How to build-up a dissemination plan for valorising your project results

María Luisa GARCIA MINGUEZEACEA

Brussels, February 25 and 26, 2008

SUMMARY

1.Contractual obligations

2. Implementation of a dissemination strategy

3. Practical recommendations

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Dissemination of your project results: Part of your contractual obligations

To create and keep a website updated (Article I.10.1 of your Grant Agreement):

"The website should be kept up-to-date with at least: a description of the action, the contact details of the coordinating organization, the list of the partner organisations (if they agree), mention of the Community’s financial support with relevant logo and access to the principal results, as and when they become available."

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In addition :

During your project lifetime, you could also be required to provide the Executive

Agency and /or the Commission with information requested in order to promote

the Lifelong Learning Programme and disseminate the results. For example:

answering questionnaires,

collecting and entering data into databases,

etc.

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LogoFor all kinds of products you produce: You have to use the LLP logo:

http://eacea.ec.europa.eu/about/logos_en.htm

Written mentionDon't forget to mention: "With the support of the [name of the programme] of the European Union"

Publications Please use the following sentence: "This project has been funded with support from the European Commission. This publication[communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein."

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Reporting obligation

While implementing your dissemination plan, you should constantly adjust your strategy to respond to problems encountered and to new opportunities.

All possible adjustments must be precisely described in your Intermediate and Final Reports.

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Starting point

The exploitation/dissemination plan you submitted in your original proposal. But, still very schematic (examples from application forms):

“Dissemination activities will consist of presence at events, key meetings, articles, press releases, etc”; “the production of a handbook of best practices”; “online discussion forums”, etc.

Your dissemination plan should be built-up in a very structured manner. It should be revised in the light of the subsequent developments of your project.

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Preliminary questions for developing a good dissemination plan

• What is the expected project results? (identification of outcomes/products)

• What kind of needs does the project respond to? (ex – ante needs analysis)

• Who are the final or potential users or beneficiaries of the project’s outcomes? (exploitation and sustainability of results)

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Your dissemination plan has to reflect on:

• Types of dissemination and exploitation activities (what?)

• The most appropriate means (how to do it?)

• The most appropriate and efficient calendar (when?)

• The available resources – human and financial

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Types of dissemination and exploitation activities

Some examples

• Project website – including design, hosting and management • Start-up leaflet explaining project aims in all partner languages • A database of key project personnel/contacts• Production and publication of regular printed and/or electronic newsletters• Dissemination conferences, seminars, workshops and meetings to coincide

with key project milestones• Public relations activities, to include writing and distribution of press

releases/packs, placing of articles in relevant trade journals, etc.

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The most appropriate means:How to do it?

• Roles and responsabilities of coordinator and partners

• Adopting a flexible approach• Identifying real and potential target groups • Scale of dissemination (regional, national and

European )

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The most appropriate and efficient calendar :When?

• To draft a timetable: start/end dates, explain activities in detail,

partners responsibilities for each tasks, external contractors

(website designers, printers, etc)

• Beyond funding period

• Inform the Executive Agency if you plan to commercialise

products

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Human and financial resources: budgetary planning

Partners’ time staff hours to be spent on dissemination and exploitation activities

Travel and Subsistence transport and hotel expenditure for partners attending dissemination conferences, meetings or seminars

ICT and Communications costs

cost of designing and hosting project websites and databases; cost of promotional materials

Publications, design and print

cost of writing, designing, printing and distribution of materials (leaflets, brochures, etc). Translation cost.

Sub-contracting costs it must include prices and a schedule of work

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When you create your website:

• Make it as much attractive as possible, easy to navigate

• Use it to informe practically on your results and deliverables

• Announce your important events

• Approach your target groups

• Keep it updated

Further informationhttp://ec.europa.eu/dgs/education_culture/valorisation/index_en.html– how to write a good D&E plan– D&E mechanisms– on-line guide– links to useful databases– glossary, bibliography and reference

documents