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WelDest Dissemination Plan 2012 - 2014

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Erasmus/LLP project WelDest Dissemination Plan 2012 - 2014 by Turku University of Applied Sciences

Erasmus/LLP project WelDest Dissemination Plan 2012 - 2014 by Turku University of Applied Sciences

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  • 1. ERASMUS Lifelong Learning Program Health & Well-being in Tourism Destination 2012 - 2014 Work Package 2: Dissemination Plan Date: 2013-02-20 Author: Team UOP Distribution: WelDest project team internal use File name 2013-6-14-Dissemination _TUAS Version: 3.0 Description: Dissemination plan plan_WelDest- Version Date Status Author Changes 1 20.02.2013 Draft Team UOP Development 2 19.4.2013 Draft TUAS Local plan annex created 3 14.6.2013 Draft TUAS Template, timetable, blog updates Final TUAS 4 1 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 2. CONTENTS 1 INTRODUCTION .............................................................................................................................................. 3 2 JOINT DISSEMINATION STRATEGY ......................................................................................................... 3 2.1 STATE OF THE ART ........................................................................................................................................ 3 2.2 CONTENT OF DISSEMINATION .................................................................................................................... 4 2.3 PURPOSE OF DISSEMINATION ..................................................................................................................... 5 2.4 TARGET AUDIENCE OF DISSEMINATION...................................................................................................... 5 2.5 MEANS OF DISSEMINATION ........................................................................................................................ 7 2.5.1 WelDest Blog ........................................................................................................................................ 7 2.5.2. Participation events: ............................................................................................................................ 9 2.5.3. Printed materials: ................................................................................................................................ 9 2.5.4. Electronic/Internet based communication: .......................................................................................... 9 2.6 TIMING OF DISSEMINATION ...................................................................................................................... 10 2.7. RESPONSIBILITIES – PARTNERS’ TASKS....................................................................................................... 11 3 NATIONAL DISSEMINATION ACTION PLANS...................................................................................... 11 4 MONITORING ................................................................................................................................................ 12 2 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 3. 1 INTRODUCTION The dissemination plan contains information about the steps that the partners of the project will follow in order to disseminate the intermediate and final results of the WelDest project. This dissemination plan includes all important elements that regard the outputs at the stage that they have been developed. The plan has the form of a flexible business plan and includes all products. It mainly refers to strategic issues and general aspects of the products, the market, and the dissemination steps. An individual work package is devoted to the dissemination activities in order to monitor and ensure the successful delivery of the project objectives and ensure the widest possible dissemination of the objectives, the work and the outputs. The dissemination activities will both assist with the communication flow between the project partners, public and the professional bodies, and raise awareness of the project among endusers. In order to ensure that the results of the WelDest project will be available and utilized by the target groups several determinants must be specified. These determinants include the content, the target audience, the purpose, the means and the timing of the various dissemination activities, and also the related costs. Dissemination will have to be performed continuously in order to raise and maintain awareness of the objectives of the project and how they are achieved. 2 JOINT DISSEMINATION STRATEGY 2.1 State of the Art The WelDest project started in October 2012 with the aim of creating a development framework to be used by public bodies, destination management organisations and private companies when developing holistic health and well- being destinations (H&WB). The project Health and Well-being in Tourism Destinations (WelDest) combines the expertise of 5 Higher Education Institutions, 10 industry and 15 associate partners from Austria, the Czech Republic, Finland, Germany, and the UK. These countries represent different stages of development in health and well-being tourism. The project will bring benefits to H&WB service providers, companies which may be able to improve their services through the findings of the research on the expectations of locals and tourists on one side. On the other side destination management organisations will also benefit from the outcomes, primarily by utilising the ehandbook “Keys to developing a holistic health and well-being tourism destination”. 3 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 4. The e-handbook will comprise self-assessment and development tools for destinations and also a course design to be used at tertiary level and education for the industry. One of the main objectives of the dissemination strategy is to help to establish a network of H& WB actors beyond the project partnership, involving as many H&WB service providers, higher education institutions and destination management organisations as possible in the development of the project activities. A key element of this objective is the creation of a blog available for a wider public audience which will first raise awareness of the WelDest image and later will help to raise its profile. The development of a well-structured image is the first step to efficient dissemination. According to its definition, the image needs to be as expressive as possible and needs to have a graphic representation which sends out a clear message. In the modern world the presence of an image on the Internet is an absolute necessity, therefore a key element of dissemination is the use of the WelDest logo in every form of electric communication. It is recommended to use the WelDest logo as part of the signature the project partners use in their official communication, and that the logo is displayed on the websites of the project partners (such as health and wellness service providers and DMOs involved). The use of a WelDest blog (http://weldest.blogspot.com) will serve as a platform for all communication, both internal among the project partners as well as external with potential H&WB service providers, DMOs and other tourism related organisations. The blog can also dedicate space to a short introduction of the project partners and place a link to the website of the partners which will enable the interested readers to find out more about the individual organisations without overloading them with too many details. The recommended blog outline will be discussed in more detail in 1.5.3. of this plan and a separate Appendix to the Dissemination Plan. 2.2 Content of dissemination Dissemination activities aim to inform existing and potential stakeholders about the objectives of the project, the tasks involved, the progress on activities undertaken and the results obtained by the end of the project. The dissemination activities will focus on the following issues:  Description of the project  Project partners  WelDest objectives  Research approaches and methodology (see WP 4 plan)  Experiences and tangible research results  Potential ways of collaboration between the relevant actors 4 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 5.   eHandbook to assist destinations to become H&WB destinations including course design with teacher materials. Potential further collaborations among project partners and recommendations for the involvement of new partners 2.3 Purpose of dissemination The purpose of dissemination is twofold. On one hand, the dissemination activities need to focus on raising awareness about the project, the objectives and the participating organisations. Raising awareness may be important throughout the whole project as it is likely that the message will get through to new actors who hear about the project for the first time even if in the later months of the project the number of this potential target audience will diminish. On the other hand, dissemination activities have to follow closely the accomplishments of the subtasks involved, therefore in the later phases of the project the main purpose is to keep the existing and potential stakeholders informed both about the progress in general (what has been done in the past months, which activities have been undertaken); and the outcomes of the various subtasks (especially where the outcomes can be quantified, like in the case of the research). 2.4 Target audience of dissemination The activities include dissemination by individual project partners about the accomplishment of the subtasks they are in charge of. Furthermore, there are joint dissemination activities involving several or all the partners about the progress and the final results of the project. Therefore sharing results is important within the project partnership as partners not involved in certain tasks need to be kept up-to-date about the progress, as well as outside the project. The target audiences of dissemination can be divided into the following categories: Within the project partnership - WelDest industry partners (consultancy, spas, wellness hotels, DMOs, etc.) - HEI partners/Academic institutions and training institutes (lecturers, teachers, researchers, other staff and students) who may wish to adopt and use the results of WelDest research and the eHandbook in particular - Associated industry partners, mainly national and regional associations Outside the partnership - managers of local H&WB tourism services, attractions and destination management organisations (DMOs) 5 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 6. - - educational and research communities at national and international level in related fields and sectors (such as Atlas, regional research institutes) related industry organizations and associations (e.g. other associations like national spa associations, spa towns’ associations, health tourism clusters, marketing consortiums, specialist Internet portals offering H&WB products) consultants/experts in destination as well as regional (tourism) development, associations of tourism consultants Other stakeholders and decision makers - administrators and authorities in destination management, environment, health care and regional planning - regional and national tourist boards General public - tourists and local residents at H&WB destinations - other general public interested in H&WB Media - local, regional, national level printed media aimed at the general public - local and national Internet based news portals aimed at the general public - specialist online tourism platforms (e.g. visitfinland.com, travelmole.com, fvw.de) 6 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 7. 2.5 Means of dissemination The progress of project activities, the interim and final results will be communicated and disseminated with the help of the following means: 2.5.1 WelDest Blog The main tool for WelDest dissemination is the blog. It provides a platform for dissemination that has the largest potential to reach the widest range of audience. See http://weldest.blogspot.com 7 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 8. The updating of the blog is planned as follows: WelDest timetable for updating the blog Week Team Week Team Week 2013 21 IHM 1/2014. FHJ 33 22 IHM 2 FHJ 34 23 FHJ 3 TUAS 35 24 FHJ 4 TUAS 36 25 TUAS 5 HNEE 37 26 TUAS 6 HNEE 38 27 HNEE 7 UCB 39 28 HNEE 8 UCB 40 29 UCB 9 IHM 30 UCB 10 IHM 31 IHM 11 FHJ 32 IHM 12 FHJ 33 FHJ 13 TUAS 34 FHJ 14 TUAS 35 TUAS 15 HNEE 36 TUAS 16 HNEE 37 HNEE 17 UCB 38 HNEE 18 UCB 39 UCB 19 IHM 40 UCB 20 IHM 41 IHM 21 FHJ 42 IHM 22 FHJ 43 FHJ 23 TUAS 44 FHJ 24 TUAS 45 TUAS 25 HNEE 46 TUAS 26 HNEE 47 HNEE 27 UCB 48 HNEE 28 UCB 49 UCB 29 IHM 50 UCB 30 IHM 51 IHM 31 FHJ 52 IHM 32 FHJ Team TUAS TUAS HNEE HNEE UCB UCB IHM IHM 8 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 9. 2.5.2. Participation in events         Project meetings Local Management meetings (with industry and associated partners) Focus groups 11/2013 Open Space international work shop in conjunction with ITB Berlin 03/2014 National WelDest Camps 04- 06 /2014 Seminars, networking events organized for potential H&WB destination stakeholders (service providers, DMOs) Conferences, professional workshops focusing on health and well-being tourism End seminar at Turku 09/2014 with webinar 2.5.3. Printed materials        WelDest leaflet Power Point and Prezi presentations Press releases Academic journal article(s) Articles in trade magazines and professional journals Posters Progress and Final reports 2.5.4. Electronic/Internet based communication       WelDest blog WelDest newsletters WelDest Facebook group SlideShare for sharing documents and presentations e.g; WP plans, Quality reports, Research reports from primary and secondary research, Executive Summary and framework for health and well-being destination elements (including language versions) You Tube with WelDest videos linked to the eHandbook e-mail with the e-mail signature All partners are asked to use the identification elements of the project as part of the signature of all the participating members. These elements include the WelDest logo, the EU logo and the link to the WelDest blog and the Facebook group. 9 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 10. 2.6 Timing of dissemination Sep 24 Agu 23 22 Jul Jun 21 May 20 Apr 19 Mar 18 Feb 17 Jan 2014 Dec 15 Nov 14 Oct 13 Sep 12 Aug 11 10 Jul Jun 9 May 8 Apr 7 Mar 6 Feb 5 Jan 2013 Dec 3 Nov 2 Oct 1 The table below outlines the timing of the various subtasks. WP 2 Dissem ination 24 m onths (TUAS) ST 8 International netw orking & benchmarking event and seminar (Berlin) (HNEE) ST 9 WelDest Camp w orkshop on destination development (IHM leads & makes a master plan but all orginize their ow n) ST 10 Media contacts (press releases, interview s etc.) on going, (IHM leads & makes a master plan but all orginize their ow n) 10 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014 1 2 3 4 Berlin ST 1 Dissemination plan ST 2 Dissemination follow up templates ST 3 Blog (on going) (FHJ) ST 4 Logo (FHJ) ST 5 Pow er point presentations (WelDest project & blank) (FHJ) ST 6 Project New sletters & mailing lists from all partners (UCB) ST 7 Leaflet (language versions (EN/EN, EN/FI, EN/GE, EN/HU, EN/CZ) (FHJ) WS WS WS 5
  • 11. 2.7. Responsibilities – partners’ tasks WP 2 covers the following subtasks: ST1 ST 2 ST 3 ST 4 ST 5 ST 6 ST 7 ST 8 ST 9 ST 10 Dissemination plan (TUAS) Dissemination follow up templates (UCB) Blog (on-going), (FH JOANNEUM) Logo (FH JOANNEUM) Power point presentations (about WelDest project & blank template) (FH JOANNEUM) Project Newsletters & mailing lists (UCB) Leaflet (language versions (EN/EN, EN/FI, EN/GE, EN/CZ) (FH JOANNEUM, all responsible for their own language versions) International networking & benchmarking event and seminar (Berlin) (HNEE) WelDest Camp workshop on destination development (IHM, all responsible for the national set-up) Media contacts (press releases, interviews etc.) all partners 3 LOCAL DISSEMINATION PLANS Every HEI partner and industry partner CHC will develop local dissemination plan according to the proposal, following the outlined objectives. The individual plans need to consider nation specific issues such as language (native language and/or English) and preferred channels of communication (blog, traditional press conferences or press releases in the electronic media, etc.). Furthermore, the HEIs and industry associations involved can assist in finding the most appropriate platforms to communicate the project to the industry and academics of the different countries involved. The template should include reference to the following issues (see Annex 1): Date for activity (when)? Activity (what)? planned Target group (to whom)? Quantified target groups (to how many)? Level of activity (Local, regional, national) 11 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014
  • 12. 4 MONITORING To fulfil the objectives of the dissemination plan the outlined activities need monitoring during the process. Due to the number of participants as well as the variety of activities the use of a follow-up template for valorisation activities (Annex 2) is mandatory. Indicators used in Local dissemination plans and follow up for monitoring WelDest dissemination results should include at least the following:  Number of media hits and level of exposure (local, regional, national, international)  Google analytics report from Blog users  Number of workshop participants (WelDest Camps, international workshop in Berlin)  Facebook followers  Participant feedback from workshops (WelDest Camps) The template should be kept-up-to date by all project partners. The partners should register all national dissemination activities that happen in the local language as well. The follow-up template needs to be updated whenever a valorization activity has taken place. The project also involves joint dissemination activities, in which case it needs to be agreed which partner is responsible for registering that particular item in the follow-up template (e.g. HEIs may publish joint articles in academic journals). For the template Microsoft Excel should be used as the format assists in spotting potential (and unintentional) duplications and is ideal to calculate total numbers of people involved in the various activities. Annexes 1 & 2 (available at Optima WP 2 folder) 12 WP 2: Dissemination | ERASMUS WelDest 2012 - 2014