Communication, dissemination and exploitation strategy (version 1.0). Report No D5.1 of the Horizon Europe Project 101082212 — PLANET4B

BETTER DECISIONS FOR BIODIVERSITY AND PEOPLE Horizon Europe Project PLANET4B COMMUNICATION, DISSEMINATION AND EXPLOITATION STRATEGY (VERSION 1.0) 1.1.5 2 PLANET4B receives funding from the European Union’s Horizon Europe research and innovation programme under grant agreement No 101082212. This project is funded by UK Research and Innovation (UKRI) under the UK government’s Horizon Europe funding guarantee. This work has received funding from the Swiss State Secretariat for Education, Research and Innovation (SERI). Views and opinions are of those of the authors only and do not necessarily reflect those of the European Union, European Commission, the government of the United Kingdom, or the government of Switzerland. The European Union, the European Commission, the government of the United Kingdom, or the government of Switzerland cannot be held responsible for them. iii Key deliverable information Deliverable number D5.1 Deliverable title Communication, dissemination and exploitation strategy (version 1.0) Task leader Good Issue Ltd. (GD) Corresponding author Gyula Gábor Tóth Dissemination level Public Status Final Deliverable description Communication, Dissemination and Exploitation (CDE) plan on communication, dissemination, and exploitation activities of the consortium with key messages, main dissemination actors, main channels, specific activities, timeline, KPIs, verification of KPIs and monitoring. Version Status Date Authors/Reviewers 0.1 Draft 19/04/2023 Authors: Gyula Gábor Tóth (GD); Zsuzsanna Király (GD); Mária Csikai (GD) 0.2 Draft 21/04/2023 Reviewers: Alex Franklin (CU); Torsten Wähler (MLU); Agnes Zolyomi 0.3 Draft 26/04/2023 Authors: Gyula Gábor Tóth (GD); Zsuzsanna Király (GD); Mária Csikai (GD) 0.4 Draft 27/04/2023 Reviewers: Torsten Wähler (MLU); Agnes Zolyomi 1.0 Final 30/04/2023 Reviewer: Torsten Wähler (MLU) Project acronym PLANET4B Project title understanding Plural values, intersectionality, Leverage points, Attitudes, Norms, behaviour and social lEarning in Transformation for Biodiversity decision making Starting date 01st November 2022 Duration 36 months Website https://planet4b.eu/ Project coordination and scientific lead team Ilkhom Soliev; Alex Franklin; Agnes Zolyomi; Torsten Wähler iv Contributors to action/intervention directly leading to this deliverable Alex Franklin (CU); Sebastien Kaye; Ilkhom Soliev (MLU); Torsten Wähler (MLU); Agnes Zolyomi Recommended citation Tóth, G. G., Király, Z., & Csikai, M. (2023). Communication, dissemination and exploitation strategy (version 1.0). Report No D5.1 of the Horizon Europe Project 101082212 – PLANET4B. Brussels: European Research Executive Agency. DOI: 10.5281/zenodo.15479762 Rights and license This work is licensed under a Creative Commons Attribution 4.0 International License. The Creative Commons Attribution license allows re-distribution and re-use of a licensed work on the condition that the creator is appropriately credited. Read more. v List of abbreviations and acronyms Acronym Definition CDE Communication Dissemination and Exploitation CG CzechGlobe – Global Change Research Institute of the Czech Academy of Sciences CGE Culture Goes Europe COMCOM Communication Committee CU Coventry University D Deliverable DC DADIMA'S C.I.C. EO Expected Outcome ESSRG Environmental Social Science Research Group FiBL Research Institute of Organic Agriculture FUG Forum Urban Gardening GA Grant Agreement – Project 101082212 – PLANET4B GD Good Issue Ltd. IFZ Interdisciplinary Research Centre for Technology, Work and Culture IPBES Intergovernmental Science-Policy Platform on Biodiversity and Ecosystem Services KPI Key Performance Indicator MLU Martin-Luther-Universität Halle-Wittenberg M Month (of the project time) NINA Norwegian Institute for Nature Research OOF Greater Oslo Council for Outdoor Recreation PCT Project Coordination Team PLANET4B understanding Plural values, intersectionality, Leverage points, Attitudes, Norms, behaviour and social lEarning in Transformation for Biodiversity decision making PP Project Partner UNEP-WCMC United Nations Environment Programme World Conservation Monitoring Centre UNIPI University of Pisa WP Work Package 1 Table of Content Key deliverable information ..................................................................................... iii List of abbreviations and acronyms ......................................................................... v 1 Executive Summary ................................................................................................ 3 2 About the PLANET4B project ................................................................................ 3 3 The Communication, Dissemination and Exploitation (CDE) strategy .............. 3 3.1 Introduction .................................................................................................................. 3 3.2 Defining Communication, Dissemination and Exploitation ..................................... 4 3.3 Objectives ..................................................................................................................... 5 3.4 Strategy and Planning ................................................................................................. 5 4 Target Audience and Messages ............................................................................ 6 4.1 General Messages of the Project ................................................................................ 6 4.2 Policymakers ................................................................................................................ 8 4.3 Businesses ................................................................................................................... 9 4.4 Civil Society ................................................................................................................ 11 4.5 Scientific Community, Researchers ......................................................................... 13 4.6 Youth, Educators and Social Movements ................................................................ 14 4.7 Local Communities .................................................................................................... 15 4.8 General Public ............................................................................................................ 15 5 Communication and Dissemination plan ............................................................ 16 5.1 Timeline of the First Year .......................................................................................... 16 5.2 Project Partner´s Responsibilities and Workflow ................................................... 21 6 Communication Channels and Tools .................................................................. 22 6.1 Visual Identity ............................................................................................................. 22 6.2 Written Contents ........................................................................................................ 23 6.3 Website ........................................................................................................................ 23 6.4 Social Media Channels .............................................................................................. 24 6.5 Newsletter ................................................................................................................... 27 6.6 Briefs ........................................................................................................................... 28 6.7 Press Releases ........................................................................................................... 28 6.8 Scientific and Non-Scientific Publications .............................................................. 28 6.9 Emails .......................................................................................................................... 29 6.10 Open-Source Platforms ........................................................................................... 29 6.11 Events ........................................................................................................................ 29 6.12 Consultations ........................................................................................................... 29 2 6.13 Other Visual Tools .................................................................................................... 30 6.14 Media Relations ........................................................................................................ 30 7 Synergies ............................................................................................................... 30 8 Internal Communication ....................................................................................... 31 8.1. Internal Communication Rules and Tools .............................................................. 32 9 Exploitation ............................................................................................................ 32 10 Monitoring Results .............................................................................................. 34 3 1 Executive Summary This document is the Deliverable D5.1 – “Communication, dissemination and exploitation (CDE) strategy” of Work Package 5 (Capacity building, cooperation, communication, and upscaling to accelerate change) in the PLANET4B project. This CDE strategy will provide an overview of PLANET4B’s: • communication and dissemination objectives; • main messages; • target groups; • and the main CDE relevant activities. It will also detail the tasks and responsibilities of PPs as well as the first year’s plan of concrete actions. The implementation and indicators of the CDE will be regularly monitored updated and will be revised in M18 and M35. 2 About the PLANET4B project We rely on biodiversity for our very existence – it provides us with the basic ecosystem services that allow us to survive and thrive. Still, human lives and the biosphere itself are under threat due to the loss of biodiversity occurring at a massive scale, and at an accelerating pace. Despite the mounting scientific evidence on the importance of biodiversity, it still takes a back seat to political and other agendas. How can we change this alarming situation? The PLANET4B (understanding Plural values, intersectionality, Leverage points, Attitudes, Norms, behaviour and social lEarning in Transformation for Biodiversity decision making) research project aims to understand and influence decision making affecting biodiversity. The project’s main objectives are: 1) to understand how factors such as gender, religion, ethnicity, race, age, culture, disability, norms, values and behaviour intersect and are implicated in biodiversity relevant decision making across a range of different scales and settings; and 2) to channel this understanding of complexity into the design of stakeholder interventions, transformative pathways and a series of targeted, yet scalable policy recommendations in order to prioritise biodiversity and halt biodiversity loss. 3 The Communication, Dissemination and Exploitation (CDE) strategy 3.1 Introduction There are two major communication challenges the project faces. Probably the most significant one is that the communication sphere is overcrowded. The project’s target audience are constantly overwhelmed with information. The other challenge is that PLANET4B is a (technical) research project but one of its main aims is to influence decision makers (to generate transformative change), which are often hard to reach. Both challenges can be addressed in several ways in order to have more significant impact, or more engagement with decision makers. 4 To stand out and optimise the impact of PLANET4B – with the help of the Communication, Dissemination and Exploitation (CDE) strategy – the project will develop clear, understandable, targeted and co-created messages to the target groups, while also presenting key results in both structurally and visually engaging ways. The main objective of the communication activities is to increase the visibility of the project and its results ensuring that the scientific work is effectively communicated. The communication activities will go beyond reaching and engaging with the key target groups (policy-makers, businesses, civil society, scientific community, youth and educators), and will also focus on local communities and stakeholders of the project’s case studies, and on the general public. Central to the communication activities is content creation, which will be built on the close cooperation among the PPs. These contents will be related to e.g. how we perceive biodiversity, what research results are there on how we make relevant decision making or how local stakeholders can build transformative pathways. As one of the central aspects of the project is to understand how intersectional characteristics define decision making, careful consideration of different cultural and social contexts will be made during the project’s communication and dissemination activities. 3.2 Defining Communication, Dissemination and Exploitation Using the EU’s definition1 (in relation to Horizon Europe projects): communication is “reaching out to society and showing the impact and benefits of EU-funded activities.”, whereas communication activities, within the frame of EU projects are to “inform about and promote the project and its results, success in a non-technical manner.” Dissemination, on the other hand, focuses on the public disclosure of results, enabling others (policy makers, researchers, etc.) to use or re-use or internalise results and thus maximise the impact of EU-funded research. However, communication and dissemination activities are intertwined and therefore cannot always be clearly distinguished from each other. “The boundaries between certain activities – in particular with regard to communication actions and dissemination – are often blurry or can sometimes overlap. For instance, a magazine article highlighting the project’s work and achievements that is written for communication purposes could end up in the hands of potential stakeholders outside the project and trigger interest in using some of the results. The initial communication activity has now become a dissemination tool as well.”2 1 For all citations in this chapter see European IT Helpdesk (2022) as the relevant reference: European Commission, European Innovation Council and SMEs Executive Agency, Scherer, J., Weber, S., Alveen, P., et al. (2022). European IP Helpdesk. Successful valorisation of knowledge and research results in Horizon Europe. Boosting the impact of your project through effective communication, dissemination and exploitation. Ingbert: Publications Office of the European Union. Available at: https://data.europa.eu/doi/10.2826/437645 (accessed April 24, 2023). 2 For all citations in this chapter see European IT Helpdesk (2022) as the relevant reference: European Commission, European Innovation Council and SMEs Executive Agency, Scherer, J., Weber, S., Alveen, P., et al. (2022). European IP Helpdesk. Successful valorisation of knowledge and research results in Horizon Europe. Boosting the impact of your project through effective communication, dissemination and exploitation. Ingbert: Publications Office of the European Union. Available at: https://data.europa.eu/doi/10.2826/437645 (accessed April 24, 2023). 11 Table 3. Specific messages for businesses. Messages for policy makers: What do we offer them? Why should they be interested in the project/results? How could they benefit from the results of the project? What do we want them to do? • Biodiversity loss is mainly triggered by the dominant global economic system – hence we need businesses to contribute to transformative changes. • Businesses contribute to biodiversity loss because of unsustainable practices, but with transformative changes and changing their values system, they can contribute to saving biodiversity and the society. • The current consumption practices have long-term destructive and detrimental effects on both nature and human health and well-being. • We need transformative change in the system in order to survive. • Making positive decisions for biodiversity businesses can answer the emerging “green” consumer needs better and reach a wider audience (consumers). • “More sustainable” businesses can make a significant impact. • They can manage and sustain their own resources better. • Transformative change can boost resilient production, higher quality of food, water and raw material security; understanding of new market demands; adaptation to climate change, early adaptation to future policies (fashion case study). • They can offer “greener” solutions to their respective market (finance case study). • They can diversify your portfolio. Relevant outcomes • D5.8 – Three comprehensive guidelines tailored for enabling players (civil society, policymakers and businesses). • WP3 outcomes, WP4 outcomes Timeframe • From M6 Channels • Workshops and consultations • Social media • Newsletter • Media-news Tools • Briefs • Infographics • Illustrated transformative change stories 4.4 Civil Society Civil society organisations (e.g. NGOs) play a crucial role in shaping the social, political and economic landscape of any society. One of the key reasons for their importance is their ability to reach and influence a broad segment of the population. Civil societies have existing channels, credibility and resources to engage with people from different backgrounds. Moreover, civil societies have further resources to reach a wide segment of society. 12 The project will provide guidance and support for target groups within the civil society sector in order to not only communicate better about biodiversity issues but also to be a catalysator for influencing policies to have greater societal impacts. The project aims to reach three different groups that can be categorised under the term civil society: 1) Conservation NGOs working at EU and international levels (e.g. members of the European Habitats Forum including WWF, BirdLife, IUCN, Friends of the Earth, European Environmental Bureau, ClientEarth, OCEANA, FERN, Justice and Environment, Indigenous and Community Conserved Areas (ICCA), RARE, GreenPeace, etc. 2) Social NGOs working on the local level with communities (consortium partners and their relevant networks – focusing on social issues such as gender, inclusion, diversity, migration, SDGs, etc. 3) Organisations of sectoral groups – e.g. European Landowners Organisations (ELO), Copa Cogeca, International Federation of Organic Agriculture Movements (IFOAM), Forestry and Trade Associations. The following table (Table 4) includes specific messages for target groups within the civil society, listing their relevant outcomes, timeframe for realisation, channels and tools. Table 4. Specific messages for target groups within the civil society. What do we offer them? Why should they be interested in the project/results? How could they benefit from the results of the project? What do we want them to do? • Using the project’s outcomes (and the knowledge generated in the project about biodiversity, naturebased solutions and ecosystem services) the organisations can communicate and influence decisions better about biodiversity towards their own target audience. • The project outcomes can help them to trigger transformative change. • Their biodiversity relevant communication can be stronger, sharper and more impactful. • They can improve their cooperation and engagement with their stakeholders. • They can plan and organise more impactful campaigns and do advocacy more effectively. • The project offers guidance and training to help their work to reach greater impacts for biodiversity. • They can be empowered with new knowledge of how to communicate relevant information in the best way in order to nudge and drive policy and action to halt biodiversity loss. Relevant outcomes • D5.8 – Three comprehensive guidelines tailored for enabling players (civil society, policymakers and businesses). • Trainings • WP3 outcomes, WP4 outcomes Timeframe • From M13 Channels • Trainings • Social media • Newsletter 13 • Media-news Tools • Training materials • Guidelines • Briefs • Infographics • Illustrated transformative change stories 4.5 Scientific Community, Researchers The scientific community and researchers can benefit greatly from the results of the PLANET4B project. The results of the project can help to advance scientific knowledge by uncovering new information about biodiversity loss and the factors that contribute to it. It can also help to identify the gaps in our understanding of the topic. This can be conducive to guide future research efforts and ensure that we focus our efforts on the most important areas. Future research projects can provide policymakers with further information they need to make informed decisions ensuring that policies continue to be based on the most recent scientific results. The project is likely to inspire researchers from different disciplines and backgrounds to collaborate contributing to the formation of interdisciplinary teams and facilitate the exchange of ideas and expertise. Specific target groups are: representatives of natural science, behavioural science, social science and gender studies focusing on intersectionality, authors of IPBES assessments and IPCC reports, science-policy interfaces (e.g. Eklipse, NetworkNature) researchers in sister projects and other Horizon Europe projects dealing with behavioural theories and transformative change. The following table (Table 5) includes specific messages for scientific communities, listing their relevant outcomes, timeframe for realisation, channels and tools. Table 5. Specific messages for scientific communities. What do we offer them? Why should they be interested in the project/results? How could they benefit from the results of the project? What do we want them to do? • PLANET4B provides specific results and background from the activities to apply transdisciplinary research. • Transdisciplinary research can provide applicable knowledge for decision making relevant to biodiversity. • Transdisciplinary research has the potential to address unanswered questions in conventional scientific fields. Relevant outcomes • Outcomes of WP1 and WP2 • Presentations on conferences, events • Scientific articles Timeframe • Throughout the project Channels • Website • Social media • Newsletter • Conferences, networking events with similar projects 14 • Scientific magazines Tools • Scientific publications • Presentations • News 4.6 Youth, Educators and Social Movements To trigger transitions and transformations, the project will increase capacities of youth and education organisations by providing online training resources and guidance. To aid its application among youth groups and movements, a set of educational resources (e.g. creative exercises; interactive games to raise awareness and reflection on biodiversity) will be provided for the secondary and higher curricula as well as other extra-curricular educational settings and organisations (e.g. youth groups, movements, etc.). Extension of materials and dissemination among schools (along with its adjustment to climate change materials) will be ensured through the consortium partner Climate Academy that directly works with schools throughout the EU. Academic partners and universities will also provide dissemination in higher education on a global scale. Specific target groups are: school networks of the EU, universities and youth movements – e.g. Fridays for Future, Youth and Environment Europe (YEE), Young Friends of the Earth. Youth and education organisations will be addressed through the website and social media channels as well. The following table (Table 6) includes specific messages for the youth and educators, listing their relevant outcomes, timeframe for realisation, channels and tools. Table 6. Specific messages for the youth and educators. What do we offer them? Why should they be interested in the project/results? How could they benefit from the results of the project? What do we want them to do? • Using the project outcomes, they can communicate better about biodiversity issues. • They can influence policymakers to make more effective biodiversity policy implementations. • They can raise awareness, promote new attitudes and inspire actions of their target groups. Relevant outcomes • D5.9 – Online training and educational resources for communicating biodiversity and triggering transformative change. • D5.10 – Adjusted training materials for secondary and higher education. Timeframe • M30–M36 Channels • Trainings • Social media • Newsletter • Conferences • Meetings, bilateral consultations Tools • Online training resources 15 4.7 Local Communities Empowered communities can actively contribute to safeguarding biodiversity and implement nature-based solutions. These communities will be reached locally and through organisations like ICLEI (Local Governments for Sustainability), C40 (Cities Climate Leadership Group) or Global Covenant of Mayors. They will be also reached through the case studies of the project with similar messages to the general public as well as locally relevant messages. 4.8 General Public Biodiversity loss affects every aspect of our lives including our health, economy and overall well-being – communicating about the project and its results cannot only increase the visibility of the project and help to disseminate its results but also raise awareness of the topic of biodiversity. Communicating about biodiversity loss (and the importance of our decisions) to a general public is needed to sensitise the issue. This can inspire individuals and communities to take action to protect and conserve biodiversity. By educating people about the importance of biodiversity, they can be encouraged to make lifestyle changes that reduce their impact on the environment, support conservation efforts and advocate for policies that protect biodiversity. In addition, communicating about biodiversity loss can help bridge the gap between scientists and the public. Scientific research on biodiversity loss can be complex and technical, making it difficult for non-experts to understand. By translating scientific findings into accessible language and presenting them in engaging ways, people can learn about the importance of biodiversity and the urgency of protecting it. The general public will be informed through the project news (website and newsletter) and social media activities. Since one of the project's main questions is how biodiversity is currently perceived the project’s findings can be used to enhance its own communication activities (EO 1 – information on relevant messages of biodiversity communication3). The following table (Table 7) includes messages for the general public which can be fine-tuned based on the project’s findings. Questions to be asked in this fine-tuning process are: why should the general public care about the project? Why is it interesting/valuable for people? What aspect of the project can be interesting for them? (see also CBD, Global Biodiversity Outlook 54 and WWF, Understanding Biodiversity Awareness in 9 countries5). 3 REA (2022). Grant Agreement. Project 101082212 – PLANET4B. Part B, p.5. 4 CBD (2020). Global Biodiversity Outlook 5. Available at: https://www.cbd.int/gbo5 (accessed April 24, 2023). 5 WWF (2022). Understanding Biodiversity Awareness in 9 countries. Available at: https://wwfint.awsassets.panda.org/downloads/wwf_global_biodiversity_awareness_study_2022_only _numbers.pdf (accessed April 24, 2023). 16 Table 7. Messages and examples for general public. Messages About Examples (The importance of) biodiversity • We rely on biodiversity for our very existence. It provides us with the basic ecosystem services that allow us to survive and thrive. Biodiversity loss, scale of the problem, consequences, etc. • Alarming and continued loss of biodiversity now threatens both the biosphere and human life because of inapt governance. • Over-consumption is an important drive-in biodiversity loss. The importance of decisions • We make decisions almost every day that can affect biodiversity. • We can also influence biodiversity related decisions. The project – how it works, what solutions we plan to provide • See section 3.1 General messages of the project. 5 Communication and Dissemination plan 5.1 Timeline of the First Year All PPs are actively involved in communication and dissemination activities to achieve the expected impact of the project. By utilising the potentials of the planned channels (e.g. website, social media, newsletter, media contacts, participation in different events) and networks of the PPs, the project has the potential to multiply the effects of disseminating the project results which requires the active participation of the PPs. The distribution of communication and dissemination tasks is based on the project outputs and milestones and the agreement by the PPs (Table 8). Ensuring the highest level of credibility and competence, the communication tasks are aligned with the strengths and capacities of the partner in charge. Table 9 (Communication and Dissemination plan for Year 1) shows the annual internal planning. Table 8. Overview of main communication and dissemination activities. Phase Main focus, activities, objective Initial phase, M1–M6 The first phase is about kick-starting the communication and dissemination activities. The main goal is to create a solid base for the upcoming activities (visual identity, designing the website, setting up internal communication). By the end of this phase: • Visual identity (logo, branding, templates, etc.) is ready and shared with the PPs. • Website is fully operational (contents are uploaded, there is at least one news article). • Social media activities have started (few “warm-up” contents). • Some project meetings and presentations are organised. 17 Operational phase, from M6 • Broader communication activities will start once the website is fully operational and at least one main/key deliverable is available on it. • Social media activities will be intensified, news on the project website will be published (and further disseminated via the newsletter) and meetings and workshops with key actors will be held during this period. In addition, press releases will be sent to inform the global/regional media about the project. Maturity phase, close to the end of the project (M30–M36) • Here, the main focus is on the promotion of the concrete results, the final findings/outputs. Additional phase, after the end of the project Making sure that the outcomes are available after the project ends (activities for five years after the end of the project). 18 Table 9. Communication and Dissemination plan for Year 1. Communication/Dissemination output Tool Action Partner in charge Target group Related deliverable Month of delivery Report on biodiversity and related concepts perceptions Public report/article, brief Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. News is included in the newsletter. FiBL GD T4 D1.1 M6–M8 Inventory of behaviour science theories potentially influencing biodiversity decision making Public report, brief Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. News is included in the newsletter. NINA GD T4 D1.2. M6–M8 Methodological framework for intersectionality analysis Public report, brief Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. News is included in the newsletter. IFZ GD T4 D1.3. M6–M8 Workshop report on key theories of behaviour, decision making and change Workshop, public report Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. News is included in the newsletter. RU GD T5, T1, T2, T3, T4 D1.4. M6–M8 19 Workshop report on theory commonalities and conflict Workshop, public report, article Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. News is included in the newsletter. RU GD T5, T1, T2, T3, T4 D1.5. M12–M14 Directory of key methods most suitable for biodiversity decision making contexts Public report, brief, article Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. PPs promote report and articles on their channels (social media, website, network). News is included in the newsletter. Article Infographic TV and radio interviews CU GD T4, T1, T2, T3 D2.1 M6–M8 Learning communities and sectoral advisory boards established for case studies Public report, brief, two articles Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (LinkedIn, Twitter) with short explanations. Article1 Article2 PPs promote report and articles on their channels (social media, website, network). News is included in the newsletter. RU, ESSRG GD All target groups D3.1 M9–M11, M12–M14 Project website Project website Project website and newsletter are promoted in the social media of the GD, All PPs All target groups D5.4 M3–M5, M6– M8 20 project as well as in the social media of the PPs. Social media activity Posts Relevant social media posts are reshared by the PPs. GD All PPs All target groups D5.1 from M3 Newsletter Newsletter Promoted on the website, in the social media and via email. PPs promote the newsletter in their channels (social media, website, network). GD All PPs T1, T2, T3, T4, T5, T6 D5.1 M7–M9 Press release Press release Promoted on the website, in the social media and media. PPs contribute to promote their own media contacts. GD All PPs All target groups D5.1 M7–M9 Preliminary synergies strategy Public report, brief Report (as well as a brief of the report) is shared on the website. News about the report is posted on the website. Posts are shared in the social media of the project and the PPs (Linkedin, Twitter) with short explanations. News included in the newsletter. UNEP-WCMC T4 D5.5. M6–M9 T1: policymakers, T2: businesses, T3: civil society: (a) conservation NGOs, (b) social NGOs, T4: scientific community, T5: local communities, T6: youth, educators and social movements 27 • Use a language/tone that fits your audience. You could ask them a question or use a quote or a set of emojis and encourage them to comment under your post and share their experience. • Use appropriate language and tone when posting on social media. Avoid using overly technical language or jargon. • Make it clear that you are affiliated with a particular institution or organisation. This can help to establish your credibility and avoid confusion about your role and authority. • Avoid discussing controversial topics that are unrelated to your research. This can help to avoid potential conflicts and ensure that your social media presence remains professional. • Use multimedia content: visual communication is a very important aspect of all social media channels. Images, videos, infographics, factoids, quotes, etc. catch the user’s attention much faster and effectively than text on its own. This kind of content can easily be used to tell a story and helps to engage the audience emotionally. You can use the PLANET4B social media templates in Canva. • When posting graphs use a clear title that briefly explains the findings. Keep graphs simple (under about 10 data points). This may mean highlighting just a portion of a graph or data from the report. • When writing a post on social media try to keep the number of words around 10–20 (posting with photo) and 30–40 words (posting without photo). Word count includes all words (dates, names, sources, etc. – everything). Consider the platform you are posting on and the norms and expectations of that platform carefully. For example, Twitter has a character limit, while LinkedIn is more focused on professional networking. For more tips: “Social media guide for EU funded R&I projects”.9 6.5 Newsletter PLANET4B e-Newsletters will be released every six months, offering the project community an overview of the latest project activities and developments. ENewsletters will be both uploaded on the project website and distributed to a list of recipients. The newsletter aims to enable the subscribers to get first-hand information about the project and other projects related to PLANET4B as well as relevant and important news about our main topics. The first newsletter will be released once the website is launched. The newsletter will be created through MailChimp, a web-based email marketing service. It will be distributed to a mailing list containing subscriber information gathered through a sign-up form on the website. PPs may also promote the newsletter through their channels. An unsubscribe/opt-out link will be available as per EU directive 2002/58/EC. 9 European Commission, Directorate-General for Research & Innovation (2020). H2020 Programme. Guidance Social media guide for EU funded R&I projects. Available at: https://ec.europa.eu/research/participants/data/ref/h2020/other/grants_manual/amga/soc-medguide_en.pdf (accessed April 25, 2023). 28 GD will coordinate the editing of the newsletter. A mailing template will be designed for this purpose. The sender will always be the official account of the project, [email protected]. For the promotion of the newsletter, the following channels will be used: • Social media posts • Website • Channels of the PPs’ institutes (website, social media channels, newsletters, events, etc.) • Direct email (when contacting a target group, a line should be added to the email about subscribing to the newsletter) 6.6 Briefs One-page summaries (creative briefs) will be created of each deliverable enabling results to relevant to enabling players. These short briefs will be based on the deliverable, using its relevant sections (executive summary, key findings, etc.) and any additional information provided by the author(s) of the deliverable. All briefs will also be uploaded on the website. The briefs will be prepared by the Task Leads and edited by GD. 6.7 Press Releases To further promote the project and its results, press releases will be created by GD when major project news (such as policy recommendations or substantial project results are to be communicated to a wider audience). A press release will be prepared and shared with major European news organisations such as EurActiv, Politico, Policy Review, Reuters and other pan-European news agencies (other examples: ESG Today, Sustain Europe). Depending on the relevance, PPs will also translate and share information with their own national, regional or local media contacts (both specialised and professional contacts). All press releases will be uploaded on the website as well. Existing media contacts of the PPs are collected on SharePoint – these contacts will be used to spread the project news. Number of planned press releases sent: 5. 6.8 Scientific and Non-Scientific Publications Scientific publications represent an important means of project result dissemination. We expect that five scientific papers will be published, targeting academics, researchers and relevant professionals. Non-scientific publications have the potential to reach a wider, general and professional audience. Scientific publications will be written (and sent/uploaded to the scientific sites/magazines) by the PPs, non-scientific publications will be written by the PPs, edited and shared by GD. 29 Interviews (opinions) of experts within the partner organisations will also be created, attracting media attention on the specific topics. Guidelines (know-how) on: • Scientific articles: https://www.european-science.org/how-to-write-a-scientific-article/ • Popular science articles: https://royalsociety.org/blog/2017/08/writing-popular-science-as-a-scientist/ Number of scientific articles planned: 5 Number of non-scientific articles planned: 30 6.9 Emails One of the primary means of stakeholder outreach in PLANET4B will be one-on-one email to inform interested parties about project results, events and activities. We will also use emails to distribute our newsletter to stakeholders drawing attention to the project’s highlights. Emails will allow PPs to conduct a small scale targeted outreach with a more personal rhetoric; however, while email is a simple form of communication, it can be difficult to strategically plan and measure its effectiveness. 6.10 Open-Source Platforms The project’s deliverables and relevant open access data will be also shared on opensource platforms such as OER Commons, OpenSDG, Zenodo and OpenAIRE. 6.11 Events PPs will disseminate deliverables by participating in national and international scientific conferences as well as international EU policy and business events in order to further promote the project and engage other stakeholders while raising awareness of the PLANET4B activities and expected results. The PPs will represent the consortium and attend debates, lead debates, deliver project-related speeches, contact stakeholders and/or carry out workshops. PPs should inform the PCT as well as the communication team about their contribution before attending events. After the event, PPs should share the material communicated (e.g. presentation) with any other relevant information so the communication team can create content (news, posts, etc.) about it. To enable tracking of relevant events including scientific conferences and policy events, (channelling outcomes to accelerate change) a database was created and featured on the internal communication platform on SharePoint as part of Task 5.4 of WP5. 6.12 Consultations Key enabling players (mostly EU and UN decision makers, business representatives, civil society members, relevant EU and global projects and initiatives) will be contacted and informed about the project and its results through bilateral in-person or electronic 30 consultations. Additionally, through WP3 and its series of learning communities, local level stakeholders will be regularly consulted. Stories of transformative change from the case studies’ relevant places and sectors and economic value chains will be compiled. Transformation pathways will be produced. These outputs of PLANET4B as well as relevant interventions will be discussed with key enabling players among the target audience in order to enable upscaling at EU and global levels through these consultations. Number of planned consultations: 10. 6.13 Other Visual Tools Accompanying the promotion of the different outputs, simple but creative infographics will be created by GD. The PPs are also encouraged to develop infographics (and other similar visuals) using their own resources to aid their reports or social media activities. The production of these visual tools will be coordinated and guided by GD. Supporting the final results of the project, videoclips will be developed under the supervision of GD. Slightly edited, short (few minutes) versions of the workshop recordings will also be made available on the website. 6.14 Media Relations Apart from the press releases, PPs will share information about the results of the projects through their own existing media relations in order to generate TV and radio presence in the local/regional media. GD will oversee the coordination of these activities. 7 Synergies To maximise the project’s impact, synergies with other relevant Horizon Europe and non-Horizon projects and initiatives will be mapped, connection and cooperation will be established, and joint work and outputs (e.g. press releases, posts, events) will be initiated under Task 5.3 (Mapping synergies and creating cooperation with existing initiatives and projects) of WP5. The main dissemination tools of the project will be continuously worked on and reflected in line with the target groups and the mapping and synergies seeking activities. The synergies strategy (D5.5) outlines how collaboration with external projects and initiatives whose areas of work have synergies with PLANET4B will take place. In this strategy, different types of collaborations are defined, types of projects and initiatives to collaborate with are outlined as well as a timeline for collaboration. This includes a seven-step process (identifying, assessing, contacting, coordinating and implementing, communicating, monitoring, setting future collaboration) detailing how to work with external partners based on the identified synergies. Therefore, the primary focus of the synergies strategy is to act as an internal guidance document for PPs. An initial database of over 70 EU and international projects and initiatives that are synergistic with PLANET4B has already been created (see in D5.5) and will be updated on a rolling basis. 31 8 Internal Communication The purpose of the internal communication section is to ensure that the external communication tasks are carried out as efficiently as possible by all the consortium members. Furthermore, it aims to make communication and dissemination workflow (tasks, responsibilities, monitoring) transparent. 32 8.1. Internal Communication Rules and Tools Planning and Management Tools The basic tools that will be used during the project to accomplish the planning and carrying out of communication and dissemination activities among the PPs are: • Communication and Dissemination and Exploitation (CDE) strategy and plan: This document contains the main goals, tools and responsibilities on CDE activities of the consortium with key messages, main actors, channels and specific activities, timeline and KPIs. The document is renewed every six months. • The project management work plan (Miro board): Miro board that contains all the PLANET4B activities, CDE activities and outcomes (deliverables, KPIs, milestones) as a detailed work plan of the consortium. • COMCOM meeting: The Communication Committee (COMCOM) members meet online bi-monthly to share and discuss CDE related issues, refresh the project management work plan regarding CDE related tasks as well as prepare the renewing of the CDE plan. Internal Communication Tools The main tools of internal communication: • Regular emails • COMCOM, periodic meetings (online bi-monthly) • WP Leads meetings (online every four months) • Steering Committee meetings (annually) Intranet – SharePoint/Teams For now, the PLANET4B project’s main internal documentation and information sharing platform SharePoint/Teams is provided by CU. SharePoint/Teams is open for all PPs. This private tool will enhance the information exchange among all PPs (minutes, internal documents, WP’s specific information, etc.) as well as facilitate internal coordination. The related communication and dissemination documents and plans can be found under the WP5 folder. 9 Exploitation The European Commission describes exploitation as “the utilisation of results in further research activities other than those covered by the action concerned, or in developing, creating and marketing a product or process, or in creating and providing a service, or in standardisation activities.”10 Exploitation is the effective use of project results through scientific, economic, political or societal routes of utilisation. The objective of exploitation is to go one step further than dissemination and turn research and innovation actions into concrete value and impact for society. Thus, the main audience of exploitation is the same with the one suitable for dissemination. 10 European Commission (2023). EU Grants. AGA – Annotated Grant Agreement. EU Funding Programmes 2021–2027. Available at: https://ec.europa.eu/info/fundingtenders/opportunities/docs/2021-2027/common/guidance/aga_en.pdf (accessed April 25, 2023). 33 PLANET4B will aid the exploitation of the results through three fundamental steps: 1) Producing a thorough and reflective CDE plan that will continuously be updated to reflect on the exploitation opportunities of the project outcomes. The plan will include exact steps to identify the key exploitable results, their potential platforms and future users, IPR strategy, specific plans for each key exploitable result by the consortium and relevant PPs that will also include potential integration and funding opportunities for the continuation and sustainability of the results. 2) Generating a visually appealing, user-friendly, relevant and easily findable resources portfolio devised specifically for each target group. Securing the retained relevance of materials over time, ensuring their attractiveness and easy-to-use structures along with an easily navigable website structure and search option; SEO (Search Engine Optimization) will ensure that the resources will be available even after the project’s timeline. 3) Ensuring that availability and cross-linking of materials are not only operational through PLANET4B’s and the PPs’ websites but through the Science Service, KCB, BISE, Oppla, Eklipse platforms, along with websites and social media channels on current and also upcoming Horizon Europe projects under the same and relevant calls as well as other open-access channels (e.g. Open SDG platform). To further support dissemination and exploitation, open access EU services will be explored – Open Research Europe, Horizon Results Platform (HRP), Horizon Results Booster, European Open Science Cloud (EOSC) and CORDIS. Intellectual property rights Within the EU funded R&I-projects, several complementary partners from research, small and large industry come together. Therefore, it is important to set common grounds and learn about each other's expectations, aims and needs early on. Exploitation workshops within COMCOM meetings will help to clearly define the key exploitable results, characterise and prioritise them jointly with the PPs. Exploitable results can be of scientific or commercial relevance and may be either published or protected. Intellectual property (IP) includes: • Products of the mind • Products of research and experimentation • Products of creativity • Intellectual property, like physical property, can be a valuable asset. • Physical property and intellectual property as an asset which can be traded (sold, bought, leased, used as collateral or donated) Intellectual property rights (IPR) The law provides legal rights to protect your intellectual property, known as intellectual property rights (IPRs): • Patents (technical inventions) • Copyright (software, written works, engineering drawings, semiconductor topologies, etc.) • Design rights (appearance) 34 • Database rights (creation and arrangement of data) • Trademarks (utility models/petty patents, etc.) 10 Monitoring Results In order to achieve the successful implementation of CDE activities and fulfilment of the relevant objectives and KPIs, a systematic monitoring will be carried out throughout the project implementation. The monitoring will be performed internally on an annual basis and will be officially reported in the relevant deliverables. Regular monitoring will allow the identification of possible risks and deviations from the CDE objectives and performance indicators, and the timely planning of any necessary corrections and actions to address potential implementation problems. Such an approach will improve the overall performance of the relevant activities and enable a more efficient evaluation. An online form has been created for reporting all CDE activities PPs are performing. The form is available on SharePoint/Teams to all PPs. Specific CDE and WP5 relevant templates are created for monitoring purposes and will be sent out to request data on a six-month basis from all PPs. Online presence of PLANET4B will be monitored using specific analytics monitoring software, i.e. Google Analytics as well as relevant social media analytics (number, age, source, distribution, location of the visitors on website, number of posts, followers of the project’s social media profiles or views of YouTube videos). Table 11. Key Performance Indicators. Tools KPI Target Website No. of visitors 5.000 Newsletter No. of subscribers 200 Social media No. of followers No. of posts 1.000 700 Videos, illustrations and artwork No. of videos produced No. of target group reached 10 500 Infographics No. of infographics No. of target group reached 5 500 Press release No. of press releases sent 5 Non-scientific articles (e.g. The Conversation), radio and TV interviews No. of articles No. of radio interviews No. of TV interviews, spots No. of people reached 30 5 2 100.000 Scientific publication No. of publications 5 Workshops for enabling players and stakeholders No. of workshops organised No. of participants 64 200 Consultations No. of consultations 10 Joint actions with other EU projects (e.g. joint event, joint communication) No. of actions 10 Presentations at scientific conferences and events No. of presentations 5 Public deliverables No. of deliverables 28 35 Deliverable briefs (a creative, short version of the main messages) No. of briefs 25 Online training No. of online training No. of target group participants No. of education institutes/youth group reached 1 300 100