EuroPa
Communication Plan – draft #2
1. Introduction
EuroPa is a research infrastructure project funded by the European Commission (EC) with about 1.7 million EUR for 3 years (5th framework
programme – Quality of Life and Management of Living Resources). Besides the EC, contractors are 11 clinical centres from 11 countries and
a IT company.
Project objective is the establishment of a cooperative network of specialists for clinical research on Parkinson’s disease. The infrastructure to
be implemented is a central patient registry combined with web-based data entry and a clinical research and trial centre. With respect to the
project contract, EuroPa is to become an independent, non-profit organisation that will promote clinically orientated research by further
exploiting and extending its infrastructure. Another goal is the extension of the network itself by recruiting additional qualified clinical centres
and developing national networks. The implementation of national networks as well as any specific research is not funded by the EC and will
require additional support from other sources.
The achievement of the objectives outlined above will require various forms of project communication to third parties. The communication
plan shall secure the most effective and structured project communication by implementing a uniform communication strategy.
2. Communication team
It was suggested to create a communication team that will handle, coordinate and track the project communication activities.
Tasks:
-
approach industry and potential business and scientific partners
approach potential sponsors and coordinate activities together with WP 6 (fundraising)
decide on media requests and publications
coordinate preparation of general project publications
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3. Communication objectives
1. Project deliverables
The contract with the EC outlines several requests regarding project communication:
a) to the EC: periodic project reports and technological implementation plan
b) among project members: Communication of project details, progress and decisions, distribution of reports, minutes and project documents
c) towards third parties:
 “Appropriate measures to ensure suitable publicity for the project in order to highlight the support provided by the Community”
 “papers to European scientific meetings and other international meetings to ensure visibility of EuroPa on an international level”
 one-page publishable project summary
 publishable poster for non-scientific audience
 final report suitable for publication
2. Development and maintenance of EuroPa infrastructure
Communication for fundraising purposes: Additional financial resources are necessary in order to further develop EuroPa’s infrastructure.
a) on a national level: personnel for patient recruitment, data entry and management, clinical trial preparation and participation,
administrative purposes, travelling, etc.
b) on a central level: hardware administration, hosting and maintenance (in particular after the funding period), software development
and eCRF-preparation, network administration, legal support for contract preparation, PR and marketing etc.
3. Recruitment of additional clinical centres and implementation of national networks
Project communication on a national level is needed in order to attract additional qualified clinical centres and extend EuroPa’s scope .
However, a legal basis needs to be established first in order to associate additional clinical centres. Ownership of the infrastructure,
exploitation rights and duties must be defined; either by establishing an organisation that is open for new members or by any other form of
binding agreement.
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4. Planning and executing industry-sponsored clinical trials
EuroPa will sell itself as a network offering qualified services for PD-related clinical trials to the industry. Such services will be a crucial
source of income and reputation. General communication is needed in order to make the industry aware of EuroPa and its potential services
and advantages. Project-specific communication is needed in order to represent EuroPa’s interests during negotiations with sponsors.
5. Planning and executing (not industry-sponsored) research projects
a) intern communication: effective bundling of resources within the network in order to carry out multi-center studies on a new level;
common procedures of study evaluation, selection and publication
b) extern communication: in order to find cooperation partners for certain studies and projects
6. Cooperation with patient organisations and other national / international organisations
EuroPa will inform about its organisation, objectives and current projects. It will build up a high profile and reputation in order to become
an influential voice with respect to diagnosis, therapy and clinical research on PD. It will influence decision makers in politics and health
care, also in partnership with patient interest groups and other organisations. Additionally, EuroPa will improve its prospects for distinctive
research programmes and grants.
7. Networking with neurologist in participating countries
EuroPa will help to develop standards for diagnosis and therapy of PD in Europe and will support the distribution of evidenced based
medicine for PD among neurologists and general practitioners in all participating European countries.
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4. Communication Targets
internal
EuroPa members
Collaborators
University / hospital administration
external
European Commission
Pharmaceutical companies
Health authorities and policy makers, including Regulatory Agencies
Potential scientific partners
Not yet participating clinical centres and neurologists
Scientific community, neurological organisations, Key Opinion Leaders (KOLs)
General Practitioners (GPs)
Patient associations
General Public
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5. Deliverables by communication target
European Commission
When?
Deliverables
Action required
Responsible
Q2-2002,
Q1-2003
One-page publishable project summary (press release)
done
coordinator
Q4-2002
Poster presentation for public use
Poster prepared for Miami conference was delivered
to Brussels as well
coordinator
12-2002
1st periodic report
Approved by EC
coordinator
07-2003
Update of 1st periodic report for midterm review
Update of work package reports
WP leaders,
coordinator
12-2003
2nd periodic report
Update of work package reports, cost reports,
milestone list, cost reports
WP leaders,
coordinator, all
12-2004
Final report
Preparation of final WP reports, cost reports
WP leaders,
coordinator, all
Technological implementation plan
Market evaluation, definition of services, budget
planning, business plan to ensure EuroPa’s
sustainability
Coordinator, WP 6
12-2004
EuroPa members
When?
Deliverables
Action required
Responsible
Coordinator, WP
leaders, SC
members
Project reports, meeting minutes, work package updates
Registry policy
First draft has been distributed, must be approved by
SC
WP 3 (W. Poewe)
Documents explaining EuroPa’s future options in order to
discuss them with responsible university/hospital
representatives
Decision on type of organisation, contract content etc.
Coordinator, all
Communication plan and regular updates
coordinator
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Industry
When?
Deliverables
Action required
Project brochure, definition of resources and services to be
offered, member list
Establishment of contacts on a central level:
discussion of industry needs and how EuroPa can
meet them
discussion of business and fundraising possibilities
Responsible
Preparation of budget and personnel plan
Survey on resources (personnel, IT, lab etc.)
given/needed at each centre for patient recruitment
and clinical trial participation
Q3-2003
Publication list of EuroPa members to display scientific
qualification
Scientific public, KOL
When?
Deliverables
Poster presentation at neurological conferences
Abstracts and brief articles in scientific magazines
Publication of project results (health economics, clinical
studies)
Collect most relevant publication from each partner
Action required
Decision on where and when, content and poster
preparation
-MDS: Miami, 11-2002
Decision on requests
Selecting journals
Preparing articles
Voting by members
Responsible
Communication
team
Communication
team
Study leaders
6
Clinical centres, neurologists, scientific partners
When?
Deliverables
Action required
Responsible
Project brochure
PowerPoint presentation
Requirement list for participation, standard
contract/agreement, definition of decision making process
Health authorities, policy makers
When?
Deliverables
First, the legal basis for EuroPa’s extension must be
defined and standard contracts should be prepared
with legal assistance
Action required
Coordinator, SC
Responsible
WP 5 (R. Dodel)
Health economics analysis
Recommendations for diagnosis and therapy of PD in Europe
Patient organisations
When?
Deliverables
Action required
Responsible
Public
When?
Deliverables
Action required
Responsible
website
Fill in missing information, regular updates
Q1-2003
Communication of EuroPa and its objectives to journalists of
general media, e.g. at the World Parkinson Day etc.
WP leaders,
coordinator
Communication
team
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6. EuroPa Communication plan
Type of
Communication
report
Purpose
Midterm review
Inform about
EuroPa
(organisation and
objectives), help
selecting proper
new members
Sell services,
Meetings, written become partner for
applications
sponsored trials,
fundraising
Personal
discussion, letter
or presentation
(slides)
Inform about
Article (e.g. MDS
EuroPa and its
journal, Lancet)
potential scope
publication
Publish results of
health economics
study
Audience
Message
By whom?
Deliverable
Scientific officer EC,
external reviewer,
project participants
Project progress with respect to
contract
coordinator
Update of 1st
periodic report
Clinical centres and
potential EuroPa
members (at the
national level)
Chances and advantages of being a
EuroPa member and of extending
EuroPa’s scope; rights and
responsibilities
Present EuroPa
members
Project brochure,
slides, requirement
lists for new
members
Potential industry
partners
EuroPa organisation, members,
objectives, resources, services to be
offered
Communication
team
EuroPa brochure,
slides,
Budget plan,
resources survey
Attract attention of potential
collaborators and customers;
Scientific community,
demonstrate common interests and
industry
identification with EuroPa’s
objectives
Communication
team, coordinator
Scientific community,
health authorities
WP 5 (R. Dodel)
When?
07-2003
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