1. BSB JOP Project BSBEEP Black Sea Buildings Energy Efficiency Plan Yerevan Meeting 9 th -10 th 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. 2

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

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

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

6. 6 Our Basic Framework 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. 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 1.Visual Identity Manual of the Programme 2.Institutions involved in communication & information activities 3.Communication instruments 4.GA’s internal structure 5.General description of the GA 6.From GAF to implementation - What to do 7.BSBEEP Partner Perception and Added Value 8.Presentation of GA’s activities 9.Outputs, results, target groups and stakeholders 10.Contact details 8

9. Sources for the Communication Activities 9 Following sources might be resorted when preparing communication 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 Communication and Visibility Manual 10 The Communication Manual is designed to ensure that actions, wholly or partially funded by the EU, incorporate communication activities to raise awareness of the EU support, its results and its impact.

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

12. The Visual Identity and Templates 12 A full set of elements to make the EU visible http://ec.europa.eu/europeaid/work/visibility/index_en.htm http://ec.europa.eu/europeaid/work/visibility/index_en.htm

13. The Visual Identity Manual of the Programme revised 2011 13 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. The Issues Covered by the Visual Identity Manual 14 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. Changes within the revised Visual Identity Manual 15 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. Changes within the revised Visual Identity Manual 16 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. Basic Communication Rules 17 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 Compulsory information at Project level (I)

18. Basic Communication Rules 18 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. Compulsory information at Project level (II)

19. Basic Communication Rules 19 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. Compulsory information at Project level (III)

20. Basic Communication Rules 20 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. (Consult VIM for Photography rules) Audiovisual products must also be compatible with the visibility rules The promotional items produced must be clearly identified with the programme logo, the project logo and EU logo carring the words Project funded By the EUROPEAN UNION, followed by key messages or key phrases. In case of small promotional items it is accepted that under the flag of EU to appear only the words EUROPEAN UNION Compulsory information at Project level (IV)

21. The Programme Logo 21 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 the Programme website, “Communication Materials” section. Various forbidden uses are present in VIM

22. Useful Information about Good Communication Practices 22 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 23 Templates for the communication plan help staff to plan, manage and evaluate communication 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 24 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- materialshttp://www.blacksea- cbc.net/index.php/eng/Documents/Communication- materials

25. Main Instruments for the Communication 25 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. Practical Information about Good Communication Plan 26 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. 27 4- INTERNAL STRUCTURE OF GROUP ACTIVITIES NameVisibility of the Action Responsible partnerMunicipality of Samsun-TR Involved Partners 1. Applicant- Municipality of Kavala-GR 2. Democritus University-GR 3. Municipality of Galati-RO 4. University “DUNĂREA" Galaţi-RO 5. American University of Armenia-AM 6. R2E2 Fund-AM 7. Municipality of Cahul-MD 8. Municipality of Mykolayiv-UA 9. Municipality of Tekirdag-TR

28. 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. 29 6 - From GAF to implementation – What to do Visibility of the ActionSubcontracted servicesBudget LineBudget 1. Applicant- Municipality of Kavala-GROne Communication Plan581€ 8.000,00 1. Applicant- Municipality of Kavala-GRVarious other Promotional Activities583€ 6.000,00 2. Democritus University-GRNOTHING ELSE MATTERS 3. Municipality of Galati-ROVarious other Promotional Activities584€ 6.000,00 4. University “DUNĂREA" Galaţi-RONOTHING ELSE MATTERS 5. American University of Armenia-AMVarious other Promotional Activities585€ 6.000,00 6. R2E2 Fund-AMOne web page with intranet section582€ 7.000,00 7. Municipality of Cahul-MDVarious other Promotional Activities586€ 6.000,00 8. Municipality of Mykolayiv-UANOTHING ELSE MATTERS 9. Municipality of Samsun-TRVarious other Promotional Activities581€ 6.000,00 10. Municipality of Tekirdag-TRVarious other Promotional Activities582€ 6.000,00 Total€ 51.000,00

30. 30 7 - BSBEEP Partner Perception and Added Value 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. 31 Activity 1 Elaboration of a common communication plan which will define precisely activities, specific target groups, beneficiaries, wide audience (typology and numbers), timetable and location of activities and appropriate means Applicant- Municipality of Kavala- GR 8 - Presentation of GA’s Activities

32. 32 Activity 2: Implementation of communication plan (project newsletter, press releases, media) All ten (10) partners Activity 3: Elaboration of web page for the project with intranet section and a section for “BSBEEP AGORA” activity All ten (10) partners 8 - Presentation of GA’s Activities

33. 33 Activity 4: Capitalization of project activities, including looking for networking, fund raising, continuation of project All ten (10) partners Activity 5: Publish Municipality of Samsun-TR 8 - Presentation of GA’s Activities

34. 34 Activity 4: Capitalization of project activities, including looking for networking, fund raising, continuation of project All ten (10) partners Activity 5: Publish Municipality of Samsun-TR 8 - Presentation of GA’s Activities

35. 35 GA 4- Visibility actions YEAR IYEAR II 123456789101112123456789101112 Activity GA4.1- Elaboration of a common communication plan Preparation Activity GA4.1 Execution Activity GA4.1 Activity GA4.2- Implementation of communication plan (web page for the project, brochures, project ‟ s newsletter, publishing of final report, press releases, media) Preparation Activity GA4.2 Execution Activity GA4.2 Activity GA4.3- Capitalisation of project activities Preparation Activity GA4.3 Execution Activity GA4.3

36. 36 Expected outputs (quantified) Months 1-4 Until 1st Progress Report · One communication Plan · One BSBEEP web page with intranet section and a section · First (1st) newsletter disseminated · First (1st) press release disseminated · First (1st) press conference Months 5-8 Until 2nd Progress Report · Second (2nd) newsletter disseminated · Second (2nd) press release disseminated · Presentation to Open Days (potential), Brussels Oct 2012 Months 9-12 Until Interim Report · Third (3rd) newsletter disseminated · Third (3rd) press release disseminated · Second (2nd) press conference Months 13-16 Until 3rd Progress Report · Fourth (4th) newsletter disseminated · Fourth (4th) press release disseminated Months 17-20 Until 4rd Progress Report · Fifth (5th) newsletter disseminated · Fifth (5th) press release disseminated · Third (3rd) press conference · Presentation to local Fairs and events (potential), (e.g. “POLIS” Greek LA’s exhibition, Thessaloniki, Q3- 2013) Months 21-24 Until Final Report · Sixth (6th) newsletter disseminated · Sixth (6th) press release disseminated · One published final report · Fourth (4th) press conference · Capitalisation activities report

37. 37 Expected results (listed; if possible, quantified) · Efficient dissemination of joint action's knowledge base, process and results. · To concretize partnership and strengthen project's sustainability · Efficient capitalization of the activities of joint action · Raised awareness to wider local audience about energy efficiency for buildings

38. 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. 39 BSBEEP Project Logo Alternatives Alternative IAlternative IIAlternative III

40. 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: +90 362 431 6090 Fax: +90 362 435 9137 41