Shana Washington's Ownd. Communication and visibility manual for european union. European Union or the relevant d epartment of the European Commission.
The Contractor shall ensure the highest visibility to the financial contribution of the European Union. Visibility and Communication Manual for European Union-funded Humanitarian Aid Actions 1 February The Manual provides general guidance on the implementation of contractual visibility and communication.
Different activities may be appropriate at different stages of the project cycle. In any event, communication activities should focus on achievements and the impact of the action, not on administrative and procedural milestones.
The signature of a document, even if it relates to a large amount of money, will not necessarily attract much media attention, particularly in the EU. The following sections contain an overview of possible communication activities. The Press and Information Officer can also provide information on intellectual property. The graphic identity of the EU see Annex 2 must enjoy an equally prominent place and size as that of the contractor or implementing partner.
Specific rules apply for international organisations see Standard Contribution Agreement, article 6. The disclaimer see annex 2. Templates for various communication products are provided in Annex 3. Press releases can be a very useful contribution to the communication activities around an action. As a general rule, a press release should be issued at the start of all actions. Where the implementing partner or international organisation launches the press release in the context of the action, it should liaise with the Press and Information Officer at the EU Delegation or the relevant Commission department before sending it out.
Where the Commission launches the press release, the contractor must provide all necessary technical information that would allow the Delegation or Commission department to do so. The general policy is that contractors should not issue press releases and make public statements unless cleared with the Commission.
The release should incorporate the EU flag, mention that funding was provided by the EU and mention the amount of EU funding in euro and in the local currency. If a press conference is planned, the press release should include the name of an EU personality who will be present at the press conference, if appropriate.
The release should be dated at the top and should also indicate when the information may be released. However, it is sometimes appropriate to embargo the release until, for example, the publication of financial figures. A newsworthy press release should contain: a heading, a strong leading paragraph summarising the essential facts, the main body of the story, quotes, some background information, and contact details for further information.
Where possible, both a work and a home telephone number should be provided. The invitations should bear an EU flag in accordance with the applicable general rules see section 3. Such visits should be well-timed and focus on tangible achievements. Where appropriate, groups of visiting journalists should be accompanied by representatives of the EU Delegation.
This is useful, for example for infrastructure projects, training programmes, and so on, where the impact of an action can be appreciated over time. Publications should always be tailored to the audience in question, and focus on the intended results of the action, not the financial and administrative details. Texts should be short and simple, and photographs used where possible to illustrate the action and its context.
If possible, photographs should be of the people involved in the. In general, all material produced in paper form should also be made available in electronic form, so that it can be sent by e-mail and posted on a web site. For material in paper form, distribution capacity mailing lists should be considered. Furthermore, in these cases, the cover page must clearly identify the action as being part of an EU-funded action.
The front page lower banner must carry the disclaimer in Annex 2. The upper banner of the newsletter must be designed as shown in Annex 3 section 4. Copies, including electronic copies of the publications should be made available to the Commission. If the action is designed to have a long life, and will give rise to significant material. The site should be established in close cooperation with the EU Delegation or the responsible officials in the EuropeAid Cooperation Office who can ensure coherence, and provide links to the relevant Commission sites.
The display panels should be clearly visible so that those passing are able to read and understand the nature of the action.
The display panels should be erected beside access routes to the site where the action is taking place and should remain in place from the start of the action until six months after its completion. Contractors, implementing partners or international organisations should also produce a display panel with which to promote their EU-funded action at an exhibition or event, or at the entrance of a training centre or office reception.
The shape, size and dimensions of panels vary depending on the amount of information that needs to be conveyed, and whether the panel is intended to be portable or permanent. Low-cost panels can be made using self-adhesive lettering and a wellpositioned EU flag in the upper left-hand corner. Specific arrangements should be agreed with international organisations. As part of the opening ceremony of permanent structures erected with EU funding or co-funding, contractors, implementing partners or international organisations should place a permanent plaque in the most visible part of the building, such as the main entrance or in front of the building.
When contractors or implementing partners consider it appropriate to add the logo of a partner organisation on the plaque, it should be positioned in the lower-right hand corner, and the EU flag should be in the lower-left hand corner. They are intended to serve as a backdrop for special events such as inaugurations and conferences. The company logos of the contractor, the implementing partner and other donors may appear on vehicles, although the EU flag should be displayed at least as prominently as the logos of all parties involved in the action.
Any vehicles used in actions supported by the EU should carry vehicle panels Annex 3. Specific rules apply to international organisations see Standard Contribution Agreement, Art. All kinds of promotional items such as T-shirts, caps and pens can be produced by implementing partners, contractors or international organisations as supporting material for their information and communication activities in the framework of their action.
Before taking any decision on the production of such items, the Press and Information Officer at the EU Delegation should be consulted. The Press and Information Officer can provide samples of such items. On certain promotional items e. Photographs showing the progress of all actions should be taken where appropriate to document the progress of actions and events related to these their launch, visits by EU officials, and so on so that they can be used in communication material.
The following sections should help contractors, implementing partners and international organisations in their search for pictures to illustrate their communication materials. The photos chosen should be those which will best illustrate the results and impact of the action, and should match any written information on the action. As with written material, people involved in the action are the focus, not the officials involved in managing the action, in holding meetings about the issue, and so on.
The European Commission will be entitled to use or reproduce photos submitted to the above archives without payment of royalties. However, small video clips can be produced very simply for displaying on web sites, or publicity material. Those attending EU-funded training courses, conferences, seminars, fairs, exhibitions and workshops should be made aware that the EU is financing the event.
The EU flag should appear on all material. High level visits by Commission officials or political leaders are a potential communication opportunity — through press releases, press conferences, events, and through public diplomacy such as photo opportunities when visiting a project site.
The EU Delegation accredited to the beneficiary country should be closely involved in the preparation and implementation of such events, including contacts with the media. Such campaigns can raise the visibility of the action and the EU by promoting discussion of the issues around an action, such as public health, road safety, the environment, and so on. Such a campaign requires adequate resources in terms of management, and should always be coordinated with the Commission.
Many opportunities will arise to alert the media at installation, first operation, etc. This is valid regardless of whether the EU is providing funding for the construction, rehabilitation or running of the action. Nevertheless, due to their proximity to the beneficiary population, they can be extremely helpful in demonstrating the added value of EU support. Nonetheless, information and communication measures should be foreseen as part of the accompanying measures.
It is recommended that the contractor or implementing partner involved with these accompanying measures liaise closely with the Commission to define an appropriate communication strategy.
Reporting requirements vary from action to action. Details concerning the context, frequency and submission procedure are given in the general conditions of all contracts. The European Commission requires these reports to facilitate the monitoring and evaluation of actions.
It also uses these to inform governments in partner countries of the progress of EU actions. Contractors and implementing partners should make sure that at least one section of their reports interim and final contains a detailed description and evaluation of their communication activities giving concrete examples and their impact illustrating this with a file of press cuttings and audiovisual transcripts whenever possible. There are three types of administrative reports covering the different stages of the project cycle:.
If the report is to be made available to the public, the cover must use the report presentation template:. It incorporates the Joint Guidelines agreed with the United Nations. Communication and visibility efforts should be used to announce and accompany key milestones. A Reset font size. A Increase font size.
The Manual on Communication and Visibility for European Union External Actions has been designed to ensure that actions that are wholly or partially funded by the EU incorporate information and communication activities designed to raise the awareness of specific or general audiences of the reasons for the action and the EU support for the action in the country or region concerned, as well as the results and the impact of this support.
The Manual covers the written and visual identity of the EU and sets out requirements and guidelines for briefings, written material, press conferences, presentations, invitations, signs, commemorative plaques and all other tools used to highlight EU participation.
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