Science Policy Interface for Coastal Systems Assessment
Contents
1. Guide for participants in Web conference see pdf attached In order to prepare the workshop introduction please provide us in advance with Your complete profile name telephone number where you will be reached for the tele conference and organization of communication officer participant summary CV 2 to 3 sentences who you are and what you have done professionally and photo of participant Email sent to ALL SSAs contacts and leaders of WP 1 6 12 and 13 From Maria Ferreira mailto m ferreira geucc net Sent Friday June 22 2007 5 49 PM To Daniel Roy ifremer fr amette kmgne de reisj Cardiff ac uk timo arula Qut ee jakobw system ecology su se hjo difres dk einar dahl imr no A Scollick ucc ie jannette van buuren rws nl tgarcia ualg pt Thierry _Laugier ifremer fr antonella petrocelli iamc cnr it chanag ath hcmr gr Asli Donertas lyudmila kamburska jrc it Cc i lucius eucc net c perez eucc net tom hopkins iamc cnr it Denis Bailly Subject Manual amp Participants details Communication virtual workshop Dear Communication Team members In addition to our previous instructions guide and programme update hereby we provide you the final information and preparations for the Virtual Communication Workshop coming monday at 10 00h 9 00h UK Portuguese time 11 00h Turkish time Make sure you will join the conference on time Attached you will find 2 documents as follows List of participant2. pmen fu m Gone ensem pemaaemesnmee O s jme pee oe pemmme 0 qemses amem e pee p om poron pememe pemmamm 0 0 e pa que m hoys 0 emma manae 0 n o pees pert or ememtuen enemy jmaeenmumanen woe pasom n femoen bossas jecmemen ope men oc eme qeseemum perraos o e D eee puce gt Bereerenea pnosoeno pmsempemengemeri 0 4 18 Science and Policy Integration for Coastal System Assessment VIRTUAL WORKSHOP FOR SPICOSA COMMUNICATION TEAM MEMBERS Participants List Host Partner Virtual Workshop web No SSA CZ partners No Contact Telephone EMAIL conference name Participant number 16 Thermaikos HMRC 20 Christos Anagnostou 0030 22910 76369 chanag ath hcmr gr ee l MRC vow 00 ME 40 Asi Donertas 00902626774378 sli Donertas mam gov tr 18 Danube Delta IES JRC 41 Lyudmiia Kamburska 00390332786728 lyudmila kamburska jrc it ee 15 Vente CORIA 5 Pierpaolo Campostrini Simona D R 00390412402511 campostrini corila it o w DEEMO Gulf of Gdansk UoG 27 Hanna Ladkowska 0048585236871 ladkowska univ gda pl 5 18 Science and Policy Integration for Coastal System Assessment Annex 2 Final Programme 1 day 25 June 2007 Objectives gt To train Communication Team members in fulfilling their SPICOSA related communication tasks gt Tostreamline the SPICOSA communication style and strategy gt To agree on mechanisms for collecting feedback from the stakeholders and channelling this
3. 93 Address http www2 teleconf de english html www teleconf de search Moderator Login Participant Logi S ud ws a News Home Contact Mews Impl New Registration Free Trial Hame E hiail Access Code Login 3 You will then be connected to the web conference Conference Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help Qo Vorige Y o x a A J2 Zoeken Se Favorieten QU media 2 B m Y m amp https www teleconf de conference login participant do Locale en Eh Distu disy emm Thank you for your registration Conference List of participants Overview Account Logout Continue continue 9 18 Science and Policy Integration for Coastal System Assessment Conference Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help Q vori amp x a A 4 Zoeken Se Favorieten A Media 2 B m al Ll Adres https www teleconf de conference homeParticipantAction do Eh De astuon EX disy You are here Conference Overview Conference Welcome Mr Erik Devilee List of participants Welcome to this data conference with the topic Spicosa virtual try out The data conference has already started Overview Account Presentation Logout At present no web presentation takes place 4 In the Welcome screen click on overview or participants list red arrow Thi
4. Project N 036992 OP ACRONYM Science Policy Interface for Coastal Systems Assessment DELIVERABLE D11 3 Documentation of the communication with SSAs Report WORK PACKAGE WP11 Communication and Dissemination REPORTING PERIOD From Month 1 To Month 6 PROJECT START DATE 1 February 2007 DURATION 48 Months Date of Issue of this report 30 July 2007 Document prepared by EUCC Med Integrated Project funded by The European Community Under the Sixth Framework Programme Priority 1 1 6 3 Global Change and Ecosystems Science and Policy Integration for Coastal System Assessment Results of Communication workshop with SSAs Virtual Workshop for SPICOSA Communication Team Members FP 036992 Deliverable 11 3 Draft 30 July 2007 I Lucius M Ferreira EUCC WP11 coordinator x ox xc SIXTH FRAMEWORK PROGRAMME This project is supported by the European Commission within the sixth Framework Programme Global Change and Ecosystems Science and Policy Integration for Coastal System Assessment RESULTS OF COMMUNICATION WORKSHOP WITH SSAS Report of Telewebconference Monday 25th of June 2007 Virtual Workshop for SPICOSA Communication Team Members The Workshop took place using Disy conferencing services which allows the sharing of power point presentations through the internet Maria Ferreira and Irene Lucius of EUCC Mediterranean Centre prepared chaired and a
5. Email address xxxx Code of access to the conference xxxxx PLEASE NOTE that you must log in with the exact details as provided in email invitation Then the following steps should take place 1 After you will be connected to the telephone conference please go to your web browser and visit www teleconf de The website will automatically open in German language so select English language as presented below red arrow Telefonkonferenzen und Webkonferenzen mit Application Sharing und Pr sentation auf www teleconf Microsoft Internet Explorer 81 x Bestand Bewerken Beeld Favorieten Extra Help n j E Ed Q9 vorige 5 i A Zoeken gt Favorieten 4 2 OJ 3 Adres httpijewmeteleconf de Ga naar Koppelingen A Bn Diens von Ex disy Home www teleconf de s M chten Sie eine Konferenz planen oder leiten Ider i Unsere L sungen f r alle Arten von E Meetings Ut Ut Fetoloreicher Start der WMlfehinare RP RP ee 8 19 Science and Policy Integration for Coastal System Assessment 2 Then click to tab Participant login in the Login section on the screen Insert your name email and access code provided by the conference automatic invitation email login www teleconf de www teleconf de Your Portal for Phone and Web Conferences Microsoft Internet Explorer l x File Edit View Favorites Tools Help ae Q O X 845 2 ros e6 0 2Ww
6. information back to the Node 1 team in order to allow for adjustment at the conceptual level gt Establishing format for reporting on communication activities Participants gt One representative per Study Site preferably the dedicated Communication and Training Officer gt One representative of WP1 6 12 13 Lead EUCC Programme Outline neuro wee Rire Welcome introductory round technical announcements 10 30 11 00 The SPICOSA Communication Plan Q amp A EUCC The local communication plan draft structure Q amp A 11 30 12 00 Coffee break Realisation Dial in telephone conference Shared application photos of participants in ppt format Shared power point all need access to computer with internet access Shared power point all EUCC need access to computer with internet access All off line 12 00 12 30 Defining target audiences amp key messages EUCC all Telephone conference brainstorming moderated discussion 12 30 13 00 Introduction to media relations Q amp A EUCC Shared power point 10 00 10 30 EUCC all 11 00 11 30 Shared power point Shared power point Introduction Non media communication Telephone conference EUCC Q amp A shared ppt presentation Plenary discussion about press releases 15 30 16 30 media Ioan ANG non media All communication open questions sharing ideas Attribute individual assignments writing a 13 00 14 00 Lunch brea
7. emitting approximately XY tons of carbon SPICOSA a project funded by the European Union s Research Programme FP6 develops tools to better analyse and understand the interaction between people and nature of Europe s coast This will ultimately help coastal decision takers to manage coastal resources in a more sustainable manner As only good communication between SPICOSA researchers and coastal stakeholders can guarantee that results of the project will be put to use the virtual workshop provided training on how to distribute the messages and results of SPICOSA effectively Partners of the SPICOSA project not only do research for sustainable coastal development they also want to lower their own impact on the environment said Tom Hopkins scientific coordinator of SPICOSA This virtual workshop has shown how modern communication technology can help us to do so The teleworkshop was moderated by EUCC Mediterranean Centre an NGO based in Barcelona Spain and one of the 54 SPICOSA partners It used a new software programme which makes it possible to link up to 50 people by telephone and to share power point presentations that all participants can see on their computer screens After this successful test application the SPICOSA project is planning to hold more expert events as virtual meetings 14 18 Science and Policy Integration for Coastal System Assessment ENDS FOR MORE INFORMATION Irene Lucius EUCC Mediterranean
8. information section l ENDS These are the contact details of the spokesperson and or PR person that is authorised to speak on the record or provide additional information about the press release to journalists Ensure that the contact information is correct and that the people listed are available that day This should be written in smaller font than the press release normally 10 points me FOR MORE INFORMATION Irene Lucius EUCC Mediterranean Centre Tel 34 932247340 Fax 43 932247341 Email i lucius eucc net These boilerplates have information about the project and SPICOSA You should always have both at the end of your press release NOTES FOR EDITORS 17 19 Science and Policy Integration for Coastal System Assessment SPICOSA is an EU Integrated Project that will strengthen research throughout the European region and produce products of use to society The Project s goal is to create an operational framework for delivering prognostic assessments of policy options for the sustainable management of coastal zones Achieving this objective will require a restructuring of the science and methodology needed to understand and to quantify the response of coastal zones to changing environmental and anthropogenic conditions and the resulting impacts on ecosystem services It will also demand integration of disciplines and of geographic political and social scales The methodological product is called the System
9. A Ni LI SIXTH FRAMEWORK PROGRAMME Always put your press release on letterhead and always remember to include the EU flag SPICOSA and Sixth Framework Programme logo Always write at the top of your document that it s a press release Press release Always include the date Otherwise journalists won t know whether it is recent news m 25 June 2007 Use a short catchy and concise title fewer than 10 words European coastal researchers met successfully without emitting climate gases Always write the name of the city where the release is issued from Barcelona Spain Twenty scientists from across coastal Europe met virtually for a one day workshop to discuss ways of improving communication between researchers and the coastal community The event took place in the framework of the EU project SPICOSA All participants were surprised about how efficiently a conference can be conducted by telephone and internet A face to face meeting would have caused 18 people to travel thereby emitting approximately XY tons of carbon What is important about the press release Write one or two sentences that will draw the reader in Remember to get the point across as quickly as possible 16 18 Science and Policy Integration for Coastal System Assessment SPICOSA a project funded by the European Union s Research Programme FP6 develops tools to better analyse and understand the interaction between pe
10. Centre Tel 34 932247340 Fax 43 932247341 Email i lucius eucc net NOTES FOR EDITORS SPICOSA is an EU Integrated Project that will strengthen research throughout the European region and produce products of use to society The Project s goal is to create an operational framework for delivering prognostic assessments of policy options for the sustainable management of coastal zones Achieving this objective will require a restructuring of the science and methodology needed to understand and to quantify the response of coastal zones to changing environmental and anthropogenic conditions and the resulting impacts on ecosystem services It will also demand integration of disciplines and of geographic political and social scales The methodological product is called the Systems Approach Framework SAF It is based on an adaptation of the Systems Approach that incorporates the ecological social and economic dimensions of the coastal zones together with emerging concepts on system complexity The SAF is designed to be readily updateable to provide an accumulative knowledge base for wider and more complex applications and to contribute to a growing understanding the options and actions necessary for the transition to sustainable development The project started in February 2007 and will last for four years More details can be found on www spicosa eu 15 19 Science and Policy Integration for Coastal System Assessment e SPICOS
11. e How WHY d SPICOSA Virtual Communication Team members Workshop 25 June 2007 PROGRAMME COastal Systems Assessment E3 BIH FRAMEWORK Science and Policy Integration for SPICOSA Press release 2 s GOOD LUCK 12 18 Science and Policy Integration for Coastal System Assessment Additional information as result of feedback and experience gained at Virtual Workshop for SPICOSA Communication Team Members 25 June For moderators Call all participants shortly before the conference this ensures all participants and sites are on and can test the audio technology of their telephone Introduce yourself If time permits and depending upon the size of the group have the other participants introduce themselves as well so that people can get used to the voices of their colleagues Begin by requesting that all participants sites mute their microphones if not already muted This cuts down on noise interference Establish ground rules for asking questions or providing information Have the participants mute the microphones until they ask a question Conversations on the side moving paper and any small noise will be projected at other sites unless microphones are muted avoid connection with mobile phones as noise interferences are too disturbing and the participant using a mobile has difficulties in listening and participating For participants if you are sharing an incoming telephone line with others make sure nobod
12. gth of time for a virtual telephone conference The participants voiced their interest in repeating such a workshop in late autumn in order to share first experience with their communication work 2 18 Science and Policy Integration for Coastal System Assessment oome feedback received Well prepared Useful way of communicating among SSAs Way of practicing what we preach Practical and cost effective It s not like the real thing but a good alternative It was good to get used to this new technology Once we know how to use it it works fine Good new way of communicating Some way of extending and improving the virtual workshop technology was gathered e Let s think of other ways of using this technology e g would be handy if people could dial in at large SPICOSA conferences when they can t come and or store presentations as podcasts e Dosome research to find out whether it is possible to listen through a headset e Need to improve the technical manual after this first experience gained 3 18 Science and Policy Integration for Coastal System Assessment Annex 1 List of participants VIRTUAL WORKSHOP FOR SPICOSA COMMUNICATION TEAM MEMBERS No SSA CZ partners No Contact Telephone EMAIL conference name Participant number Op preme 0000 emweem qeesemm 0 0t fr emere 0 esame c pevaemmo 0 09 o emen c pesms O emen peemeemer OO e 0 je a emnes men petere 0 s ron ft ete ies eemaemen peceten D prana ERY o fone 0 eme roar
13. k 14 00 14 15 Summary of results so far EUCC 14 15 14 45 al to writing a good press release EUCC 14 45 15 30 Moderated telephone conference 16 30 17 00 17 00 17 30 press release for each study site define list of study site media contacts tactics for individual sites for media and non media relations define key messages per study site Final round of questions remarks about All telephone workshop conclusions Telephone conference shared ppt presentation Telephone conference moderated Deadline will be define to deliver the individual assignments EUCC will collect all information and there will be a follow up e conference to be schedule in two weeks time for presentation of individual assignments and discussions Materials such as templates and FP6 Visibility rules will be distributed separately Updated amp prepared by EUCC Mediterranean Centre team 15 May 2007 6 18 Science and Policy Integration for Coastal System Assessment Annex 3 Information provided prior to the virtual workshop Email sent 16 052007 Technical requirements and preparations we would like to inform you that we will be using DISY Web Conference system http www2 teleconf de english html You will find the minimum requirements and instructions attached Please check Touch tone Telephone and PC if your telephone has a loudspeaker that would be perfect so that you will be able to work hands free
14. ople and nature of Europe s coast This will ultimately help coastal decision takers to manage coastal resources in a more sustainable manner As only good communication between SPICOSA researchers and coastal stakeholders can guarantee that results of the project will be put to use the virtual workshop provided training on how to distribute the messages and results of SPICOSA effectively The use of quotes provides journalists with direct material that can be used in an article Don t forget to include a message in your quote Partners of the SPICOSA project not only do research for sustainable coastal development they also want to lower their own impact on the environment said Tom Hopkins scientific coordinator of SPICOSA This virtual workshop has shown how modern communication technology can help us to do so More and more detail is added to the press release as it goes on The teleworkshop was moderated by EUCC Mediterranean Centre an NGO based in Barcelona Spain and one of the 54 SPICOSA partners It used a new software programme which makes it possible to link up to 50 people by telephone and to share power point presentations that all participants can see on their computer screens After this successful test application the SPICOSA project is planning to hold more expert events as virtual meetings This tells journalists that the press release is finished It should be at the end of your text and before the for more
15. presentations and Q A sessions 5 To view the slide presentations you will have to start this from your Welcome window 4 Conference Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help Oo vorige QJ x a A P Zoeken Pp Favorieten Media g e te E Ly Adres E https www teleconf de conference homeParticipantAction do Eh Dicti ME disy You are here Conference Overview Welcome Mr Erik Devilee Welcome to this data conference with the topic Spicosa virtual try out The data conference has already started Conference List of participants Overview Account Logout Presentation You can join a presentation here Below a screen shoot of a slide presentation 11 18 Science and Policy Integration for Coastal System Assessment disy Conference Microsoft Internet Explorer Bestand Bewerken Beeld Favorieten Extra Help Q voe e x a J2 Zoeken Sf Favorieten QU media amp B LJ Adres https www teleconf de conference presentationParticipantViewAction do command START Eh Dicto ING disy oD SPICOSA Ac 5 Ms d adici rA nul oe Conference List of participants oat The aim Logout to inform the public via the media to persuade after reading the press release would you be more inclined to think SPICOSA is a good thing to support strategic messages to answer the key questions Who What When Wher
16. release was distributed in two versions one showing the final look the other pointing out important visual and structural elements of a press release see Annex 5 During the discussions it was pointed out that e the Communication Plan has produced a template for planning and monitoring events where SPICOSA is presented This overview is published on the internal SPICOSA website e astandard power point presentation on SPICOSA is to be made by EUCC and will soon be downloadable from the internal website for everyone to use e communication is also part of WP6 e g a workshop on stakeholder analysis Close cooperation is needed between WP 6 and WP 11 leaders e The SPICOSA poster presented at the Barcelona workshop can be downloaded from the internal SPICOSA website and used adapted by everyone e Regard communications not as a necessary exercise but a way of securing sustainability and mobilising follow up funding Conclusions about the virtual workshop e With this conference app 5 tons of CO2 emissions have been spared This is roughly half of what an average European spends annually e 8000 euros were saved by holding this workshop virtually The feedback from participants was quite positive After the initial technical problems of getting all the participants linked up and reducing back ground noises the workshop went smoothly and efficiently However the event was regarded as being a bit too long Four hours were regarded as a good len
17. s amp contact details annex 1 please double check your personal details telephone amp email address and in case there are mistakes please inform us prior to Monday 10h and we will correct it ii A comprehensive User Manual step by step to log in the Virtual workshop tele web conference in order to make all steps clear and that we will have a smooth start and development of the tele web conference We strongly recommend you to print out these documents before the conference starts Furthermore you will receive an e invitation automatic email soon with your details and access code to the web conference note that these details are case sensitive We hope to have provide you with useful information If you have any questions let us know Looking forward to a fruitful e workshop Best wishes Maria on behalf EUCC Communication Team E mail m ferreira eucc net 7 18 Science and Policy Integration for Coastal System Assessment Annex 4 User Manual Tele Web Virtual Workshop USER MANUAL TELE Web Virtual Conference STEP BY STEP LOG IN This manual aims to guide you through the steps to get connected to the DISY web conference You will receive prior to the conference an automatic e invitation from the moderator Subject of the email automatic invitation will be Telephone conference on XX XX 200X XX XX CEST This email message will provide your personal details to log in the web conference such as Name xxxx
18. s Approach Framework SAF It is based on an adaptation of the Systems Approach that incorporates the ecological social and economic dimensions of the coastal zones together with emerging concepts on system complexity The SAF is designed to be readily updateable to provide an accumulative knowledge base for wider and more complex applications and to contribute to a growing understanding the options and actions necessary for the transition to sustainable development The project started in February 2007 and will last for four years More details can be found on www spicosa eu 18 19
19. s will open an extra resizable window which shows all the participants and their status 3 Conference Microsoft Internet Explorer amp amp amp e conference Participants Chat conference subject cpicasa virtual try out Duration 128 Data conference PIM 205453 i Participants Select all 5 active 4 Al connected 4 All muted participants 0 Allon hold 0 All requestto speak iU 4 Participants since Status e 1i Maria 11 00 connected EPA 2 1 Alan Pickaver 11 00 connected 3 Ernk Devilee 11 00 connected 4 Pedro Bautista 11 00 connected ld 5 RHeferentin Martina Blach 10 18 Science and Policy Integration for Coastal System Assessment 4 Conference Microsoft Internet Explorer Er amp amp e Help conference Participants Chat Ll conference Subject Spicosa virtual try out Duration 4 28 z i Detstvo di Data conference PIN 295463 adis 3 Participants Select all 5 active 4 All connected 4 All muted participants D Allon hold 0 All requestto speak D 4 Participants since Status e 1i Maria 11 00 connected Pio amp 2 i Alan Pickaver 11 00 connected 3 Erik Devilee 11 00 connected FA TU SPECS CONSENS XNNCVIQMI 4 Pedro Bautista 11 00 connected i A 5 Referentin Martina a Bloch um e topic Spicosa virtual try out ACE The tele web conference has started and the host moderator will guide through the sessions and will display the slide
20. ssisted the workshop 22 participants from 16 countries participated actively For list of participants see Annex 1 The Workshop itinerary was based on the Programme Outline see Annex 2 mailed to all participants before the virtual meeting However the meeting ended at 16 30 earlier than expected because the participants felt that they needed more time to digest the information and preferred a follow up event Before the meeting participants were briefed about the technicalities through an e mail see Annex 3 including provision of a comprehensive User Manual step by step to log in the Virtual workshop Annex 4 also available for download at internal website revised version and individual telephone coaching The following power point presentations were given and uploaded unto the internal SPICOSA website 1 The SPICOSA Communication Plan The Local Communication Plan Introduction to media relations Introduction to writing a good press release Introduction to non media communication Individual assignments O Ci 4 C5 NY _ eZ M The results of a brain storming session about defining target audiences of the SSAs were summarised in an additional power point presentation also available in internal website All SSAs are requested to formulate their own key messages as part of the Local Communication Plan Other individual assignments were outlined in a power point presentation see above A model press
21. y is blocking the line for the time the conference is scheduled Switch on your computer and link to the internet before the conference starts unmute the microphone announce your name and the location prior to speaking There is a slight delay be sure the person is finished speaking before you speak Also pause from time to time to allow for questions Keep the microphone muted when not speaking unless told otherwise Avoid unnecessary movement side conversations or the creation of other distracting noise during the time you are unmuted if your telephone microphone is not good enough talk through the receiver move other phones away from the phone you are using in order to avoid interferences 13 18 Science and Policy Integration for Coastal System Assessment Annex 5 Model Press release amp instructions for press releases SPICOSA NI LI SIXTH FRAMEWORK PROGRAMME Press release 25 June 2007 European coastal researchers met successfully without emitting climate gases Barcelona Spain Twenty scientists from across coastal Europe met virtually for a one day workshop to discuss ways of improving communication between researchers and the coastal community The event took place in the framework of the EU project SPICOSA All participants were surprised about how efficiently a conference can be conducted by telephone and internet A face to face meeting would have caused 18 people to travel thereby
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