Ref.

Ares(2017)1073369 - 28/02/2017

Communication and
Dissemination Plan
Deliverable D5.3

Authors: Jelena Mazaj (CESIE), Eve Dallamaggiore (LGI)

http://www.fotrris-h2020.eu

This project has received funding from the European Union’s Horizon 2020
research and innovation programme under grant agreement No 665906
 Communication and Dissemination Plan

Document Information

Grant Agreement #: 665906

Project Title: Fostering a Transition towards Responsible Research and Innovation Systems

Project Acronym: FoTRRIS

Project Start Date: 01 October 2015

Related work package: WP 5: Communication and Dissemination

Related task(s): Task 5.3: Stakeholder involvement and communication and dissemination plan
and activities

Lead Organisation: CESIE

Submission date: 28/02/2017

Dissemination Level: Public

History

Date Submitted by Reviewed by Version (Notes)

21/12/2015 Jelena Mazaj (CESIE) Eve DALLAMAGGIORE (LGI), 1
Marian Deblonde (VITO),
Anett Ruszanov (ERRIN),
Juan Pavon (UCM)

14/01/2015 Jelena Mazaj (CESIE) Eve DALLAMAGGIORE (LGI), 2

Marian Deblonde (VITO)
18/01/2015 Jelena Mazaj (CESIE) Final Version
03/02/2017 Jelena Mazaj (CESIE) Anne Snick (VITO) Updates of the final
version after EU revision

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 Communication and Dissemination Plan

Table of content
About the FoTRRIS project..........................................................................................................5

Executive Summary ....................................................................................................................6

1 Consortium as a whole ........................................................................................................7

2 Introduction to Dissemination and Communication activities and further uptake of the

project results and Exploitation ..................................................................................................9
2.1 Project Results ...................................................................................................................... 10
2.2 Target Groups of FoTRRIS ...................................................................................................... 11
2.3 Dissemination Objectives ...................................................................................................... 13

3 Communication and Dissemination of FoTRRIS project ...................................................... 14

3.1 The Corporate Identity .......................................................................................................... 15
3.2 Templates ............................................................................................................................. 15
3.3 Promotional material templates ............................................................................................ 16
3.4 FoTRRIS website .................................................................................................................... 17
3.5 Co-RRI web-based platform ................................................................................................... 18
3.6 FoTRRIS partners’ websites.................................................................................................... 18
3.7 Networking with other EU projects ........................................................................................ 19
3.8 Newsletter ............................................................................................................................ 19
3.9 Press Releases ....................................................................................................................... 20
3.10 Scientific publications at European level ................................................................................ 20
3.11 Web2.0 Dissemination Approach ........................................................................................... 21
3.12 Events (conferences, workshops, meetings) ........................................................................... 21
3.13 Final conclusions about the tools ........................................................................................... 23

4 Monitoring of Dissemination Activities .............................................................................. 23

5 Ensuring a long-term impact of communication and dissemination activities ..................... 25

Annex 1 EU Logos and disclaimer to use - guidelines for funded projects (according to the Grant
Agreement).............................................................................................................................. 27

Annex 2 General recommendations for FoTRRIS Consortium regarding communication and

dissemination activities ............................................................................................................ 28

Annex 3 FoTRRIS Dissemination Reporting Sheet ...................................................................... 29

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 Communication and Dissemination Plan

List of Tables
Table 1: List of Project Deliverables ................................................................................................................ 11

Table 2: The elements of corporate identity ................................................................................................... 15

Table 3: Types of Templates ............................................................................................................................ 16

Table 4: Promotional material and target groups ........................................................................................... 17

Table 5: FoTRRIS website and target groups ................................................................................................... 17

Table 6: Elements of partners' websites ......................................................................................................... 18

Table 7: Networking with other EU projects ................................................................................................... 19

Table 8: Newsletter and target groups............................................................................................................ 19

Table 9: Press releases and target groups ....................................................................................................... 20

Table 10: Scientific publications and target groups ........................................................................................ 20

Table 11: Elements of Social Media................................................................................................................. 21

Table 12: Conferences for Dissemination Activities ........................................................................................ 21

Table 13: Monitoring and Dissemination Activities of the Project.................................................................. 23

Table 14: Results for Dissemination ................................................................................................................ 24

List of Figures
Figure 1: Target groups of FoTRRIS ................................................................................................................. 12

Figure 2: Project results for various stakeholders ........................................................................................... 13

Figure 3: Logos of the Project .......................................................................................................................... 15

Figure 4: Power Point Template (left) and A4 letterhead (right) .................................................................... 16

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 Communication and Dissemination Plan

About the FoTRRIS project

FoTRRIS develops and introduces new governance practices to foster Responsible Research and Innovation
(RRI) policies and methods in Research and Innovation (R&I) systems.

FoTRRIS stresses that RRI is a collaborative activity from the very beginning. Therefore FoTRRIS adds the
prefix ‘co’ to the acronym RRI. Important present-day challenges are of a global nature but manifest
themselves in ways that are influenced by local conditions. Thus, FoTRRIS focusses on glocal challenges, i.e.
local or regional manifestations of global challenges and on local opportunities for solving them.

FoTRRIS performs a transition experiment, i.e. an experiment to support the transformation of present-day
research and innovation strategies into co-RRI-strategies. It designs, tests and validates the organisation,
operation and funding of co-RRI competence cells. A competence cell is conceived as a small organisational
unit, which functions as a local one-stop innovation platform that encourages various knowledge actors
from science, policy, industry and civil society to co-design, -perform, and –monitor co-RRI-projects that are
attuned to local manifestations of global sustainability challenges.

Since research and innovation systems and practices in EU member states and within different research
performing organisations vary, FoTRRIS experiments the implementation of new governance practices in
five member states. These five experiments are evaluated, validated and constitute the basis for FoTRRIS
policy recommendations towards EU and member states policy makers so as to enforce co-RRI into the
national and EU R&I systems. Training is dispensed to various stakeholders, so as to form them to establish
other co-RRI competence cells.

For more information see http://www.fotrris-h2020.eu

Coordinator contact:
Dr. Nele D’Haese / Unit Sustainable Materials Management / VIT NV / Boeretang 200, 2400 MOL,
Belgium.
t: +32/14 33 58 46 | e: nele.dhaese@vito.be | w: www.vito.be/english

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Executive Summary

To ensure the maximum impact and sustainability of the FoTRRIS project, a communication and
dissemination plan has been established. Planned communication and dissemination activities will help
create links with key persons from the public, civil society organisations, public authorities etc. They are to
be implemented using different communication tools and methods (for example: website, social media,
participation in conferences etc.) in order to reach various stakeholders and to initiate networks for
institualisation of created co-RRI competence cells and establishment of local transition arenas in project
partner countries.

Main topics to be addressed through communication activities concern the concept of CO-RRI, the
methodological framework for facilitating CO-RRI hubs, the mandate, structure and business model of CO-
RRI competence cells and the links with EU and national policies on RRI (and other RRI projects).

This document provides a structured plan of dissemination and communication activities within the
boundaries of the project. It acts as the base document on which the dissemination and communication
processes are based. The plan includes an inventory of key actors in the existing networks of the partners in
the FoTRRIS project and the FoTRRIS project targets, a general dissemination action plan aimed at target
groups at local, regional/national and EU levels, channels of communication, timeline of activities and
monitoring.

This first part of the document presents information about the Consortium and the type of partners
involved in this project.

The second part describes the Dissemination and Communication activities within the FoTRRIS project,
the aims of the mentioned activities, their target groups and planned results.

The third part is dedicated to the dissemination tools, explaining why and how they should be used,
illustrated by examples.

The fourth and fifth parts describe the monitoring process of dissemination activities and guidelines on
how to ensure their long-term impact of FoTRRIS.

The plan will be used by the Consortium and will be updated regularly during the life cycle of the project
ensuring the maximum impact on stakeholders.

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1 Consortium as a whole

VLAAMSE INSTELLING VOOR TECHNOLOGISCH ONDERZOEK N.V.

(VITO), Belgium

www.vito.be

Coordinator and Lead of WP6 – Project management

INTERDISZIPLINARES FORSCHUNGSZENTRUM FUR TECHNIK,

ARBEIT UND KULTUR (IFZ), Austria

www.ifz.tugraz.at

Lead of WP1 – Conceptualisation of Co-RRI

LGI CONSULTING (LGI), France

www.lgi-consulting.com

Lead of WP2 – Design of a multi-actor experiment

ESSRG Kft. (ESSRG), Hungary

www.essrg.hu

Lead of WP3 – Test of the multi-actor experiment in the domain

of resource scarcity

European Regions Research and Innovation Network (ERRIN),

Belgium
www.errin.eu

Lead of WP4 – Policy recommendations and materials for

fostering co-RRI uptake

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CESIE (CESIE), Italy

www.cesie.org

Lead of WP5 – Communication and Dissemination

Universidad Complutense de Madrid Universidad (UCM), Spain

www.ucm.es

The nature of the Consortium, as it links research, academia, business, wider society and policy makers,
stimulates an involvement of different groups of stakeholders in proactive cooperation with the Project
team under development: it stimulates exchanges of experiences and creation of public commitment
regarding the topic of the project.

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2 Introduction to Dissemination and Communication activities and

further uptake of the project results and Exploitation

Dissemination and exploitation plan refers to activities that are designed to ensure that the results of the
project are appropriately recognised, demonstrated and implemented on a large scale in, at least, 5 EU
countries. Dissemination and exploitation activities are processes that take place in parallel with the project
as all project outputs will be brought into practice and will be tested and piloted.

This plan deals with the promotion and dissemination activities that are the basis of successful exploitation
later on. It is essential for achieving the best possible results that all partners involved have the same
understanding of these terms, therefore some general facts on exploitation are included.

Communication & Dissemination

The Consortium must promote the project actions and its results by providing targeted information to
multiple audiences (including the public and the media) using an early planned strategic and effective
method. In this frame, dissemination and exploitation activities are a way to showcase the work that has
been done as part of the Horizon2020 project. Dissemination involves the spreading of the information
about the project successes and outcomes as far as possible. Making the public aware of the project will
impact on other organisations in the future and will contribute to bringing awareness to the organisations
carrying out the project (and their networks) on RRI in Europe.

Dissemination in general is the planned strategy of providing information to the target groups and key
actors on the project process, activities and results by the using of different dissemination channels at the
local, regional, national, EU and international levels.

Exploitation
Exploitation is used to maximize the potential of the funded activities, so that the results are used beyond
the lifetime of the project. Results should be tailored to the needs of others; transferrable to new areas;
continuation after the end of the funding period; or used to influence future policies and practices.

Exploitation includes two other activities:

 mainstreaming - the effective transfer of results to the relevant stakeholders and decision-makers
and multiplication.
 multiplication - the process of convincing users to adopt or apply the results of the projects.
Communication, dissemination and exploitation activities aim to achieve the following objectives:

• To promote and raise awareness with regard to the project contents and developments,
 To provide information on the quality, relevance and effectiveness of the results,
 To successfully transfer the results to appropriate decision-makers in order to support their
sustainability,
 To convince individual end-users to adopt and/or apply the results, also after the project and
support from the project partnership has ended,
 To promote the implementation of competence cells and the co-RRI concept and methodologies.

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The Communication and Dissemination Plan contains concrete requisites for the processes and timeline of
the dissemination activities. In general the FoTRRIS dissemination plan defines its general aims:

 To make the FoTRRIS project well known.

 To maintain interest in the project and its developments.
 To reach indicated target groups.
 To inform stakeholders and target groups about how the project works and its results.
 To relate project deliverables to the target group(s).

The present document contains dissemination goals, dissemination tools and the relevant target audience
to direct the interventions. It clarifies responsibilities and roles within the projects consortium and the
timing to take action.

2.1 Project Results

Dissemination is essential to project results, as Dissemination activities are specifically designed for
ensuring that results can be accessed by the widest targeted audience possible.

Project results are of two kinds:

1. Results of the transition experiments.

The Transition experiments consist of designing and testing the capacity of the competence cell to
support the co-design of RRI-projects. Within FoTRRIS co-designing RRI-projects will be tested in the
domain of resource scarcity within five partner countries. Competence cells are conceived as
experiments that will serve to develop transition experiments. Staff members of the competence
cells will guide and coach both formal and informal knowledge actors from science/academia,
policy, industry and civic society through a structured process for the design of transdisciplinary co-
RRI projects. A transition arena is a group of frontrunners, i.e. visionary people and people with an
influential societal position. A transition arena is composed in order to consider important societal
challenges and their potential solutions. Members of transition arenas gradually construct a shared
vision for the future, and build up profoundness in ways to realize this vision before aiming at broad
public support.
The transition experiments will serve to answer the following questions:

 Is FoTRRIS’s conceptual framework for RRI valid/applicable in real conditions?

 Is it feasible to construct a Co-RRI transition arena?
 Is the business model for the Co-RRI competence cells really sustainable overtime?
 Are the alternatives proposed to current research funding strategies strong enough to support their
wide uptake? What does it take to solve global challenges collaboratively? etc.

A back-casting exercise and a training/end-user workshop will be organized with +/- 80 participants from
organisations (representing public and private research performing and funding organisations, civil society
organisations, science and innovation policy-makers, the business sector at a European level), with local
arena-participants, and with local persons who contributed to the outreach exercise.

2. Materials for fostering implementation of the transition arenas and competence cells. Once the
transition experiments will be finished, the FoTRRIS consortium will take the results and will work

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on recommendations and guidelines for fostering the implementation of Co-RRI transition

arenas and competence cells, the use of the associated web-based platform and alternative
ways of research funding and new approaches to marketing sustainable goods and services, such
as guidelines for the use of public procurement.

Table 1: List of Project Deliverables

Deliverables Lead partner Delivery date

Review of and perspectives on RRI IFZ 04/2016. Delayed to
06/2016.
Conceptual framework for co-RRI VITO 04/2016. Delayed to
06/2016.
Design and specs of the co-RRI web based platform UCM 12/2017
Co-RRI web based platform UCM 12/2017
Design and mandate of Co-RRI competence cell 11/2017
Financing, rewarding and compensation strategy LGI 11/2017
Business model LGI 11/2017
Co-RRI project concepts ESSRG 04/2017

Evaluation report IFZ 04/2017

Validation report IFZ 07/2017
Advisory Board evaluation reports of project VITO 10/2016 and 10/2017
activities
Policy recommendations for co-RRI ERRIN 11/2017

Materials for fostering uptake of co-RRI ERRIN 10/2017

Future of RRI ERRIN 11/2017

Project website LGI 01/2016
Data Management Plan (updates) VITO 05/2016 (01/2018)
Communication & dissemination plan CESIE 01/2016
Press & media products CESIE 09/2017
Scientific articles CESIE 01/2018
Internal collaborative workspace LGI 01/2016
Quality Assurance Plan LGI 01/2016

Dissemination of the results of the transition experiments will target specifically Science and
Innovation community and science and innovation policy makers.

2.2 Target Groups of FoTRRIS

This section presents the main target groups of the FoTRRIS project.

Scientific community: the results of the transition experiments are of interest for researchers, who are
already engaged in RRI activities or who plan to do so. Similarly for those, who perform on RRI as it will
give insights in how RRI concepts can be materialised and how a group of stakeholders with various

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backgrounds and interests can work collectively on RRI projects, which is new for this project on such wide
scale.

The results of interest to the scientific community will be disseminated through participation in conferences,
workshops and the publication of scientific articles (e.g. Journal of Responsible Innovation. Science,
Technology & Human Values, Research Policy). Three papers will be published through a gold open access
route.

Trainings, outreach workshop, training materials will be produced in WP4.

Policy makers: Policy makers are key stakeholders for FoTRRIS as they have the executive power of fostering
the implementation of FoTRRIS’s results. This is why a close cooperation will be sought with policy makers
during the life cycle of the project, where the dialogue with policy makers on how to support the Co-RRI
competence cell will be fostered through a back-casting exercise. The back-casting exercise will serve as an
important channel in order to disseminate the results of the transition experiments and to take them
further to the implementation stage. FoTRRIS will not only provide recommendations to policy makers but
also involve them at early project stages, so that they can gain closer and deeper insights on what is actually
emerging, in order to make informed decisions for future developments. This is in line with many
recommendations, which state that for better policies a better integration between actual science and policy
making is necessary.
Policy makers will be engaged in local workshops, the back-casting exercise and other dissemination
activities such as EC policy events. However, the whole target audience of FoTRRIS is wider and is presented
below.

Researchers
•research centers, universities, innovation centers, future researchers and
academics, university students, etc.

Civil society organizations and citizens

•individuals and grassroots organizations, science shops, etc.

Business and industry

•companies based on innovation, chamber of commerce, etc.

Policy makers
•research and innovation ministries, regional departments for innovation and
research, etc.

Media
•at local, regional and European level, and online science and CSR opinion
leaders (bloggers etc.) etc.

Figure 1: Target groups of FoTRRIS

Innovation and entrepreneurship stakeholders: innovation is becoming more and more democratic, many
networks and structures have formed for encouraging innovation and especially the entrepreneurship’s
spirit. New forms of innovation and entrepreneurships have developed, in particular those related with
social innovation and social entrepreneurships. These changes in the innovation and entrepreneurships
system are reflected in new appellations and new forms of innovations. In order to include these new
forms of innovation, dissemination actions will include living labs, open innovation platforms,

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social/environmental innovation and entrepreneurship organisations, as well as national/local agencies for
innovation.

Civil society organizations. Nowadays, CSOs have a more active policy influencing role than in the past due
to the fact that these organizations became key players in the development of a sustainable Europe. CSOs
provide input that is vital for constructing perspectives and policy development that are appropriate to the
European community. Therefore results of transition experiments will be presented to them through online
tools as well, showing them how research outputs are linked with social needs.

Figure 2: Project results for various stakeholders

All target groups will be reached through different dissemination tools making available several
communication platforms (such as website, social media, etc.), published and printed materials (press
release, leaflet, A3 poster, roll-up, etc.) and face to face activities:

 FoTRRIS website and co-RRI web-based platform. Website with information about the project and
Web based Platform with open access for the public.
 Partners’ websites to enhance communication about the project.
 Social media: interaction between project partners and stakeholders though Twitter and YouTube.
 Promotional material: corporate identity (project image, logo); promotional material templates
(leaflet, A2 poster) to enhance visibility; press release template to share with project partners.
 3 press releases and 4 newsletters.
 Scientific publications in journals and conferences at European and international level.
 Arenas, workshops and back casting exercise to interact with key actors and local communities.
 Meetings, events and conferences with RRI community and other stakeholders.
 Networking with similar projects: to create sustainability of results and transformation of best
practices.

2.3 Dissemination Objectives

CESIE is the Lead Organisation for the EU dissemination process. Meantime all consortium partners are
responsible for national dissemination.

The basic suggestions for an efficient and effective dissemination process in terms of content are:

 To use clear language suitable for the target groups. It is important to define and formulate the
contents of our projects according to the acceptable language of target groups.
 For all publications the defined key messages and advantages of the project results should be taken
into account for the respective target groups.
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 Direct recipients: to ensure that dissemination messages will reach the right contact persons in the
target institutions to obtain a productive exchange about the contents and results of the project.
 All FoTRRIS material/results/communication produced should be published under a unified picture
both in terms of design and content. A Corporate Identity is created in order to achieve this unity.
 The publications should be formulated and designed, so that these can be adapted to different
national backgrounds and contexts.
 Visibility of communication activities should include display of EU and Project emblems and
disclaimer.

The aim of the dissemination is to distribute information about the project, and to give visibility of the
project materials, events, publications and meetings. The specific dissemination objectives of FoTRRIS are:

 To create networks with local key persons from public and industrial research institutions, civil
society organizations and public authorities, to promote different communication channels with
stakeholders, and to inform them on co-RRI in order to launch the networks of co-RRI competence
cells.
 To raise awareness about co-RRI principles and their application, and promote the exploitation of
project results and products.
 To inform/stimulate discussion and get feedback from policy makers and stakeholders on the
project’s results and products.

3 Communication and Dissemination of FoTRRIS project

Communication and Dissemination activities will be monitored and coordinated by CESIE, meantime all
partners are responsible for dissemination at local, regional and national level. The planned activities in the
dissemination plan will be monitored by the work package leader and reported via a dissemination report.
A detailed reporting and evaluation concept will ensure that the dissemination activities can be regularly
checked and optimized. The results of the dissemination activities will be analysed during online and face to
face meetings with all Partners for evaluation of impact and further planning processes.

For more effective networking with the stakeholders and networks who themselves possess good networks
and communication channels, personal networks and contacts, which are already available within the
FoTRRIS Consortium, would be optimal for this purpose. For this reason, the partnership has created the
contacts database which includes the most relevant stakeholders, network of partners that will receive the
updates on the project, information that might interest them and could actively participate in further
promotion.

Not only internal contacts of the consortium are used for successful dissemination, but different means of
communication with target groups as well (for example: traditional dissemination tools in correlation with
Web2.0 dissemination tools).

On account of providing an overview we divide the communication process into four main groups:

 Internet based activities: FoTRRIS website, Twitter, project and partners newsletters, posts on
partners websites, etc.

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 Media based activities: Dissemination through media, journals, TV and radio, if applicable.
 Face to face activities: Dissemination events, conferences, workshops, training and etc.
 Paper based activities: These include all Published and printed deliverables, such as the project
leaflet, poster, reports, etc.
Below is presented the list and description of dissemination tools in details.

3.1 The Corporate Identity

The compilation of the visual identity of the project is fundamental for the project dissemination, as it is
highly recommended to use the professional corporate design in all material produced within the project
to support an effect of recognition.

Table 2: The elements of corporate identity

Elements Target group(s)

Web design
Logo (with and without a baseline) All, i.e. it must be
Word document template attractively
Corporate Identity (CI)
Power Point Template created for target groups
Brochures / Posters / Flyers
E-mail signature
Application tips:
The Consortium members should use these templates to create a professional and easily recognizable
identity of the project.
All material will be presented on internal part of the project website.

Figure 3: Logos of the Project

In addition, it is of crucial importance to follow the rules of corporate identity given by the European
Commission such as clear instructions on the use of logos and disclaimers (ANNEX 1).

3.2 Templates
Templates with FoTRRIS brand are prepared for partners use:

 A4 letterhead consisting of a Microsoft Word template (and other open formats) using the header
and footer areas of the document;
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 A Power Point presentation template to be used by all project partners containing FoTRRIS logo,
Horizon 2020 funding statement and EU flag, indication of WP, partner organization, place and time
of the event.

Table 3: Types of Templates

Elements Target group(s)

Power point
Templates All target groups
A4 letterhead

Application tips: Partners are recommended not to change graphic elements and their position inside the
documents and to use these elements for a creation of links with all target groups.
All material will be presented on internal part of the project website.

Figure 4: Power Point Template (left) and A4 letterhead (right)

3.3 Promotional material templates

For dissemination purposes professional dissemination materials will be developed by CESIE:

 Leaflet will contain the general information on the project, including the objectives, activities and
consortium. Website address will be included.
 Roll-ups and Posters and will be more of a visual nature, representing the project and having all the
contact information.

The materials will be available in 2 formats - paper and electronic. They will include logo of the project,
partner organisations and Horizon 2020 logo and disclaimer.

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Table 4: Promotional material and target groups

Elements Target group(s)

Leaflet with QR code
Roll-up with QR code
A2 posters (approximately 200 per
country) with QR code
Promotional material templates All target groups
Project Abstract in PDF
Project Abstract – Prezi
presentation
Promotional video
Application tips: Partners are encouraged to disseminate them during the relevant formal and non-formal
events to increase the interest about the project and enhance a visibility of the project.

Electronic versions will be widely spread across Europe and sent to contacts in the partners’ own networks.
The printed materials will serve as an important dissemination tool, being handy and easy to distribute.

3.4 FoTRRIS website

The FoTRRIS website: www.fotrris-h2020.eu is the main tool of communication and dissemination with
stakeholders. The language of the website is English, however the basic information about the project will
be presented in partner countries languages (FoTRRIS Abstract) as well. It will be launched in January 2016.
The website will contain general information on the project, project objectives, partners’ profiles and the
general framework within which the project is set. Specific emphasis will be made on the research, testing,
transition arenas and policy perspectives. The public part of the website will be regularly updated to
feature project progress, short news, and participation in and setting of events. It will also contain links to
other project channels such as Twitter, YouTube etc. Links to other EU initiatives, previously funded
projects, will be available, along with links to any other activities/projects linked with RRI.

Table 5: FoTRRIS website and target groups

Elements Target group(s)

Online website (will be linked with
FoTRRIS Project website and co-RRI Twitter and Youtube channels)
web-based platform All target groups
co-RRI web-based platform

Application tips: Partners should feed both tools regularly and promote contents with their own means of
communication.

Moreover, it is important to underline that the essential element of the good communication and
dissemination strategy is a communication between Consortium Partners. For this, an internal platform,
called the Electronic Collaborative Content FoTRRIS has been developed to gather consortium’s documents.
It will be possible to access this platform directly from the website. This platform is

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restricted, so that only consortium partners can access and share info. The public part of the website will be
regularly updated to feature project progress, short news, and participation in and setting of events, etc.

3.5 Co-RRI web-based platform

The Co-RRI web-based platform is the support tool for the co-design of co-RRI project concept. This will be
available for experimentation in the project as a service on a public website, and will be available for the
general public at the end of the project. The code of the platform will be delivered as open source and
maintained during the project in a github repository. This will be supported by the UCM team, which has
long experience in the development of open source tools. This availability in a well-known open source
repository will facilitate the applicability in other projects, its maintenance and extensibility. Statistics
generated from github will be useful also to monitor the evolution of the platform along time, as well as its
adoption and interest by third parties.

The co-RRI web-based platform is designed to put into practice the conceptual framework developed in
WP1. It will be provided from a web server, with support for web browsers and mobile phones, and
compliant with accessibility standards (AA), in order to facilitate wide applicability. Several services will be
offered such as access to a repository of RRI tools and RRI project examples, decision making support, and
collaborative work, tailored to the FoTRRIS conceptual framework. Project partners will stimulate an active
communication via the co-RRI-web based platform and will support stakeholders to address global
challenges.

The platform will be animated and updated by all partners, it will be a means of dissemination
allowing online communication (discuss, comment):

 allowing online collaboration (in order to reach a common problem definition and common potential
solution);
 providing some means of dissemination for the general public;
 searchable storage of past projects.
For the monitoring, statistics of Co-RRI web-based platform will be generated by github which is very
complete and detailed.

3.6 FoTRRIS partners’ websites

Every project partner will publish an introductory presentation of FoTRRIS onto their own website in their
respective country language – to acknowledge about project contents, Horizon 2020 programme, the aims,
the target groups and the project results. In this way the networks and stakeholders of all project partners
will be informed about FoTRRIS.

Links to the official project website and to other partners’ sites will enlarge network of stakeholders
involving national representatives of all target groups.

Table 6: Elements of partners' websites

Elements Target group(s)

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 Communication and Dissemination Plan

National websites (project

presentation, role of the
All target groups
Consortium members’ websites organisation in the project, link to
the FoTRRIS website, corporate
identity)
Application tips: Translations to partner country languages is required.

3.7 Networking with other EU projects

To ensure sustainability of project results, transformation of know-how and best practices, the Consortium
will create bridges with other EU funded projects linked with RRI.

Table 7: Networking with other EU projects

Elements Target group(s)

All target groups

Links with other RRI projects Websites of RRI projects

Application tips: CESIE will lead this task, however a contribution of partners is necessary, especially
targeting national/local RRI projects. For the EU funded projects CORDIS system will be used as a source of
contacts, for example: RRI Tools.

3.8 Newsletter
The project will produce a regularly distributed publication – a newsletter. FoTRRIS project newsletters will
be a tool for on-going dissemination. It will include information about the project's progress: articles about
meetings, participation in conferences, information about deliverables and milestones, feedback of
stakeholders involved in project activities. The digital newsletter will be circulated by all partners to their
own contacts and networks.

The newsletter will be distributed to three groups of contacts:

 To website users who sign up to this service.

 To contacts collected during the project activities.
 On the project website.
Based on the timeline of the project, overall four newsletters will be published: during the first months of
the project (June, 2016), at the midterm (February 2017) and end of the project (October 2017, February
2018).

Other information about important outcomes of the project will be delivered through the partners’ existing
newsletters.

Table 8: Newsletter and target groups

Elements Target group(s)

Newsletters Digital form newsletters (applicable All target groups

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 Communication and Dissemination Plan

to mobile versions as well)

Printed newsletters
Application tips: All partners will contribute to the enlargement of the contact database and content of
project newsletters. Information about the project can be as well integrated into the newsletter of the
project partners. The template of the newsletter will be produced by CESIE by April 2016.

Via the Newsletters distribution the target groups will be regularly informed about the progress of the
project work and their related opportunities. As already mentioned, with the help of all project partners, a
contact database is compiled for the project newsletter.

3.9 Press Releases

The project team will publish 3 press releases: at the start, in the middle and end of the FoTRRIS project. It
will serve as a kick off of the dissemination activities in the beginning to start informing the target groups
and wide public about the project and as closure of the project in the end, highlighting main findings,
activities and results.

Table 9: Press releases and target groups

Elements Target group(s)

Media and other
Press releases 3 press releases in English
stakeholders
Application tips: Released to bring attention to the most important moments of the project (such us Kick–
Off meeting, establishment of co-RRI competence cells, final conference and etc.).
Project partners translate the press releases to their country languages to reach local stakeholders.

Partners will be asked to send proposals for topics for press releases monthly. CESIE, which will work on
this topic in cooperation with LGI Consulting will prepare press releases templates in English for the
consortium, project partners will adapt them to organisational requirements and distribute through the
national networks, informing CESIE about press releases sent.

3.10 Scientific publications at European level

Important results from various project activities are selected for press releases and submission to
professional newspapers as well as scientific papers. A plan for scientific publications will be developed
over the next months in line with the first project results and evaluation.

Table 10: Scientific publications and target groups

Elements Target group(s)

Three papers will be published
Scientific publications Research organisations
through a gold open access route
Application tips: Based on research results scientific articles will be written by Research organisations of
the Consortium and will be presented in research / scientific journals, for example: the Journal for

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 Communication and Dissemination Plan
Responsible Research and Innovation. The list of journals will be presented in updated versions of this
document.

3.11 Web2.0 Dissemination Approach

The use of newest ICT technology and social media tools significantly spread knowledge about EU
initiatives for EU and Non – EU countries. These tools are important to use as they broadcast messages to
wider
public getting direct feedback from the audience.

Table 11: Elements of Social Media

Elements Target group(s)

Social Media Twitter, YouTube All target groups
Application tips: The management of these tools will be implemented by CESIE and LGI Consulting will be
in charge of co-managing the twitter account with CESIE.
Partners will be asked to cooperate actively for the use of these tools, as it is an active way of
stakeholders′ involvement and getting feedback from them about the project.

Information network - Twitter is the closest way to the concept of spreading project results. Messages will
be linked with the FoTRRIS website, photos, videos, etc. This link provides followers the opportunity to
spend more time interacting with FoTRRIS online.

The project will use a personal account, which is @FoTRRIS. It will follow announce novelties on RRI
and link core interests of the project topic: #Science with and for Society, #H2020 and etc.

YouTube FoTRRIS channel will be created on CESIE′s profile. Videos, Prezi presentations, photo
presentations and etc. will be uploaded to this channel. Direct links to them will be used in a
presentation for dissemination material on website, Twitter. Moreover video materials of other RRI
projects will be promoted on this channel as well.

All these social networks will also be redirected on the FoTRRIS website as well, in this case all tools will
be presented to the audience as one common information environment.

3.12 Events (conferences, workshops, meetings)

During the entire duration of the project, consortium partners will be actively participating in events
such as conferences, workshops, meetings and organise different events to stakeholders.

The project partners are defining an event list for the time-course of the project work in order to cover as
much as possible public and to distribute the information about the project. The following table presents
the preliminary list* of conferences and events in which FoTRRIS consortium members will participate
and disseminate information about the project and results (* the list will be updated according to the
needs of the Consortium every 6 month).

Table 12: Conferences for Dissemination Activities

Event Place Period Target group
Shaping the RRI Toolkit - Experts meeting
Brussels, 19- Researchers and policy
Belgium 20/11/2015 makers.
Promotion of the project at the ERRIN Brussels, 15/12/2015 Researchers, citizens,
January, 2016 Page 21 of 29
Annual General Assembly Belgiumand Dissemination Planpolicy makers, business,
Communication
third sector organisations,
etc.
Promotion of the project to the SWAFS Brussels, 01/01/2016 Researchers, CSOs, policy
Expert Advisory Group (ad-hoc Advisory Belgium makers, business, third
Group to develop work programme sector organisations, etc.
2018-2020)
Go4 JOINT FINAL CONFERENCE: Brussels, 14- Researchers, CSOs, policy
“Responsible Research and Innovation in Belgium 15/01/2016 makers, business, third
Europe and across the World -Shaping sector organisations, etc.
new Horizons”
Promotion of the project at the SWAFS Brussels, 03/03/2016 Researchers, CSOs, policy
info day Belgium makers, business, third
sector organisations, etc.
Conference "Responsible Research and Donostia- 10- Researchers, CSOs, policy
Innovation – RRI the Problematic Quest San 11/03/2016 makers, business, third
for "Right" Impacts" Sebastian, sector organisations, etc.
Spain
Presentation of the project to the town Santande 16/04/2016 Policy Makers
hall r, Spain
15th Annual STS Conference Graz 2016 – Graz, 10/05/2016 Researchers, CSOs, policy
Critical Issues in Science, Technology and Austria makers, business, third
Society Studies sector organisations, etc.
II Symposium RRI Tools Madrid Madrid, 30/05/2016 Researchers, CSOs, policy
Spain makers, business, third
sector organisations, etc.
F2F Hungarian RRI meeting (EnRRICH, Budapest, 16/06/2016 Researchers, CSOs.
FoTRRIS, SPARKS) Hungary
Promotion of the project at EuroScience Manchest 23- Researchers, CSOs, policy
Open Forum er, UK 27/07/2016 makers, business, third
sector organisations, etc.
EWI-focus 22 event “Responsible Brussels, 06/09/2016 Researchers, CSOs, policy
Research and Innovation (RRI)” co- Belgium makers, business, third
organised by the Flemish Department of sector organisations, etc.
Economy, Science and Innovation (EWI),
the Royal Flemish Academy of Belgium
for Science and the Arts (KVAB) and the
King Baudouin Foundation.
JERRI - Joining Efforts for Responsible Brussels, 14/09/2016 Researchers, CSOs, policy
Research and Innovation Belgium makers, business, third
sector organisations, etc.
Meeting with the Cabinet of the Federal Brussels, 12/10/2016 Policy makers
Minister of Economy Belgium
Conference: European Union and Clermont- 20/10/2016 Researchers, CSOs, policy
Sustainable Development: Challenges Ferrand, makers, business, third
and Prospects France sector organisations, etc.
Promotion of the project at Opening Brussels, Whole year Researchers, CSOs, policy
Science Working Group meetings Belgium makers, business.
RRI_tools final conference: presentation Brussels, 21- Researchers, CSOs, policy
of FoTRRIS in a break-out session Belgium 22/11/2016 makers, business, third
sector organisations, etc.

It is important to mention specific Project activities, which will not only disseminate information
about the project but will involve stakeholders into project activities directly, namely the transition arenas.
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 Communication
Transition arenas will be the ground for FoTRRIS and Dissemination
participatory Plan Groups of frontrunners will be
research.
created, to research on the best ways to establish Co-RRI in R&I systems. These frontrunners will have
a direct contact with the FoTRRIS consortium as they will participate in several workshops.

3.13 Final conclusions about the tools

During project activities, such as meetings, conferences, workshops and etc. partners are asked to
produce photo and audio-visual material for it to be used during the project life cycle. This material will
support dissemination and communication activities in traditional and new media. For storing the
material, the internal collaborative platform of the project will be used. However, for the professional
photo and audio- visual material (with necessary profile, resolution, quality and etc.), CESIE will be
responsible for ensuring safe storage.

4 Monitoring of Dissemination Activities

The FoTRRIS consortium needs a documentation and monitoring system to provide a measure of
success for the strategy and its realisation. This system will run through the following action steps:

Table 13: Monitoring and Dissemination Activities of the Project

Activity Responsible Deadline

partner
Produce dissemination working tools CESIE 31 December 2015
Produce Communication and Dissemination strategy CESIE Periodically
Develop contact/network list All partners, CESIE
31 December 2015
isa Lead Partner
(to be updated
every 7 months)
Dissemination templates: presentation, header, leaflet and CESIE/LGI 29 February 2016
etc.
ALL On-going
Collecting proofs of dissemination activities
(protocols/pictures/participants list, screenshots/copies of
email/flyers/posters/articles)
ALL Every 7 months
Report on the dissemination activities

CESIE Every 7 months

Report on the dissemination activities of the FoTRRIS
Consortium

The dissemination fact sheet (ANNEX 3) is developed for the monitoring of qualitative and quantitative
indicators and evaluation of running strategy, as well for the updates of the strategy.

Additionally, an indicative list of the criteria used for the evaluation of the dissemination activities includes
analysis of the following statistics:

 Website: a number of visitors per month, statistical overview of the visitors.

 Co-RRI web-based platform: a number of visitors per month, statistical overview of the visitors.
 Links with other projects: a number of sites linked to FoTRRIS topic.
 Newsletter: number of sent newsletters, statistical overview of it (number of opened emails;
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 marked as spam ant etc.)Communication and Dissemination Plan
 Twitter: number of comments/followers (participants).
 Events (workshops & conferences): Number of participants, feedback received based on feedback
forms.
The table below describes information of core project activities about which information will be
disseminated to other stakeholders using dissemination tools which were presented in a part 2 of this
document.
Table 14: Results for Dissemination

Topic of Dissemination Estimated date for dissemination

1 Plenary meeting January 2016
Research results about barriers and potential April 2016
levers
Conceptual framework for co - RRI April 2016
of RRI
Co-RRI web based platform for August 2016
Local co-RRI competence cells January, 2016
April, 2016
Preparation of dissemination reports by Partners
Consortium meeting May, 2016
Establishment of contact with Advisory Board May, 2016
2 Plenary meeting September, 2016
Business model for co-RRI competence cells October, 2016
National Workshops August, 2016
October, 2016
December, 2016
January, 2017
Back casting exercise October,
June, 2016
2017
September, 2017
December, 2017
November, 2016
Preparation of dissemination reports by Partners
Preparation of Project 14 months Dissemination Report by CESIE
Transition Arenas January, 2017
3 Plenary meeting March, 2017

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June, 2017
Preparation of dissemination reports by Partners

4 Plenary meeting September, 2017

Materials for fostering uptake of co-RRI October, 2017
Policy Recommendations November, 2017
Final Conference January, 2018
January, 2018
Preparation of dissemination reports by Partners
Preparation of Project 28 months Dissemination Report by CESIE

5 Ensuring a long-term impact of communication and dissemination

activities

The result of FoTRRIS dissemination activities should ensure the impact in RRI policy development as it
is formulated in the goals of the project. Such impact can be reached by cooperation with various
target groups based on personal and institutional, regional interests and needs.

In order to do this, all materials, web-based platforms, deliverables will be made public and open source
code will be chosen for the co-RRI web-based platforms. Communications and disseminations activities
will be designed as to ensure that each type of stakeholder is reached and provided with personalised and
of direct use information and materials.

The FoTRRIS exploitation and dissemination activities are designed in order to ensure the sustainability
and further multiplication of the project outputs beyond the project period. Namely:

 The website, including the project materials, maintained after the project period for 2 years
based on common agreement;
 Co-RRI web-based platform is available for use to all interested stakeholders;
 Know – how about establishment of Co-RRI competence cell, business model, material for
fostering uptake of co-RRI is available for a wider audience.
Impact of the project will be measured by the longer term effect (the uptake of the FoTRRIS results)
within the research community, institutions, researchers and results transformation into policy guidelines.
During the next months, the consortium will start a close cooperation with the Advisory Board, which is
composed of invited experts. Several experts from the business sector, from policy, civil society and
science/academia will foster analysis of future impact as their expertise will be integrated throughout
meetings, conferences, review and follow-up and control of Quality assurance of research results through
experts review. Meantime, cooperation with other RRI projects will stimulate trans sectorial cooperation.
Delivery of a number of scientific papers will shape the research community raising awareness about the
importance of trans sectorial cooperation and co-RRI. This will positively impact the project effort to
support empowerment and engagement of individuals, groups and communities in policy making
processes.

Efficiency of the FoTRRIS exploitation is specified by these statements:

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 The Projects correlates with current EU policy priorities and future needs;
 Engages short-term targets and enabling them to become multipliers;
 Creates products that will be adaptable and relevant in other institutions in EU;
 Materials will be available in English and Coordinators of local level guarantee transition of know-
how to other interested parties;
 All materials will be available on the website of the project, which make it user friendly and easier
to reach and use;
 Involve partners and associated partners who have EU wide dissemination networks therefore
extending the impact beyond the Consortium countries.
Sustainability of the project will be ensured through the following actions:

 Wide promotion and distribution of project results and materials;

 Materials uploaded on the project and partners’ websites will be available for use once the project
is over.
 The associated partners and the contacts established through our dissemination – in particular the
newsletter, our multiplier events, other dissemination efforts will serve as a basis for a network of
interested parties, with whom further exchanges and collaborations could be undertaken.
 The results and outcomes of the project will be published on the CORDIS - the European
Commission's primary public repository and portal to disseminate information on all EU-funded
research projects: http://cordis.europa.eu/project/rcn/197907_en.html.

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Annex 1 EU Logos and disclaimer to use - guidelines for funded projects

(according to the Grant Agreement)

The FoTRRIS Consortium must guarantee the proper publicity and visibility of EU funding by:

 any dissemination and visibility of results, including electronic forms, social must include display the
EU emblem and include the following text:
“This project has received funding from the European Union’s Horizon 2020 research and innovation
programme under grant agreement No 665906”.

 any dissemination and visibility of project results must specify that it reflects only the author's view
and that the Agency is not responsible for any use that may be made of the information it contain,
the following text is obligatory:
“This communication reflects only the author′s view and the Agency is not responsible for any use that may
be made of the information it contains”.

 When displayed is used together with another logo, the EU emblem must have appropriate
prominence.
For example:

 Project partners must ensure open access (free of charge online access for any user) to all peer
reviewed scientific publications relating to its results.

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Annex 2 General recommendations for FoTRRIS Consortium regarding

communication and dissemination activities

In this section are provided some recommendations to the project consortium to support dissemination
and exploitation. These are suggestions that should be taken into account in the project process:

 Follow rules of corporate design and graphic identity of FoTRRIS project and European Commission;
 Link with other European projects working in the same thematic or related fields as well as with
project teams in other funding programmes;
 Ensure links with other websites to FoTRRIS website (other projects, organisations,
universities, companies, networks);
 Find cooperation with other European networks and further dissemination channels to enlarge the
quantitative and geographical dimension of FoTRRIS dissemination;
 Use of dissemination templates provided by CESIE in order to make reports easy to analyse and to
compare;
 Collect feedback from stakeholders and target groups;
 Provide Continuous updates of activities in dissemination planning of each partner;
 Report on activities in details including documentation material.

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Annex 3 FoTRRIS Dissemination Reporting Sheet

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