A QUICK GUIDE TO
A considerable number of organisations and agencies involved in National
Development Plan /Community Support Framework (2000-2006) projects and
initiatives have extensive experience in event management and media relations.
At the same time there are a significant number of groups and organisations that may
not have as much experience as others but who still must implement a
communications plan and adhere to NDP and EU publicity requirements.
The following information is intended as a checklist to assist individuals and groups
in organising events and managing the media. The checklist is broad in its scope so
not all points are relevant to each event. The scale and nature of the event will
determine the relevance of the following information to each particular case.
Please find attached an order form for items such as press packs, notepads, pens, flags
etc. that can be ordered from the NDP/CSF Information Office,
15 Lower Hatch Street,
Tel: 01 6396286 / Fax: 01 6396281
The NDP/CSF Information Office also provides a stand/backdrop on loan to
organisations for events. Please alert the office in sufficient time to book the stand.
All organisations involved in NDP projects must implement NDP publicity
All organisations involved in EU grant-aided projects must implement EU publicity
Note; All organisations managing and implementing NDP/CSF Programmes and
Measures should have a copy of the Identity Guidelines for the National
Development Plan logo and the Guide to European Union Publicity Requirements
for Structural and Cohesion Funds. Both publications are available from the
NDP/CSF Information Office and can be downloaded from the following websites:
www.ndp.ie and www.eustructuralfunds.ie
Checklist for Organising Events
Typical Events: Project launch
Commencement of a project phase
Completion of a project phase
Important Meeting – Monitoring Committee Meeting (NDP/CSF)
Ministerial Visit to a project
Announcement of a scheme
Depending on the event, your invitation list should include a Minister (when
appropriate), local public representatives, local business and community
representatives and the national and local media. A representative from the European
Commission should also be invited if your project receives EU grant-aid.
Official Invitations must include the NDP logo and the EU logo for EU grant-aided
projects. The NDP and EU logos are available from the NDP/CSF Information Office
and can also be downloaded from the following websites: www.ndp.ie and
Indoor -Hotel Meeting Room/Function Room
Outdoor -Construction Site
The following points of reference should be considered during preparations for the
event and implemented as appropriate:
Display a suitable backdrop or stand featuring the NDP logo and the
EU logo as appropriate. (Stands are available on loan from the
NDP/CSF Information Office - please refer to the attached order form.)
Display NDP and EU Flags as appropriate.
Provide a podium for speakers. Attach a sign with the NDP logo and
EU logo as appropriate to the front of the podium.
Provide a PA System and check the system works correctly prior to the
Make sure the room/ location and stage have suitable lighting and
check with hotel/office staff prior to the event. Lighting is very
important for photography and video purposes.
Provide a Top Table and Name Places for Guest Speakers/
Dignitaries/VIP’s and suitable seating arrangements for attendees.
If you are organising a function in a hotel make sure to have a contact
person to liaise with regarding the following requirements: projectors,
screens, lighting, PA System, drinks and food requirements.
Check with all speakers regarding requirements for their presentations:
overhead projectors, computers, LCD projectors, flip charts and any
other equipment required for their presentation.
It is a good idea to have speakers e-mail you their presentations a day
or two prior to the event so that they are available on the computer you
are using for the event. Speakers should also be advised to bring a copy
of their presentations with them on discs.
If handouts are required make sure to get copies in advance.
If the event is outdoor e.g. the opening of a new road, make sure to
provide a suitable PA System, a podium for speakers and umbrellas in
case of bad weather (Umbrellas with the NDP logo are available to
order from the NDP/CSF Information Office.)
For outdoor events make sure your organisation has fulfilled all NDP
and EU publicity requirements regarding roadside and site
signage/billboards, and commemorative plaques as outlined in the
Identity Guidelines for the National Development Plan logo and
Guide to European Union Publicity Requirements for Structural and
Note: Backdrops, Flags and Umbrellas can be ordered from the NDP/CSF
Information Office. Please refer to the attached order form
For some events it may be necessary to invite the public. A good way of doing this is
by placing an advertisement in the local newspaper outlining details of the event,
and/or running an advertisement on local radio. Posters could also be displayed in
public offices. All printed material should feature the NDP logo and the EU logo as
Provide information packs for all attendees at the event. The Information Packs
should include background information on the event, the objectives, a timetable of
procedures, names and titles of speakers, copies of the speakers presentations, general
information and the name and telephone number of a designated person to deal with
general enquiries from attendees.
If copies of presentations are not available prior to the event make sure that
photocopying facilities are available.
Note: Information Pack folders, notepads and pens with NDP logos and EU logos are
available directly from the NDP/CSF Information Office.
Update your organisation’s website with details of the event. The website will
be useful as a reference and information tool for those attending the event and
for the media.
Send details of the event to the NDP/CSF Information Office for inclusion on
the NDP website.
Provide a link to the NDP website www.ndp.ie
Provide Official Passes – for large events only.
Assign an individual to manage all catering requirements.
Provide Name Tags for all attendees
Draft a timetable or programme of events and circulate with invitations
CHECKLIST FOR MEDIA RELATIONS
Media Contact List
Prepare a list of media contacts you wish to invite to the event. This list should
include representatives from:
The national & local press, radio & TV,
Regional Correspondents for National TV, Radio & Press,
Specialised Correspondents for National TV, Press and Radio as appropriate
e.g. Agricultural Correspondent, Education Correspondent.
2-3 days prior to the event telephone media contacts to remind them about the event
and to check if they will attend.
Informing the Media
Be clear about the objectives of the event you are organising and the message you
wish to convey. Prior to the event, issue a press release to the media outlining the
details of the event:
The Press Release should provide the following information:
Where and when the event will take place
Who will attend
Names of Speakers/VIP’s/Dignitaries attending
Why the event is taking place
Explain the project/event within the context of the National Development Plan
Where possible provide a breakdown of funding, sources of finance, etc.
Invite members of the media to attend.
The press release should also include:
A reference to the NDP and the EU Structural Funds or Cohesion Funds as
The NDP logo and EU logo as appropriate should appear on the press release.
Nominate a Spokesperson
Nominate a spokesperson from your organisation to carry out all media interviews.
The spokesperson’s role is to
Promote the activity/events being undertaken
Explain this to journalists
Provide the spokesperson with clear information regarding the event, e.g.
Details of attendees
Information on speakers
Objectives of the event
Importance of the event in a local/regional and NDP context
In order to fulfill this role the spokesperson should be fully prepared and briefed on
likely questions that they may be asked such as:
The amount of funding granted to a project
The aim of the project
The benefits of the project to the community or beneficiaries
The spokesperson should be fully aware of the requirement to make reference to the
NDP and the support of the Irish Government and the European Union as appropriate.
Press packs should be available during the event and should include:
Copies of presentations and speeches from guest speakers
An updated press release providing the following information:
-What is the action /event
-Who is responsible
-Where is it taking place
-Money involved/funding announced
When writing your press release contact speakers, special guests and your
spokesperson for quotes to include in the press release.
If the event takes place over a two or three-day period, update the press release
Press packs should also include background information on the event and
should refer to the NDP and the appropriate EU fund.
Your press release should also include a contact name, telephone number and
mobile number of an individual assigned to assisting the media during and
after the event.
NDP/CSF Local Media Initiative
Grayling have been appointed by the NDP/CSF Information Office to highlight
progress on NDP and EU projects in the local media. The objectives of this project
To raise awareness of the National Development Plan at a
To assist all organisations implementing and managing NDP
and EU funded projects in promoting their actions
To provide local information on local projects funded under
This service is available free of charge to all organisations implementing NDP and
Please notify the NDP/CSF Information Office if you have a newsworthy event or
announcement so that we can assist your organisation to fulfill its publicity
requirements and promote your event/occasion through the local media.
Please contact: Gillian Treacy or Hilary Fox
NDP/CSF Information Office,
15 Lr. Hatch Street, Dublin 2,
Tel 01 6396280 / Fax 01 6396281
Arrange for a photographer to attend the event on behalf of your organisation.
Arrange specific photo opportunities during the event for the official
photographer and other press photographers who may attend.
Photo Editors are always looking for photos that illustrate a story in an
imaginative way and show things happening. Prior to your event try and think
up ideas for creating an interesting photo. Make sure you have identified a
suitable backdrop and location.
Photographs sent to newspapers or magazines must be clearly captioned, with
people’s names and titles and a description of the event or occasion. It is a
good idea to check beforehand the correct spelling of names and titles of
VIP’S/Dignitaries attending the event.
Following the event the photographer should also provide you with a selection
of photographs for use on your website and for publications such as
Include the name of the official photographer for the event at the end of press
releases so the press can source photos directly.
It is important to assess the success of your event. It may be a good idea to create an
evaluation sheet using different forms of criteria.
Outlined below are some examples:
Number of responses to invitations
Number of attendees: anticipated number v actual number
A short questionnaire/survey for attendees to complete (for conferences
Reaction of speakers/dignitaries/VIP’s
Number of requests for further information
Number of public enquiries
Number of media enquiries
Number of interviews completed
Number of articles/features in the press
Number of photographs published
For further information or assistance in organising your event please contact:
Gillian Treacy or Hilary Fox,
NDP / CSF Information Office,
15 Lower Hatch Street,
Tel: 01 6396286 / 4
Fax 01 6396281
NDP / EU Publicity Material – Order Form
Telephone No: ____________________________
No. Attending: ____________________________
Date of Event: ____________________________
*Please order material at least two weeks in advance. For Stand
Bookings please book at least a month in advance of required date.
The following items of publicity/promotional material are available to order free
of charge from the NDP/CSF Information Office. Please indicate the quantity of
each item required.
Notepads/ Press Folders/ Pens
Item NDP Logo NDP/EU Logo
Size White logo/ Green Green logo/ White
50mm X 20mm
Size European Union European Social Fund
16mm X 21mm
NDP Display Stand/ Backdrop *
(850mm X 2250mm)
NDP/EU Display Stand/ Backdrop *
(850mm X 2250mm)
NDP Flag (Outdoor) *
6’ X 3’
NDP Flag (Indoor) *
5’ X 3’
* Only one of each is available – please return after use
(All publications are available to download from the NDP website – www.ndp.ie)
Title of Publication Quantity
National Development Plan – Executive Summary
(Irish language version)
Guide to Funding under the NDP and CSF
Identity Guidelines for Using the NDP logo
(Irish language version)
Identity Guidelines for Using the NDP logo
(English language version)
Guide to EU Publicity Requirements for Structural and
NDP Summary Leaflet
ESF Summary Leaflet
The National Development Plan 2000 – 2006 (complete text) is available to download
from the NDP website – www.ndp.ie
Should you require a large number of NDP Umbrellas, these may be ordered directly
from Mace Promotions (Contact: Katie Donelan; telephone 01- 280 2909). The NDP/CSF
Information Office has agreed the following prices with Mace Promotions for any future
orders of NDP umbrellas.
Description: Gents Stormframe Golf Umbrellas with peacock fabric, printed with National
Development Plan logo in white on 4 panels.
Qty: 25 Cost per Unit: EUR 20 (approx)
Qty: 50 Cost per Unit: EUR 15 (approx)
Qty: 100 Cost per Unit: EUR 15 (approx)
Terms & Conditions
3 – 4 weeks from receipt of order
Delivery extra at cost.
Please return to:
NDP/CSF Information Office
15 Lower Hatch Street
Tel: (01) 639 6280
Fax: (01) 639 6281
If you would like to submit information on your project, please contact the
NDP/CSF Information Office. The NDP/CSF Information Office can also
arrange for a photographer to visit your project. Project information will be
used to help promote the role of the NDP and EU Structural Funds in
newspaper supplements, advertising campaigns, newsletters etc.