Dissemination, communication and involvement of stakeholders

Work package number: WP8
Lead beneficiary: 10 - EUCENTRE
Start month: 1
End month: 48

• To organize an efficient transfer of the results of the project to the scientific community, stakeholders and general audience
• To set up focused dissemination and communication strategies aiming the public in the participating countries
• To provide a two-way link between users in the scientific and policy communities and the project

Task 8.1 Dissemination and communication

  • Sub-task 8.1.1 Provision of content for Project Web Portal and other social media
    An active collaborative website with public and non-public parts will be set up early in the project as first point of access for all interested scientific and business parties in order to raise and grow awareness over the project results on the broadest possible international scale and as the integral project knowledge base for the consortium members. The project website will serve as a major communication and dissemination tool throughout the entire project, and target both lay people and professionals. Moreover, the ICARUS project web portal will be linked to those of the cities involved and their agendas (smart cities, healthy cities, green cities).
    Innovative and appropriate website technologies will be employed to ensure that the website will be a recognised and sought after source for information. A “Dissemination and Exploitation Forum” (DE Forum) will serve as virtual place to outreach to stakeholders and end-users, to exchange and discuss experiences, methodologies and results. The project web site will include communication and dissemination tools that will promote active interactions between project Partners and interested parties participating in project activities and a sophisticated search engine and a FAQs section and a ICARUS Blog. It will announce upcoming events, alert on new results, present the newsletter, provide downloadable material and contain features for online registration/invitation to project meetings and workshops. The ICARUS Web Portal will be regularly updated to enhance the project interactions with a wider audience throughout social media channels, such as Twitter, Facebook, and LinkedIn as well as postings on YouTube. Mutual links shall be set to/on the websites of the Project Participants. In addition, ICARUS Video Abstracts will be developed to accompany press releases and other dissemination materials. These 2-3 minute lay summaries will be posted on the website and social media. ICARUS will aim at integrating rich content in the form of web design, press releases, accessible summaries for business, and film, to ensure a high impact and worldwide profile for the project.
  • Sub-task 8.1.2 Development of a dissemination strategy
    A list of stakeholders including policy-makers involved in health and wellbeing, climate change and other environmental change issues, city planners, main polluters, health professionals, patients, environmental managers, NGOs and academics will be created early in the project They will be mapped, their profiles will be analyzed and finally clustered on the basis of their roles and needs. This activity will be carried out in collaboration with Task 8.3 “Engagement of city partners and main polluters”. The stakeholders mapping will be included in deliverable D8.2 ”Dissemination strategy report”. The list will be anyway updated during the project life as soon as new stakeholders will be identified and contacted. Close and active consultation will be maintained with them throughout the study. The results of the project will consist of methodologies, technological tools and data. The dissemination strategy will include a recommendation how to inform participants of their personal results. In this way it will ensure that scientific output is communicated appropriately and understandably to stakeholders and the general public, without infringing privacy legislation. Moreover, the task will involve collection of feedback from users and other stakeholders to ensure that the project addresses users’ needs, and to further develop or adjust its products.
  • Sub-task 8.1.3 Organisation of events targeted at the scientific community and key stakeholders
    It is essential that the knowledge of evidence base and innovation acquired through the ICARUS project be translated from science to policy, and to tools of relevance to the individual citizen. To this aim dissemination of methods and results in meetings and conferences will be performed through three regional and two national workshops opened respectively to all regions in that country and to a few MS for the national ones. and the final international ICARUS Workshop. The strong involvement of many Partners and networks in major international scientific programmes and conventions will assure a direct and efficient transfer of knowledge at different levels of the policy making process, and will represent a reference point for the European Commission and Member State governments in shaping future Air Quality and Climate Change policies taking into consideration the health dimension especially for the most sensitive population groups. Reports and presentations will be tailored to cater the needs of appropriate policy communities at the European and Member State levels. In collaboration with local SMEs and other businesses/industry actors, all Partner Institutions will organize interactive ICARUS ‘Innovation Slams’ – events to share and exchange ideas and technology and businessrelevant innovations and other research findings and to identify new areas of collaboration and co-creation with business in Europe and worldwide. Supported by WP8, these events will be held by the different Partner Institutions, leveraging off of their ongoing activities with stakeholders. One innovation of these SLAM events will be that the businesses can also present their innovation challenge, rather than only reacting to the innovation need or creation of the researcher; if done throughout ICARUS, we believe it will lead to more co-creation and innovation between the ICARUS team and the private/commercial sector.
  • Sub-task 8.1.4: Scientific publications and presentations in conferences and EU events
    This task will cover the coordination and planning of publications and participation in conferences and other regular/or and well attended European events in close cooperation with all other partners of the consortium. This will start with the selection of leading international, peer-reviewed and of appropriate scientific conferences (i.e. the International Conference on Air Quality, the International Conference on Climate Change the SPIE society, ISEE, ISEA, MESAEP etc.) to be used as a more traditional dissemination route, and with the elaboration of a publication and meeting plan including a fair allocation of authorships and presentations. Based on this plan coordination and support will be provided during the drafting of publications and preparation of symposia and presentations via information of all potentially concerned partners, and supervision of commenting and review procedures and time management. Articles will be drafted by the partners involved. Finally this task comprises laying out support in the drafting of conference material such as poster roll-ups, or other equipment for conference stands. A common ICARUS layout will be elaborated in close collaboration with the website design and management team and with the steering committee with support and advice from all project partners in an initial version at the beginning of the project; it will be further updated and adapted to the specific needs on demand throughout the project lifetime.
  • Sub-task 8.1.5: Dissemination of results to the public
    This Task covers information material such as leaflets, fact sheets, technical materials and briefs, and other condensed information material for communication of results to policy makers and the general public. ICARUS Policy and Business Briefs, and Guidelines with an overview of the innovation dimensions, best practices and policy recommendations and assessment tools will be delivered at key stages of the project to inform and support decision-making by governments, health professionals, patients, environmental managers, and other main stakeholders. Information will also be communicated to the public in the form of technical recommendations for air quality and climate-friendly and healthy lifestyle interacting with the urban infrastructure through the project Web Portal. Specific dissemination of this information will target collectives and associations, which could be interested because of their activity areas. All these activities will be performed in ongoing collaboration with the stakeholders. In addition to the web-based ICARUS Decision Support System (DSS) developed in WP7 which is mainly intended to assist policy makers in the decisional process, we plan to target the general population through a citizen-oriented ICT-enabled tool (i.e. mobile application, ICARUS Mobile App) allowing end-users to gather information about carbon footprint, air quality levels, individual exposure and consequent health risk/benefit from exposure to urban environment. Moreover, it will raise awareness among citizens and inform citizens of every participating cities about their life style and the benefit caused by their actions so as they can then explore how the impacts on air quality and climate forcing change if they would alter their behaviour/activities (e.g. physical activity) and to provide feedback. The App will incorporate the research results of WP2-6, including information and knowledge derived from the ICARUS DSS developed in WP7. The ICARUS App will aim at informing citizens on health and wellbeing benefits associated with exposure to urban environment using the same core set of criteria developed in Task 7.1 regarding the DSS. The ICARUS Mobile App will offer similar functionalities on the two dominating technological frameworks, i.e. iOS (for iPhone, iPad users) and Android.
  • Sub-task 8.1.6: School students exchange program
    ICARUS will set up an exchange program among the ICARUS participating cities, which will form the basis upon which a number of school students will be able to travel to another ICARUS city and experience the ICARUS measures of that city in contact with the local ICARUS team and city authorities. Furthermore we will organize an ICARUS school student congress, where school students of all ICARUS cities will participate and contribute. A thorough description of the Key Performance Indicators for the foreseen dissemination activities is provided respectively in Table 3 and in Table 6 for the communication activities.


Task 8.2: Training

A programme of user training will be delivered in the first year of the project and it will be implemented and updated during the project life. User training will be geared towards internal and external parties (e.g. research managers and city and industrial executives, SMEs) to encourage uptake of tools and measures.
Annual training workshops will be organized by ICARUS participants each covering a specific area of expertise. Some of these workshops will be held within the International Summer School of Masaryk University that is organized every year (partner MU). The task will include the organisation of external workshops in cooperation with the WPs responsible for each workshop and the preparation of workshop training materials on the ICARUS concept, methods and tools, identification and recruitment of participants, and organizational issues in close collaboration with the concerned WPs. A detailed programme of training will be developed in the first year of the project for internal and external parties, including city managers and user executives (in particular for SMEs) on the knowledge, methodologies and tools generated by the project. This plan will be flexible to adapt to project developments and findings, but is foreseen to contain at least:
– a workshop on interdisciplinary communication will be set up at the onset of the project
– training on ICARUS concepts and methodology (during the first 18 months)
– training on ICARUS results in pilot applications in participating cities (until the 3rd year of the project)
– final training on the use of the ICARUS paradigm and computational tools (i.e. ICARUS DSS) towards the end of the project.
A list of potential stakeholders and end users who will receive information material and will be willing to participate in the training will be completed in the first stage of the project activities.
This task will contribute e.g. to text on key project results, latest news, and FAQs, interactive tutorials, copies of protocols, and manuals. This will also comprise selected datasets and a parameterised version of selected models. Training materials will distributed in both draft and final form to selected users for testing and evaluation, and users will be encouraged to circulate them within their institution for amplification of the effect.
Learning material for universities will focus on undergraduate and postgraduate students and will be developed based on new knowledge and achievements of the ICARUS project. It will comprise fact packs, study guides and computer demonstration materials. Further synergetic effects with e.g. integration of training into a Marie Curie programme will be taken into consideration and implemented during project development. Summer schools will also take place targeting academic staff and students aiming at translating the scientific results of the project into usable knowledge. A fundamental part of the external training activities will be performed online via the development of a Web-based training portal (e.g. Moodle) linked to the ICARUS web site.


Task 8.3 Engagement of city partners and main polluters

Stakeholder engagement is a horizontal issue in ICARUS as they will be engaged in a number of activities through the project. Indeed, at the very centre of the ICARUS project will be a trans-disciplinary alliance approach with iterative engagement and communication, i.e. continuous two-way dialogue, with multiple stakeholders including representatives of city partners and main polluters, environmental managers health care providers, civil society, planners, engineers, policy makers and the commercial sector. As the project was designed city partners in particular play a central role in ICARUS. To this aim it is important to engage them from the very beginning of the project. Toward this goal city partners will be invited to attend the ICARUS Kick-Off meeting so as to illustrate them the main objectives and methods we will apply in ICARUS for urban impact assessment in support of air quality and climate change governance. All the mentioned stakeholders are a critical element of the proposal to: a) help guide the overall research direction and DSS design to ensure relevance; b) provide local knowledge and insight for specific Case Studies; and c) aid dissemination and impact.
Stakeholder engagement will be sought throughout the project. The ICARUS team will summarise and disseminate key outcomes, particularly referring to research innovation with the private/commercial sector and the research findings related to policy. Policymakers will be a key stakeholder to make sure that the emergent findings are relevant to EU strategies (e.g. the European Climate Change Programme and the EU air quality legislation) as well as more global strategies (e.g. the WHO Parma Declaration, the UN Sustainable Development Goals, etc.). We will also exploit the engagement with stakeholders and policymakers in order to have a policy-driven research approach.
The ICARUS engagement activities will be performed through stakeholder groups, which will leverage from the existing cross-sector engagement activities of ICARUS partners. In the ICARUS participating cities stakeholder groups will be set up comprised of civil society, city partners and authorities responsible for environmental management and main polluters in the area and local population actors, in order to ensure success of the intervention studies, and to provide feedback for the lessons and the outputs such as Guidance Documents.
This task will involve the identification of potential stakeholders to engage throughout the project. First we shall identify potential stakeholders at different responsibility levels. They will be mapped, their profiles will be analyzed and finally clustered on the basis of their roles and needs. We shall focus mainly on primary stakeholders, i.e. policy-makers and planners as well as main polluters but additional stakeholders identified by researchers within the other WPs will also be addressed. We will then develop an effective engagement strategy for each stakeholder group identified and mapped in Task 8.1 specifying how and when each of them will be engaged and for which purpose. Depending on the stakeholder group we will make use of targeted communication channels encompassing regular workshops, work meetings, ICARUS ‘Innovation Slams’ events and a web-based discussion portal of a Wiki type (i.e. Dissemination and Exploitation Forum). We will collect feedback via user surveys allowing continuous exchange of opinion on salient aspects of the project, on-line document co-editing and reviewing, as well as blog-type dialogue spaces for fast idea exchange.


Task 8.4 Recommendations to policy makers

Having defined possible technical and non-technical measures and having analyzed them with regard to their effectiveness in terms of reduction in airborne emissions/concentration and carbon footprint, the question now arises, which of these measure should be recommended to policy makers to implement. The objective of this task is to formulate a series of recommendations after having assessed and ranked them.
To this aim outcomes from WPs 2, 3, 4 and 5 for ICARUS participating cities will be used to rank the assessed measures and provide a final list based on appropriate metrics, including socio-economic aspects. In ICARUS we will implement a novel approach where impact assessments are made and published online, with constant opportunity for feedback, criticism, and improvement in all parts of the assessment. It is thus fundamental to collect and synthesize value judgments from stakeholders and decision makers. To ensure rich input, surveys targeting critical issues will be performed and results will be incorporated into the assessments before producing policy recommendations. This will be accompanied by a mid-term meeting with European policy-makers to disseminate preliminary results and collect feedback. Close coordination with the Clair-CITY and iSCAPE projects will be sought to provide integrated policy recommendations.
The results and recommendations will serve as support for further development of policies in support of urban air quality and climate change governance in EU Member States. As the policies analysed will also cover urban planning measures, support for urban planning in general will also be provided.


Deliverable Number Deliverable Title Lead beneficiary Type Dissemination level Due Date (in months)
D8.1 Web-based dissemination
1 – AUTH Report Public 3
D8.2 Dissemination strategy report 13 – MESAEP e.V Report Public 6
D8.3 Stakeholder engagement
13 – MESAEP e.V Report Public 6
D8.4 User training program 14 – MU Report Public 12
D8.5 First report on outcomes of project events targeted at the scientific community and key stakeholders 13 – MESAEP e.V Report Public 15
D8.6 ICARUS Policy and Business Briefs first issue 13 – MESAEP e.V Report Public 24
D8.7 Report on the midterm meeting with European policymakers 1 – AUTH Report Public 25
D8.8 First report on outcomes of stakeholder interactions 13 – MESAEP e.V Report Public 30
D8.9 Second report on outcomes of project events targeted at the scientific community and key stakeholders 13 – MESAEP e.V Report Public 30
D8.10 Two Special Issues in high impact international journals 1 – AUTH Other Public 46
D8.11 Report on recommendation for policy makers 1 – AUTH Report Public 46
D8.12 Second report on outcomes of stakeholder
13 – MESAEP e.V Report Public 46
D8.13 ICARUS Policy and Business Briefs second issue 13 – MESAEP e.V Report Public 48
D8.14 Third and final report on outcomes of project events targeted at the scientific community and key stakeholders 13 – MESAEP e.V Report Public 48
D8.15 Final Conference 1 – AUTH Other Public 48
D8.16 Transferability
report – alerts on drivers and barriers for policy implementation
8 – JSI Report Public 48