D9.1 Dissemination strategy

Transcription

Title:
Document Version:
1.0
Project Number:
Project Acronym:
Project Title:
621041
SIMON
assisted Mobility for Older aNd impaired users
Contractual Delivery Date:
Actual Delivery Date:
Deliverable Nature-Dissemination level:
M3
M3 + 24
R (Report) – PU (Public)
Responsible:
Organisation:
Contributing WP:
Alberto Ferreras
IBV
WP9
Authors (organisation):
Alberto Ferreras (IBV)
Eva Muñoz (ETRA)
Abstract:
This document presents the dissemination and communication strategy for the SIMON project to ensure
maximum impact of the project during its life span and sustainable benefits to the partners and the potential
recipients after the project has ended. The dissemination work is split into two main groups of activities. On
one hand, some dissemination tools are described, including the production and maintenance of the web site,
as well as the production of project brochures and newsletters, among others. On the other hand,
dissemination at meetings and various events is also considered. The importance of the User Group role is
highlighted, while the elaboration of plans for publications/presentations in key conferences, and workshops
is also highlighted.
Keywords:
Dissemination, User Group, Workshop, Website
The sole responsibility for the content of this publication lies with the authors. It does not necessarily reflect the opinion of the
European Union. Neither the EACI nor the European Commission are responsible for any use that may be made of the
information contained therein.
SIMON. ASSISTED MOBILITY FOR OLDER AND IMPAIRED USERS
Revision History
Revision
Date
Description
Author (Organisation)
V0.1
03.03.2014
First version
Alberto Ferreras (IBV)
V0.2
25.03.2014
Revised version. New template
Alberto Ferreras (IBV), Eva
Muñoz (ETRA)
V0.3
15.04.2014
Revised version. Document ready for internal Review
Alberto Ferreras (IBV), Eva
Muñoz (ETRA)
V1.0
24.04.2014
Final review
Eva Muñoz (ETRA)
2
TABLE OF CONTENTS
1. INTRODUCTION............................................................................................................. 4
1.1. Purpose of the Document ............................................................................................... 4
1.2. Structure of the Document ............................................................................................. 4
2. Project background and objectives of the dissemination ............................................... 5
3. Dissemination strategy ................................................................................................. 8
4. Stakeholders identification and analysis ...................................................................... 10
5. Dissemination tools .................................................................................................... 13
5.1. Dissemination of deliverables ....................................................................................... 13
5.2. Framework actions........................................................................................................ 15
5.2.1. Project logo and identity ................................................................................................ 15
5.2.2. User Group ..................................................................................................................... 18
5.3. Dissemination tools and actions ................................................................................... 19
5.3.1. SIMON website .............................................................................................................. 19
5.3.2. Social media ................................................................................................................... 22
5.3.3. SIMON brochure and roll-up poster .............................................................................. 22
5.3.4. SIMON newsletters ........................................................................................................ 22
5.3.5. SIMON Presentation ...................................................................................................... 23
5.3.6. Press & media ................................................................................................................ 23
5.3.7. News in the web page of each of the Partners .............................................................. 24
5.3.8. Personal communications – e-mail & telephone........................................................... 24
5.3.9. SIMON contact database ............................................................................................... 24
5.3.10.
Networking and cooperation with related EU projects ......................................... 25
5.4. Dissemination at meetings, workshops and events ..................................................... 25
5.4.1. Local workshops ............................................................................................................. 25
5.4.2. Dissemination workshop................................................................................................ 25
5.4.3. SIMON User Group meetings ......................................................................................... 26
5.4.4. External events .............................................................................................................. 26
5.4.5. Publication Procedure.................................................................................................... 29
6. Roles, responsibilities and timetable ........................................................................... 31
7. Conclusion: Dissemination Activities Monitoring ......................................................... 33
3
1. INTRODUCTION
1.1. PURPOSE OF THE DOCUMENT
This deliverable presents the dissemination and communication strategy for the SIMON project to
ensure maximum impact of the project during its life span and sustainable benefits to the partners
and the potential recipients after the project has ended.
This document, details the activities to be carried out in the framework of a dissemination strategy,
the responsibilities to be undertaken by project partners, the main dissemination instruments and
the ongoing evaluation of the progress and results of such activities.
There are three level of dissemination: local dissemination in the territory where the great majority
of the users is located, national dissemination and European dissemination. The aim of SIMON is to
focus on the European level, since the European policies promote their objectives at a wider
dimension. In these three levels of dissemination of the project results, there are multiple target
groups: public authorities (European, national, regional, local), parking managers, transport
operators, mobility operators, ICT infrastructure providers, and citizens (specifically, people with
reduced mobility). The involvement of partners and the dissemination tools will be adjusted
according to the target group considered.
This document is closely related to the exploitation plan (deliverable D9.8) that will define additional
dissemination activities that will guide the future use of the results of the project.
1.2. STRUCTURE OF THE DOCUMENT
The dissemination strategy includes the following contents:

Project background and objectives of the dissemination. The structure and expected results
of the SIMON project are explained. The project work plan is outlined. Finally, the
dissemination objectives within this structure are described and explained.

Dissemination strategy. Here the main aspects and the different levels of dissemination
(local, national, European) are explained.

Stakeholders identification and analysis. This section begins to identify the stakeholder
groups with which we will engage during the course of the SIMON project, and describe their
roles and involvement during the project.

Dissemination tools. A comprehensive list of the actions and tools for the dissemination are
explained, including a detailed description and the outcome indicators.

Roles, responsibilities and timetable. The list of dissemination deliverables is explained
together with a table that illustrates the dissemination activities of the project based upon a
month-by-month delivery schedule.

Conclusions: Dissemination Activities Monitoring. Finally, some guidelines are proposed to all
SIMON partners to reinforce the importance of their participation in the dissemination
activities and the reporting of them.
4
2. Project background and objectives of the dissemination
SIMON is a demonstration oriented project, with three large scale pilots in Madrid, Lisbon and Parma
aiming at promoting the independent living and societal participation of mobility impaired people in
the context of public parking areas and multiple transport modes, through the adoption of specific
navigation information and access-rights management solutions.
SIMON will propose a mobile application to support impaired citizens in the use of public and private
transport modes. This application will not only include specific information and navigation
functionalities, but will also make use of e-payment and e-id mechanisms to propose coordinated
tariff policies and reduce fraud. In this same context, SIMON will enhance the European parking card
for disabled people with contactless technologies and will integrate mobile solutions to support user
unique identification in existing park meters whilst preserving privacy.

SIMON will deploy four new service platforms supporting:Access-right management for
parking areas and public transport: the SIMON SAYS platform.

Navigation and mobility assistance: the SIMON ANSWERS platform.

Booking of reserved parking spots and information on the status (occupied or free) of the
parking spaces: the SIMON BOOKS platform.

Management of urban barriers –i.e. bollards - to limit access to certain areas of the city –e.g.
pedestrian zones, whilst granting access to users with reduced mobility: SIMON OPENS.
These services will feed three applications:

A mobile application for citizens: SIMON LEADS.

A mobile application for parking controllers: SIMON CONTROLS.

A back office application for the public authorities, parking and transport operators: SIMON
Trusted Service Manager (SIMON TSM).
Figure 1 – Simplified vision of SIMON components interactions
The security tokens used by these applications and services will be based on two similar but yet
different technologies and a third traditional element in parking management:

RFID smartcards.
5

NFC smart phones, which can indeed emulate the same behaviour as a contactless
smartcard.

Park meter, which can be used to interface the above mentioned tokens and complement
them.
To achieve these results the project is organized, during its 3-year duration, in the following four
phases:

PHASE 1: Preparation. The preparation phase will be focused in the following key aspects:
o
Definition of the global and specific pilot requirements and identification of the use
cases, in the context of the needs identified by all stakeholders: citizens, public
authorities, transport operators and parking managers.
o
Definition of the architecture principles, information model and interoperability
aspects.
o
Preliminary specification of services.

PHASE 2: Small Scale Piloting. A first step in this phase will be a Cross-testing pilot, which will
allow testing Madrid technologies (NFC, badges) in the other two pilots, Parma and Lisbon.

PHASE 3: Large scale demonstration. The large scale demonstration phase will allow the
deployment of SIMON in the three pilot sites: Madrid, Lisbon and Parma. The results of the
small scale piloting will be applied to the final instantiation of the ICT services before their
deployment in the demonstrators.

PHASE 4: Deployment phase. At the end of the project, there will be implemented a roadmap
for deployment of the project, that includes transferability, scalability and standardization
guidelines. The contribution of the User Group, especially the elderly and disable
associations, will be highly relevant.
These phases are surrounded by transversal activities, including the dissemination, awareness
campaign and exploitation (WP9). WP9 will communicate SIMON findings to a wide range of target
groups that can be considered relevant stakeholders when it comes to the deployment of SIMON.
This WP will support all the other WPs in ensuring that stakeholders are involved as much as
possible, and optimizing the efforts to disseminate the interim and final outcomes of the project to a
broad stakeholder community. The communication tools will be disseminated through and
complemented by dedicated outreach and networking activities, both on the European and local
level. A User Group has been created at the start of the project to guarantee that the aims of the
project and the outcomes match the expectation of experts in the field.
The overall aim of SIMON dissemination activities is:

to communicate the SIMON findings to a wide range of target groups at European level and
at the level of local deployment sites. These groups will include associations and institutions
representatives of the final users (Service providers, authorities and mobility impaired users).

to obtain strong and continuous support to the project from all stakeholders.

to boost the interest in the development and adoption of the tools, methods, and other
recommendations developed in the project.

to motivate stakeholders to apply the SIMON results.
Key target groups include:

decision makers from public authorities (European, national, regional, local level).

stakeholders from the private sector (i.e. parking operators, ICT industry and suppliers,
infrastructure providers, regional and city transport providers). Adaptation of the activities
6
and communication strategies will be done based upon the understanding and contacts with
stakeholders.

SIMON User Group.
The dissemination strategy outlines the objectives of communication with the target groups, the
range of communication tools and channels to be used, such as relevant events and publications
through which the project and its results can be promoted, and identifies other projects on assisted
mobility topics for SIMON to liaise with (i.e. some other CIP-funded projects).
Finally, the strategy provides specific guidance for more local pilot-site based dissemination
activities, both towards peers and the general public.
To achieve these objectives, a set of tactics must be defined to provide for as broad as possible a
dissemination reach across all stakeholder groups for interim and final project deliverables and
findings.
This document lays out the strategy and plan to achieve these objectives, and begins to define the
specifics that will be executed over the course of the project. It is important to view this plan as a
living document in that some tactics may be found to be ineffective, and will be abandoned in favour
of differing approaches. The strategy will aim to progressively increase dissemination efforts as
project results are obtained, in order to assure a wide awareness of the project and favourable
conditions to facilitate exploitation of the results after the end of project.
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3. Dissemination strategy
This dissemination plan presents our basic and initial intentions. This plan establishes the principles,
outlines the various activities that the partners will accomplish during the project and defines the
strategy for further dissemination and exploitation of the outcomes beyond the end of the project.
All Partners will be involved and share the responsibility of dissemination activities according to their
geographical and contact networks. They will be continuously carried out during the 36 months of
the project.
Dissemination activities will be organised at local, national and European levels, and they will be
coordinated by IBV. For each type of message to be disseminated (e.g. announcement, notification,
etc) the appropriate dissemination channel (e.g. printed leaflet, webpage, e-mail, electronic
newsletter etc) will be used. At the beginning of the project, a common design and style criteria will
be defined, in order that all the actions carried out during the project are clearly identifiable as a part
of it.
There are three level of dissemination: local dissemination in the territory where the great majority
of the users is located, national dissemination and European dissemination. The aim of SIMON is to
focus on the European level, since the European policies promote their objectives at a wider
dimension.
In these three levels of dissemination of the project results, there are multiple target groups. The
involvement of partners and the dissemination tools will be adjusted according to the target group
considered. The relation between the target groups, the dissemination tool, the level of
dissemination and the partners and actors involved is outlined in the table below and it will be
detailed in this document.
8
Level of Dissemination
Locally in the pilot cities
At the national level
SIMON dissemination tool
Key supporting partner or actor
Target group
Internet and social networks
IBV, Pilot sites
Users, local press, local stakeholders
Local press
Pilot sites, IBV, ETRA
Users, local stakeholders
Local launch events
Users, local media, local stakeholders
Pilot sites, IBV,
Users, national media
National Seminars
Pilot sites, IBV,
National media, municipalities
National Press
National stakeholders, ICT industry and users
Users, European media, multipliers such as professional federations and NGOs
Municipalities, actors of the sector, public authorities, multipliers such as professional federations
and NGOs, accessibility industry, association of citizens and ICT industry
National authorities, public authorities, actors of
the sector, European decision makers, accessibility
industry, association of citizens and ICT industry
Leaflet
IBV, ETRA
the sector
Website
IBV, ETRA
the sector, European press
European and International
Conferences
European press
Across Europe
Table 1 – Key concepts in the Dissemination Strategy
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4. Stakeholders identification and analysis
This section begins to identify the stakeholder groups with which we will engage during the course of
the SIMON project. The term “stakeholder” includes individuals or groups with a common interest in
the project. The stakeholders for SIMON have been grouped into broad categories that make it easier
to understand the types of communication needed:

The citizen: end-user needing an efficient and accessible transport mode, in the case of
SIMON with specific focus on people with mobility impairments (older or disabled).

The representatives of the citizens: persons and institutions (associations) that in most cases
can be primary users of the system (e.g.: relatives) or have the role of inform and ease the
access to these services to the citizens.

The mobility service providers: entities which provide mobility services – trip planner, real
time traffic and transport information, etc.-.

The parking manager: entity acting as an operator of the public parking spaces in a city or
area of a city.

The public authority: entity responsible of the distribution and control of the EU parking
cards for disable people.

The public transport operators and mobility managers: entities responsible of the global
mobility of the target areas –cities in the case of SIMON.

Governance: European Commission and other government departments that can be
interested in the project and that can use the results for the adaptation and creation of
policies and regulations to ease the mobility of the citizens.

R&D institutions and industry: public and private entities that can use some of the results of
the project to generate new ideas in the development of ICT solutions to enhance the
mobility of impaired users.

Mass media: SIMON project combines both ICT development, integration and instantiation
and social integration of collectives in risk of exclusion. These aspects are of great interest to
create awareness among the general population. This interest can be deployed both at
local/regional and national/European level.
In order for SIMON to create an effective and successful communication and dissemination strategy,
the key stakeholders within each user group and their interests in the SIMON project need to be
identified. Understanding the motivation of each stakeholder helps to tailor the dissemination
strategy more accurately, therefore achieving greater impact. The table below shows the key
stakeholders and the areas of their interest:
10
Exploitation
News and events
Project impact
Pilot demonstrations
Social innovation
System concept / solution
Technology
Project background
CIP-ICT work programme
Areas of interest
SIMON stakeholders
Citizens
X
Representatives of the citizens
X
X
X
X
X
X
X
X
Mobility service providers
X
X
X
X
X
Parking manager
X
X
X
X
X
Public authority
Public transport operators
X
Governance
X
X
R&D entities
X
X
Industry
Mass media
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Project partners
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Table 2 – Key stakeholders and areas of interest
The biggest concentration of interest, as can be seen, can be found at:

System concept/solution

Project impact

Pilot demonstrations

Exploitation
These themes need to be reflected in the key messaging for the project. For each stakeholder, the
communication content and engagement methods must be defined. This will include
acknowledgement of any specific communication protocols that must be followed. The table below
sets out a framework to embrace these goals.
11
Stakeholder type
Communication channels/tools
Citizens / representatives
Website
Social media
Newsletters
News in media
Direct contact: e-mail / phone / meetings
Workshops / events
Providers / managers / operators
Website
Newsletters
Workshops / events
Authorities / Governance
Project deliverables
Specific reports
Website
Newsletters
News in media
Workshops / events
R&D / Industry
Project deliverables
Website
Workshops / events
Mass media
Website
Social media
Press notes
Table 3 – Communication channels
The specific tools and channels will be defined in detail in the next section.
12
5. Dissemination tools
5.1. DISSEMINATION OF DELIVERABLES
The project will use the deliverables as a means of reporting on the work done in the different work
packages, and to disseminate the progress that the project is making as it continues. The detailed
description of the project defines three dissemination levels of the deliverables:

Public

Restricted to a group specified by the consortium (including the Commission Services)

Confidential, only for members of the consortium (including the Commission Services)
These deliverables provide detailed descriptions of the project research and development activities
and report the results, and they will be fully accessible to the general audiences. To do this we will
enable a specific section in the project website where the deliverables can be viewed or downloaded.
The social networks and leaflets will be also used to disseminate the deliverables.
The public deliverables in the project are shown in the Table 4 below.
13
Number
Name
Responsible
Delivery date
D1.1
Project handbook
ETRA
3
D2.1
Use case specification Document
IBV
5
D2.2
Preliminary set of requirements
IBV
4
D2.3
Requirements Specification
IBV
7
D3.1
Reference Architecture and Principles
ETRA
9
D3.2
Information Model and Interoperability
IBV
16
D3.3
ICT Services Specification
LOC
12
D4.2
Refinement of Services and Lessons learnt
ETRA
18
D5.1
Deployment and Adaptation Plan
ETRA
13
D5.2
Small Scale Piloting
MAD
15
D5.3
Adapted existing ICT infrastructure
ETRA
20
D6.1
Large scale demonstration
MAD
33
D7.1
Evaluation Plan
ETRA
20
D7.2
Evaluation of users, results and conclusions
ETRA
36
D8.1
SIMON Business strategy
ETRA
30
D8.2
Guidelines for SIMON Deployment and Roadmap for
the long-term SIMON deployment
PAR
36
D8.3
Specifications for an IT EU parking card for disabled
people
PAR
36
D9.1
Dissemination strategy
IBV
3
D9.2
Project leaflet
ETRA
4
D9.3
Project website
IBV
6
D9.4.1
First project newsletter
MAD
6
D9.4.2
Second project newsletter
LIS
12
D9.4.3
Third project newsletter
ETRA
18
D9.4.4
Fourth project newsletter
PAR
24
D9.4.5
Fifth project newsletter
PAR
30
D9.4.6
Sixth project newsletter
PAR
36
D9.5.1
Press release 1
MAD
18
D9.5.2
Press release 2
LIS
36
D9.6
Pilot sites launch events
MAD
18
D9.7
Pilot sites national take-up seminar
LIS
36
D9.8
Exploitation strategy
IBV
36
Table 4 – List of public deliverables
14
5.2. FRAMEWORK ACTIONS
5.2.1. Project logo and identity
To harmonise all communication, a project identity will be produced for SIMON, consisting of the
following elements:

A project logo.
Figure 2 – SIMON Project Logo
Figure 3 – SIMON Symbol
15
Figure 4 – SIMON Brand

A clearly recognisable corporate identity to brand the project: colours, fonts, icons and pictograms.
Figure 5 – SIMON Pictograms - Icons
All the elements of this project identity will be applied to all templates and dissemination tools (e.g.
deliverables, press notes, internal documents, website, electronic newsletter, power point
presentations, ...) and will be distributed to all partners along with guidelines for use:
16

A template for PowerPoint presentations was created for presentations by consortium
members:
Figure 6 - SIMON Presentation Template

A template for leaflets/brochures, was created for SIMON:
Figure 7 – SIMON Brochure Template

Finally, a template for electronic newsletters was created for SIMON. The newsletter will
contain some fixed sections (e.g. city in the spotlights, news from the project, calendar of
events) that will recur in each issue.
17
Figure 8 – SIMON Newsletter Template
5.2.2. User Group
A SIMON User Group has been established, consisting of key stakeholders of the private and public
sector as well as citizens associations:

AGE Platform Europe. European network of around 165 organisations of and for people aged
50+ representing directly over 30 million older people in Europe.

EPA - European parking Association. EPA is the umbrella organisation of European parking
associations.

POLIS. This is a network of European cities and regions working together to develop
innovative technologies and policies for local transport.

CERMI-Madrid and FAMMA. The Spanish Committee of Representatives of Persons with
Disabilities of the Region of Madrid is the Spanish umbrella organisation representing the
interests of Madrid disable citizens.

ANMIC. The Italian National Association of Civil Impaired and Handicapped People– Parma
Region is the NGO umbrella for the disabled Italian citizens.

UNIVERSITÀ DEGLI STUDI DI PARMA. The University of Parma is a technological expert
providing consultancy support to the public authorities and helping in the technical
specifications of the city challenges.

ACAPO. The association for blind people of Portugal.

MUNICIPALITY of LISBON.
18
The partners will establish contacts during the initial stages of the project in order to enlarge this
user group and to engage local, regional and national stakeholders for the activities of the project.
This group will be extended during the life-time of the project. It will follow SIMON developments
from nearby to monitor the project’s progress, to provide end-user feedback and to validate the
results the project is producing. This Group will ensure that SIMON outcomes will meet the
requirements of an even larger and representative group of stakeholders, beyond the stakeholders
already involved in the project.
Some of the activities that will involve the user group are the following:

Receive initial information about the project, for dissemination purposes.

Receive periodical information about the current status and activities carried out in the
project. Dissemination of this information.

Collaborate in the initial definition of requirements and user capabilities and needs (WP2).
Specific questionnaires and meetings will be used to gather information from the members
of the user group.

Collaboration in the recruitment of users for the pilots (WP2).

Revision of the reference architecture and principles of SIMON (WP3).

Participation at the activities of the pilot testing (WP6) and during the evaluation of results
and the impact assessments (WP7).

Feedback about the definition of the Business Strategy and Business Model (WP8).

Participate in specific meetings of the SIMON project, in order to review the key milestones
of project activities. It is planned that the group will meet three times throughout the
project, with virtual conference calls in between. It is planned to have a kick off meeting by
the beginning of the project, a second workshop will be held by the end of the second year
and will show the small scale piloting in action, and finally a last workshop will be held when
the large scale demonstrations are ready. These workshops can be coincident with partners’
meetings in order to maximize the impact and the coordination of activities.

The partners and the members of the user group will establish the different methods for the
distribution of SIMON promotional materials (leaflets, brochures, newsletters, press notes).
To do that the members of the User group will make use of its own contact databases. These
databases will be complemented with contacts from the other SIMON partners, and the
online newsletter subscribers.
In the SIMON website, a specific section dedicated to User Group will be created to include the
information about the different activities carried out (e.g.: presentations with users) and that will
emphasize the growth of the User Group when new members join it throughout the duration of the
project. It will also give the Citizens Associations some visibility, through the SIMON website.
5.3. DISSEMINATION TOOLS AND ACTIONS
5.3.1. SIMON website
The project website is one of the main sources of information about the project available to most
stakeholders. The website has been set up immediately at the start of the project and will be
maintained for at least one year after the project ends.
The SIMON website can be accessed via the World Wide Web at the following address:
http://simon-project.eu/
19
The website is divided into the following sections:

Home (welcome, introduction, general information)

About SIMON:

o
Project (description of the project and expected results)
o
Challenge and objectives
o
Pilot sites (description of the characteristics and roles of the pilot sites)
o
Work programme (description of the main phases and work packages of the
project).
Participants:
o
Consortium (description of the participating partners and link to their web sites).
o
User group (list of members of the User Group, result of different activities that take
place). The web site will also be used for easy interaction with the user group
members and further interested parties.

Downloads (access to public deliverables, leaflets, presentations and other project
documents)

News and events (posts about the activities of the project, including specific pages about the
news releases and dissemination activities).

Links (redirection to useful links related to the topics of the project (mobility and parking for
the disabled) and other interesting external information.

Contact (contact form).

Subscribe to newsletter (This section invites visitors to get involved through an electronic
form subscription).
The web site is designed to be informative yet uncomplicated with clear language to ensure wide
communication with diverse categories of stakeholders and external audience.
The website will contain public deliverables produced as part of the SIMON project as well as other
dissemination and communication items aimed at stakeholders, such as press releases, a project
brochure, presentations and links to news articles in which the SIMON project has been mentioned.
20
Figure 9 – SIMON Web Site
The consortium will take care that this server is referenced at appropriate sites.
In order to assess how well the website is reaching stakeholders and acting as a source of information, the website will use standard web traffic analysis tools to track the number of visitors and
similar metrics over the life of the project. The website will be continually updated throughout the
course of the project, and thus it will act as a dynamic and up-to-date source of information for
stakeholders interested in open access to research data.
Web unique visits per month will be monitored, taking care specially on the peaks after
events (workshops, seminars, stakeholder meetings).
Outcome measure: website hits, page views, deliverable/document downloads, comments received,
requests for information received.
21
5.3.2. Social media
Online social networks are another potentially useful dissemination tool and channel. The SIMON
consortium believes this is a good means of outreach to the public. SIMON news and results may be
disseminated through popular social networks such as LinkedIn, Facebook or Twitter.
The project will take advantage of these well-established social media channels of partners to
disseminate specific news and findings and also to promote the visits to the web page and the
download/subscription of the newsletters. Some of the actions that will be carried out are:

Entries at the Facebook channels of the consortium partners.

Entries at the partners’ LinkedIn personal and corporative pages.

Entries at other partner’s social media. For example:
o
Locoslab will add information about the project at their social web pages:

Twitter: http://www.twitter.com/Locoslab

Google Plus: https://plus.google.com/108081263439664218579

LinkedIn: http://www.linkedin.com/company/locoslab-gmbh/

Xing: https://www.xing.com/companies/locoslabgmbh
Outcome measure: number of entries and likes, network page views, page comments, mentions, retweets, feedback.
5.3.3. SIMON brochure and roll-up poster
A short flyer and a poster will be prepared by the end of Month 4. It will contain a brief description of
SIMON and its objectives and partners. It will be distributed at events attended by SIMON partners in
order to increase visibility of SIMON, and expand our network of contacts.
The brochure provides basic information. This will serve as the project’s business card and will be
distributed as widely as possible. It will be produced in English and printed at 1.000 copies.
Outcome measure: number of flyers & posters printed and distributed, number of events where they
are displayed and/or distributed.
5.3.4. SIMON newsletters
The SIMON consortium will produce a newsletter every 6 months (in months 6, 12, 18, 24, 30 and
36). This will highlight key results and activities. It can be easily distributed to our mailing list of
stakeholder contacts, to be forwarded to others, who can then contact us for further information.
All newsletters will be archived at the website, together with a subscription option.
The newsletter structure is as follow:

editorial, signed by the EU Project Officer / Project Coordinator;

guest column: an in-depth article or interview on a relevant issue or SIMON activity, city in
the spotlight, etc.

stakeholder meetings: dates, agenda, outcomes.

news from the project: SIMON local pilot sites events and national take up seminars (general
information, evaluation, results, announcement of seminars, outcomes of seminars).
22

related events / Policy news / other relevant information (headline will be adopted to actual
content).

contact details: project website and contact of coordinator.
Each issue will focus on a specific topic, a demonstration site or relevant milestones achieved during
the project. The issues due across the demonstrations in cities could have a special focus on the city,
activities carried out, partners and stakeholder involved at the local level.
Outcome measure: number of contacts to whom the newsletter is sent, number of requests to join
mailing list after receiving it from third parties.
5.3.5. SIMON Presentation
A standard PowerPoint presentation describing the objective and activities of the SIMON project was
prepared at the beginning of the project by ETRA using the SIMON PPT template. It will be amended
according to the specific target group and scope of the respective events in question. It will be made
available on the SIMON website and SIMON partners will be invited to upload it on their own websites.
Outcome measure: number of contacts to whom the newsletter is sent, number of requests to join
mailing list after receiving it from third parties.
5.3.6. Press & media
Press notes and news are important tools to disseminate the general objectives and the main results
of the project to a general awareness and, as a consequence, to create awareness about the social
innovation and benefit that lies behind the project.
The press release must:

Describe in a short and concise manner the action plan,

Mention the event or facts that we want to promote,

Follow the publicity rules.
At important project milestones which could interest a larger audience (e.g. launch of the pilots,
results of the pilots), press releases will be issued and sent to European and national press.
Other press notes can be sent for publication in local/national newspapers. They have the
characteristic of immediately informing the readers who may be beneficiaries and other interested
groups. Guidelines will be provided for the pilot sites to communicate with the local press to inform
them of what’s happening on the ground.
The press releases that can be sent for publication (depending on the scope) are:

Upon initiation of the programme, to inform the public

After the Partners’ meetings, where the evolution of the project can be described

With any other event associated with the partner with regard to the programme, such as
technical conferences and speeches

Upon completion of the project.
The consortium will develop a project narrative that will be used as a baseline for external
communications by all partners.
23
Outcome measure: number of press releases circulated, number of media communications issued,
number published, geographical scope and range of publication, media used. The media clipping will
be used to show the release and impact of the press notes.
5.3.7. News in the web page of each of the Partners
The Partners will include information about the SIMON project on their institutional web pages. This
information will remain in place during the whole duration of the project. Thus, all
partners
will provide a link from their website to the
website.
Moreover, each Partner can update or add new information during the project lifetime. It is strongly
recommended that the updating of information or news in the web pages is done in conjunction with
the project meetings.
Outcome measure: number of news releases in each partner website, number of hits/visits received.
The media clipping will be used to show the release and impact.
5.3.8. Personal communications – e-mail & telephone
One of the primary means of stakeholder outreach in SIMON will be via e-mail to inform interested
parties about events and activities. While e-mail is a cheap and easy form of communication, its
effectiveness is not always clear. We will also use email to distribute a newsletter to all stakeholders
that draws attention to SIMON highlights.
The telephone remains a quick and easy means of contacting stakeholders (specially the User Group)
to inform them about specific news and events and to request their co-operation in different stages
of the project.
Outcome measure: e-mail responses, expansion of network of contacts, numbers of outgoing and
incoming calls.
5.3.9. SIMON contact database
The SIMON contact database is the main group for distributing targeted information. The cities in the
project will make use of its own contact database, which consists of companies, institutions and
authorities which could be considered as high-profile users of SIMON results, as well as different
target groups.
The SIMON database will comprise contacts of the following types:

public authorities: local and regional authorities; national authorities; European/
international authorities.

different target groups: industry; research; transport operators.

press and media contacts: general press or media; specialised press or media.

other contacts.
This database will be complemented with contacts from the other SIMON partners and the online
newsletter subscribers. Thus, the spectrum of potentially interested actors will be extensively
covered.
ETRA and IBV are responsible for the database. To achieve an effective dissemination of the project,
it is of great importance that this database is expanded throughout the duration of the project. Thus,
the database will be populated in several ways: partners adding relevant contacts (e.g. from
24
networking) directly into the database, SIMON User Group meeting participants and SIMON
newsletter/website subscribers. Regarding this, it is expected that the total number of subscribers to
the e-newsletter is increased by 25% by the end of
.
5.3.10. Networking and cooperation with related EU projects
The Consortium will make a search to identify possible related EU projects that could be of interest
for SIMON project, looking for joint actions to be developed and common activities that could be
positive for the dissemination of this project.
5.4. DISSEMINATION AT MEETINGS, WORKSHOPS AND EVENTS
will use the stakeholders meetings and seminars, and events organised by others to
disseminate its activities and information about results.
Stakeholder seminars are targeted at all
stakeholders with the aim to raise awareness of the
project and the potential of the systems and services tested within the pilot sites, whereas
workshops are intended for those involved in running or planning a
pilot and deal with
technical issues. In addition the
User Group will meet three times throughout the project to
feedback on project’s deliverables and validate results.
IBV will provide support and guidance to the pilot sites for them to also properly communicate about
and promote
findings and activities on the local level.
5.4.1. Local workshops
Local activities are directly engaged with the recruitment of users for the pilots, the dissemination of
SIMON results and the awareness of interested parties and general public. Some of the local actions
will be:

Specific meetings and workshops with the User Group and with relevant stakeholders at the
pilot sites, in order to inform them about the project’ activities, try to involve them at the
different tasks and keep them engaged throughout the different phases of the project.

Each pilot site will organise a launch event at the start of the SIMON pilot phase. The aim of
this launch event will be twofold: to inform interested stakeholders of the tests taking place
and to raise awareness among the general public on the accessibility policies and control
mechanism being proposed. This will be done by means of a concrete showcase illustrating in
practice what will be tested over a longer period during the pilot phase, also inviting the
audience to try out applications.

National take-up seminars: after the pilot phase execution and evaluation, each pilot site will
organise a national take-up seminar to present the pilot results. The seminars will capitalise
on the interest of stakeholders to exchange with and learn from their peers, while also
removing language barriers by organizing the event in the local language. As such, these
seminars will pave the way for further take-up and deployment of ICT for assisted mobility.
Outcome measure: number of workshops conducted, number of participants, range of stakeholders
represented (User Group), participant feedback
5.4.2. Dissemination workshop
At the end of the project, a project dissemination workshop will be organised to present the final
results of SIMON and the way forward for further deployment in other sites. It will provide more
25
technical presentations for an expert audience, as well as include round-table oriented formats
where policy implications and issues related to the introduction of SIMON strategies and services will
be discussed with decision makers.
Outcome measure: number of participants, range of stakeholders represented, participant feedback.
5.4.3. SIMON User Group meetings
The SIMON User Group will meet three times throughout the project.
It is planned to have a kick off meeting by the beginning of the project in Lisbon (Month 6), a second
workshop will be held in Parma by the end of the second year (Month 19) and will show the small
scale piloting in action, and finally a last workshop will be held in Madrid when the large scale
demonstrations are ready (Month 33).
Moreover, the User Group will be invited to participate in workshops and feedback via e-mail on
main deliverables produced during the project. ETRA will be responsible for issuing invitations to the
SIMON User Group meetings. ETRA and IBV must ensure that SIMON dissemination tools are made
available to participants at all SIMON events (i.e. leaflets, roll-up poster).
5.4.4. External events
SIMON will strive to have its activities and results presented at relevant external events and conferences across Europe. An initial list of these events is presented below. This list will be regularly updated with input from all partners. IBV as WP leader will keep track of all dissemination activities at
these events through a dedicated reporting tool (Excel file), while partners are specifically requested
to follow the events agenda in their respective country.
Event
Target group
2014
CeBIT 2014. March 10th – 14th, 2014, Hannover, Germany
http://www.cebit.de/en/
R&D institutions and industry
XIV Congreso Español sobre Sistemas Inteligentes de Transporte (ITS
Spain Congress 2014). May 6th - 8th, 2014. Madrid, Spain.
http://www.itsspain.com/itsspain/index.php/evento/105
Public transport operators,
parking operators, public
authorities
th
7 International Cities for Mobility Congress. June 1st-3rd 2014.
Stuttgart, Germany.
http://www.cities-for-mobility.net/index.php/events/world-congress2014
2014 International Parking Institute Conference & Expo (IPI 2014). June
1st-4th, 2014. Dallas, Texas.
http://ipiconference.parking.org/
authorities
XI Congreso Ingeniería del Transporte, CIT 2014. June 9th-11th 2014.
Santander, Spain.
http://www.cit2014.unican.es/index.php?lang=en
Public
transport
operators,
parking
operators,
public
authorities
1st European Conference on Sustainable Urban Mobility Plans, "Planning
for a liveable city”. June 12th-13th, 2014. Sopot, Poland
http://www.eltis.org/1st_european_conference_on_sump.html
authorities
Parking operators
26
Event
th
Target group
10 ITS European Congress (ITS European Congress 2014). June 16th19th 2014, Helsinki, Finland.
http://www.itsineurope.com/its10/
authorities
World Parking Symposium (WPS IX). June 29th-July 2nd, 2014. Tel Aviv,
Israel.
http://www.worldparkingsymposium.ca/wps-conference/
14th International Conference on Computers Helping People with Special
Needs (ICCHP 2014). July 09th-11th, 2014. Saint-Denis, France.
http://www.icchp.org/
Parking operators
Internationale Funkausstellung Berlin (IFA Berlin). September 5th - 10th,
2014. Berlin, Germany.
http://b2b.ifa-berlin.com/en/
Individuals, Public transport
operators, parking operators
st
authorities
th
Public authorities
21 World Congress on Intellingent Transportation Systems. (ITS World
Congress 2014). September 7th-11th, Detroit, Michigan
http://itsworldcongress.org/about/
12 CIVITAS Forum Conference (CIVITAS Forum 2014). Urban mobility
and social inclusion - Planning accessibility for more sustainable cities.
September 23rd-26th 2014. Casablanca, Morocco.
http://www.civitas.eu/content/civitas-forum-conference-2014
2015
30th Annual International Technology and Persons with Disabilities
Conference. March 2nd to 7th, 2015. San Diego, CA.
http://www.csun.edu/cod/conference/
parking operators, R&D
institutions and industry
CeBIT 2015. March 16th – 20th, 2015, Hannover, Germany
Parking Industry Exhibition (PIE 2015), March 29th – April 1st, 2015.
Rosemont, Chicago.
https://pieshow.parkingtoday.com/
Parking operators
st
61 UITP World Congress and Exhibition “Smile in the City”. June 8th 10th, 2015. Milan, Italy.
http://www.uitp.org/61st-uitp-world-congress-and-exhibition
authorities
Parkopolis, 12e Rencontres Internationales du Stationnement et de la
Mobilité. June 17th-18th 2015. Port de Versailles, France.
http://parkopolis.salons.groupemoniteur.fr/
Parking operators
14th International Conference on Mobility and Transport for Elderly and
Disabled Persons (TRANSED 2015). July 28th - 31st, 2015. Lisbon,
Portugal
http://transed2015.com/
15th IFIP TC.13 Conference on Human-Computer Interaction (INTERACT
2015). September 14th - 18th 2015. Bamberg, Germany.
http://interact2015.org/
Individuals, public transport
operators, parking operators,
public authorities
17th European Parking Association Congress and PARKEN (17th EPA
Congress). September 23rd-25th 2015. Berlin, Germany.
http://www.mesago.de/en/Parken/The_Congress/Welcome/index.htm
Parking operators
ITS European Congress (ITS European Congress 2015)
http://www.itsineurope.com/
authorities
27
Event
Target group
ITS Spain Congress 2015
http://www.itsspain.com
authorities
Parking operators
World Parking Symposium
http://www.worldparkingsymposium.ca
International Conference on Computers Helping People with Special
Needs
Internationale Funkausstellung Berlin (IFA Berlin).
World Congress on Intellingent Transportation Systems. (ITS World
Congress).
CIVITAS Forum Conference (CIVITAS Forum).
http://www.civitas.eu/
authorities
Public authorities
2016
Transport Research Arena (TRA) Conference 2016.
http://www.traconference.eu/
CeBIT 2016
ITS European Congress (ITS European Congress 2016)
http://www.itsineurope.com/
ITS Spain Congress 2016
http://www.itsspain.com
World Parking Symposium
http://www.worldparkingsymposium.ca
authorities
authorities
authorities
Parking operators
International Conference on Computers Helping People with Special
Needs
Internationale Funkausstellung Berlin (IFA Berlin).
World Congress on Intellingent Transportation Systems. (ITS World
Congress).
CIVITAS Forum Conference (CIVITAS Forum).
http://www.civitas.eu/
authorities
Public authorities
Events to be confirmed
Polis conference.
http://www.polisnetwork.eu/events2/polisconference
International Conference on ICT & Accessibility
International Congress on Design, Research Networks, and Technology
for All (DRT4ALL)
International Congress of Tourism for All
authorities
operators, public authorities
28
Event
Target group
International Accessible Tourism Conference
operators, parking operators,
public authorities
authorities
Association for Commuter Transportation (ACT) International Conference
Table 5 – List of events
This list will be updated and completed during the development of the project.
IBV, as WP leader, will keep track of all dissemination activities at these events through a dedicated
reporting tool. A standard SIMON PowerPoint presentation will also be made and updated throughout the project as results become available. It will be amended according to the specific target group
and scope of the respective events in question.
All
partners should suggest at least 5 relevant events at which
This should involve at least 3 national events.
could be promoted.
The upcoming conferences and related events will be posted in the News section of the
site, and will also be updated accordingly.
web
Outcome measure: number of conference papers and presentations, number of conference workshops, type and size of conference, conference attendance.
5.4.5. Publication Procedure
In order to coordinate the participation of partners in dissemination activities and conferences and to
properly notify the Commission of any event, the following criteria apply for the consideration for
such activities.
The publication or participation in an event should be notified to IBV and ETRA. If possible, the
notification shall include a copy of the conference program together with a rationale describing the
conference and explaining the proposed role of SIMON – i.e. networking, presentation of results,
poster session, etc. Any partner in the consortium can publish its own results without previous
permission, it only needs to notify the dissemination manager and fulfill the EC requirements
hereafter identified. It is however preferred that common publications arise as result of cooperation
among the partners. A pre-print or an abstract of the paper should be sent to the coordinator with
the application.
If a result is shared by several partners, the publication needs the approval of all the partners
involved. The notification submitted to the PC will have to be circulated to all the partners involved.
If there is no response, approval is granted.
Unless the Commission requests otherwise, any communication or publication by the beneficiary
about the project, including at a conference or seminar, or any type of information or promotional
material (brochure, leaflet, poster, presentation, etc), shall mention that the project has received
funding from the Union’s ICT Policy Support Programme as part of the Competitiveness and
Innovation Framework Programme, and shall display the European emblem. When displayed in
association with a logo, the European emblem shall be given appropriate prominence (contract
Article II.18).
Any communication or publication by the beneficiary in respect of the project, in any form or
medium, including the Internet, shall state that it reflects only the author’s views and that the Union
is not liable for any use that might be made of information contained therein (contract Article II.18).
29
Participants will provide to the coordinator a copy of the concise written report produced for the
project. The attendee may provide, where possible, a copy of the Conference proceedings or a
suitable extract to the coordinator.
The provisions of the Contract and the Consortium Agreement should be taken into account in
dissemination of results of the project.
The cost and frequency of the conference attendance should always be minimized and kept in
proportion to the size and resources of the Project.
30
6. Roles, responsibilities and timetable
IBV will lead the execution of the dissemination strategy. IBV and ETRA will monitor the SIMON
dissemination activities. All partners will make significant contributions to its full and effective
implementation and they will be invited to report quarterly on the dissemination activities they have
undertaken and IBV will provide an annual overview of these activities plus progress towards
achieving the success criteria. There are 13 deliverables associated with the dissemination strategy
(lead partner indicated in brackets):

D9.1
Dissemination strategy, Month 3 (IBV)

D9.2
Project leaflet, Month 4 (ETRA)

D9.3
Project website, Month 6 (IBV)

D9.4.1 First project newsletter, Month 6 (MAD)

D9.4.2 Second project newsletter, Month 12 (LIS)

D9.4.3 Third project newsletter, Month 18 (ETRA)

D9.4.4 Fourth project newsletter, Month 24 (PAR)

D9.4.5 Fifth project newsletter, Month 30 (PAR)

D9.4.6 Sixth project newsletter, Month 36 (PAR)

D9.5.1 Press release 1, Month 18 (MAD)

D9.5.2 Press release 2, , Month 36 (LIS)

D9.6
Pilot sites launch events, Month 18 (MAD)

D9.7
Pilot sites national take-up seminar, , Month 36 (LIS)
All partners will contribute to the publicising of SIMON findings and the production of dissemination
materials such as press releases, leaflets, presentations, etc. as well as the translation of these
materials into their language when necessary.
The following illustrates the dissemination activities of the project based upon a month-by-month
delivery schedule. The scheduling of these activities is closely aligned with key project deliverables.
Some activities (e.g. e-mail and press releases) intensify pre and post key deliverables. These time
frames should be regarded as indicative.
31
Dissemination
activities
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
Dissemination
strategy
Project logo and
identity
Project website
Social media
Project leaflet
and roll-up poster
Project newsletters
Outreach
Press & media
Dissemination
workshop
Pilot sites local
launch events
National take-up
seminars
User Group
workshops
Table 6 – Timeline for dissemination activities
Note: Orange blocks are peak activities and/or deadlines, green blocks are periods with continuous/possible activities.
32
7. Conclusion: Dissemination Activities Monitoring
The dissemination policy is a shared responsibility. In order to allow IBV to monitor all SIMON
dissemination activities, partners are requested to provide information relating to the following
questions to IBV:
1. Do I respect SIMON graphical identity by making an appropriate use of the logo, PowerPoint
and Word templates?
2. Does my organisation have enough SIMON dissemination material (leaflets/ other material)
or should I request some more?
3. Have I informed IBV and ETRA on any latest developments which should be mentioned on
SIMON website and have I recently checked the accuracy of the information shown on the
website?
4. Did I receive any request to contribute to SIMON’s newsletter, leaflet?
5. Do I have any new contacts to be added to SIMON’s contact database?
6. Have I used my organisation’s dissemination channels to inform about SIMON (at least three
times)?
7. Have I recently been in touch with the media regarding SIMON (press release, articles,
participation in a TV programme)?
8. Have I checked the events agenda for any event relevant for SIMON dissemination and
informed IBV/ETRA?
9. Have I contributed regularly to the social media channels?
33

D9.1 Dissemination strategy

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