1-Dissemination plan
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FP7-contract n°: 632738
Table of Contents Table of Contents 2 1 Objective and strategy 3 2 Targets 5 3 Actions and performances indicators 9 3.1 External dissemination 9 3.1.1 Dissemination package 10 3.1.2 Website 11 3.1.3 Dissemination at large 12 3.2 Internal Dissemination 16 3.2.1 Mailing list 16 3.2.2 Collaborative platform 16 3.2.3 Website news publishing template 17 3.2.4 Personal and virtual meetings 17 3.3 Performance indicators 17 4 Actions per target 19 5 Annexes 20 5.1 Single event reporting template 21 5.2 Dissemination action reporting template 23 5.3 Evaluation questionnaire 24 5.4 Website news publishing template 25 1Objective and strategy The dissemination and awareness raising proposed in FI-C3 comprises a number of building blocks that will enable a strong proactive and reactive communications effort. The main elements include maintaining a strategic calendar focusing on call organization and project selection process. This WP seeks to strengthen FI-C3 messaging both in terms of content and in the way it is communicated. Active promotion and communication activities, including online and non-electronic communication methods and tools, attending to relevant events as well as publications are core activities of this dissemination plan. These actions will follow a clear dissemination strategy and action plan. Key measurement parameters will be defined in order to assess the impact of the dissemination strategies. Table 1 shows the three logical phases regarding the dissemination plan.
Table 1 Dissemination Plan logical phases The dissemination of the FI-C3 project will be implemented in close coordination with the other 16 FIWARE Accelerators and FIWARE dissemination office managed by Ogilvy. However, before any knowledge is disseminated, the FI-C3 consortium member will have to inform the whole FI-C3 consortium about the planned publications in order to make sure that the protection of the IPR (Intellectual Property Rights) is not affected, that possible obligation rights have been considered, and that aspects of confidentiality (agreement on confidentiality) have been taken into account. All these issues have been defined within the Consortium Agreement. The resulting dissemination plan will ensure that specific communication activities are targeted towards relevant groups, to create synergies and reach the largest possible European target audience. In addition, the dissemination plan will address the issue of achieving good coverage throughout the EU. It will propose solutions for achieving an appropriate coverage in all EU Members. 2Targets In this Section the focus is on the possible targets. The basic question here is: who does FI-C3 action matter to? The FI-C3 dissemination plan will not only promote and publish the FI-PPP Phase 3 calls, but also the project outcomes; it will stimulate linkages and cooperation among target domains (Smart Territories, Media & Content, Care & Well-being) and with other related sectors, creating a platform that will foster creativity, social impact and economic growth. At regional level, the main role for each partner will be to identify and involve their regional stakeholders in the project activities and to ensure their participation throughout the FI-C3 project. The outputs of dissemination will focus on promoting the calls all over the EU, create awareness about FI-PPP Phase 3 and FI-C3 project, inform about the selected projects, communicating the project results to a wider range of key target audiences, from national and regional authorities and business stakeholders to the European SMEs and individual entrepreneurs. The different targeted audiences in each region in order to reach maximum impact and efficiency will include SMEs and individual entrepreneurs, local authorities, citizens and final users, clusters and networks, researchers and universities, private financing (venture capital, business angels), policy makers (European, national, regional) and opinion leaders and other stakeholders. SMEs and entrepreneurs are all prime targets of FI-C3 project. But, since reaching entrepreneurs is also our aim, several targets may be taken into consideration:
Private and publicly-owned companies belonging to the three FI-C3 domains (Smart Territories, Media&Content, Care & Wellbeing) interested in developing new products or services within the FI-WARE environment.
In particular, those regional government institutions directly involved in promoting entrepreneurship, research and development and growing economy issues, (not limited to the participants regions but reaching the whole European Union).
Universities, research institutions and business schools are a source of entrepreneurs and SMEs that would be interested in take part in the FI-C3 accelerator.
FI-C3’s underlying goal is to generate new business using FIWARE technology. This implies an equal responsibility to reach the public at large, using all available means. In order to further specify the indicated audiences and include all target groups, each of the 4 regions involved in FI-C3 have specified a preliminary list of subsectors and niche groups. These tentative audiences are listed in Table 2 and will be complemented with other locations in Europe throughout the project dissemination activities detailed in Section 3 Actions and performances indicators.
Table 2 Tentative target audiences Once the target audiences have been properly identified, attention is turned to the dissemination tools and materials. This is done in the next chapter. 3Actions and performances indicators This section provides a list of the various dissemination channels the FI-C3 project will make use to reach the strategic objectives listed in section 2 and the audiences considered in the previous point. The dissemination tools and materials are differentiated into internal and external (see Figure 1.). To evaluate the impact of the dissemination activities and ensure the highest visibility and engagement in both project activities and outcomes at all times, each dissemination activity will be evaluated accordingly to specific performance indicators. To this end, project partners will report their communication activities periodically to the lead partner of WP6 (MAC)1 in order to allow the timely adaptation of possible corrective measures (see annex for reporting templates). 
3.1External dissemination External communication is comprised of a dissemination package that will provide templates for corporate identity and some basic communication materials so that project partners can readily activate their own established dissemination channels. Moreover, it will set the basis for the other two channels here considered: the project website and dissemination “at large” (which groups a broad set of heterogeneous actions including, workshops, exhibitions and fairs to attend, related projects to watch, use of social media, workshops, etc.). 3.1.1Dissemination package With the purpose of informing stakeholders and interested parties about the project activities and communicating the project’s outcomes and results, an official dissemination package will be developed in English language. The quantity and format (paper or electronic) of all promotional materials will vary in function of the project need and objectives. The dissemination package comprises the following elements2:
The FI-C3 logo, created by Integra Comunicación (Spain), will be used for all project events and activities. Furthermore, the logos of the different partners’ institutions can be used for activities and events in the FI-C3 context. The logo contains a visual symbolic element (isotype) based on the triple C key feature. The result is a natural and colourful memorable representation of FI-C3 project. The logo is presented in both negative and positive version in order to be visible in both dark and pale backgrounds. 
All publications, promotional material and publicity and any other dissemination will indicate that FI-C3 has received funding from the EU by using the following sentence: “The FI-C3 has received funding from the European Union’s Seventh Framework Programme for research, technological development and demonstration under grant agreement no 632738”. And by including the EU flag and the FP7 Cooperation programme logo: High resolution emblems of the EU flag can be found here: http://europa.eu/about-eu/basic-information/symbols/flag/
An official PowerPoint (PPT) presentation will be developed and periodically updated throughout the project lifetime. This PPT presentation will be used during all conferences and events and will provide attractive slides about: FI-C3 objectives and message, the calls dates, challenge tackled, project partners, activities, timeline, case story sheets (when available) and expected results. This presentation will also serve as a template and will be tailored to the corresponding event in order to effectively reach the target audiences. It will be available by month 2.
Future deliverables of the FI-C3 project will follow the design pattern of the style guidelines. Content and length of the reports will be tailored to their specific characteristics and requirements. It is available since month 1.
WP6 will conceive a brochure reflecting the existence and the purpose of the project. The goal is to make SMEs and potential Individual Entrepreneurs aware of the FI-C3 accelerator programme, of the website, the open calls, the funding scheme, the benefits of taking part in FI-C3 and of the procedures on how to apply and contact the FI-C3 consortium. It will be handed to all project partners in order to ensure a widespread dissemination. A provisional draft brochure has been produced and has already been used in all the FI-C3 dissemination events and workshops till the publication date of this deliverable.
FIWARE will provide a whole dissemination package to all the 16 Accelerators. This dissemination package will be developed by Ogilvy and will be accessible and available for use to the 16 Accelerators. FI-C3 Accelerator will take advantage of it and will integrate it in its own dissemination package. FIWARE dissemination package consist on brochures, leaflets, videos, PPTs, printable material, posters and infographics, among others. 3.1.2Website The project website is already operational since month 2. It has been conceived as an interactive platform and will act as a powerful promotional tool for boosting information flow. It has been built at the beginning of the project (month 2) and it’s available under the following links www.fic3.eu, www.fi-c3.eu and www.fic3project.eu. The website aims to provide access to application procedure, funding scheme, projects development inside the accelerator, news, updates and current events related to the development of the FI-C3 project and will be referred to in all FI-C3 public documents. The website contains information on the following aspects:
Moreover, a counter of visitors and other statistical tools will be used (including a visitors feedback tool) to monitor the usability and interest created by the website and the project. All partners will contribute with contents to keep the website updated during the project duration. These contents (mostly news) will be edited and supported regularly by the MAC team. The social media dissemination on point 3.1.3 Dissemination at large will draw attention to the news and updates published on the website. 3.1.3Dissemination at large
The project activities, events and results (deliverables, calls, awarded project, changes in methodology or submission procedure, policy briefs, cases of good practice, papers, booklets among them) will be communicated to the general media and relevant journals if appropriated (priority will be given to open access sources as FI-C3 website and FI-C3 consortium members social media). All publications will mention the project’s website and will be available for download therein.
FI-C3 consortium will organize and host dissemination events and workshops to create awareness of the FI-C3 Accelerator programme and the possibilities and opportunities offered to SMEs and Individual Entrepreneurs. The following Table 3 shows the already confirmed workshops and events in which the FI-C3 consortium has been or will be present:
Table 3 Confirmed workshops and events
During the FI-C3 progress period, project partners will take part in the most relevant European and international events (conference, workshops, fairs and exhibitions) related to the FI-C3 Accelerator scope. A tentative list of potential events, where FI-C3 could be present, for the first months of the FI-C3 project is given in Table 4 below:
Table 4 Target events for FI-C3 partners Future potential events hosted during the whole FI-C3 project duration will be identified. Thus, the table above will be continuously updated.
Close coordination and synergy-searching is of vital importance for the success of the project. FI-C3 will contact other projects (16 accelerators and FI-PPP 2nd phase projects), attend activities (regularly planned by the EC to bring together otherwise isolated projects) and share ideas via networks. A tentative list of the opportunities within this area is shown in the Table 5 below:
Table 5 Target projects for FI-C3 partners
A press release will be published if the FI-C3 consortium considers it appropriate and necessary to increase the FI-C3 awareness.
FI-C3 project will take advantage of the already used LinkedIn, Facebook and Twitter accounts from each partner of the consortium. Social media dissemination will be carried out by the each partner using its existing social media tools. FI-C3 accelerator will not open specific social media accounts. Moreover, a F6S platform profile site has been set. The F6S profile is being used to promote and disseminate FI-C3 calls. By the publication date of this Deliverable, the F6S FI-C3 page has 151 followers. You can access the FI-C3 page at F6S platform through the following URL: http://www.f6s.com/fiware-fi-c3#/about 3.2Internal Dissemination Project partners will stand in close contact for the project duration. In order to ensure a smooth workflow, a close collaboration is mandatory. For internal communication the partners are provided with an internal mailing list and a collaborative platform. Personal as well as virtual meetings will also take place. 3.2.1Mailing list A mailing list will be created to disseminate information and documents as regards content and administration. All partners are responsible keep the mailing list up to date. The mailing list will be conveniently updated when requested by the partners and grants access to the collaborative platform below. All consortium members should be represented on the mailing list. 3.2.2Collaborative platform A collaborative platform has been provided by iMinds. This platform will act as an intranet to facilitate the project coordination and document repository. Every FI-C3 project partner has access to the Platform and can add information. The internal collaborative platform is managed by iMinds and will be maintained and supported by the same partner. The Platform is accessible by using this URL: https://myminds.be/share/page/site/fi-c3/dashboard. 3.2.3Website news publishing template A website news publishing template will be created (see annex 5.4 Website news publishing template). This template will make easier the updating of the news section in the website. All partners that would like to publish a piece of news in the FI-C3 website must fill in the news template and send it to the dissemination work package leader (MAC) who will be the final responsible of its publication in the website. 3.2.4Personal and virtual meetings The following meetings already took place (to be continued):
A tentative planning of personal meetings is given in the Table 6 below:
Table 6 Tentative FI-C3 consortium meetings planning Every Thursday a virtual meeting through telephone conference call has been set to follow up the FI-C3 project development and coordinate future actions of the FI-C3 consortium. These weekly meeting will take place during the whole 24 months duration of the FI-C3 project. 3.3Performance indicators The following Table 7 summarizes the Key Performance Indicators (KPIs) that will be considered to periodically assess the performance of this dissemination plan. The values in parentheses denote the respective forecasted values. It should be remarked here that the project partners will report their communication activities periodically to the lead partner of WP6 (MAC) by using the templates included in the annex.
Table 7 KPIs 4Actions per target The set of actions described in this Section are briefly linked to the possible targets listed in Section 2 Targets. The following summarizes, for each target, the possible set of actions which can be carried out:
Table 8 Actions per target 5Annexes 5.1Single event reporting template
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