Dissemination workshop (14 May 2009)

Minutes of the workshop
Dissemination and exploitation
BHL-Europe kick-off meeting, Berlin May 14, 2009

List of participants:
Henning Scholz (MfN), Christoph Häuser (MfN), Marcel Watelet (European Commission), Thomas Garnett (BHL), Nancy Chillingworth (NHM), Lizzy Komen (EDL), Isabella Van de Velde, (RBINS), Tine Mallaerts (RBINS), Richard Sipek (NMP), Jiri Kvacek (NMP)


Plan of work:
Communications working group (CWG) formed
Name, Logo and corporate design
Web site
Conference list and database
Broad public awareness
Newsletter
Public releases
Priorities
Milestones and deliverables for phase 1 (ready by month 3) including responsibilities


Communications working group (CWG) formed
Members:
Jiří Kvaček (NMP)
Henning Scholz (MfN)
Jonathan Purday (EDL)
Nancy Chillingworth (NHM)
Tine Mallaerts (RBINS)
Observer: Thomas Garnett (BHL)


Name, Logo and corporate design
- official name: Biodiversity Heritage Library for Europe (contract), logo: Biodiversity Heritage Library Europe
- logo: white letters on green background
- logo background: lighter green, adapt colors, play with contrast
- printed official letter paper for Project Coordinator, BHL-E business cards for WP leaders and Project Coordination
- Discussion about logo: Nancy and Lizzy suggested changing three letters of the logo to be clearer to the reader. Jiri is going to prepare several new examples, with the designer. They will be circulate within CWG and after that in the consortium.
- BHL-Europe corporate design must contain logo of EU recommended by Mr. Watelet (with inscription “co-funded by the Community programme eContentplus” must be included.
- Jiri will prepare logo manual (who and where will use it).


Power point template
- Jiri will work on several variants of the template with logo in upper part, logo in lower part and will circulate it in CWG.

Promotion kit
- was accepted, but we will need more items (folder, poster, larger booklets, we will need booklet texts for scientists in English and in European languages for broader public).
- Poster: one for attraction (little information), one for information (more text)


Web site
- will be kept in simple structure for now.
- Domains, which should be purchased: bhl-europe.eu, bhl-europe.org; bhl_europe.eu; bhl_europe.org; bhleurope.eu; BHLEurope.org; biodiversitylibrary.eu ask technical people about possible confusion with biodiversitylibrary.org
- Web site will have this basic arrangement: Upper line and lower line menus. Illustrations and text about BHL-Europe in the middle. The web site will grow with the project.
- Web site menu should include (except mentioned items):
o calendar, contacts, people of BHL-Europe, My BHL-Europe, Links, Members area.
o picture BHL-E people on the project website (in action….)
- use related project website as example for design and content (EuropeanaLocal,….)
- copyright statement on the website: Lizzy will check and come back with comments on that (maybe even finished text to be included). Nancy may help to finish.
- Nancy ask for advice for legal approval related to website
- Isabel suggested having slide library for those, who will be reporting about BHL-Europe (check with Adrian to include this on the Project Server)
- Nancy will check out the colour disability roles and send it to Jiri.
- Website at least in the 6 official EU languages


Mailing list:
- Divided in three parts: Scientists, broad public, newsletter
- This list has been already prepared from addresses available on internet (CETAF, GBIF and other institutions).
- Tom and Tine will ask by email if members of their mailing lists would like to get info about BHL-Europe. When completed Tom and Tine provide us the list of interested individuals or organization for BHL-Europe mailing list.
- Broad public and newsletter mailing lists: People may ask to participate in it through the BHL-Europe website.
- Jiri has to get a special email account to collect incoming emails related to the mailing list.

Conference list and database
- Using the conference database will be prepared in Europeana and updating with biodiversity community conferences (prepared by Tine). Jiri will prepare a questionnaire to be sent out every 4 months to all partners by Tine to collect future conference participation.
- Meetings and conferences organized by BHL-Europe will be placed on EDIT conference list.
- conference presentations on various levels depending on involvement of attending people (very low degree of involvement – presentation of flyers, medium involvement – using the slide library to build a more general presentation for an overview talk, very high degree of involvement, expert – specific talks and presentation of flyers and posters)

Broad public awareness
- What kind of message we have for the general public: Tine will produce example based on the Dautzenberg project to show the value for the public, later adaptation to Humboldt, Darwin,….local scientists.
- Using institutional newsletters and annual reports and institutional press officers to distribute information on BHL-Europe without paying for it
- Synergies with EDIT: Newsletter, website, event calendar, EDIT conferences, success story, jobs
- Mailing list (in future from the web site)

Newsletter
- Newsletter: important results, information for other projects about BHL-E (including technology); needs a strong editor; working deadlines backwards: publication date – layout and design - language check – agreement on content and edit content – collecting content – request for content contribution; Jiri works out a timeline for that
- Newsletter of Edit we will use as a model of BHL-Europe newsletter
- Jiri will use quarterly report from BHL (sent by Tom) to include content into BHL- Newsletter
- Henning will send Jiri a text for the Edit newsletter and Jiri translate it and send it for English editing to London or Edinburgh. The deadline is May 22.
- Questionnaire: include contact to publication companies, TV, journals, other kinds of media; also need to include information on other Newsletter from projects/societies with contact person and deadlines so we are able to see in which Newsletter we should publish information

Public releases
- The first release will be prepared by Henning and sent to Jiri for translation. Then English edited by Nancy.
- Jiri will send the English version of the press release to all partners and they will care for translation and adaptation according to their local regulations.


Priorities
- Group 1 – Press release; Logo, Web site (first purchasing a domain, then design). Web site will be designed in Prague, domain purchased in Prague.
- Group 2 – Finishing corporate design, database of conferences
- Group 3 – Newsletter, Mailing list, Dissemination plan, demonstrators

Milestones and deliverables for phase 1 (ready by month 3) including responsibilities
- Establishing of a communication working group (NMP)
- Work on brand and web site design (NMP)
- Mailing list (NMP + BHL, RBINS)
- Self running demonstrators (NMP)
- Preparation of a newsletter (NMP + other partners providing content)
- Formation of a database of conferences (RBINS + NMP)
- Dissemination plan (NMP)
- Press relations (NMP + MfN)

All official public texts will be circulated with the communication working group.