projects, the DHSSPS and DoHC (Lead Partner) logos must also be included along with the EU/ERDF logo. As delivery agent, the CAWT logo must also be used. The EU/ERDF logo must receive due prominence i.e. it must be at least as big as any other logos it features with and should be comparable in terms of position and prominence. The logos are: The EU/ERDF logo can be downloaded directly from the SEUPB website: The SEUPB Publicity Guide for Lead Partners and projects (dated April 2009) provides advice and guidance on the appropriate use of the logos. Note: All logos can also be downloaded directly from the member s area of the CAWT website Other logos that you will need include HSC, Trust and HSE logos which are also available on the member s area of the CAWT website.

3 9.3. Funder Acknowledgement You are required to include the following form of words in any printed or published text, which makes reference to your project for example a press release, newsletter article or report etc. It should also be verbally stated at any official launch, opening event or media interview. This project is part financed by the European Union s European Regional Development Fund through the INTERREG IVA cross border Programme managed by the Special EU Programmes Body Communication and Publicity Checklist Use this checklist to ensure compliance with EU publicity guidelines i.e. the mandatory EU/ERDF logo and Funder Acknowledgement statement are utilised at the following project stages: EU Publicity Guidelines required reading SEUPB s Publicity Guide for Lead Partners and projects part-financed by the European Union European Regional Development Fund (ERDF) April 2009; and EU INTERREG IVA Programme Guidance Note on Information and Publicity (G5/IIVA) July 2008 and Commission regulation (EC) No 1828/2006. Recruitment advertising Internal trawl advertisement of the post External advertisement of the post (Templates available on CAWT website) Job description and personnel specification Project Stationery Headed paper, compliment slips and business cards signatures (acknowledgement only) Project Office/Location CAWT providing a display stand to each project manager. Project reports Cover of any draft and final report Insert funder acknowledgement statement (available on the CAWT website)

4 Tendering/Public Notice Tender documents Tender advertisement (Templates available on CAWT website) Events/seminars/press briefings/launches CAWT Development Centre should be notified in advance using the CAWT events update (available from CAWT website). SEUPB s Publicity Guidelines must be referred to for more detailed guidance. All documentation and publications including advance notifications, invites, delegate lists, and briefings should include the mandatory EU logos and Funder Acknowledgement statement (draft items must be approved by the Communications Manager of the Special EU Programmes Body via the CAWT Communications Manager before issue). Other requirements include: Ministerial invitation: Must be issued via the Chief Officer of CAWT (see protocols and form on CAWT website). Press Releases: (must be approved by the Communications Manager of the Special EU Programmes Body via the CAWT Communications Manager before issue). Event press briefings and media interviews: funders must be acknowledged verbally. Display stands with CAWT and funder logos: can be used as speaker backdrop and at registration desk. Can also be used as photography background. Photographs: recommend hire of professional photographer / CAWT display stands as backdrop. Photography planning template is available on the CAWT website. (Note: Additional INTERREG IVA stands can be hired directly from SEUPB) Opening address: Opening speaker should verbally acknowledge the European Union INTERREG IVA programme funding the event. The wording to be used is: This project is part financed by the European Union s European Regional Development Fund through the INTERREG IVA cross border Programme managed by the Special EU Programmes Body.

5 Presentation templates: PowerPoint templates available on the CAWT website. Media enquiries: observe HSC/HSE/Trust protocols and inform CAWT Communications Manager. Project Publicity: You can promote your project using the communications tools of the CAWT partner organisations: CAWT Newsletter, CAWT annual report and Project web page The Project Manager on behalf of the Project Board is obliged to provide up-to-date information on their project for the CAWT newsletter (CAWT in Action), CAWT Annual report and the project web page. Information provided must be approved by the Project Board before forwarding to the CAWT Development Centre. Health and Social Care/HSE/Trust Publications and websites List of CAWT HSC/HSE/Trust communication publications is available on the CAWT website. Other media and publicity opportunities Please speak to the CAWT Communications Manager if you have ideas for project publicity opportunities for your project e.g. articles in specialist publications, presentation at conferences and events etc 9.5. The Lead Partner/CAWT responsibilities CAWT and the Departments of Health as part of the EU INTERREG IVA application process have submitted an overarching communications plan, which meets the minimum requirements stipulated by SEUPB. The requirements include: All projects must identify at least one member of staff with responsibility for all publicity and information activities Communications Lead is the CAWT Communications Manager Any document, including any attendance or certificate, concerning such an operation shall include a statement to the effect that the operational programme was co-financed by the ERDF as laid out in Article 8.4 of implementing regulation 1828/2006. On at least three separate occasions, press releases must be issued by each project over the life of the project.

6 The Project Manager will support the CAWT Communications Manager in issuing appropriate press releases i.e. to promote a service being launched, a publication being issued or a seminar or an event etc. At least one regularly updated web page per project, ideally hosted on the website of the Lead Partner or equivalent, must be developed. Websites/pages must include the correct use of logos as stipulated by the Managing Authority (SEUPB). There must also be a link to the SEUPB website on these pages: The CAWT Communications Manager with the support of the ICT Manager will ensure a web page is developed and monitored for each project with the support of the Project Manager. A proportionate and appropriate media event/publicity opportunity to mark both the commencement and closure of all projects must be arranged. Publicity to mark the commencement is being co-ordinated by the lead partner (DHSSPS and DOHC in conjunction with SEUPB). The Communications Manager will coordinate local publicity in the border region i.e. announcement of funding achieved in relation to all projects. Project Manager to co-ordinate project closing event. Each Lead Partner s Communications Lead must attend all Communication Network meetings held by the Special EU Programmes Body. The CAWT Communications Manager will attend. Communications Leads must also attend at least one communication and publicity workshop held by the Special EU Programmes Body. The CAWT Communications Manager will attend. The Lead Partner must distribute a newsletter/e-zine with updates of the progress of projects and key events at least twice a year to identified stakeholders. The CAWT Communications Manager will co-ordinate 4 issues of CAWT in Action newsletters p.a. Project Managers will be ed in advance to supply project updates. The Lead Partner must use appropriate publicity and information measures to ensure that those taking part in the operation are aware of the ERDF funding received. This is in accordance with Article 8.4 of implementing regulation of 1828/2006.

7 Following a stakeholder analysis the Communications Lead must submit to the SEUPB a report on the range of measures to be undertaken to communicate with all identified stakeholders and target groups. Project Manager to develop a communications action plan for their project with the support of the Communications Manager. Communications Leads must submit to the SEUPB on a bi-annual basis a report, which demonstrates and evaluates all publicity and information undertaken. This would indicate i. How projects have met eligibility criteria with specific reference to the acknowledgment of EU contributions ii. The range of information and publicity measures undertaken to communicate with all identified stakeholders. The CAWT Communications Manager will co-ordinate. Project Managers will be ed in advance to supply information. Any infrastructure or construction project with total contributions from ERDF exceeding 500,000 must erect a billboard during the implementation of the project and must also erect a permanent explanatory plaque within six months of completion of the project. Bear in mind that the plan is just the basis to undertake information and publicity measures. It is not seen as a restrictive document. If there are activities over and above those laid out in the plan which a Communications Lead would like to undertake, the SEUPB would encourage them to do so. Project Manager to agree any extra publicity activities with the CAWT Communications Manager initially.

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