Common use of Project Communications Clause in Contracts

Project Communications. The Project will have multiple types of communication directed both internally and externally. These communications will be organized and managed by the Project Office, mainly via WP4 (“Communications”). Centralizing the organization of meetings will help spread information between parts of the project that do not naturally collaborate, as well as record the activities for reporting. Externally, communications will fall into two main categories: official communications with the Commission and general communications to the community (research or general public). Commission communications will be defined in the contract, and include regular reports and updates, including annual period reviews. The period reviews will include descriptions of activities as well as financial reporting. Non-Commission communications will be pursued both in an organized manner via known channels as well as opportunistically. The community has fostered a small but growing list of contacts in the general press; scientific and research communication paths are well known and will be used. The project will be accessible for interested parties by a web site with internal communications shielded from the public. Internally, the project communications will be organized around a set of recurring events. The most obvious are the period reviews. The entire project will be mobilized to produce the required documentation for the reviews including input from the Board via the Board Meetings held prior to the report's submission. Besides the reviews, all-hands meetings and smaller WP-centric or small-group focused meetings will be planned. These will be held off-cycle to ensure that additional communications occur throughout the project period. The Project Office is planning for several larger meetings in which a majority of the project partners will participate: - Kick-off Meeting - Board Meeting (annual) - Network Lightpath Technology Meeting - End of project Science and Technology Meeting We expect that several of these meetings can be co-located to ensure increased attendance. Some of these meetings may also be converted to telecons or vidconfs if it is determined that they will be equally productive that way. In addition to the larger person-to-person meetings, the WPs will have regular communications via telecons, vidconfs and mailing lists. The Project Office will not insist on the reporting of the actions of every meeting, instead it will urge that smaller meetings be tracked and announced centrally so that their occurrence can be cross referenced against mailing lists and other existing communications. The project will maintain a collection of all minutes, deliverables and reports on-line. We also expect partners to participate in a variety of meetings not organized by the Project. The Project Office will collect and track the presentations given at these meetings.