✔ Communication and visibility activities must comply with the Communication and Visibility Manual for the European Union External Actions
✔ The manual also provides templates of communication and visibility plan and indications on how to use EC communication items
The Communication and Visibility Manual for European Union External Actions contains compulsory requirements for all contractors and implementing partners under contract and financing agreements which specifically refer to them, whether signed by the European Commission or by any other Contracting Authority. The single organisation implementing a EU-funded action must refer to this Manual to draw and report on her visibility and communication plan before and during implementation. The information contained in the Manual is exhaustive and of general use and must be interpreted accurately by implementing organisation.
The Manual provides for the template of a communication and visibility plan and indications on how to use EC communication items.
The communication and visibility plan should be considered in linkage with the communication matrix, which gives a picture of how and when to communicate what to whom all along the project cycle. These instruments are of wide spectrum and not necessarily required where the grant/contribution agreement is of small size. It is however useful to understand what are the key messages the EU wants to communicate to and through its development partners.
In case of smaller programmes/projects, activities such as provision of brochures, assistance with press contacts etc. may be carried out directly by the partner with the support of the Commission or country Delegation. Before initiating any information, communication or visibility activity, the implementing organisation should contact the Press and Information Officer at the EC Delegation accredited to their country.
The Press and Information Officer is responsible for coordinating the overall EU communication strategy in the country or countries to which his/her EC Delegation is accredited. The Press and Information Officer can also provide information on intellectual property rights issues (copyrights, etc.). The project manager should always be included in contacts with the Press and Information Officer. In all types of actions implementing organisations should use their normal stationery in letterheads or fax headers sheets but always adding the phrase ”This project/programme is funded by the European Union” and the EU flag. The latter should enjoy an equally prominent place and size as that of your organisation's.
Moreover, the following disclaimer must be included in all publications: ”This publication has been produced with the financial assistance of the European Union. The contents of this publication are the sole responsibility of <name of the author/contractor/implementing partner> and can under no circumstances be regarded as reflecting the position of the European Union.”
The standard reporting requirements set out in the provisions of specific contracts and generally speaking in the General Conditions applicable to European Union-financed grant contracts, Article 2, prevail. These reports should include details on the progress of visibility activities.
Resources and useful links:
Communication and Visibility Manual