1. Communication Plan
The project SRAP has received funding from the European Union, in the framework of the Health Programme

2. Description of the Work Package
This WP aims to increase the visibility of the project, and supports health and the prevention of addiction within Roma communities

3. Communication Plan
A detailed communication plan has been sent to all partners, and will be available on the internet site of the project

4. Objectives Raise the visibility of the project
Disseminate the results and deliverables
To gain the support of stakeholders
To construct a thematic forum
To implement a database

5. Target Audience Internal communication
Using the tools provided, all project partners should be able to share and disseminate information.

6. Target Audience External communication
This audience is comprised of all the people/institutions who are not part of the project but might be interested in it. Namely:
Experts in Roma and Sinti communities (associations, experts, members of Parliament, governments, etc.)
Experts in the field of public health
Local authorities (mayors, deputy-mayors in charge of safety...)
Social workers (in direct contact with the concerned populations)
Roma and Sinti communities
The general public
The media
European institutions
Local, regional, international authorities
Other European projects on this theme
Other European networks on this theme

7. The communication strategy for the SRAP project will be rolled out in 6 steps
Phase 1: transversal tools
Phase 2: launching of the website
Phase 3: the project, day to day
Phase 4: the final conference
Phase 5: The publication
Phase 6: after the project/ sustainability

8. 1*
transversal tools

9. Visual identity

10. Visual identity
This is the logo that will be used on all the project's documents. It is mandatory to use it in any communication related to the SRAP project.
A guide book has been sent to all partners

11. Visual identity
The European Commission logo must be included in all documents related to the SRAP project, along with the body copy as shown
The project SRAP has received funding from the European Union, in the framework of the Health Programme

12. The leaflet

13. The leaflet A leaflet in English is available to all the partners.
Each partner has a budget for translation of the brochure.
Each translation should be sent to Efus for design.
This leaflet has to be distributed by all partners when possible
Who will do the translation in Romanes?

14. The leaflet
Each partner should do a feedback to Efus trough the form to fill for each dissemination action (The form is available in the communication plan and the website)

15. The website

16. Official domain name: www.srap-project.eu
The website
Official domain name:
Launching : 5th July

17. The discussion forum

18. The discussion forum
A private group, only for project partners: Through this group, several “threads” or topical groups. The idea of a specific thread for each WP can be considered. There will be a space dedicated to file sharing. This space will not be moderated.
A space open to a wider audience: This space will allow outsiders to participate in discussions. It will be moderated by Efus during a few months only. After that, a tool will be installed to allow self-moderation (it will be a tool of the kind that lets viewers denounce abuse).
Launching : 5th July

19. Social networks

20. Social networks
@SRAPProject
@SRAP

21. Newsletter

22. The newsletter
The newsletter will be sent every three months and will target the database built up throughout the duration of the SRAP project. Its editorial content will be organized as a "best of" of all the articles posted on the website during the previous three months. Each newsletter will include around 8 articles.
Launching of the first newsletter: 5th July

23. A database

24. The database
The content of the database will depend on the information provided by partners. For its part, Efus will include in it all its contacts linked to Addiction / Migration / Youth topics. But again, this tool will prove useful only if partners "feed" it with their own information.
This tool will be available in early September
This database will be a very important tool, allowing the Efus to send information through newsletters to a large spectrum of contacts
To be discussed : Legality? Categories to be filled? Public/Private

25. Analysis / Evaluation

26. Analysis / Evaluation Summary of the results on the website
The tool Google Analytics will be installed on the website, which will allow measuring the success of the website, based on several criterias such as:
Number of unique viewers
Number of pages seen
Pages seen per visit
Average time spent on the site
Geographical information
Sources of traffic (search engine, links, referrals etc…)
Most viewed pages
Analysis of the newsletter mailings
The mailing will be done through the tool Sarbacane, a professional ing tool which allows knowing:
The number of openings
The number of clicks for each opening
The requests for unsubscribing

27. Analysis / Evaluation Analysis of social networks use
Number of clicks leading to a connexion to the SRAP website
Number of subscriptions to social networks
Analysis of the leaflet dissemination
Each partner is required to send us, as often as necessary, a dissemination sheet with data concerning the distribution of the leaflet. We will centralize the information and analyze:
The number of leaflets distributed
The targeted audience
The type of event (location/date/number of participants…)

28. Visual identity
The leaflet
The website
The discussion forum
Social networks
Newsletter
A database
Analysis / Evaluation

29. launching of the website2*
launching of the website

30. The communication campaign of the SRAP project starts with the launch of the website. It will be targeted to all audiences. The key message we will convey is:
"A European project to raise awareness on the addiction phenomenon among young people of Roma origin"

31. Strategy
This message will be released through WP2 available channels on July 5, 2011
Press release (written jointly with Bologna), targeting European journalists. All partners will be asked to translate and disseminate this information to their network of journalists and to report to the Efus
Websites of all the partners + their newsletter
Website of the project
The first SRAP newsletter (for Efus "migration and drugs" + partners’ network)
Social networks

32. Visibility Strategy
Throughout the years, Efus has gathered a vast amount of contacts involved in various projects that deal with Roma people, in the fields of health, youth and migrations.
Efus will contact these organizations to inform them on the project, and will strive to get a “backlink” on their websites.
If these institutions accept to convey our information, they will be included in our “Resources/Links” page on the SRAP website.
We will follow the same process with our contacts at the European Union/Council level.

33. Partners’ implication
By July 1st, All partners will have to write the first series of articles of the website, in order to provide a minimum information.
Efus will film and take photographs during Mardid meeting, and put them online.
Bologna should prepare a report on Madrid meeting

34. Evaluation

35. Key information Role of Bologna Role of partners Role of Efus
-Bologna prepares a report on each meeting for the website
-Bologna and Efus prepare press releases
-All partners must translate and disseminate the press releases
-Provide articles for the website on a monthly basis
-Organize dissemination events during meetings/seminars
-Distribute leaflets during seminars / training sessions
-Evaluate the dissemination thanks to the document provided by Efus
-Take part in the discussion forum hosted on the website
-Produce articles and reports for each local activity
-Efus records videos during meetings
-Efus sends newsletters
-Bologna and Efus prepare press releases when needed
-Efus puts on SRAP website all the information provided by partners
-Efus manages the discussion forum hosted on the website

36. Agenda
By July 1st, All articles should be sent to Efus for the website
By July the 1st, the press release should be written
By July the 1st ,Contacts for the newsletter should be sent to Efus
5th July : Communication process launched (press release, newsletter etc…)

37. A regular communication process3*
A regular communication process

38. The communication campaign of the SRAP project and its dissemination depend above all on the amount and quality of information provided by the partners and by the project leader, the city of Bologna.

39. A regular communication process

40. A regular communication process
Articles must be written in English, as there is no translation service provided. The quality of the writing in English depends on each partner.
Also, each information must be sent along with a photograph. Partners are responsible for making sure these pictures are free of rights, or that they hold the copyright.
Efus will put online all information provided by partners

41. A regular communication process
The newsletter
Efus will act as the editor in chief of the newsletter, which will be sent each trimester. The content will be based on:
A "best of" of the articles published on the SRAP website
New information related to current affairs (each partner will be informed two weeks before the mailing of the newsletter, in order to provide the necessary information).
Each issue of the newsletter will include a maximum of 12 articles.
The social networks
The information published on the SRAP website will be automatically released on Facebook and Twitter.

42. A regular communication process
Meetings/Seminars
Every two or three months, a coordination seminar will be organized by one of the partners. These seminars will be an important communication event, both for the internal and external audiences.
Each partner should take advantage of these meetings to promote, at the local level, the SRAP project. The opportunity can be a field visit or a debate with local experts, for instance

43. A regular communication process
The EC / EAHC channels
Efus will disseminate information to EC / EAHC by requesting to be able to provide information on SRAP on their websites, newsletters etc...
The discussion threads
Each partner will be asked to use and take part in the discussion threads on the website Forum section, dedicated to this specific purpose. We hope that this discussion forum may be used both for external and internal communication.
Press releases
Press releases can be sent all along the project. The writing of these documents should be coordinated by Bologna, with the cooperation of Efus

44. Internal communication
All the internal communication will be based on the use of the private area, on the website, allowing partners to get access to the private discussion forum.
This area will allow the sharing of documents, the participation to threads of discussion, the creation of threads etc…

45. Evaluation

46. Partners’ implication
All partners must translate and disseminate the press releases
Provide articles for the website on a monthly basis
Organize dissemination events during meetings/seminars
Distribute leaflets during seminars / training sessions
Evaluate the dissemination thanks to the document provided by Efus
Take part in the discussion forum hosted on the website
Produce articles and reports for each local activity

47. 4*
The final conference 47

48. The final conference
The final conference is a key-element of the communication plan. As of today, we cannot state what will be the main communication message because it is too early. But we will have to talk about it at least three months before the final conference. After this preliminary debate on the final message, Bologna will be in charge of formulating the final version, at the latest two months before the event.
This phase will be organized by HESED, with the help of COBO, and Efus for communication processes

49. The Strategy

50. The final conference
We must launch a communication campaign on the final conference at least two months before the event. We will:
Send a special newsletter to the SRAP larger network (through the database)
Send a special newsletter to Efus' network (more than 7000 contacts)
Send a press release to SRAP's network one month before and two weeks before
Ask to be referenced in all institutions websites (EC etc…) + classical agendas dealing with Eu news
Apart from the expected media coverage, we will see how to set up some kind of partnership with media institutions

51. The final conference
Efus will be in charge of the communication tools used during the event, which means it will produce printed documents such as:
Schedule
Easels
Signposts
Name tags
Etc
What is the available budget for design and printing of the above-mentioned documents?
Conference tools
Efus will contribute to drawing up of the main PowerPoint presentation(s)
Who is in charge of organizing this (or these) presentation(s)?

52. The final conference Press
In cooperation with all the partners, Efus will send invitations to journalists to attend our press conferences. Partners and HESED will be responsible of contacting the local press.
We must organize a general press conference about the result of the project, and thus we will prepare together with Bologna a press kit which will include:
• A general presentation of the project
• A short summary of its results
• A short presentation of each of the partners
Multimedia:
A video coverage of the conference is needed, in order to put video clips online
budget for multimedia?

53. Evaluation Media/tool Indicator Estimation Conference
Number of attendees ?
Press conference
Number of journalists
Coverage
Newsletter
Number of contacts
Number of openings
1000
300

54. 5*
The publication 54

55. The publication
The publication (50 pages) is to be seen as the major output of the project, which will gather all information, researches, conclusions of SRAP project, and will help dissemination and sustainability of the project.
Many questions need to be answered before proposing a communication process:
Who is in charge of defining the content and writing the publication?
Who assumes the editorial?
How many copies?
How many languages?
Who assumes the sending? To whom?

56. The publication Roles to be distributed
1 - The project manager in charge of gathering information, help partners if needed etc…
2 – The editorial manager, in charge of producing texts
3 – A producer, in charge of reminding the planning, contacting designers, printers etc… Efus will be in charge of this part.

57. The publication / Agenda
Who?
Deadline
Finishing of the writing ?
D-60
Copy Editing Done
D-42
Design
Efus
D-40
Final check
D-20
Files are sent to the printer

58. The publication Communication
Efus will use all tools to inform the wider network of this publication

59. Evaluation Media/tool Indicator Estimation Publication
Number of copies
Number of copies sent
Number of copies distributed ?
Press release
Coverage
Newsletter
Number of contacts
Number of openings
1000
300

60. Sustainability of the project6*
Sustainability of the project 60

61. The publication
The Website will remain online for at least 5 years. As the contract of Efus ends with the project, it cannot manage the communication.
Thus, Efus will:
•Provide, at the end of the project, the database of contacts to all partners
•Maintain the discussion forum alive
•Help keeping alive the network of experts created by the project by sending them information regarding the main topic of SRAP, inviting them to conferences. This task should be shared by partners too.
•Efus proposes also to put a part of SRAP information on its website to keep on conveying.
•Efus proposes to put the publication on its website for a better dissemination after the project
To be detailed by COBO and Efus