Media Tips

Getting publicity for your event is truly an art. How you deliver your news to the media can be as important as the information itself.

Charitable organizations, social agencies, educational institutions, cultural groups, and business associations are important to the news media. Here are some simple guidelines.

1. A city’s charitable, educational, civic, and governmental institutions are public property, and news people feel a strong obligation in covering such groups.
2. News people don’t need to be told to cover the "big events." However, you can help by providing advance background information about every event, big or small.
3. Be honest, fair, and accurate.
4. Have one person be THE contact from your organization to get the word to the news media. Place this person’s telephone number on all releases. You may need a back up if your contact person isn’t available at all times.
5. Be legible and brief with news releases.
6. When preparing a news release, begin collecting facts by using the five W’s and the H:
   • Who is the story about or who is announcing it?
   • What is happening or being announced?
   • Where is it happening?
   • Why is it happening?
   • When is it happening?
   • How will it happen or how will it affect the public?
7. Send announcements of your event three to four weeks before the event for PSAs (Public Service Announcements) and calendars. Mail and deliver news releases to the news departments of radio and television stations no later than 7 to 10 days before the event.
8. Follow up a day or two before the event to make sure the information was received