It can be difficult to spread the word about an event that takes a lot of preparation.If you want people to know what to expect at your event, reach out to media outlets in your community and ask them to report on it.In order to get more attention, you need to write a press release that explains what makes your event special.They will share the information if they choose to cover your event.
Step 1: You can put your contact information at the top of the page.
The name of your organization should be capitalized on the first line of the document.The organization's name should be left blank.On the right side of the page, put your name, phone number, email, and organization's website so media outlets know who to contact if they need more information.It is easier to read if each item is put on a separate line.If journalists aren't able to get through to you the first time, list multiple phone numbers.You can write: (123) 555–890 (mobile); (234)555–902 (work).The contact information can be found at: Johndoe@wikihow.com.
Step 2: If you want the press release to go public, list the date.
The release date should be on the left side of the page, in line with your name in the contact information.If you want the media to publish the release right away, write "For Immediate Release:" followed by the current date.If you want the release to come out at a specific time, put "UNDER EMBARGO UNTIL" followed by the date you wish it to be posted.If the event is still a few months away, you can embargo the information so that it is more relevant.If you don't release the information early, people may forget about it when the date arrives.
Step 3: Come up with a great headline for your event.
When it is published, write the headline how you want it to appear.Mention the event in order to get readers interested so they attend.Make the title bold by capitalizing on each of the important words.If you want your headline to look simple on the page, try to keep it to 1–2 lines.Hudson University hosts a charity carnival to raise funds for a new library.
Step 4: In the first paragraph, answer who, what, where, and why.
Journalists see the most important info right away if the first paragraph is long.When and where the event is taking place, and the reason you are hosting it are all listed.Refer to yourself in the third person.Non-essential information in the first paragraph can make it hard to read.From the first few sentences, people should get all of the information.Hudson University will host a street carnival in March in order to raise funds to update their library.Faculty and student volunteers will run games and booths at the charity carnival.
Step 5: The body paragraphs can be used to explain the event in more detail.
Mention any special events, guest speakers, or benefits that people who attend can receive.The release sounds informative if you write in the third person with a professional tone.Don't use more than 3–4 body paragraphs in your press release.Try to include quotes from the event spokespeople.Make sure the spokesman knows when the press release is going to be sent.If you want journalists to take photos or record the event, mention if there will be any photo or video opportunities.TV and newspaper outlets can be persuaded by this.Radio outlets will be able to record audio easier with guest speakers or music.
Step 6: The organization running the event after the body should be mentioned.
When the organization was founded, write short paragraphs stating the name and mission.When the press release goes public, the organization's contact information should be changed to the last sentence in the boilerplate.The same boilerplate is used for every press release.Hudson University was founded in 1994 and is well-known throughout the country for their science and mathematics programs, with hundreds of graduates each year.Hudson University is located in Midtown, CA.The Main Office can be reached by phone.Their website is www.hudsonu.edu.
Step 7: List all the media outlets in your area that cover the same events.
Independent journalists that are based near you can be found on news stations.If they have written about similar events in the past, pay attention to the types of stories they covered.If you want to send out a press release, you should write down the name of the publication, the journalist, and any contact information you can find for them.If you want to send a press release to the right place, you need to know the names and contact info of the journalists that usually cover events.If there are photo opportunities or exciting events to film, TV and newspaper outlets will usually cover them.If there is a live concert or guest speakers, your event may be covered by the radio outlets.
Step 8: The event details should be mentioned at the beginning of the email.
Journalists can get an idea of what your event is and what makes it special by reading the first paragraph of your pitch email.Mention all of the event information that you stated in the opening paragraph of your press release so that they can see if it is something they want to report on.To connect with the journalists better, be sure to address them by name.You can write something like "Hello Jane, I wanted to inform you about a charity carnival that Hudson University is hosting on campus on March 3rd."The old campus library will be renovated thanks to the funds raised from the carnival.
Step 9: In the second paragraph, add a closing.
Talk about any activities that the journalists might want to film.Since they can appeal to TV, radio, and newspaper journalists, mention the speech, music, or appearance of a well-known person in the community.The journalist took time to read the release before closing the letter.There will be games and booths run by faculty and students at the carnival.A dunk tank with the dean will be at the end of the carnival.There is a link to the press release.Thank you!I will follow up after I hear back from you.
Step 10: You should include a link to the press release in your email.
You can access the press release online by uploading it onto a website or a cloud service.Before sending a press release to the journalists, copy the direct link and paste it at the bottom of the email.Send the press release before the event to give the media time to read it.Journalists might lose track of a PDF if it's uploaded to the email.
Step 11: The day after the press release, follow up.
Wait at least a day to reach out to the journalists you sent the press release to.If they received the press release and plan on running it, send another email.If you want to speak to them directly, you can contact them over the phone.The journalists will let you know if they have any questions.It can be difficult for journalists to follow up multiple times within a few days.It is okay to send another follow-up a week before the event if it is still a month or two away.