National Committee Field

Transcription

1 FPFP National Committee Field STRATEGIC FRAMEWORK Visit Protocol For Private Fundraising by Country Offices Guidelines for UNICEF National Committee staff, media and other National Committee related visitors January 2011

2 Introduction The organization of field visits for National Committees, the private sector, donors, the media, celebrities and high profile supporters is a crucial element of UNICEF s communication, fundraising and advocacy work. Key objectives of this protocol are: - To ensure that field visits generate the greatest impact for both the field (Country Office) and National Committees. - To facilitate the process of planning field visits for both the field and National Committee communication staff. The field (Country Offices) Preparation required by the field (Country Offices) includes: Working with the National Committee/s involved on the issues detailed below under The National Committees including: Selection of appropriate site/s. Identification of the people to be visited. Making sure UNICEF is visible, avoid too many partners. Preparing a detailed agenda (more information on the agenda follows) and ensuring Country Office staff are prepared to explain UNICEF s contribution to the programmes to be visited Distribution of country kits to visitors before their arrival in the country (except during an emergency). All logistics arrangements within the Country Office (see Logistics below for more information). Preparation of a list of dos and don ts for the trip. Preparation of in-country costs for the visit/s to include accommodation, transportation and meals. Agree with the National Committee prior to the visit regarding what costs will be borne by whom. National Committee visitors may have preferences, but ultimately the Country Office will decide who goes where, when, how and at what cost for all parties. Country Offices should inform their Regional Office of all visits. In addition, Country Offices should take into account the following when planning a National Committee field visit: It is often useful for National Committees to see the issues/projects before and after UNICEF intervention/s. This makes it easier for the visitors to see the results that have been achieved. Page 2 of 8

3 Avoid surprises on the spot. This can be done by ensuring that projects are visited in person in advance of the field visit and that the situation on the ground actually corresponds with the reports submitted, for example, by partners. Maintain a low profile: donors, journalists etc. are often very sensitive to expensive cars, smart offices, residences etc. and operating costs. Keep social events modest and avoid invitations to the Representative s residence etc. Make the investment and assign the best staff possible to the visit to interact with the visitors (especially journalists). Avoid newcomers, and staff on short term assignments and, where possible, consultants unless very familiar with the subject of the field visit. Limit the number and duration of courtesy visits that media visitors need to participate in. If there is a very clear objective, e.g. to produce a documentary for a telethon, it is very stressful for the crew to spend extensive time listening to presentations from authorities (or even UNICEF). Consider dividing the visitors into different groups that have different interests e.g. National Committee staff and TV crew. Explore the possibility of the Country Office using a local photographer to cover the visit. Special circumstances Visits during emergencies During emergencies, Country Offices often receive numerous requests from National Committees for field visits. The office must balance its emergency workload with the potential advantages/benefits that a National Committee visit may provide, including increased visibility, advocacy and fundraising. PFP will help facilitate visits under such circumstances and coordinate travel plans for National Committees. Again, the final decision to host National Committees is the responsibility of the Country Office. All requests for visits to CO in emergencies must be made through the PFP Communication Section who will coordinate all National Committee trips with the CO. Requests should be sent specifically to the Communication Specialist, Media and Emergencies with a copy to the PFP Chief of Communication. PFP and the National Committees should have a rapid response team in place hours after the onset of a sudden major emergency and this team will be responsible for handling National Committee visits to the country. Different needs Field trips may be organized for different visitors at the same time (e.g. from different National Committees), which saves time for the office. However, try to avoid mixing the types Page 3 of 8

4 of participants: combining different expectations, requirements and interests can be very challenging and result in difficulties in managing the visit on the ground. In addition, simultaneous visits of different TV crews, or TV crews and journalists, should also be avoided as their needs are likely to be very different (e.g. camera crews require lots of space and have other unique demands). If a visiting group consists of more than five people, participants should split up when visiting families and children. Ultimately, it is not advised to plan visits of more than 6 people in order to respect both beneficiaries as well as those working on their behalf (Country Offices). The National Committees A field visit can be part of the National Committee s strategy for increasing fundraising and visibility. National Committees should always notify the Division of Private Fundraising and Partnerships (PFP) when making plans to visit the field. Under normal circumstances, this notification should be made to PFP via the intranet advisory portal (NB portal to be established Q In the interim notification to the Senior Relationship Manager responsible for the National Committee concerned, with copy to the Deputy Director, National Committee Relations). Requests to visit during emergencies should be made through the PFP Communication Section to the Media and Emergencies Specialist with copy to the Chief of Communication. Preparation by National Committees for field visits should, in cooperation with the field and PFP, include: Inform both PFP and the Country Office of the request for a field visit at least three months in advance. The Chief, Celebrity Relations and Partnerships Section, DOC should be informed if the visit includes a Goodwill or National Ambassador, or celebrity. Identify and share the objectives and expected results of the visit with the field. e.g. is it to inspire and motivate National Committee staff, Board members, celebrities, or to gain knowledge about the country programme and projects and the situation of children, or to get media exposure for fundraising purposes e.g. to include TV crews, celebrities? Manage expectations carefully. Visitors may come with very clear ideas regarding the venue and the situation they want to see. In this case, the Country Office should decide how to give UNICEF some visibility during the visit, either by providing basic information and data or by finding a UNICEF-supported project in that area. A detailed exchange of ideas and information with visitors before their arrival may avoid conflicts and frustration. In case that no agreement is reached before the trip starts, the field office makes the final decision. Page 4 of 8

5 Once the objective/s of the trip are agreed upon, focus on those aspects and ensure that they are reflected in the agenda. Determine the number and roles of participants all participants must have an association with UNICEF or the National Committee concerned. Ensure that there is no commercialization of the field visit: UNICEF will not accommodate any participant on any field trip that has been sold or marketed to those who are not donors. Provide biographies (bios) of proposed participants. Determine a focal point in the National Committee for each particular visit and that person manages all communication with the Country Office regarding the trip. Obtain all titles, names and passport details at least one month in advance to facilitate internal travel, visas, etc. Complete the Security in the Field CD-Rom, and the advanced version if travelling to countries during an emergency. Celebrities should be made aware of the security issues prevailing in the Country Office and complete the CD Rom if they plan to visit war torn areas/countries. Establish a standard minimum donation amount for individuals and for corporates that which is agreed based on local donation amounts. This could include for corporate: partners and prospects, and individual donors and prospects. Discuss with the Country Office the level of funding that donor visitors are committing to following the field visit. Undertake a thorough briefing of participants before the start of the visit. This is particularly important in emergencies: o o o Celebrities and media teams should have a solid understanding of what they will and will not see, how UNICEF works (especially with governments and partners), and a sense of National Committees expectations of them. The visitors should understand that the trip is a great opportunity for UNICEF to show the impact of its work, but they should also be aware of the workload created, and that their visit may create expectations (both financial and linked to local protocol) on the ground. Visitors should also understand that most people who are being visited do not differentiate between National Committees and their accompanying colleagues and that UNICEF staff will continue working and living there after the visit. Hence any repercussions from inappropriate behavior will reflect on and ultimately be the responsibility of the UNICEF Country Office. Organise a joint meeting of all participants prior to the visit, especially if they don t know each other. Page 5 of 8

6 Logistics Ensure that their staff and guests have passports valid for the necessary period of time (including, if necessary, for a period of time after the visit has been completed), the necessary valid visas, and up to date required vaccinations. Provide, before travelling, information to visitors that is relevant to the issue/emergency situation, as well as traditions and customs of the destination country. Ensure that all participants are aware of the UNICEF photo guidelines and, when necessary, the Protecting Children s Rights in Corporate partner Image Use. The Country Office is expected to provide a detailed information sheet that includes: best flight routes/schedules, visa and vaccination requirements, customs regulations for equipment, filming and other necessary permits, press accreditation when applicable, credit card/cash policies, weather and other environmental conditions, appropriate clothing, availability of food, water and medical facilities, security issues, and cultural and ethical sensitivities. The preparation should also include a written agreement between the Country Office and the National Committee regarding who is responsible for what (air travel, accommodation, food, entertainment, etc,). UNICEF usually provides transport by road free of charge. Special arrangements can be made for visits organised in collaboration with National Committees, especially if a Goodwill Ambassador or another celebrity is part of the group. National Committees should cover all expenses of visitors, but the field office may opt to pay airfares within the country, accommodation and food in advance and receive reimbursement by the National Committee later. Interpreter: it may be possible that a UNICEF Communication or Programme/Project Officer may serve as interpreter. But this is not a function they normally perform, and so this needs to be determined beforehand. If an interpreter needs to be hired, National Committees are expected to cover the cost. National Committees should always send one of its staff on the trip to be responsible for its donors, celebrities or media. All participants taking part in the trip should sign a waiver form regarding liability, and a waiver form provided by the Country Office should be signed by all participants when travelling in UNICEF vehicles. All participants should ensure that they have the necessary travel and medical insurance. Page 6 of 8

7 Agenda The agenda must be realistic. Not too tight and heavy. It should be set up in a way that allows sufficient time for the visitor to fully understand and cover the situation on the ground. Delays or cancellations of visits cause major frustration for UNICEF staff, communities and families. The planning of future visits can also be affected. When developing an agenda, enough time should be given for courtesy visits, which are often necessary. Visitors must take into account travel time, using the experience of the Country Office for reference. Travel authorisations and security clearances (if needed) take time to obtain. The agenda should include a brief meeting with the Representative, either at the beginning or at the end of the visit, and can include time for requests and opportunities (meeting with National Committee representatives, Goodwill Ambassadors, press events, etc). The field will provide an annotated agenda including detailed information on the people to be met during the visit. They should also provide a detailed information kit with briefs on the topic, UNICEF s work in that area, precise national and local data and on the projects to be visited. Ideally, this should be sent to them before they start the visit. The agenda for the trip should be agreed upon before arrival of the visitors. During the visit The visit should start with a briefing that includes the points listed below. The Country Office and National Committee should pre-agree responsibilities for the briefing. The agenda and logistics issues. A recap of the objective/s of the visit and an overview of the themes/issues that will be covered and UNICEF s work in those areas. Protection of the personal rights of beneficiaries (families/children) to be visited. This is especially important in regards to children victimized to sexual exploitation, affected by HIV/AIDS, those in conflict with the law, or current/former combatants. Visitors should be aware that they may put those children at great risk, if they portrait them giving their full identity. Media must have a release form for signature by children and guardians. (For more information on this, consult the ethical guidelines). Media should adhere to UNICEF principles in that matter. The briefing should also address cultural differences that may be unfamiliar to firsttime visitors. Photographers should be clear on what they cannot shoot and all Page 7 of 8

8 participants need to be informed about appropriate styles of dress. Procedures for visiting sacred areas or sites should also be explained and for courtesy rituals that may occur and require proper response. This includes eating etiquette. Briefings to media should be kept short. *No presents or cash for children: giving presents or cash to children should be avoided. If it is not possible, and in order to avoid any kind of favouritism, gifts should always be handed over to people responsible for the projects and not directly to the children. Gifts should be items that can be used collectively in order to ensure that all children are treated equally and to avoid creating dangerous situations (such as children running after vehicles). End of the visit At the end of the field trip, a de-briefing session should be held at the UNICEF office. Many questions, clarifications or misunderstandings can be handled this way and avoid further problems. Lessons can be learned for future trips. An idea of how the reporting will be handled may also be developed at this time, allowing the field office to alert DOC and National Committees. This is important if negative or unexpected conclusions were drawn by, for example, a journalist. The field office should provide prepared funding proposals if requested by the National Committee visitors. Trip reports and follow-ups National Committees are required to share materials generated on a trip with other National Committees, via PFP (Panorama), and to include stories, video and photos. National Committees should send to the Country Office and PFP a CD Rom with all the coverage (media, stories, videos, photos etc.). Visitors are encouraged to prepare a trip report, focused on the results and how they met expectations, with suggested action points for follow up; It is recommended that the trip report is shared with PFP and relevant colleagues; A thank you letter should be sent to the Country Office with any additional feedback, with copy to PFP. Page 8 of 8