BSB JOP Project BSBEEP Black Sea Buildings Energy Efficiency Plan Yerevan Me eting

1. 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 1

2. 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.

3. Communication and visibility activities might be summurized within just one word ELIGIBLE OR NOT

4. JUST THINK ABOUT WHY COMMUNICATION… AND WHY VISIBILTY…

5. A GOOD COMMUNICATION CHANGES BEHAVIOUR & ATTITUDES… Because,

6. OurBasicFramework 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

7. THE BLACK SEA BASIN 2007 – 2013 JOINT OPERATIONAL PROGRAMME BLACK SEA BASIN BUILDINS ENERGY EFFICIENCY PLAN PROJECT GA4 VISIBILITY OF THE ACTION

8. Structure or presentation Visual Identity Manual of the Programme Institutions involved in communication & information activities Communication instruments GA’s internal structure General description of the GA From GAF to implementation - What to do BSBEEP Partner Perception and Added Value Presentation of GA’s activities Outputs, results, target groups and stakeholders Contact details

9. SourcesfortheCommunicationActivities Following sources might be resortedwhen preparingcommunication 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.blacksea-cbc.net/index.php/eng/Documents/Communication-materials.

10. EU CommunicationandVisibilityManual The Communication Manualis designed to ensure that actions, wholly or partiallyfunded by the EU, incorporate communicationactivities to raise awareness of the EU support, its results and its impact.

11. The EU Manual • Sets out requirements and guidelines for all relevant communication activities and tools. • Goes beyond static visibility promoting dynamiccommunication strategies . • Provides guidance on budgeting. • Supports draft and implementation ofcommunication plans and reports. • Covers partnership with international organisations.

12. TheVisualIdentityandTemplates A full set of elements to make the EU visiblehttp://ec.europa.eu/europeaid/work/visibility/index_en.htm

13. TheVisualIdentityManual of theProgrammerevised 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.

14. TheIssuesCoveredbytheVisualIdentityManual 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.

15. ChangeswithintherevisedVisualIdentityManual • 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

16. ChangeswithintherevisedVisualIdentityManual • 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

17. BasicCommunicationRules 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

18. BasicCommunicationRules 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.

19. BasicCommunicationRules 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.

20. BasicCommunicationRules Compulsory information at Project level (IV) • Photographs showing the progress of all actionsshould be taken where appropriate to document theprogress of actions and events related to these(their launch, visits by EU officials, and so on) sothat 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 clearlyidentified with the programme logo, the projectlogo and EU logo carring the wordsProject funded By the EUROPEANUNION, followed by key messages or key phrases. • In case of small promotional items it is acceptedthat under the flag of EU to appear only the words EUROPEAN UNION

21. TheProgramme 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 theProgramme website, “CommunicationMaterials” section. • Variousforbiddenusesarepresent in VIM

22. UsefulInformationaboutGoodCommunicationPractices 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

23. Communication Plan Template • Templates for the communication plan help staff to plan, manage and evaluatecommunication 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

24. 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.blacksea-cbc.net/index.php/eng/Documents/Communication-materials

25. MainInstrumentsfortheCommunication Non-exaustive Good Communication Plan covers: • Website • Publications (flyers, brochures, maps of the eligible area) • Events (project workshops, partnership forums, conference, trainings) • Promotion materials • Helpdesk

26. PracticalInformationaboutGoodCommunication 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

27. 4- INTERNAL STRUCTURE OF GROUP ACTIVITIES

28. 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.

29. 6- From GAF toimplementation – Whatto do

30. 7- BSBEEP Partner PerceptionandAddedValue • 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.

31. 8- Presentation of GA’sActivities Applicant- Municipality of Kavala- GR

32. 8- Presentation of GA’sActivities All ten (10) partners All ten (10) partners

33. 8- Presentation of GA’sActivities All ten (10) partners Municipality of Samsun-TR

34. 8- Presentation of GA’sActivities All ten (10) partners Municipality of Samsun-TR

38. 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).

39. BSBEEP Project Logo Alternatives Alternative I Alternative II Alternative III

40. BSBEEP Project Logo selected unanimously by project partners BSBEEP Logo colorful BSBEEP Logo black&white

41. Thank you for your attention SAMSUN METROPLITAN MUNICIPALITY Hakan SEZGİN shakan@alumni.bilkent.edu.tr +90 544 523 7849 www.samsun.bel.tr Phone: +90 362431 6090 Fax: +90 362435 9137