DG SANCO NUTRITION FRUIT AND VEGETABLES PILOT PROJECT PROGRESS REPORT LIGARIS AND PARTNER AGENCIES DATES:

Transcription

1 DG SANCO NUTRITION FRUIT AND VEGETABLES PILOT PROJECT PROGRESS REPORT LIGARIS AND PARTNER AGENCIES DATES:

2 Progress report Executive Summary The activities carried out throughout the month of September by the Ligaris central coordination team and the local agencies were focussed on the preparation for the implementation of the campaign, to be launched in October. Please find below a summary of the actions undertaken: Ligaris Central Coordination Team 12 th September Meeting with the DG SANCO in order to present the ongoing campaign activities and the July August report. An evolution of the campaign strategy was discussed in the meeting, following which Ligaris wrote a memorandum for the Commisison on this subject. Coordination of the campaign pre-test carried out in the 3 countries with focus groups from the target populations. Ligaris coordinated the pre-test results with Ipsos and adjusted the campaign tools accordingly. The final creative tools were updated and delivered to the local agencies for re-adaptation and printing. In order to share all material with the campaign stakeholders, the Extranet website was put online and all stakeholders were given login and password details. Coordination with the local countries was ongoing and the visit to the van events by the Events Manager was organised. Local agencies The campaign agencies in Bulgaria, Slovakia and Romania worked on the preparation of the campaign implementation, which involved: Project Management: close collaboration with Ligaris on the finalisation of the overall timeline and the action plan. Preparation of the campaign implementation methodology in close cooperation with Ligaris. Organisation of the local campaign pre-test in cooperation with Ipsos Paris and the local market research agency. Selection of populations and partners: meeting with organisations, dieticians, chefs, local project managers. Involving them in the project and reaching agreements with them on their participation (budget, availability, etc.) Preparation for the awareness and action phases: meeting with van suppliers, organising the dates, organisations and locations for the cooking van roadshow and the cooking sessions DG SANCO NUTRITION MONTHLY REPORT 2

3 1. LIGARIS CENTRAL TEAM ACTIVITY REPORT

4 Ligaris Central Team Project Management Commission Meeting, 12 th September 2012 Coordination team DG SANCO Meeting To review the project status and the activities undertaken throughout July and August, a meeting was held between the Ligaris Central Coordination Team and the DG SANCO in Brussels at the Ligaris Europe Offices on 12 th September The following people were present: Josepha Wonner, DG SANCO The Ligaris central coordination team: Pierre Siquier, President Anne Levesque, General Manager Marianne Cornec, Project Leader Rosie Clifton Van Vliet, Communication Manager Nicolas Balland, Events Manager DG SANCO NUTRITION MONTHLY REPORT 4

5 Ligaris Central Team Project Management Commission Meeting, 12 th September 2012 Coordination team DG SANCO Meeting The following elements were adressed: 1. Overview of carried out and ongoing activities Tools production Pre-test of tools and actions Schedules of the actions plan Extranet 2. Next steps Pre-test results Mobile cooking van road trip 3. Financial and methodological aspects Presentation of updated budgets Methodological aspects and validation The meeting minutes and agenda are attached in Appendix 1.1. DG SANCO NUTRITION MONTHLY REPORT 5

6 Ligaris Central Team Project Management Pre-Test: coordination and results Pre-test coordination As detailed in the previous report, the campaign pre-tests to evaluate the campaign concept and the two proposed creative approaches, took place from the 3 rd to the 7 th of September Ligaris was in close contact with Ipsos France, in order to coordinate and advise the country agencies and their market research partners. Pre-test results Ligaris presented the top lines with the first results received from Ipsos to the Commission at the 12 th September work meeting. Following the reception of the final results and recommendations from each country s market research agency, Ligaris validated the choice of the creative approach, Taste Boosters, which was largely preferred by the focus groups, with the Commission. Ligaris adapted the creative materials taking into account the feedback from the focus groups, as detailed in the market research group s recommendations. This included the following adjustments: Adapting the vegetables to better reflect those which are largely available in the three countries (no chicory, for example). Increasing the size of the font in certain texts on the leaflet. Making the seasonal calendar more explicit (explicative texts) Adapting the mouth of the vegetables to avoid any confusion. The revised creative materials were then made available to the agencies, in order that they update and print the final versions for the van tour awareness phase. The final Ipsos pre-test report is attached in Appendix 1.2 DG SANCO NUTRITION MONTHLY REPORT 6

7 Ligaris Central Team Project Management Taste Booster final creative tools The final creative tools were delivered to the agencies at the end of September, following adaptation following the feedback from the pre-test. All the creative materials are attached in Appendix 1.3. Poster DG SANCO NUTRITION MONTHLY REPORT 7

8 Ligaris Central Team Project Management Taste Booster final creative tools Leaflet Recipe Sheet DG SANCO NUTRITION MONTHLY REPORT 8

9 Ligaris Central Team Project Management Extranet Extranet Following the presentation of the creative approach for the Extranet to the Commission at the 12 th September meeting, the site was validated and put online for the local agencies and all campaign stakeholders to have access to all campaign tools (monthly reports, creative materials, meeting minutes and documents, pre-test materials, etc.). The site is accessible using an individual login and password. Ligaris uploaded all relevant materials to the website and logins and passwords were sent to all campaign stakeholders. DG SANCO NUTRITION MONTHLY REPORT 9

10 Ligaris Central Team Project Management Local agencies coordination Coordination of the local agencies Throughout September, Ligaris has been in close contact with the 3 agencies to coordinate the planning of the project launch and all the elements to be put into place for campaign implementation. This has included practical questions, for example, about the timing and frequency of events, the choice of organisations, the logistics of fruit and vegetable purchase and distribution, the choice of recipes for the cooking sessions, etc. Ligaris has also worked on refining the campaign strategy, according to the feedback received from the agencies. Ligaris proposed adaptation to the strategy was discussed at the 12 th September meeting with the Commission. The note prepared by Ligaris on this point is attached in Appendix 1.4. Ligaris has helped the agencies to in the coordination and the finalisation of their schedules for the events. Schedule for Event Manager visits Ligaris Event Manager, Nicolas Balland, has been in touch with the local agencies to organise a visit to the countries during the Awareness Phase Van tour. The local agencies have provided further details to the Events Manager about the dates and the locations of their events in order to coordinate the visits. DG SANCO NUTRITION MONTHLY REPORT 10

11 2. JANEV & JANEV, BULGARIA ACTIVITY REPORT,

12 Janev & Janev, Bulgaria General Project Management The following General Project Management activities were undertaken throughout September in Bulgaria for the local implementation of the Fruit and Vegetable Consumption campaign: Preparing schedules / timetables Defining the date and time for the 3 focus groups 3 4 September Coordinating the time for the focus groups with MBMD and the local participants Coordinating the time for the first promotional event seminar for journalists Overseeing the project Telephone conference with IPSOS representatives Management of the local project manager Arranging the participation of the dietician Dr. Atanas Grigorov DG SANCO NUTRITION MONTHLY REPORT 12

13 Janev & Janev, Bulgaria Selection of populations and partners The following actions were undertaken throughout September in the selection of populations and project partners / organisations: Gain the support of the local media Selection and preparation of local media list Appendix Nr. 2.1 Establishing a media partnership with the biggest local Media Group ZETRA, where 1 newspaper, 2 local TV channels and 1 radio station take part Contacting the local Newspaper Lovech Glas, where a recipe contest will take place DG SANCO NUTRITION MONTHLY REPORT 13

14 Janev & Janev, Bulgaria Pre-testing phase The following actions were undertaken in Bulgaria in the preparation of the pre-testing phase: Focus group researches Recruiting people for the focus groups 3 x 8 focus groups have been conducted Agency representatives have supervised the focus groups Report preparation Final report - Appendix Nr. 2.2 Production of materials for the first promotional event a seminar for journalists Preparing a presentation of The EU platform on Diet and physical activity Preparing a presentation of the Pilot project in Bulgaria - Appendix Nr. 2.3 DG SANCO NUTRITION MONTHLY REPORT 14

15 Janev & Janev, Bulgaria Awareness phase The following actions were undertaken in Bulgaria in the preparation of the awareness phase: Selection of the potential van supplier Finding appropriate location for the journalists seminar DIVA Hotel at the Resort Chiflika Negotiations with potential print houses for the production of materials Studies of different local recipes for the recipe sheets Coordinating the recipes with the dietician DG SANCO NUTRITION MONTHLY REPORT 15

16 Janev & Janev, Bulgaria Action phase The following actions were undertaken in the preparation of the action phrase in Bulgaria: Local manager activities in preparation of the action phase: Presenting the project and gaining the support of local stakeholders: presentations to school directors and hospital officials by local project manager Gergana Petkova in Lovetch and Anita Mincheva in Trojan. Presenting the project and gaining the support of local NGOs (see above), by Gergana Petkova in Lovetch and Anita Mincheva in Trojan. DG SANCO NUTRITION MONTHLY REPORT 16

17 3. PRAIS, ROMANIA ACTIVITY REPORT,

18 PRAIS, Romania General Project Management The following General Project Management activities were undertaken throughout September in Romania for the local implementation of the Fruit and Vegetable Consumption campaign: Updating of yearly schedules / timetables and activity plan (Appendix 3.1 Romania Schedule Year 1, Appendix 3.2 Romania Schedule Year 2) Organising the project implementation 6 internal meetings, establishing the tasking for each week and forecasts for the next month: planning, budgeting, call for offers, from suppliers, preparing the pre-testing focus group, and action phases ongoing Documentation and simulations for creating a proper intervention methodology adapted to the Romanian specific, in order to ensure successful implementation ongoing Accompanying the research agency (Mercury) to the focus group in Slobozia, part of the pre-testing phase of the programme Ensuring all the conditions are met for the proper development of the focus group (materials to be used, catering, gifts for participants, filming and transportation to the location) (Continues on the next page) DG SANCO NUTRITION MONTHLY REPORT 18

19 PRAIS, Romania General Project Management (Continues on the next page) DG SANCO NUTRITION MONTHLY REPORT 19

20 PRAIS, Romania General Project Management Preparing the draft service contract between PRAIS and Ligaris Developing in detail the project financial management and reporting frameworks and payments planning Updating the local coordinators on project steps to follow upon Ligaris instructions: 4 project based discussions with the 2 local project managers in the 2 cities: Medgidia and Roman Documentation regarding the available indoor/outdoor/cooking spaces of each organisation in order to plan and organise the programme s events (Appendix 3.3 Information about organisations in Roman, Appendix 3.4 Information about organisations in Medgidia) Keeping them informed about changes to the programme implementation/ schedule New call for offers from potential suppliers of fruits and vegetables, based on 6 month delivery recommended by Ligaris Discussions with the 2 cooking van suppliers: to receive their offers and proposed cooking menus DG SANCO NUTRITION MONTHLY REPORT 20

21 PRAIS, Romania Selection of populations and partners The following actions were undertaken throughout September in the selection of populations and project partners / organisations: Constant discussions with the local project managers and the 20 organisations to be involved in the programme Keeping the organisations up to date with programme developments, informing them about changes on the F&V delivery schedule from weekly to monthly, along 6 month Request for information regarding the targeted populations from each organization and their commitment to involve each of them, 20 people from the vulnerable targeted categories (Appendix 3.3 Information about organisations in Roman, Appendix 3.4 Information about organisations in Medgidia) Gathering information of logistic capabilities of each organization (ownership/rental of a property used as headquarter, availability of cooking space for the cooking sessions, availability of outdoor space for the van passage and cooking demonstration) Keeping in contact with the 2 local dieticians from Medgidia and Roman Obtaining and analysing offers from van and F&V suppliers DG SANCO NUTRITION MONTHLY REPORT 21

22 PRAIS, Romania Pre-testing phase The following actions were undertaken in Romania in the preparation of the pre-testing phase: Contact with the market research company (Mercury) Interfacing with IPSOS France, the team leader of local researches, and Mercury Supporting Mercury in conducting the focus groups in Slobozia: Preparing technical details for the travel to the city of the focus groups Assisting Mercury in the development of the first focus group to ensure all the Ipsos requirements are being met by the research team Providing transportation for the Mercury team, project team and filming crew to Slobozia, the location of the focus group Ensuring technical assistance for filming the focus groups Providing 24 gifts for the participants at the test Providing snacks & soft drinks for/during the focus groups (water, juice, fruits, pastry) Constant and phone call sessions for updates and tracking focus groups preparation with the local research company (Mercury) to ensure the good development of the focus groups (correspondence available at request) Ensuring the focus group reporting and findings are delivered to IPSOS/Ligaris in accordance to the agreed schedule (Appendix 3.6 Mercury Report ) DG SANCO NUTRITION MONTHLY REPORT 22

23 PRAIS, Romania Pre-testing phase Finalising graphic adaptation of all the promotional materials to be tested (Appendix 3.5 Promotional materials) Production of promotional materials to be tested: leaflet, recipe sheet, poster, van tour presentation sheet - 10 full colour copies of each material Promotional materials (please note that all materials are attached in the appendix 3.5) Easy Eats Poster DG SANCO NUTRITION MONTHLY REPORT 23

24 PRAIS, Romania Pre-testing phase Promotional materials (please note that all materials are attached in the appendix 3.5) Taste Booster recipe sheet DG SANCO NUTRITION MONTHLY REPORT 24

25 PRAIS, Romania Awareness phase The following actions were undertaken in Romania in the preparation of the awareness phase: Discussing menu options and event details with van suppliers Receiving and analysing offers from van suppliers Consulting with the local organisations to find appropriate venues for the van passage and cooking demonstrations Contact with the local project managers Informing them about changes in the planning and schedule of the events DG SANCO NUTRITION MONTHLY REPORT 25

26 PRAIS, Romania Action phase The following actions were undertaken in the preparation of the action phrase in Romania: Analysing offers and schedules from suppliers of fruits and vegetables DG SANCO NUTRITION MONTHLY REPORT 26

27 4. FORTE COMMUNICATIONS, SLOVAKIA ACTIVITY REPORT,

28 FORTE Communications, Slovakia General Project Management The following General Project Management activities were undertaken throughout September in Slovakia for the local implementation of the Fruit and Vegetable Consumption campaign: Preparing VAN tour timetable Negotiations and logistical organisation with partners and local authorities in order to prepare Van tour in Košice & Poprad Overseeing the project Preparing the methodology for each target group, recipe contest. Preparing the van events. Preparing all legal documents Invoicing, reporting DG SANCO NUTRITION MONTHLY REPORT 28

29 FORTE Communications, Slovakia General Project Management Meetings and management of suppliers, nutritionists Meetings with nutritionists, details of cooperation, methodology, Van event preparaton Negotiations with F&V supplier Contracts and legal documents Meetings & negotiations with lawyer Preparation of all legal documents for successfull cooperation Contracts with partner organizations (their keeper, owner) Contracts with fresh F&V suppliers (incl. Declaration of EU origin of all delivered F&V will be sent to Ligaris upon signing) Declaration of participants (about their health, allergies etc.) List of allergens DG SANCO NUTRITION MONTHLY REPORT 29

30 FORTE Communications, Slovakia Public Relations The following Public relations actions were undertaken throughout September.: PR strategy for Year 1 preparation Dissemination of Press releases (during the launch of Van event, launch of regular monthly cooking activities, reports from cooking classes, etc.) Media partnership (with local print and/or media electronic media, national cooking portals etc.) Media selection and negotiations Media lists for Poprad, Košice Negotiations with national print media Negotiations with electronic media about partnership Launching Press release preparation Press release announcing new project of EC, with its activities Focus on invitation of media to van event Van event schedule PR strategy for Year 2 preparation Organizing the 3 press conference: 2 local press conferences in September 2013 (1x Košice, 1x Poprad) on Year 1 success and results & announcing Year 2 activities 1 national press conference in June 2014 in Bratislava summarizing the pilot project activities, success, evaluation, results and conclusion Continuous communication and cooperation with all selected local and national media DG SANCO NUTRITION MONTHLY REPORT 30

31 FORTE Communications, Slovakia Public Relations The following Public relations actions were undertaken throughout September.: PR strategy for Year 2 preparation Organizing the 3 press conference: 2 local press conferences in September 2013 (1x Košice, 1x Poprad) on Year 1 success and results & announcing Year 2 activities 1 national press conference in June 2014 in Bratislava summarizing the pilot project activities, success, evaluation, results and conclusion Continuous communication and cooperation with all selected local and national media DG SANCO NUTRITION MONTHLY REPORT 31

32 FORTE Communications, Slovakia Pre-testing phase The following actions were undertaken in Slovakia in the preparation of the pre-testing phase: Preparation the pre-test tools for FGD (adapting, proofreading by Ligaris and final printing) Running cooperation with Ipsos Slovakia on FGD preparation and organization ( calls, s) Personal attendance on all 3 Focus group discussions FGD 1 pregnant Bojnice, September 6 FGD 2 mother of 5-12y children Bojnice, September 6 FGD 3 seniors Bratislava, September 7 Final report consulting DG SANCO NUTRITION MONTHLY REPORT 32

33 FORTE Communications, Slovakia Awareness phase The following actions were undertaken in the preparation of the awareness phrase in Slovakia: Negotiations with van supplier. Meetings and negotiations with cooperating nutritionists. Meeting with animator/moderator, dramaturgy of van events Recipe contest methodology creation Ongoing approval/announcing procedure for events organized on public place (approval of local authorities, as well as the announcing to other local authorities, for each stand of van tour is necessary). Ongoing communication with partner orgnaizations Preparation of logistics, event scenario Schedule of van events (events are organized in front of the organization seat): Poprad (October 16-18) October 16: Daily Centre Xenon, CVC Poprad October 17: MC Bambino, Centre for family October 18: Daily Centre Limba+Daily Centre of Cristian Seniors, DC Velka, Asylum house+club for children&youth Košice (October 23-25) October 23: Daily Centre Stare mesto, Crises centre, CVC Kvietok October 24: MC Stonozka, Daily Centre Juh, MC Delfinik October 25: MC Haliganda, Crises cente Dorka, CVC Domino, CVC Orgovanova DG SANCO NUTRITION MONTHLY REPORT 33

34 FORTE Communications, Slovakia Action phase The following actions were undertaken in the preparation of the action phrase in Slovakia: Ongoing negotiations (via phone & ) with all selected partnership organizations in the local towns details of cooperation Ongoing preparation of activities to be organized (with respect to specifics of each target group). Negotiations with fresh F&V supplier adaptatoin of delivery frequency, agreement on official declaration about exclusive EU origin of F&V (will be sent to Ligaris/client upon its signing) DG SANCO NUTRITION MONTHLY REPORT 34