TOURIBOOST KICK OFF MEETING MINUTES
6th-7th of December 2018 in Konya, TURKEY
6th of December: Project Meeting with Partners
After opening ceremony, the agenda of kick off meeting was presented on the wall: on progress work so that it made more sense and the agenda was organized in sprints with limited defined time. After each time we explained something completing each sprint we moved it to understood part assuming it was grasped clearly by each partner. New questions were included in the Parking sheet.
The first sprint was about the National agency rules
Partners’ meetings with requirements
Interim report – 15 th May 2019
First year report – 31st May 2019
Second meeting in Hungary end of April/beginning of May
Communication and dissemination
Who we are
IOs: questions and answers
Project evaluation tools
Menti.com code: 590882
To collect insights
What happens tomorrow
Project applicant explained the rules Turkish National Agency required.
DOCUMENTS AS THE NA REQUIRES:
· Participants’ list at PPs meetings with logos, project title, ref. number, place, dates, names, organisation, country keeping the originals. InEuropa creates participants’ list for each partner with its logo.
· Multiplier event list: Multiplier list must include other organisations from other cities, not your own members. Members are ok for dissemination events. Each partner needs to keep all the brochures, posters, commercial videos, etc. and the detailed programme of the multiplier event to provide these documents to the coordinator at the end of the event. SMORE is the best way to report all this. Certificates must be distributed to the participants. Participating organisations’ address must be provided. Host institution and partner institutions’staff are not eligible for multiplier event.
· Partners’ meetings: 2 original certificates (1 to the partners and 1 to keep for the Coordinator) signed by the legal representative
· Trip evidences: they don’t check it but please keep all the original documentations just in case. In case you will travel from a different venue of your institution to the meeting place, send your flight tickets and boarding pass to the Coordinator. The National agency wants to check if each partner received the correct amount of budget according to the distance calculator. We need to know if we have accounting procedures that foresee, we anticipate the money and we don’t require documentations.
InEuropa will create and share the templates for signature list one per partner (with the logo of the partner hosting the meeting, also local workshops) and the project logo.
For Multiplier events the signature list needs to be different and we need to use the specific template provided.
· There will be one per partner that InEuropa will prepare
· Partners cannot be considered as participants
· Other participants/stakeholders from the partners’ countries can be invited.
Question from Doro (GR): is it possible for TÜRSAB to invite their members (businesses) at the multiplier event? National Agency’s answer for that if the participant is not working officially in TURSAB they are eligible for multiplier event.
· If a partner cannot reach the target number for multiplier event then according to the EU rules, National Agency will cut the budget. Shifting the budget to other cost categories is not acceptable.
· During MEs each partner needs to produce dissemination materials etc… and provide evidences of this.
· Make photos, videos, recording – and create a SMORE at the end
· Detailed program of the multiplier event
· Smore.com – register – pay some money for using more options
· Adobe spark – it is free and is also another programme to use – recommended by Dorothea from ARTIFACTORY.
· Certificates for participants for the ME
Sprint n. 2 and Sprint n.3
Reporting details will be provided soon according to the interim report format in Mobility Tool.
· The transfer of money from the bank account to the staff
· For the internal report there will be a template to follow from 1st September 2018 to 30 th April 2019
· The partners will need to deliver the interim report on the 30 th April.
· Evidence to prove staff working on IOs are connected to the organisation. The contract must describe briefly the IO, starting/ending date of the project, duration. Secondment letters are required. Question from GR: we already prepared the contracts on the project, but the starting date is November 2018 – as we cannot claim money in September and October. The answer for that it should be written in the contract the project start date (01.09.2018) and the end date (31.08.2020).
· Turkish National Agency needs short summary in English of secondment letter in case if it is in another language and contract should be signed and stamped by legal authority.
· Timesheets: you can either insert days one by one or by groups of 2-3 days per activity. As the IOs are running in parallel, we can make an excel file with the IOs and the amount of days worked and then distribute them in months. A template will be provided. The NA accepts if we put more days on the same task together on the timesheet, or if we want to put day by day it will be ok.
· Everybody needs to refer to the own budget where details related to staff categories and to daily cost (specific per Country) are clear and to be referred to.
· And also the timesheetsmust be signed and stamped.
· Bank records: provide the bank records showing the organisation has transferred the amount of money corresponding to the timesheets. We normally issue payslips including everything, we can provide a declaration stating we have paid that project. Artifactory: normally we use global timesheets for staff working on several projects at the same time.
· Interim reports: internal report form. 1° reporting period will be 1° Sep 2018 to 15th May 2019.
InEuropa: We need to adapt the form to the Mobility Tool, otherwise NEU cannot manage to complete the MT on time. NEU will ask what the exact requirements will be and if they want also something national. We need also to anticipate the deadline for partners, for NEU to have 1 month. So we will claim costs until 30th April 2019.
PRIME Holland: we can download a pdf template from MT and fill in that one.
The proper form will be delivered to the PPs after adaptation by NEU and InEuropa.
NEU shares the Gantt done by Dorothea.
Report will be just one, 1° Sep to 30th Apr, based on the MT form.
Meeting in Hungary should be in April: The second week between 8th to 12th is booked, we will decide 2 days full work + travel days. These dates are ok for each partner and According to Hungarian partner decision the meeting dates will be fixed soon.
GANTT – detailed gantt is required and necessary
A google drive will be created so that each partner can upload their important documents related to the project.
Sprint n. 4
InEuropa presentation on Communication and Dissemination
· Visibility: logos and Erasmus+ disclaimer always to be included
· Project logowas voted on Mentimeter
· Internal communication: emails are good, be careful not to overwhelm partners with too many emails every day. Skype is also very useful. Do you use it normally? It is recommended to use skype to share documents or chatting real time and have Skype conferences.
Partners vote for both Whatsapp (immediate communication) and Skype groups (for calls).
InEuropa will create Google Drive folder to be shared.
InEuropa will prepare partners’ details list to be complete with name and surname, mobile phone, skype ID, email in use, GD address. Upload relevant documents for partners’ meetings, there will be templates available without sending them by emails that got lost. DO NOT DELETE FILES.
Email subject: TOORiBOOST – etc.
· Target groups: the common plan foresees a first draft of target groups and tools to reach them (public, private sector and academic community, young people, heritage tourists, general public, media & press, COE/UNESCO/ICOMOS). Some will be addressed directly through activities and events and others will be reached indirectly. EBook which is an outcome with commercialisation potential will be added.
· Rules on visibilityare provided. Logos will be uploaded in the GD folder.
· Power Point presentation: ready to use for any activity.
· InEuropa supports PRIME in designing the graphics.
· Social media: we created Facebook, Twitter and Instagram, they are connected so when you write on one it goes on everything. Instagram will be the most important.
· Instagram: feed FB and Twitter through Instagram. It allows to create a story so any time you make a workshop it can go on a story. Selfies on FB are no longer valuable. Logarithm of Instagram is now smarter. We will develop stories there, as mini-value lessons on Instagram. Up to 30 #. It is also a way to collect memories and information from the workshops. Videos will be there. Partners need to follow Instagram and create big public.
We will make every partner administrator so you all post directly in TOURiBOOST rather than on your organisations’ accounts. We will find out which hashtags to use to reach tourism stakeholders so they start follow.
Kodolanyi Janos University – HU
InEuropa - IT
Prime Holland – NL
NEU – TR
How to make the research through questionnaires and Lego Serious play: they will be a survey for the visitors and one for the stakeholders – the stakeholders will help us reach the visitors
For stakeholders we will need to make interviews:
Which are the problems and which skills are required
How are they going to attract tourism visitors?
Skills required – personal interviews
15 per partner
We already have the questions ARTIFACTORY prepared them and will be shared with the other partners soon. In the questionnaire there are 12 questions.
The workshop in IO1 we will collect the data from 15 stakeholders – The questionnaires may be translated into partners’ national language to be applied to the stakeholder easily but then every partner needs to translate the questionnaires’ answers into English – at least a summary
Select the pilot project area:
Each partner needs to select 5 items or geolocations to create an itinerary
Online visitors: every partner will promote it through the stakeholders to collect data.
Stakeholders’ interviews must be delivered by 30th April 2019 and then they need to be delivered to Hungary.
IO1 will end in September 2019
We can use mentimeter – but still we can organize the meeting and making them answer on mentimeter.
In June we need to organize a workshop with the same stakeholders answering the questionnaires and we will do the same activities that we did in Konya on the second day of the KOM.
To summarize IO1:
- By 30th April the partners will collect data by interviewing stakeholders collecting 15 surveys completed and will send them to Hungary with a summary in EN.
- By 30thJune each partner will organize a workshop with the same stakeholders (using the same tools and model that will be done in Konya on the second day of the KOM) and results will be delivered to Hungary.
- By 30thSeptember Hungary will deliver the report.
Who will be targeted in IO3 local workshops = stakeholders’s workshops – go to the list of the 9 target groups (id. The stakeholder profile for the workshop in Konya on the 7thof December are: hotel managers, travel agency director from Ankara, Archeology department, one coming from the eastern university, chamber of tourist guides in Ankara, etc).
Open discussion about the project schedule and deep understanding of project outputs: worked together to detail the gantt and share the project executive plan.
· Who are stakeholders: 9 groups listed at pag. 31 AF
· Who are local target groups of local workshops in PPs other than HU and TR: these are STAKEHOLDER WORKSHOPS and you find it in the 9 groups.
· How to make the research through workshops and questionnaires: there is one survey for visitors and one for stakeholders.
· From stakeholders we need to know which the problems are and why new skills are required. Personal interviews 30 per partners. We can have a consultation among partners or you can adopt them with minor changes. You can invite the stakeholders at the local workshop and send the questionnaires to be collected at the workshop itself. Hungary will create the final report. Questionnaires must be translated. Each partner must select the pilot area: 5 experiences in the territory (monuments – objects and/or geo-locations). They must create an itinerary. Stakeholder survey to be closed in April 2019 and the report in September 2019.
Survey for visitors will go in IO3 and will start from the beginning so to be an ongoing collection online through the website. No target number.
We can collect the survey through Mentimeter.
>survey April 2019
>workshop June 2019 to take inputs (replication of the workshop in Konya)
>report collecting everything September 2019
Share templates for the final reporting of workshops.
· Platform created by NEU
· MOOC: 4 modules.
The 1° one is delivered in the KOM workshop. Each module covers a broader area then the workshop goes more focused. The MOOC comprises modules, videos, pocket library, links, attraction design tool, methodology and tutor handbook.
The last 6 months are to train and to prototype the eBook.
o Methodology and tutor handbook and Mod.1 already created by Artifactory
o Documents and templates in workbook format by Artifactory
o Pocket library by Artifactory
Partners will fill in the templates
The outcome is LAP (IO3)
· Training workshops= 4 partners’ meetings (IO3 - Integrated composite training) – 4 in total (called “thematic onsite lecture” in the AF)
· Stakeholders’ workshops= IO1 at local level – 1 per partner
>LAP: after each workshop at partners meetings the local attraction plan is delivered
>the LAP is formed of 4 sections but the eBook will not contain all of them. The eBook will contain stories.
TASKS (see Gantt)
Professional profile “Heritage Experience Planner” needs to have collaboration approach with stakeholders, have skills to pick and choose the experts to create experiences and turn the facts into compelling narrative in order to give significance to heritage.
Each country has descriptors of EQF. EQF cannot be issued by persons or organisation which are not in the qualification field, only by Universities.
7th of December: The Second Day - Stakeholder Workshop
In the morning we went to Archeological museum and Sille open air museum to have on-site tour with two tour guides. Those tour guides tried to explain the importance od those places. There are 8 stakeholders plus 11 partner organisation staff.
Afternoon Session Notes
The session started at 14:10. First of all, the instructions for the afternoon task were made clear by Daniel Weiss. He asked the participants to build a model of retrospection about what has been done so far. He acknowledged that the workshop would be a tourism planning exercise, an itinerary to follow depending on the model to be created by the participants.,
TASK1: Preparation: lego pieces were spread on the table.
Participants are asked to compose their own model of a duck in a specified time (30 seconds) individually. Duck is used as a metaphor to represent the variety of ideas among people. Every individual has a different perspective & experience and people interpret ideas distinctively from each other. Therefore, the way people tell their stories about today’s experience were expected to be different from one another.
TASK2: Participants were asked to cluster all the models depending on a certain criteria in groups. Different thinking models were brought together in common themes.
OUTCOME: In a meeting if just one person speaks and dominates, the other participants will not have the opportunity to voice their ideas and stop contributing.
TASK3: Build a model about your experience today (visit to archeological museum & Sille trip)
-The models should reflect individuals’ experience through concrete lego models.
The models were displayed to create a landscape. They all were graphic representations of each individual’s experience.
Below are the comments of the participants about their models.
Dorothea from ARTIFACTORY: “My house is without fences”. I don’t have walls, everyone can come and visit me. We could travel from one civilisation to other today in a short time. Nothing changed in fact. What can be improved is the way things are presented.
Tamara from Kodolonyi Janos University : She made an open model of Sille, church and river & mosque. “I used dark colours for the mosque. I saw smiling people around and/however sometimes the experience was frustrating; because most of the information in Sille city museum and archeology museum was not translated or literally translated, which makes the real concepts lost.
Özkan from TURSAB: designed a drone tourism model.
Feridun from Batman University: Focused on evolving nature of human heritage. He used circular models implying that the museums, artifacts, culture and ecological aspects are in a process of evolution.
Tuğba, one of the tour guides: Commented on the significance of experiencing a site is much more enriching for a person than what is thought at schools.
Özgür from NEU: Produced a model which mainly focused on the unseen potential around the visited places like caves, natural beauties. He provided a more holistic perspective.
Sadık, BERA Hotels Genral Manager: Touched upon the geographical ease/flatness of Konya. He said the city needs to provide individual transportation vehicles/opportunities and the transportation may be more convenient for travellers.
İlker from Arts History Department: Put the church in the middle of other tourist attractions in Konya. He thought the church was of significant regarding its historical charm.
IN GENERAL TALK as a group the following statements were uttered by the participants as a discuss topic one by one.
- What Sille meant for the local people (as a recreational site)
- Sille has become the secondary touristic attraction after Mevlana museum.
- The archeology museum needs to be redesigned well enough for the visitors to move easily around.
- There is enough supply; however the problem is forming an effective connection between demand and supply.
- There is a need to increase/develop local transportation for the visitors to discover other places than only Mevlana Museum.
- More advertisement and promotion campaign needed for these touristic attractions.
In order for a museum to be well known or /and ‘well promoted’ it should be be guided with all aspects. In other words; there must be a plan in guidance such as introducing the area with its setting, time, by whom it was founded/discovered and its connections to the other attractions by giving historical/philosophical/religious ties
“Funded by the Erasmus+ Program of the European Union. However, European Commission and Turkish National Agency cannot be held responsible for any use which may be made of the information contained therein