#  Preface

WP6 has as its main objective the effective promotion and dissemination of
ESMERALDA research across stakeholders and the general public. To ensure
effective communication, both external and internal, Pensoft has produced a
number of promotional tools and materials as a part of the project branding.
The following report describes these tools, the process of their discussion
with the consortium (more detail available in MS30) and their approval, as
well as their current and future implementation within the project
communication strategy.)

#  Summary

As a foundation of the future effective communication activities, a sound set
of working dissemination tools and materials is crucial to be established
within the first months of the project start up. Accordingly, a project logo
and a web platform comprising an external website and Internal Communication
Platform (ICP) were developed in the first 3 months to form the backbone of
both project internal communication and public visibility.

In addition various dissemination materials such as an ESMERALDA brochure and
a poster were produced in high quality print versions for rising awareness at
events. The material has as well been uploaded in the Media Centre of the
website, to be available to anyone interested.

Templates were also produced and uploaded on the ICP to be available to the
consortium to facilitate future dissemination and reporting activities such as
letters, milestone and deliverable reports, Power point presentations, policy
briefs etc.

Accounts have been also set in 4 social media channels (Twitter, Facebook,
Google +, and LinkedIn) to ensure the widest possible impact and outreach of
ESMERALDA related results, news and events and to engage the interested
parties in a virtual community.

The longer term impact of the project's results will be secured by maintaining
the website for a minimum of 5 years after the closure of the project.

##  1\. Project branding and promotional materials

###  1.1. Project logo

Several versions of the logo were designed by Pensoft to reflect a concept
developed by the project coordinator and his team and were consequently passed
on for online discussion to the project’s Executive Board and the broader
consortium, before its final approval. (Fig.1). The logo is designed to help
the external audience to easily identify ESMERALDA and contributes to the
project visibility by providing a corporate identity from the very beginning
of the project.

**Figure 1: Current ESMERALDA project logo (above), including previous
suggestions (below).**

###  1.2. Project sticker

The ESMERALDA logo was used to create a promotional sticker, distributed for
the first time to project partners at the Kick‐off meeting in order to
increase visibility of the project and to promote it in the community (Fig.
2).

**Figure 2: ESMERALDA laptop sticker**

###  1.3. ESMERALDA brochure

The ESMERALDA brochure is designed in a way to capture the attention of the
different target groups and increase awareness of the project. It explains the
rationale behind the project ‐ its objectives, the activities and main tasks
planned as well as the expected results (Fig.3). The brochure was created to
reflect the conceptual design of the project logo and website and was a
subject to multiple online and personal discussions and improvements together
with the project consortium.

**Figure 3: ESMERALDA project brochure.**

###  1.4. ESMERALDA poster

The ESMERALDA poster was produced at the beginning of the project with
eye‐catching design, to introduce the project at conferences and meetings. The
poster reflects the main ESMERALDA design concept to keep the project branding
consistent and to make the project easily recognizable (Fig.4). The poster was
a subject to online discussion with the consortium.

**Figure 4: ESMERALDA project poster.**

###  1.5. Project corporate identity templates

ESMERALDA corporate identity templates were designed in the very beginning of
the project Implementation. These include:

  * Milestone reports 

  

  * Deliverable reports 

  

  * Policy and technical briefs 

  

  * Power point presentation 

  

  * Meeting agenda and minutes 

  

  * Letterhead template for official project letters 

  

Each template is specifically tailored to the information the document is
required to contain. The templates incorporate several important elements in
common:

  * ESMERALDA project logo 

  

  * Suggests the information necessary to be included in the specific document 

  

All templates are available through the Internal Online Library in the ICP and
easy to access and use for all partners.

##  2\. ESMERALDA Content Management System (CMS)

ESMERALDA website platform has been created to serve as a Project Content
Management System

(CMS) on two levels: (i) internal communication within the consortium and (ii)
external communication and dissemination of the project objectives and
results. The two main components developed by Pensoft are a public website
(www.esmeralda-project.eu) and the Internal Communication Platform (ICP)
accessible only by authorised users and designed specifically to facilitate
communication within the consortium.

###  2.1. ESMERALDA external website

ESMERALDA public website (Fig.5) was developed by the Pensoft team in close
cooperation with the coordination team. It is designed to act as an
information hub about the project’s aims, goals, activities and results. The
website serves as a prime public dissemination tool making available the
project deliverables and published materials. The events organized by
ESMERALDA or of relevance to the project are also announced through the
website.

The website comprises of separate information pages with project background
information, news, events, products, publications, contact details, etc. It is
regularly updated to keep the audience informed and ensure continued interest
of already attracted visitors. The website main pages are:

▪ Homepage featuring:

  * Highlights: 3 recent news stories of relevance 

  

  * Live Tweet feed 

  

  * Member login area 

  

  * Feedback, RSS and Newsletter subscription forms 

  

▪ The project: introducing the rationale and aims of the project

  * Main outcomes: introducing the project objectives and expected results 

  

  * Work Packages: Introducing the WPs and their focus of involvement in the project 

  

  * Partners: presenting the different project partners 

  

  * Online library: dedicated to all ESMERALDA deliverables and other documents of interest 

  

  * News: introducing the project news other news of relevance 

  

  * Events: specific section to display the upcoming project events and other events of relevance 

  

  * Media Center: a place where all outreach materials are made available and can be freely downloaded 

  

  * Partner posters 

  

  * Posters 

  

  * Brochures 

  

  * Press releases 

  

  * Logo 

  

  * Newsletter 

  

  * Links: URL links to websites of interest and useful materials 

  

  * Contacts: listing the coordination team with their contact details 

  

The website also provides direct links to the ESMERALDA social networks
profiles in Facebook, Twitter, Google+, LinkedIn.

RSS feeds links enable visitors to subscribe and receive project news, project
events announcements and project results releases directly in their mailbox.

##  2\. ESMERALDA Internal Communication Platform (ICP)

The ICP of ESMERALDA was developed by the Pensoft IT team to serve as a
communication hub and content management system of the ESMERALDA consortium.

A login button allows easy access to the restricted area for all registered
users. The ICP serves for exchange of various types of information such as:
documents related to the project management, datasets, results, coordination
decisions, timetables, presentations, and materials, and for reporting among
partners.

The ICP provides convenient and appropriate mechanisms to facilitate the free
flow of all sorts of information. At a glance, it has the following main
features:

  * **Mailing module** : Users can send emails to one or more project participants after logging in the system. Users are assigned to one or more mailing groups depending on their role in the project. Collective emails can be sent to various selections of one or more mailing groups and individual users. All emails are archived. 

  

  * All registered users can upload files in the internal library and all internal documents related to the activities of the project are stored. Files that are placed in the **Internal Online Library** can be used only by the project members and are inaccessible to external visitors of the website. 

  

  * **Users** : this section contains the profiles of all project members that are granted access to the ICP, with their portrait photo, the affiliation, contact details and additional information. 

  

  * **Internal events:** a regularly updated time schedule for the work within the different work packages is placed on a prominent location of the Intranet pages. It contains information on the events (deliverables and milestones) to be delivered during the whole project lifetime - type and title of event, due date, description, participants and contact information. 

  

  * **Calendar:** the purpose of this section is to enable the visitors to easily spot and access the latest project information. 

  

  * Upload of **News** , **Events** and documents for the **external Online Library**

  

  * **Dissemination Report Forms** – designed to facilitate the reporting of the ESMERALDA dissemination activities and make the intermediate results progressively available. 

  

###  2.1. Log in

All project members will be registered in the ICP of ESMERALDA and will be
provided their username and password. New members can be registered by the
system administrators upon request from the team leaders, WP leaders or the
Coordination team (Fig. 6).

**Figure 6: ESMERALA Log in, located in the upper right corner**

###  2.2. Mailing Module

Users can send emails to one or more project participants after logging into
the system. There is a list of all participants arranged alphabetically.
Recipients can be easily selected by ticking the box next to their names.
Mailing groups have been created for each work package, as well as for the
case studies, WP Leaders, etc. (Fig. 7).

**Figure 7: ESMERALDA mailing groups.**

###  2.3. Upload of files, news and events

There are two types of libraries storing the documents resulting from the
project activities: (1) internal, which is visible only to the consortium
members, after login; and (2) external, which is accessible to anyone visiting
the website. To see all internal documents you need to click on the Library
button.

####  2.3.1. Internal Document Library

All internal documents are stored in the Internal Document Library. The view
you will get is: (Fig. 8)

**Figure 8: Internal document library**

The Internal library is reserved for documents with restricted access,
intended only to the consortium members (for example administrative documents,
documents related to the project implementation, various sorts of documents
from the project meetings, deliverables intended only for internal use,
presentations, etc.). There are no limitations to the common formats of the
file for upload. Every user can upload files in the internal library.

####  2.3.2. External Document Library

Publications (project-derived scientific publications and publications that
are not project-derived but of interest to the ESMERALDA participants) and
other information (deliverables with public access) that are open to public
can be uploaded on the Online library section of the website. This could be
done by pressing the button “ADD EXTERNAL DOCUMENT”. For more information on
how to upload files in the External Document library see the ICP guidelines
prepared by Pensoft.

####  2.3.3. News

All project members are encouraged to post information that would be of
interest for the general public and the consortium in particular. This could
be article alerts, forthcoming meetings, and other relevant to ESMERALDA
activities. Users will be able to attach up to 3 files and an image. Outdated
news can be deleted by the person who uploaded them or by the administrator of
the website. All posted news go automatically to the Facebook and Twitter
profiles of ESMERALDA (and to their followers) and to all RSS feed
subscribers. For more information on how to upload news see the ICP guidelines
prepared by Pensoft.

####  2.3.4. Events and Calendar

Information about forthcoming meetings, workshops, seminars, training courses,
etc. can be posted on the website by clicking on ADD EVENT buttons. All
project participants are encouraged to submit information on meetings, or
other events related to the project. It is also possible to attach documents
(venue location, agenda, list of participants, etc.). This information will
become visible on the project homepage.

####  2.3.5. Internal events

The Internal Events module helps you keep track of every main activity in the
project providing you with the following concise information: title, due date,
nature, description, participants and contact information (responsible person
and email address). For more information on how to upload internal events see
the ICP guidelines prepared by Pensoft.

###  2.4. Dissemination report forms

With the aim to facilitate the reporting of the ESMERALDA dissemination
activities and make the intermediate results progressively available, three
online Dissemination report forms were created and made available in the ICP
(left menu) (Fig. 9)

  * **Symposia & meetings ** – for any scientific event where ESMERALDA presentation is given; 

  

  * **General dissemination** – for publications other than the scientific ones (e.g. publications in newspapers, magazines, web publications, etc.), TV and radio broadcasts, various outreach 

  

materials, press releases, policy briefs, PhD and master theses, etc.;

  * **Scientific publications** – for reporting of ESMERALDA derived scientific publications. 

  

**Figure 9: Symposia & Meeting form **

###  3\. ESMERALDA Social Media Accounts

To increase the project visibility and to promote ESMERALDA related news and
results Pensoft has also created accounts for 4 major social networks, namely
Facebook, Twitter, Google +, and LinkedIn (figs. 10, 11, 12, 13). The
ESMERALDA accounts have been created to reflect the general project branding
and in an engaging and interactive way. Each account aims a different group of
users reflecting the specificities of the network itself.

The ESMERALDA social media groups are fully operational and in process of
increasing popularity and member participation. All news and events are posted
through RSS feeds on the Twitter and Facebook account, while posts and
discussions are specifically tailored for Google + and LinkedIn.

Buttons are displayed on the project homepage which are linked directly to the
relevant social network.

####  3.1. Twitter

Twitter provides a short, fast, easy communication. This social network is
popular and with high number of users. Twitter is increasingly used
professionally as a means of fast communication of organization specific news
and events.

**Figure 10: Screenshot of ESMERALDA twitter account**

####  3.2. Facebook

Facebook remains one of the most popular social networks, despite the fact it
is less often used for professional purposes. Facebook has the advantage of
providing a community-like space, where news, links, photos and videos are
easily shared.

**Figure 11: ESMERALDA Facebook page**

####  3.3. Google +

Although still comparatively small in size, Google + is a growing network,
which statistically displays growing popularity among the technical fields.
Among the advantages of Google + are: easiness and convenience in sharing
media; as well as its resemblance with a blog space, though with limited
capabilities.

**Fig12: ESMERALDA Google + account**

####  3.4. LinkedIn

LinkedIn provides a predominantly professional network, creating potential for
networking across ESMEREALDA members. LinkedIn provides an opportunity for
starting and participation in professional and fruitful group discussions on
important ESMERALDA related topics.

**Figure 13: ESMERALDA LinkedIn account**

###  4\. Data Management Plan

The Data Management Plan (DMP) is designed to describe the data life cycle
through the project and regulate management policies for standalone datasets
created during the project, and data that underpin scientific articles
resulting from the project.

To the maximum possible extend important datasets will be deposited in
internationally recognized repositories, with all rights to be accessed,
mined, exploited, reproduced and disseminated, free of charge for any user.
Although data are often copyright-free, in some cases they can be protected if
containing sensitive information; in such cases justification for not making
such data public will be provided. All public data will have extended metadata
descriptions to facilitate discoverability, access and re-use.

Usage rights will be an important part of the metadata. Whenever possible
ESMERALDA will aim at publishing data under public domain dedication (CC 0).
The deposited data will be structured in compliance to community agreed,
domain-specific data standards (when available) to ensure interoperability and
re-use beyond the original purpose for which they were created. Information on
tools and instruments need to use the data or to reproduce and validate
results produced from them will be provided via the repository.

To secure long-term digital preservation, ESMERALDA will encourage all
partners to use the guidelines of the EU infrastructure OpenAIRE  1  and link
to global initiatives in data archiving, such as the Dryad Digital Repository,
Pangaea and others. ESMERALDA will benefit from the existing novel workflows
of Pensoft’s peer-reviewed open access journals Biodiversity Data Journal,
Nature Conservation, Research Ideas and Outcomes (RIO) journal for publishing
important datasets in the form of “data papers”. Data papers are a novel
instrument that will provide scientific record and citable publication for the
data creators, as well as motivate experts to engage with data curation after
the expiration of the project.

Data sharing and inter-operability of ESMERALDA outputs into various
established EU platforms such as OPPLA (OpenNESS/OPERAs Common Platform),
BISE, the ESP visualization tool will be ensured. A series of meetings (M06,
M12, M24, and M30) under MS31 will provide the necessary links with
stakeholders and ensure transferability of project results via these
platforms.

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